Email Data Loss Prevention

Data Loss Prevention ( DLP) is a part of Exchange Online Compliance Solution , which is one of the most important workloads of Office 365 . 

How it works 

Its well accepted fact that internal threats are much bigger than external threats , when it comes to Data Leakage. Certain pre defined rules are configured . Every outgoing message is   evaluated by the DLP against the pre defined rules to prevent accidental or deliberate data leakage. This is done either by displaying warning or preventing the message from being sent. And all this happens on the fly which means that once a policy is set , it just works. 

To know more  about  Email Data Loss Prevention  in Office 365 , visit

https://techgyan.in/email-data-loss-prevention/

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.in

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP  Gold Award Winner 2016 & 2018

Email Archiving in Office 365

If you are a user of Email, chances are that you are aware of the concept of Email archiving. What it really means is that in order to ensure that our mailbox remains within the specified limit, we remove the mails from our mailbox and store the same as a backup usually in the form of a .PST file . Office 365 has a fantastic feature which has many advantages over traditional Archiving.

To know more  about  Email Archiving in Office 365,   visit

https://techgyan.in/email-archiving/

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.in

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP  Gold Award Winner 2016 & 2018

Productivity Workshops

   It is our firm belief that Productivity is a Journey and not a Destination. In order to help our Customers leverage Productivity & Cloud to the maximum, we conduct focused Productivity Workshops . The workshops are meant for :

1) Organizations who wish to understand how they can start their journey of  Cloud Computing

2) Organizations who have just migrated to Office 365 or are planning to migrate and wish to understand the various use case scenarios to improve Communication and Collaboration.

3) Organizations who are using Office 365 primarily for basic Email and who are willing to explore other workloads.

To know more about the Workshop topics and mode of delivery , please visit  https://techgyan.in/productivity-workshops/ 

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.in 

YouTube : http://www.youtube.com/user/techgyani/videos 

Microsoft MVP 2009

Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP Worldwide Gold Award Winner 2016

Email Retention Policies

ExchangeOnline which comes bundled with Office365, has a very unique feature for Email compliance. It is called Email Retention Policies

Exchange Online offers retention policies to help organizations reduce the liabilities associated with email and other communications. With these policies, administrators can apply retention settings to specific folders in users’ inboxes. Administrators can also give users a menu of retention policies and let them apply the policies to specific items, conversations, or folders using Outlook 2010 or later or Outlook Web App.

To know more  about  Email retention Policies,   visit 

  https://techgyan.in/email-retention-policies/

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.in

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP Worldwide Gold Award Winner 2016

Office 2007 is End Of Life

As previously announced , Microsoft has ended extended support for Office 2007. What that means is that there will be no more security patches , feature updates for Office 2007, which includes Word 2007, Excel 2007 , PowerPoint 2007 and Outlook 2007.  There will be no extension of the paid support for Office 2007 . This also includes Exchange 2007 and SharePoint 2007 Server.

Outlook 2007 and Office 365
If any Customers are accessing Office 365 mailbox using Outlook 2007, it will be important to upgrade by end of October after which access to the online mailbox will not be possible.  The reason is that Outlook 2007 access Exchange Online mailbox using Outlook Anywhere , also called RPC over HTTP protocol . The new protocol MAPI over HTTP is more robust and also supports multi factor authentication for Office 365. 

To know more about its implications and possible solutions, visit  here 

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.in

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Email Management . Why do you need it . And how to do it

Email has become an indispensable part of our Work life. It is a preferred mode of Business Communication . At work , we are spending more and more time on Emails.  Besides this , there are host of reasons why Emails Management is necessary.

To know more, visit Email Management

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP Worldwide Gold Award Winner 2016 (www.iamcp.org) 

Convert Email to a Meeting

Email is the preferred mode of Communication at Work. Many Organizations totally depend on Email for internal and external Communication. While the Email Communication is on, there comes a point sometimes, where you need a Face to Face or Online Meeting. 

There is a cool way to convert Email to a meeting . To know about the process visit :

Convert Email to Meeting

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP Worldwide Gold Award Winner 2016

Retain Mails of Departing Employees in Office 365

In a scenario where the requirements of compliance are increasing , the Organizations are expected to retain the Emails of departing users for a certain period of time. Now if Companies are forced to do it by retaining the User license , then the cost of licensing in Office 365 would increase.

Fortunately , Office 365 gives us a way to do so without blocking the license for departing user. The feature is called “Inactive Mailbox” . To know more , click  here:

To know more about Office 365 , click here

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

IAMCP Worldwide Gold Award Winner 2016

Improve Team work with Office 365 Groups

Many Companies still use Emails with attachments for Team Collaboration . This is a very inefficient method to Collaborate. Office 365 Cloud Productivity Platform offers multiple ways to Collaborate . Some of the tools are Yammer , SharePoint , OneDrive for Business , Skype for Business.

There is one more method available for Team Collaboration. Its called Office 365 Groups . And the best part is that it is available within Outlook  or can also be used with Outlook Web Access.

To know more about how it works  here.

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Email Security. Monitor Email Forwarding

Email is the de facto mode of Communication in any Organization. But it is also emerging as number one source of data leakage due to its wide use. One common way of data leakage is when a user puts a forwarding rule by which all his mails get auto forwarded to his personal Email id. When such a setting is done without proper authorization , it leads to Data Leakage. And even the poor IT Admin cannot do anything as he does not get notified about this.

However, with Exchange Online , which is the World’s BEST Email system and is part of the Cloud Productivity Suit  Office 365 , the IT Admin can  run series of commands to identify such users.  

To know more about how it works  here.

Please leave your valued feedback by clicking  here

with warm regards

 Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Email Tip. Use Sweep to Keep Your Inbox Empty

 

Over past few posts I have been talking about how we can get more out of our Email systems. The reason is that for most of us Email is totally indispensable . So if we can squeeze more out of our Email system , it automatically adds to our Productivity.

One sure fire way to increase Email Productivity is to keep our Inbox Empty . I have already discussed a few techniques for the same. Today the focus is to discuss a new feature of Exchange Online called as Sweep. This automated method works on a set policy and is guaranteed to help you de-clutter your Inbox.

To know more about how Sweep works, click here.

To learn about some of the techniques, click here

Please leave your valued feedback by clicking here

with warm regards

Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Email Tip. Convert Email to Task

 

A typical work day for an average person consists of Meetings and Tasks. And increasingly, the source of tasks is incoming Email. Unfortunately the earlier mails get buried under new mails and thus tasks are not attended to. There is an elegant and fool proof solution by which this issue can be taken care of. To know about the same click on the link below:

http://www.techgyan.com/Pages/Convert_Email_To_Task.aspx

You can achieve an Empty Inbox by using a combination of techniques. To know about these techniques, click on the link below:

http://www.techgyan.com/Pages/KeepYourInboxEmpty.aspx

Please leave your valued feedback by clicking here

with warm regards

Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Email Tip. Keep Your Inbox Empty

 

Email is the preferred mode of Communication at Work. One major drawback of Work Emails is that they tend to overwhelm the recipient . The volume of Emails is increasing by the day . And if the recipient had not handled the mails ( majority do not) , then the person begins to feel inadequate . There is a slow creepy feeling that maybe an important email is lying in the inbox still waiting to be addressed. And there are literally hundreds and thousands of Emails lying in the inbox. The very thought of looking for an important email in that HUGE pile is scary.

I will talk about a few techniques which will automate the task of keeping your Inbox almost empty. These techniques are best implemented if you use Outlook as the Email client. And in my opinion, if you are not using MS Outlook, then you are not using the BEST Email and personal productivity Client in the World.

To learn about some of the techniques, click here

Please leave your valued feedback by clicking here

with warm regards

Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Email Retention Policies

 

 

Exchange Online, which comes bundled with Office 365 , has a very unique feature for Email compliance and Management . It is called Retention Policies.

Exchange Online offers two types of policies: archive policies and delete policies. Both types can be combined on the same item or folder. For example, a user can tag an email message to be automatically moved to the In-Place Archive in a specified number of days and deleted after another span of days.

To know more about Email retention Policies , click here

Please leave your valued feedback by clicking here

with warm regards

Suresh Ramani

www.TechGyan.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Data Loss Prevention in Office 365

 

Office 365 Cloud Service comes bundled with many features which are focused on Compliance and Security . One of such features is Data Loss Prevention or DLP for short . The focus of this feature is to minimize loss of crucial Data which would otherwise be leaked out by internal people.

Office 365 supports various policies which can ensure that if the outgoing message does not comply with the policies, it would either be a) blocked b) warning message is given but message is not blocked c) message routed to internal auditor before being released .

To know more about DLP , please visit http://www.techgyan.com/Pages/DLP.aspx

with warm regards

Suresh Ramani

www.TechGyan.com

Blog: www.CloudChangesEverything.com

YouTube : http://www.youtube.com/user/techgyani/videos

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Conference room booking using Microsoft Exchange Online

 

Meetings are an essential part of Business . In order to streamline the process of fixing a meeting , there are 2 important steps which need to be managed . The first is to find a suitable date and time when all the attendees will be available . This process can be automated using Meeting Scheduling Assistant , which is a part of Exchange Online. The second is to find which conference room is available on a particular date and time. Office 365 allows us to manage the Conference Room booking.

To know more about how you can streamline the Conference Room booking , please read the short article here:

http://www.techgyan.com/Pages/Conference_roombooking.aspx

with warm regards

Suresh Ramani

www.TechGyan.com

Blog: www.CloudChangesEverything.com

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Shared Mailbox in MS Exchange Online

 

In every Company , people change. So it always creates a disconnect between the Company and the external stake holders . Mails bounce or go unanswered. To overcome this problem, most of the Companies have a few public email id’s which never change. For example sales, info, service, etc. These are usually listed and given to Customers , vendors and other stake holders. This ensures that even if the person handling that function leaves the Company , the email id need not change.

Using MS Exchange , which is part of Office365, the Cloud Productivity Platform , you can create the Public email id by using “Shared Mailbox” . To know more about the same , visit ,

http://www.techgyan.com/Pages/Sharedmailbox.aspx

with warm regards

Suresh Ramani

www.TechGyan.com

Blog: www.CloudChangesEverything.com

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Increase Collaboration with Calendar Sharing

 

We all use Calendar in our phones and the PC. Using Office365 , you can sync your Calendar across all your devices . But today I want to discuss a nifty feature available in Office365 by which you can share your Calendar with your Colleagues. This opens up terrific opportunities to collaborate with others.

To know more about Calendar sharing , visit

http://www.techgyan.com/Pages/CalendarSharinginMSExchange.aspx

with warm regards

Suresh Ramani

www.TechGyan.com

Blog: www.CloudChangesEverything.com

Email management : Flagging Email for followup

 

Managing Emails is a priority for most of us. Too often, we get an important email which we intend to act on later. However, due to work pressure, such mails get buried under the new mails.

There are various strategies one can use to manage the Emails. One of gems which many are unaware of, is called “Flagging for Follow up“.

To understand how to use this feature to manage your Emails , visit

http://www.techgyan.com/Pages/FlagEmailforfollowup.aspx

with warm regards

Suresh Ramani

www.TechGyan.com

Blog: www.CloudChangesEverything.com

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007

Scheduling a meeting with MS Exchange

 

 

Meetings are a lifeline of any Organization. However, the process of fixing a meeting is extremely tedious. So if a person wishes to initiate a meeting, the process of identifying a time slot where all attendees are available, is extremely time consuming and usually involves making multiple phone calls and lot of emails going back and forth.

Using MS Exchange, a part of Office365, the complete process of scheduling a meeting can be streamlined, thus saving lot of time.

Savings by using Common Address Book for a Company

Using the Meeting Scheduler feature of MS Exchange Online , the organizer is able to save at least 1 hour per meeting considering average meeting size of 5 people. Now if we calculate average of 10 meetings in a month, we are talking of savings of at least 10 hours . If the average cost of Rs. 500/= per hour is taken , it means that direct savings of at least Rs. 5000/= per month . That is quite a decent amount !

To understand how easy it is to schedule a meeting using MS Exchange , visit

http://www.techgyan.com/Pages/SchedulingMeeting.aspx

with warm regards

Suresh Ramani

www.TechGyan.com

Blog: www.CloudChangesEverything.com

Microsoft MVP 2009
Microsoft Worldwide Partner of the Year 2011 & 2007