GFI Product Guide GFI MailArchiver and Office 365 Deployment Guide
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1 Overview of Microsoft Office 365 4 1.1 System requirements 4 1.2 How GFI MailArchiver works with Microsoft Office 365 4 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 6 2.1 Step 1: Setting up a Journaling Mailbox in Microsoft Office 365 6 2.1.1 Setting up a Microsoft Office 365 Journaling Mailbox 6 2.1.2 Disabling read receipts for Microsoft Office 365 mailbox 10 2.1.3 Configure delete read receipts rule for internal emails sent by the Journaling Mailbox 11 2.1.4 Configuring a Transport Rule to prevent 'deleted without being read' response for external senders 14 2.1.5 Disabling Junk E-mail settings 17 2.1.6 Disabling automatic processing of calendar items 18 2.1.7 Disabling the Recoverable Items folder in Microsoft Office 365 19 2.2 Step 2: Configuring Forwarding Rule in Microsoft Office 365 20 2.3 Step 3: Identify connection settings in Microsoft Office 365 24 2.4 Step 4: Configuring a new Mail Server to Archive in GFI MailArchiver 25 2.5 Step 5: Testing setup 27 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 29 3.1 Step 1: Setting up a 3rd Party Mailbox in Microsoft Office 365 29 3.1.1 Configuring a Transport Rule to prevent 'deleted without being read' response for external senders 30 3.2 Step 2: Configuring a Journaling Rule for an External Mailbox 33 3.3 Step 3: Configuring a new Mail Server to Archive using an external mailbox 33 3.4 Step 4: Testing Setup 35 4 Troubleshooting and support 36 4.1 Introduction 36 4.2 GFI SkyNet 36 4.3 Web Forum 36 4.4 Request technical support 36 4.5 Documentation 36
1 Overview of Microsoft Office 365 Microsoft Office 365 is an online productivity suite with hosted services complementing or replacing in-house servers and applications. A typical Microsoft Office 365 deployment uses Exchange Online and users connect to it using the native Microsoft Outlook application or using the hosted version of Microsoft Outlook. This guide shows you how to set up GFI MailArchiver to archive email from Exchange Online. While every effort is made to ensure that all functionality and references to third party software are correct, there might be discrepancies due to updates at the discretion of the aforementioned 3rd party vendors. Report any variations to documentation@gfi.com. 1.1 System requirements Use the following information related to software and hardware requirements and other important settings to ensure the successful integration of GFI MailArchiver with Microsoft Office 365. Pre-requisites Microsoft Office 365 Enterprise Plan deployment with configured users. GFI MailArchiver deployment. For information on how to install GFI MailArchiver refer to the Administrator Guide available for download at the following link: http://go.gfi.com/?pageid=mar_ DownloadDocumentation. Microsoft Office 365 setup requirements Registered DNS domain. Access to the domain s DNS setup. Active Directory domain for the registered DNS domain. Strong Password Policy for the AD domain Ensure that user accounts on your local domain Active Directory machine and email addresses in Microsoft Office 365 AD match. Open outbound ports on your firewall (80, 443, 993, 587) (Optional) An email account with a third party provider (such as outlook.com) to use as the journaling mailbox. NOTE For a full list of software requirements for Microsoft Office 365, visit the Microsoft website. 1.2 How GFI MailArchiver works with Microsoft Office 365 GFI MailArchiver with Microsoft Office 365 can be deployed in 2 ways: Using a Mail flow - BCC the message to rule - GFI MailArchiver uses a dedicated mailbox configured in Microsoft Office 365 to act as a journaling mailbox. GFI MailArchiver archives all emails copied to this mailbox. This is possible by setting a forwarding rule on Exchange Online, to BCC all incoming and outgoing email to this mailbox. GFI MailArchiver connects to this mailbox to monitor new emails and transfer them to the archive store database. For more information refer to Setting up a Microsoft Office 365 Journaling Mailbox (page 6). GFI MailArchiver 1 Overview of Microsoft Office 365 4
Using a Journaling rule and an external journal mailbox - Microsoft Office 365 also offers a native journaling facility, but this requires a non-microsoft Office 365 email account as the journaling destination. This complicates the set-up when compared to the BCC rule as it involves a third party, and is not recommended. For more information refer to Step 1: Setting up a 3rd Party Mailbox in Microsoft Office 365 (page 29). Advantages and disadvantages: MODES ADVANTAGES DISADVANTAGES Using a Mail flow - Bcc the message to rule This mode can be used with a journal mailbox within Microsoft Office 365 or with an external one. This method does not capture BCC information (similar to Exchange 2003 "Message-only journaling" - http://technet.microsoft.com/en-us/library/aa996699(v=exchg.65).aspx) Using a Journaling rule and an external journal mailbox This method captures BCC information (similar to Exchange's envelope journaling). Depending on the settings under Mailboxes to Archive, such emails might get deleted without being archived at all This mode requires an external journal mailbox (external to Microsoft Office 365) which must be accessible via IMAP by GFI MailArchiver. GFI MailArchiver 1 Overview of Microsoft Office 365 5
2 Setting up Microsoft Office 365 and GFI MailArchiver integration The setup process consists of the following five steps: STEP Step 1 - Set up a mailbox Step 2 - Create Forwarding rule Step 3 - Identify server connection information Step 4 - Configure GFI MailArchiver Step 5 - Test your setup DESCRIPTION Set up a journaling mailbox in Microsoft Office 365. This mailbox will collect a copy of all emails exchanged between your users. Create a Forwarding/BCC rule in Microsoft Office 365. By creating this rule, you make sure that a copy of every email sent by your users is copied to the journaling mailbox that was set up in Step 1. In Microsoft Office 365, locate the connection settings and take a note of them. These settings are required by GFI MailArchiver for Exchange Online setup. Configure a new Mail server to archive with EWS connection in GFI MailArchiver. Here you specify the connection settings identified in Step 3. Test the integration of GFI MailArchiver with Microsoft Office 365. 2.1 Step 1: Setting up a Journaling Mailbox in Microsoft Office 365 The following topics describe how to configure a mailbox in Microsoft Office 365 that will be used by GFI MailArchiver for journaling purposes: Setting up a Microsoft Office 365 Journaling Mailbox We highly recommend performing the following additional tasks to ensure a seamless integration between GFI MailArchiver and Microsoft Office 365: Disabling read receipts for Microsoft Office 365 mailbox Configure delete read receipts rule for emails sent by the Journaling Mailbox Disabling automatic responses for external senders Disabling Junk E-mail settings Disabling automatic processing of calendar items Disabling the Recoverable Items Folder in Office 365 2.1.1 Setting up a Microsoft Office 365 Journaling Mailbox The following steps guide you to create a new user dedicated to email journaling with an Exchange online license. All emails exchanged between your users will be forwarded to this mailbox. 1. Login into Microsoft Office 365 as a user with administrator rights. 2. Go to setup > quick start > start. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 6
3. Choose default domain and click next. 4. Click Add users and assign licenses. Click next. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 7
5. Select Add users one at a time. 6. Add the following user details: First name, for example, journaling. Last name, for example, mailbox. Display name, for example, journalingm User name, for example, journalingm 7. Click next. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 8
8. In the Assign role page define the following settings: OPTION Do you want this user to have administrator permissions? Set user location DESCRIPTION No Select your location from the drop down list. 9. click next. 10. In the assign licenses page, select only Exchange Online Plan 1, then click next. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 9
11. In send results in email page specify the email address where you would like to receive information about the new users and any corresponding temporary passwords. These results can be emailed to up to five recipients. Enter the email addresses separated by semicolons and click create. 12. In the results page, take a note of the new user name and temporary password. 13. Click finish. 2.1.2 Disabling read receipts for Microsoft Office 365 mailbox When using GFI MailArchiver with an Microsoft Office 365 mailbox, read receipts are sent out by the journaling mailbox when emails sent with a request for a read receipt are removed from this mailbox and archived by GFI MailArchiver. The removal process generates an error saying emails were deleted without being read, regardless of whether the intended recipient of the email read it or not. The following configuration helps you prevent this issue: 1. Log in into Microsoft Office 365 using the journal mailbox user account. 2. Go to Outlook tab. 3. Select Settings icon then click Options. 4. Click Settings. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 10
5. Under read receipts, select Never send a response. 6. Click save. 2.1.3 Configure delete read receipts rule for internal emails sent by the Journaling Mailbox To create a new rule that deletes read receipts for internal emails sent by the journaling mailbox, follow the steps below: 1. Log in to Microsoft Office 365 using the administrator account. 2. From the top menu select Admin > Exchange to open Exchange Admin Center. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 11
3. Select mail flow. 4. In the rules tab, select the + (New) and select create a new rule. 5. In the new rule screen, configure the following options: OPTION Name *Apply this rule if... DESCRIPTION Type in a rule name, for example, Delete Read Receipts sent by Journaling Mailbox. 1. Select [The sender is...] and select the journal mailbox from the list of users. 2. Click more options, then click add condition. 3. Select The message properties > include message type 4. Select message type Read receipt *Do the following... 5. Click OK. Select Block the message > delete the message without notifying anyone. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 12
6. When prompted with the warning: Do you want to apply this rule to all future messages?, click yes. 7. Click save. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 13
8. View and verify the configured rule. 2.1.4 Configuring a Transport Rule to prevent 'deleted without being read' response for external senders When a sender from outside your organization sends a message with a read receipt request, a response is sent out from the server as soon as GFI MailArchiver collects the email from the journal mailbox for archiving purposes. The response informs the sender that the message was deleted before it was read. The following steps guide you to create a new transport rule that prevents Microsoft Office 365 from sending automatic responses: NOTE This transport rule works only for external senders. 1. Log in to Microsoft Office 365 using the administrator account. 2. From the top menu select Admin > Exchange to open Exchange Admin Center. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 14
3. Select mail flow. 4. In the rules tab, select the + (New) and select Modify messages. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 15
5. In the new rule screen, configure the following options: OPTION Name *Apply this rule if... DESCRIPTION Type in a rule name, for example, Remove read request header for journaling mailbox. Select The recipient is... from the drop down list, then select the journaling mailbox from the list of users that pops up. IMPORTANT If using a third party mailbox, select the appropriate user from the list. *Do the following... Select Remove this header and key in: Disposition-Notification-To in the message header field. Click OK. 6. Click save. 7. View and verify the configured transport rule. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 16
2.1.5 Disabling Junk E-mail settings When using GFI MailArchiver with an Microsoft Office 365 mailbox, we recommend disabling the Junk E-Mail Settings to ensure that Junk E-Mail folder in the journal mailbox does not consume space. The following configuration helps you prevent this issue: 1. Log in into Microsoft Office 365 using the journal mailbox user account. 2. Select Outlook tab. 3. Go to Outlook Tab > Settings icon > Settings GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 17
4. Under block or allow, select Don't move email to my Junk Email folder. 5. Click save. 2.1.6 Disabling automatic processing of calendar items When using GFI MailArchiver with an Microsoft Office 365 mailbox, we recommend disabling automatic processing related to calendar items to ensure that the calendar folder in the journal mailbox does not consume space. The following configuration helps you prevent this issue: 1. Log in into Microsoft Office 365 using the journal mailbox user account. 2. Select Outlook tab. 3. Go to Outlook Tab > Settings icon > Settings GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 18
4. Go to calendar and under automatic processing, uncheck Delete meeting requests and responses that have been updated. 5. Click save. 2.1.7 Disabling the Recoverable Items folder in Microsoft Office 365 When using GFI MailArchiver with an Microsoft Office 365 mailbox, we recommend disabling Microsoft Office 365 from moving deleted items to the Recoverable Items folder. This prevents your journal mailbox from reaching its maximum capacity of 30 GB. When the maximum capacity is reached, GFI MailArchiver will not be able to archive emails. NOTE The Recoverable Items folder is a hidden folder that contains emails deleted in Microsoft Office 365 for a specific amount of time (default 14 days). Quotas for Recoverable items cannot be increased. When you disable this functionality emails are automatically deleted from the journal mailbox once GFI MailArchiver archives the emails. The following configuration helps you prevent this issue: 1. On a Microsoft Windows Server machine, open Windows PowerShell. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 19
NOTE You may need to enable Windows PowerShell script execution to connect to Exchange Online. To enable script execution for signed scripts, run the following command: Set-ExecutionPolicy RemoteSigned 2. Run the following command: $UserCredential = Get-Credential and key in the required credentials. 3. To start your remote session with Exchange Online, run the following command: $Session = New-PSSession -ConfigurationName Microsoft.Exchange - ConnectionUri https://ps.outlook.com/powershell/ -Credential $UserCredential -Authentication Basic -AllowRedirection 4. Run the following command: Import-PSSession $Session 5. To disable the Recoverable Items folder functionality, run the following command: Set-Mailbox Identity journal -SingleItemRecoveryEnabled $False -RetainDeletedItemsFor 0 6. To disconnect your session, run the following command: Remove-PSSession $Session NOTE For more information on how to connect to Exchange Online using remote PowerShell, refer to the following: http://go.gfi.com/?pageid=mar_o365_powershellcommands. 2.2 Step 2: Configuring Forwarding Rule in Microsoft Office 365 Follow the steps below to create a new BCC rule that forwards all email to the journaling user configured in Step 1: 1. Log in to Microsoft Office 365 using the administrator account. 2. From the top menu select Admin > Exchange to open Exchange Admin Center. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 20
3. Select mail flow to create the Forwarding/BCC rule. 4. In the rules tab, select the + (New) and select create a new rule. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 21
5. In the new rule screen, configure the following options: OPTION Name *Apply this rule if... *Do the following... DESCRIPTION Type in a rule name, for example, Forwarding/BCC. Select [Apply to all messages] from the drop down list. Select Bcc the message to... and select the journaling mailbox from the list of users that pops up. IMPORTANT If using a third party mailbox, select the appropriate user from the list. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 22
6. When prompted with the warning: Do you want to apply this rule to all future messages?, click yes. 7. Click save. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 23
8. View and verify the configured Forwarding/BCC rule. 2.3 Step 3: Identify connection settings in Microsoft Office 365 The connection settings are required to configure GFI MailArchiver to connect to Microsoft Office 365 and start archiving the configured journaling mailbox. To view the server connection settings: 1. Sign in using the new user created in Step 1. 2. Update the temporary password when prompted. 3. Go to Outlook Tab > Settings icon > Options > account > Settings for POP or IMAP access... GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 24
4. Take note of the following settings: SETTING Server name Encryption method DESCRIPTION outlook.office365.com SSL 5. Log out. 2.4 Step 4: Configuring a new Mail Server to Archive in GFI MailArchiver Configure a new Mail server to archive in GFI MailArchiver using the settings identified in Step 3. Using this connection, GFI MailArchiver will archive any emails forwarded to the journal mailbox that was configured in Microsoft Office 365. 1. In GFI MailArchiver, select Configuration tab and click Mail Servers to Archive. 2. Click Add. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 25
3. Select Manually enter journal mailbox details. 4. Click Next to continue setup. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 26
5. Using the information gathered in Step 3, key in the required details to connect GFI MailArchiver to the new Journal Mailbox: OPTION Connect using: Login/Password Folder Public Folder Exchange Server Host DESCRIPTION Select EWS as the connection method used to connect to the new Journal Mailbox on Microsoft Office 365. Key in the full email address of the journaling mailbox as the login name (for example, journalingm@companymar.onmicrosoft.com and password to connect to the selected mail server. Defines the default folder that is used to journal emails. Use the default value. Leave this checkbox unchecked. Select Manual Host to Exchange/Office 365 CAS and enter the name of the mail server where the Journal Mailbox resides in the following URL format: https://<server>/ews/exchange.asmx For example: https://outlook.office365.com/ews/exchange.asmx. 6. Click Next. 7. Click Finish. 2.5 Step 5: Testing setup After performing all the required configuration, carry out the following test: 1. Send some emails to and from your Microsoft Office 365 accounts. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 27
2. Log into GFI MailArchiver and observe the GFI MailArchiver dashboard and Archive as the emails are archived. GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration 28
3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox The following topics describe how to configure an external mailbox that will be used by Microsoft Office 365 and GFI MailArchiver for journaling purposes: STEP Step 1 - Setting up a 3rd Party Journaling Mailbox Step 2 - Configuring Forwarding Rule for an External Mailbox Step 3 - Configuring a new Mail Server to Archive using an external mailbox DESCRIPTION Set up a 3rd party email account as a Journaling Mailbox in Microsoft Office 365. All emails exchanged between your users will be forwarded to this mailbox. Create a journaling rule in Exchange Online that will forward a copy of all emails to the 3rd party journaling mailbox configured in Step 1. Configure a new Mail server to archive in GFI MailArchiver. Using this connection, GFI MailArchiver will archive any emails forwarded to the external journal mailbox. Step 4 - Testing setup Test the integration of GFI MailArchiver with Microsoft Office 365. 3.1 Step 1: Setting up a 3rd Party Mailbox in Microsoft Office 365 The following steps guide you to use a 3rd party email account as a Journaling Mailbox in Microsoft Office 365. All emails exchanged between your users will be forwarded to this mailbox. Before carrying out the following configuration, ensure you have created a new email account with a third party provider such as outlook.com. In our example, we have created a user called journalingm@outlook.com. To create a new contact in Microsoft Office 365: 1. Login into Microsoft Office 365 as a user with administrator rights. 2. Go to Admin > Exchange > Exchange Admin Center > Recipients > contacts. 3. Click add and select Mail contact. GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 29
4. Add the user created in outlook.com as a new contact. 5. Click save. 3.1.1 Configuring a Transport Rule to prevent 'deleted without being read' response for external senders When a sender from outside your organization sends a message with a read receipt request, a response is sent out from the server as soon as GFI MailArchiver collects the email from the journal mailbox for archiving purposes. The response informs the sender that the message was deleted before it was read. The following steps guide you to create a new transport rule that prevents Microsoft Office 365 from sending automatic responses: GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 30
NOTE This transport rule works only for external senders. 1. Log in to Microsoft Office 365 using the administrator account. 2. From the top menu select Admin > Exchange to open Exchange Admin Center. 3. Select mail flow. 4. In the rules tab, select the + (New) and select Modify messages. GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 31
5. In the new rule screen, configure the following options: OPTION Name *Apply this rule if... DESCRIPTION Type in a rule name, for example, Remove read request header for journaling mailbox. Select The recipient is... from the drop down list, then select the journaling mailbox from the list of users that pops up. IMPORTANT If using a third party mailbox, select the appropriate user from the list. *Do the following... Select Remove this header and key in: Disposition-Notification-To in the message header field. Click OK. 6. Click save. 7. View and verify the configured transport rule. GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 32
3.2 Step 2: Configuring a Journaling Rule for an External Mailbox Create a journaling rule in Exchange Online that will forward a copy of all emails to the 3rd party journaling mailbox configured in Step 1 (based on our example: journalingm@outlook.com). Detailed information on how to carry out this procedure is provided at the following link: http://go.gfi.com/?pageid=mar_o365journalingrule 3.3 Step 3: Configuring a new Mail Server to Archive using an external mailbox Configure a new Mail server to archive in GFI MailArchiver. Using this connection, GFI MailArchiver will archive any emails forwarded to the external journal mailbox. 1. In GFI MailArchiver, select Configuration tab and click Mail Servers to Archive. 2. Click Add. GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 33
3. Select Manually enter journal mailbox details. 4. Click Next to continue setup. 5. Key in the required details to connect GFI MailArchiver to the new Journal Mailbox: OPTION Mail Server Connect using: IMAP Port Login/Password Folder DESCRIPTION Type the name of the server where the journaling mailbox is hosted, for example, if using an outlook.com external mailbox use imap-mail@outlook.- com Select IMAP as the connection method used to connect to the new Journal Mailbox. Change the port number according to the settings of the third party email provider. Key in the full email address of the journaling mailbox as the login name (for example, journalingm@outlook.com and password to connect to the selected mail server. Defines the default folder that is used to journal emails. Use the default value. 6. Click Next. 7. Click Finish. GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 34
3.4 Step 4: Testing Setup After performing all the required configuration, carry out the following test: 1. Send some emails to and from your Microsoft Office 365 accounts. 2. Log into GFI MailArchiver and observe the GFI MailArchiver dashboard and Archive as the emails are archived. GFI MailArchiver 3 Setting up Office 365 and GFI MailArchiver integration using a 3rd Party Journaling Mailbox 35
4 Troubleshooting and support 4.1 Introduction This section contains information that can help you resolve issues encountered when using this product. The main sources of information available to resolve these issues are: This guide GFI SkyNet articles Web forum Contacting GFI Technical Support 4.2 GFI SkyNet GFI Software Ltd maintains a comprehensive knowledge base repository, which includes answers to the most common problems. GFI SkyNet has always the most up-to-date listing of technical support questions and patches. If the information in this guide does not resolve your problems refer to GFI SkyNet. 4.3 Web Forum User to user technical support is available via the GFI web forum. 4.4 Request technical support If none of the resources listed above enable you to solve your issues, contact the GFI Technical Support team by filling in an online support request form or by phone. Online: Fill out the Technical Support Form and follow the instructions on this page to submit your support request. Phone: To obtain the correct technical support phone number for your region visit our website. NOTE Before contacting Technical Support, have your Customer ID available. Your Customer ID is the online account number that is assigned to you when first registering your license keys in the GFI Customer Area. We will answer your query within 24 hours or less, depending on your time zone. 4.5 Documentation If this guide does not satisfy your expectations, or if you think that this documentation can be improved in any way, let us know via email on: documentation@gfi.com. GFI MailArchiver 4 Troubleshooting and support 36
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