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How to setup email archiving for office 365

Interested in archiving Office 365 mails on Vaultastic?

Setup email archiving for Office 365

Vaultastic is the easiest - most secure email archiving solution yet! Vaultastic provides archiving for Office 365, Google Apps, Exchange Online, MS Exchange, Zimbra, Mdaemon and other email solutions. Vaultastic helps your business with all eDiscovery, Compliance and Business Continuity needs.

Steps to setup email archiving for Office 365

Step 1. Provision your domain and users on Vaultastic
Provision your domain on Vaultastic. As an admin of the Vautastic domain, you can provision all/ required users on Vaultastic and allow them to access their account. By default, users provisioned on Vaultastic are not allowed to access their account.

Step 2: Configure your Office 365 domain to add a mail route for the Vaultastic server
Configure your primary domain to enable the email archival setting for all/required users. On configuration, email messages sent/received by those users are archived on the Vaultastic server.

To enable the email archival setting for users of the Office 365 domain, you need to configure a SMTP connector for Vaultastic server. This SMTP connector will be used to route mail from Office 365 to Vaultastic.

Step 3: Define a recipient to receive non-delivery reports or NDRs
You need to define a recipient for undeliverable journal reports. If a journal report can’t be delivered to the Journaling mailbox specified in a Journal rule, it is queued in Exchange Online for some time.

Step 4: Configure a journal rule to archive email messages sent/received by all/selected users of Office 365 domain
To archive mail from your primary email domain hosted on Office 365, the journal feature of Office 365 is used. The journaling feature forwards mail from the primary email server to the Vaultastic servers.

Step 1: Create a Vaultastic domain

1. Visit Vaultastic.com and choose your plan.
2. Sign up for the free trial.

3. On successful Vaultastic domain creation, you will receive an email with the login details on the email id given during the domain creation.

Step 2. Add Mail Route for the Vaultastic server

Before you configure journal rule for Office 365 users, you need to add a SMTP mail route on the O365 domain.
Note: This is a one-time job. If you have already added the mail route for the Vaultastic server, you can skip this step and go to the next step.

1. Logon to the Office 365 admin interface using valid credentials and navigate to the Admin window.

Journal O365 Navigate to Admin.png

2. Navigate to the Exchange Admin window.

Journal O365 Navigate to Exchange Admin.png

3. Select the mail flow > Connectors tab and Add smtp connector for the Vaultastic server.

O365 Add Connector Image1.png

4. Specify your mail flow scenario as From : O365 to Your Organization's email server.

O365 Add Connector Image2.png

5. Give Name and brief Description to the mail flow connector which will describe the working of the connector.

O365 Add Connector Image3.png

6. Decide to use the connector Only when email messages are sent to these domains.

- Click the + sign to add domain names for which connector will be used.

O365 Add Connector Image4.png

- Specify domain names in the format <domain-name>.vaultastic.com
For example: If the name of your Office 365 domain is thinkshop.io or thinkshop.com then domain name for the corresponding Vaultastic domain will be thinkshop-io.vaultastic.com / thinkshop-com.vaultastic.com
The details of your Vaultastic domain would have been shared with you in the welcome mail, when your domain was created on Vaultastic.
- Click OK to add domain names for which connector will be used.
- Go to the Next step.

O365 Add Connector Image5-1.png

7. Specify smart host name to which Office 365 will deliver messages.

- Click the + sign to add the smart host details.

O365 Add Connector Image7.png

- Specify the Vaultastic server URL as o365.vaultastic.com
- Save the host name.

O365 Add Connector Image8.png

- Go to the Next step.

O365 Add Connector Image6.png

8. Select the option Always use the TLS to secure the connection to the Vaultastic server.

- Choose the option Any digital certificates, including self-signed certificates
- Go to the Next step.

O365 Add Connector Image9-1.png

9. If all the settings provided for the configuration are correct, go to the Next step or go Back and change the settings.

O365 Add Connector Image10.png

10. Validate the connector to make sure if it works as expected by sending a test message to the journal id of the Vaultastic domain.

- Click + sign to add the journal id of your Vaultastic domain.

O365 Add Connector Image11.png

- Specify journal id as [email protected]<domain-name>.vaultastic.com and click OK.
Example: For the domain thinkshop.io, the journal id will be [email protected]

O365 Add Connector Image12-1.png

- Validate the connectivity to your Vaultastic domain.

O365 Add Connector Image13-1.png

- Close the window to exit the validation process.

O365 Add Connector Image14.png

- On successful validation, Save the connector

O365 Add Connector Image16.png

You can see the defined connector in the list of connectors.

O365 Add Connector Image15.png

Note:

Creating SMTP connector for the Vaultastic server is a one time job. If you have already created this connector proceed with the next steps.

- Step 3: Set recipient to receive Non-Delivery Reports (If you have specified this user already move to the next step)
- Step 4: Create a Journal Rule for all users of the Office 365 domain
- OR
- Step 4: Create a Journal Rule for selected users of the Office 365 domain

Step 3: Set recipient for undeliverable Journal reports

If you are configuring journal rules for the first time, you need to specify the alternate Journaling recipient for undeliverable journal reports. If a journal report can’t be delivered to the Journaling mailbox specified in a Journal rule, it is queued in Exchange Online for some time.

It is recommended to use a dedicated user on your Office 365 domain to receive all the non-delivery reports (NDR). As mail sent or received by this user will not be archived on the Vaultastic server.

  • Logon to the Office 365 domain Admin center.
  • Navigate to Admin > Exchange Admin > compliance management > journal rules
  • Click Select address to specify NDR email recipient on Office 365 domain.
- You can change this id later if required.
- It is recommended to dedicate a separate email id to receive all the undeliverable journal reports.

Journal O365 Select NDR Recipient Image1.png

  • Browse and select the id from the list.

Journal O365 Select NDR Recipient Image2.png

  • Click OK to acknowledge the warning displayed on the screen.

Journal O365 Select NDR Recipient Image3.png

Step 4: Journal mail sent to/received from all the users on the Office 365 domain

Configure a journal rule using steps mentioned below to journal email messages transacted by all the users on your Office 365 domain.

NOTE:

  • All the users must be provisioned on the corresponding Vaultastic domain. If a user is not present on Vaultastic, email messages sent to or received from that user will not be archived on Vaultastic domain.
  • The journaling rule may take some time to come into effect. If mails are not getting archived, please recheck after half an hour.

Before configuring the journal rule, ensure you have set an email id on which all the undeliverable journal reports will be received.

I- Navigate to the "Journal Rules" screen

1 Navigate to the Admin Center

Journal O365 Navigate to Admin.png

2 Navigate to Exchange Admin Center

Journal O365 Navigate to Exchange Admin.png

3 Choose the Compliance Management > Journal Rules tab

Journal Rule All Users Image1.png

II- Configure the Journal Rule for all the users

  • Create New Rule to journal mail sent or received by all the users.
  • Provide the rule details
- Send journal reports to a standard Vaultastic id in the format [email protected]<domain>.vaultastic.com
Example: For domain thinkshop.io the Vaultastic id to receive all journal reports will be [email protected]
- Give a Name to the rule.
  • Apply rule to all messages sent to or received from all Office 365 users.
  • Journal all messages (internal as well as external) sent to or received from Office 365 users.
  • Save the rule

Journal O365 Journal Rule All Users Image2-1.png

Click Yes to acknowledge the warning displayed on the screen.

Journal O365 Journal Rule All Users Image3.png

As per the rule, all mail messages of all the users of the Office 365 domain will be archived on their respective accounts on the Vaultastic domain.

Journal O365 Journal Rule All Users Image4-1.png

Step 4: Journal email messages of the selected users of Office 365 domain

To archive mail for selected users, you need to create a distribution list of users for whom journaling needs to be enabled. Then, define a journal rule for the distribution list to start archiving the email messages.

NOTE:

  • All the users must be provisioned on the corresponding Vaultastic domain. If a user is not present on Vaultastic, email messages sent to or received from that user will not be archived on Vaultastic domain.
  • The journaling rule may take some time to come into effect. If mails are not getting archived, please recheck after half an hour.


I- Create a Distribution List of users

1. To create a distribution list, navigate to the Home > Groups tab.

Journal O365 Create Group Image1.png

2. Choose Distribution list as the type of group to be created

Journal O365 Create Group Image2.png

3. Provide details as mentioned below

  • Give a Name to the group
  • Set email id of the group
  • Provide a Description.
  • Add the group to the Office 365 domain
Journal O365 Create Group Image3.png
  • Select the newly added group from the list and click Edit to add members.
Journal O365 Create Group Image4.png
  • Add members to the group.

Members of this list should be the users of Office 365 domain for whom journaling needs to be enabled.

Journal O365 Create Group Image6.png
  • Select users to be added to the distribution list and save the list.
Journal O365 Create Group Image7.png
Close windows to finish the process.

II- Configure the Journal Rule for required users

1 Navigate to Admin Center

Journal O365 Navigate to Admin.png

2 Navigate to Exchange Admin Center

Journal O365 Navigate to Exchange Admin.png

3 Choose the Compliance Management option and choose the Journal Rules tab

Journal Rule All Users Image1.png

4. Create the New Rule and provide details as mentioned below

  • Send journal reports to a standard Vaultastic id in the format [email protected]<domain>.vaultastic.com
Example: For domain thinkshop.io the Vaultastic id to receive all journal reports will be [email protected]
  • Give a Name to the rule.
  • Choose to apply the rule If the message is sent or received from a specific user or group

Journal O365 Journal Selected Users Image1-1.png

-Choose the newly created Distributed list of selected users for whom archiving needs to be enabled.
-Add the group and click OK.

Journal O365 Journal Selected Users Image2.png

  • Choose to Journal all messages that is inbound as well as outbound.
  • Save the rule.

Journal O365 Journal Selected Users Image3-1.png

As per rule, all the mail sent/received by the users in the distribution list will be archived to the respective account on the Vaultastic server.

Journal O365 Journal Selected Users Image4-1.png

Step 1

Add mail route to deliver mail from Office 365 to Vaultastic

CameraImage.png Adding a SMTP Route

Step 2

Setting up a recipient for Non-Delivery Reports (NDR)

CameraImage.png Setting up a recipient for Non-Delivery Reports (NDR)

Step 3

Configuring a journal rule for all users of your Office 365 domain

CameraImage.png Configuring a journal rule for all users of your Office 365 domain

Step 3

Configuring a journal rule for selected users of your Office 365 domain

CameraImage.png Configuring a journal rule for selected users of your Office 365 domain


FAQs

Journaling of Office 365 group

I have a group defined on my Office 365 domain. How archiving of email messages will work for the members of Office 365 group?

Case 1: Journal rule defined for all users of Office 365 domain

  • Email messages will be archived for all the members of Office 365 group.
  • Email messages will be dropped, if its account is not provisioned on Vaultastic.
  • To archive email messages sent from or received to a Office 365 group id, you need to create its account on Vaultastic.

Case 2: Journal rule defined for selected users of Office 365 domain

  • Email messages will be archived for selected users for whom journal rule is defined.
  • Email messages sent from or received to a user will be archived on Vaultastic if the user is a member of the Office 365 group and also present in the distribution list for whom journal rule is defined.
  • If a user is not provisioned on Vaultastic, mail messages sent from or received to that account will be dropped.

Journaling of Office 365 Distribution List

I have a distribution list defined on my Office 365 domain. How archiving of email messages will work for the members of Office 365 Distribution List?

Case 1: Journal rule defined for all users of Office 365 domain

  • Email messages will be archived for all the members of Office 365 distribution list.
  • If a user is not provisioned on Vaultastic, mail messages sent from or received to that account will be dropped.
  • To archive email messages sent from or received to a Office 365 distribution list id, you need to create its account on Vaultastic.

Case 2: Journal rule defined for selected users of Office 365 domain

  • Email messages will be archived for selected users for whom journal rule is defined.
  • If a user is not provisioned on Vaultastic, mail messages sent from or received to that account will be dropped.

Journaling of Office 365 Shared Mailbox

I have a shared mailbox defined on my Office 365 domain. How archiving of email messages will work for the members of this shared mailbox?

Case 1: Journal rule defined for all users of Office 365 domain

  • To archive email messages sent from or received to a Office 365 shared mailbox id, you need to create its account on Vaultastic.
  • Email messages sent from or received to the Shared mailbox id will be archived if its account is provisioned on Vaultastic domain. Otherwise, mail messages will be dropped on Vaultastic.
  • Email messages will be archived for all members of the Shared Mailbox if their accounts are created on your Vaultastic domain. Otherwise, mail messages will be dropped on Vaultastic.


Case 2: Journal rule defined for selected users of Office 365 domain

  • You need to add the shared mailbox id as a member of the distribution list for which journal rule has defined and provision its account on Vaultastic with same id.
  • Email messages sent from or received to the Shared Mailbox id will be archived if its account is provisioned on Vaultastic domain. Otherwise, mail will be dropped on Vaultastic.
  • Email messages sent from or received to the members of shared mailbox will be archived if they are member of a distribution list for which journal rule has defined and their archive account is provisioned on Vaultastic.