Managing Recipients and Devices

9. Creating and managing Security and Distribution Groups

We're going to click Recipients and then we're going to take a look here at this group object here. So we're going to click on this and we're going to click the little plus sign here. And on the little plus sign, it gives the option to choose to create a distribution group, a security group, or a dynamic distribution group. OK, we'll start with a security group. All right. At that point, I can call this security group whatever I want to call it. Maybe I'm going to call this group the IT Department, all right? It's going to represent our it, okay? And then the alias can just be it if we want, all right? So it'll be It@examlabpractice.com, all right? So that's what we're doing so far. We're going to put this in an O. We can put it in whatever way we want. We'll put it in the New York users' thanks and then we can specify the owner. Now, owners of a group have the ability to add members to the group. So this is what we call a static group. A static group is a group that you manually add people to, okay? Right now, just the administrator is going to be the person that can do this. But if I wanted, I could add this plus sign here and I could specify additional users that have this capability.

Okay? So if you had somebody else, maybe that was an administrator or something, you could add that person and then the members are going to be the people that are part of it. So if I want, I'm just going to pretend like Zach Smith here is it, and Todd Turner is it. And maybe Joan Manson is it. Okay, congratulations. They got moved from the marketing department to it, all right? So we're going to give them it. We're putting them in the group, and they are now part of the IT department. So we're going to hit Save. all right? Again, this group is a static group. Membership will have to be managed manually. You'll have to add people or remove people from it, or you could use PowerShell to do that,but there's not really a lot of automation there. But the good thing about a security group is that it can have both an email address associated with it as well as be given permission to access resources. I'm going to go here now. We'll do a distribution group. This is another static group, okay? So you have to manually add people to it, alright? So from there, I'll just create a group called Sales,say Sales Department, and the alias will be Sales. And then at that point, I can specify some notes if I want to on that. I'm going to call this Sales Users, okay? And then from there, the organisational unit. I can specify the organisational unit for it.

We'll say NY users. Same thing. owner. And then I can add my members here. So if I want to put the members in the sales department, So we'll go through. We'll say Chad Dawson, ChrisAshton, and maybe Jan Williams. Those are our three sales users. Okay, And then the other thing here, I want to show you down here towards the bottom, it says whether owner approval is required to join. The group right now is set to open. Anyone can join this group without being approved by the group owners. So if you do this, then other users in Outlook can say, "I want to be part of that group." You can say close, which means somebody's got to manually add it as a personal request to be part of the group. And then you have to have a moderator, this guy, who's going to allow them to be added. If you'll notice, it says members can be added by group owners. All requests to join will be rejected automatically. So they can be approved, but by default they're going to be rejected. So if you want to change that, you can say "Owner approval." All requests are approved or rejected by the group owner. Okay? Then down here at the bottom, it says whether the group is open to leaving. So, this allows someone to leave the group if they no longer want to be part of the group.Okay, so open means anyone can leave this group without being approved by the owner, and then closed means members can be removed only by the owners. All requests to leave will be automatically rejected automatically.So I'm just going to set everything to open, but that gives you an idea of the different options that we see there. Okay, so we're going to save this now and we've now officially created our distribution group. So what we're going to do now is look at creating a dynamic distribution group. Okay, So we're going to draw, click the plus sign here, and we're going to do a dynamic distribution group. Now this is really my favorite. I love this capability.

They used to call these query-based distribution groups back in the early days of Exchange, back in the 2003 days. And then they've kind of altered the name a little bit over the years. And I think it's a little bit better name than it used to be. But this is going to base everything upon a query. A dynamic distribution group is going to base things on a query. So I'm going to create a group called "Marketing" here, the marketing department. And I'm just going to call it "Marketing Users. OK? And so that's going to be their alias, marketing users@examlabpractice.com. All right. And the Ou is still going to be in the NY users' Ou. Okay, And the owner? You can specify who you want to be the owner if you want through Exchange. And I'll make Chad Dawson our owner. Actually, no, let's do it because ChadDawson is our sales guy. We're going to make Adam West our owner. OK, so then it says to specify the types of recipients that will be members of this group. You could say all recipients, or you could say only users with exchange mailboxes or male users with external mailboxes. You can have resource mailboxes, mail contacts with external email addresses, or mail-enabled groups. I'm going to say it all, but I'm going to add a rule, okay?

So we're going to go add and we're going to choose an attribute that's going to tie you to this group. Okay? So I'm going to choose a department. And now the person's department must say the word marketing. And if it says the word "marketing" as the groupattribute or the department attribute of that user account, then they will automatically be added to this group. This is really neat. They're going to automatically be added to this group based on their department. So if we hit save on that,all right, we've now created the group. And if we jump back over to our mailboxes and we edit one of these users real quick, you might remember that you have contact information about the user, right? So you've got contact info that can be filled out for each user. But if you look through here, there are only certain attributes that show up on this general page. We can look at contact information, but the thing we care about right now is this organization's information. So everybody, when their accounts get created, if you were to fill out their department attributes, that's going to basically make them part of that group.

OK, so each one of these users that I want to be part of that marketing department or whatever, I could go through there and specify that. Now that seems like a lot of work to have to go through here and manually do that one at a time. But remember, if you just did this every time the accounts were created, it wouldn't be a lot of work. Now, here's the cool thing about this. Let's say you have Alex Johnson, who is part of the marketing department, and then he transfers to a different department, okay? Maybe he'll transfer to sales. Well, if we had created a dynamic distribution group as well, then it would have automatically moved him into that group. Now, we didn't actually do an adynamic distribution group for sales. We actually made it a static group. But if you were to have changed that,if you had made it a dynamic distribution group, then that would happen automatically. So I highly recommend it to me personally as a consultant. When I'm working with companies, I usually like to use dynamic distribution groups. Okay? Those are my preferred ways of doing it. Now the other thing I want to say is that we can do this through EMS. So if I open up the Exchange management shell, okay, EMS. All right, I've already got that up on the screen here. I can create a distribution group this way too. I can say the new distribution group name We'll call this distribution group "research users. Okay? And then the alias is going to be actually,you know what, let me call it the Research Department. all right? And then we're going to do aliasing, going to be research users. all right? Then we'll say, you can be a member. Let's do member department restrictions, and we'll say it's open. So we're going to set it to an open state. We're going to hit enter. And as you can see, it's now created that group for me. All right, so we jump back into the Exchange admin center. Let's refresh and verify that the group is there. And there it is, right there. Okay, now you can flag other things. You can create dynamic distribution groups. There are all sorts of things you can do through PowerShell. It's just kind of a basic one for you to see there to create, but you can definitely manipulate things. You could also do this in bulk if you had a CSV file with a bunch of groups in it that you wanted to create. Okay? Okay, Hopefully that gives you guys a decent understanding of working with groups in Microsoft Exchange.

10. Managing Archive Mailboxes

Is that we're going to create a mailbox database? So I'm going to go down to the servers and we're going to create a new mailbox database, and I'm going to put the archive mailboxes in a separate database. Now, the reason for this is, you know, if you were to lose the main database of the person's email, you would actually have at least their archive would be in a separate database. Do you have to store the archive in a separate database? Absolutely not. Okay, but I'm going to do that. I think it's a great way to handle it. So I'm going to choose Archive and it's going to call it Archive Browse. It says, "Okay, what server are you going to put this on?"

Of course I'm going to put it on NYC ExOne. Okay, And from there, I can specify a place for it to go. I'm going to store it on my Iskuzzy store jerry network. I'm just going to call it Archive and then Archive EDB. OK, The log is going to be a colon slash archive. all right? So we're going ahead and mounting the database as well. We'll save it, and our little database is now going to be officially created. And then, of course, don't forget, we will need to restart our is done. We're going to click OK to that. And we've got our archive database,as you can see right here. Now what we're going to do is to set it up so that some of our users can have an archive mailbox, okay? So we're going to click on the recipients over here, and we're going to go with Adam West, and we're going to edit the Adam West account or mailbox. Okay? So Adam West, and then we're going to go over to these mailbox features, okay. And we're going to scroll down and you're going to see that we have archived is currently disabled for this user. So we're going to go ahead and enable this. all right? Keep in mind that when you do this on exchange in print, it happens pretty quickly. But if you're doing it in Exchange online, it can take five to ten minutes before it actually activates.

So just a heads up on that if you're doing it in Exchange online. But I'm going to click Browse and I'm going to specify the database which is going to be archived. Click OK to that, then click OK. And we've now associated it with the database. Now the next thing we need to do—the next thing I want to do—is to make sure that this user can utilise archiving. So to do this, we're going to go over to the left side of the screen here. We're going to look at compliance management and we're going to look at creating retention tags. Okay? So I'm going to create a retention tag. The Retention tag is going to specify how long a person can keep email. And I want to associate this archive mailbox with that. So I'm going to drop this down and I'm going to say you have applied to the entire mailbox. We're going to say apply this to the entire mailbox. And I'm going to call this an archive for 700 days. Okay? So we'll say "move to archive for 700 days. Alright? So if you notice, it says retention action. Move to the archive retention period when the item reaches the following age, 700 days. Actually, I need to say archive in 700 days. So this is a situation where, after a few years here, the user's emails are automatically going to go over to the archive. And then the great thing about that is it's no longer going to be taking up space in their regular mailbox. I can hit save on that. I can make that available to the user. Here's the tag. But I've got to create a policy that's going to be able to apply to this person. So I'm just going to hit the plus sign here, all right? And I'm going to call it archive retention. That's going to be the name of it.

And then we're going to add the retention tags that are going to be available here. So we'll hit the plus sign and we'll add the retention tag we just created. Okay? So we're going to add this archive in 700 days. We're going to add that we could add any other retention policies we want to the person's mailbox. Click OK. And we've now got our archive retention policy. Now what I want to do is associate that with my account. So I'm going to go over to Recipients, Adam West. We're going to edit the Adam West mailbox. We're going to go to mailbox features. And this is where we can assign this retention policy. And here it is right here, archive retention. We're going to hit save. And now we've officially saved it. So now what I want to do is jump over to my mailbox and look to see if the archive is showing up for Adam West. Okay? So if we had Outlook, we could open up Outlook. But I'm going to show you. We'll just do this through theOwa, outlook on the web, okay? So we'll open up a web browser. I'll do this in a separate web browser. And I'm in NYC. Exexone. Owa. Okay? So that's what you would type in.

That's the virtual directory path to get to this Outlook on the web. They don't call it Outlook Web App or Outlook Web Access anymore, even though it's still the virtual directory name. They call it "Outlook on the Web. So we'll go here. Adam West, we'll schedule the path exam lab practice. And we're going to put his password in and we're going to officially log on now as Adam West. Okay? So take a look. Now you'll notice that we zoom in on this real quick. You can see right here. I've got Adam West's inbox and all those items and drafts, but look towards the bottom and you'll see you have an archive. So Adam West, using his emails, can manually specify that he would like to archive items. And then, of course, we created that retention tag,which made it so that after 700 days, all of his emails were going to get archived anyway. Any email that reaches the 700 day period is granted, although I just kind of pulled the number 700 out of thin air. You guys could do this any way you wanted, obviously, in the real world, but it's also important to make sure you understand what an archived mailbox is for the exam. So, too, our archived mailbox is in a different database. We created a different database than Adam West. Adam West's database, I believe, is in the marketing database from a previous demonstration I did. But in his archive database, his archive email account is in a separate database. So it's being backed up into that separate database. Okay, alright. So that gives you a good foundational idea of what an archive mailbox is.

11. Configuring Email Address Policies

We go into tools, active Directory users and computers. We'll pull that up. I'm going to zoom in on that for you. We're going to create an OAI that's going to represent these new employees, OK? So we're going to create a new organisational unit. We're going to call this organisational unit "acme corp employees. Okay? It does help if you spell that right. all right? Acme Corp. Employees Now I'm going to drag and drop. We're going to say that we'll browse by user here. We're going to look at some of our users here. We're going to put Alan Rickman here. We're going to put Adam Todd and we're going to put Billy Paulson in there, okay? So those are going to be our three people that we're going to want to have an Acme Corp. email address for, okay? So what we're going to do now is jump over to our Exchange server and we're going to set up an accepted domain to support this. OK, so here we are. We are on our Exchange server. We're going to open up the EAC, pull up the Exchange Administrative Center, all right? And here is the EAC.

And to start with, we're going to come down here to Mail Flow, all right? Flow of mail And we need to add an accepted domain. So right now there's only one domain that's accepted in our exchangeorganization and that is Examlabpractice.com. In order for us to add this to AcmeCorp.com, we have to have an accepted domain. Before we can create our email address policy, we've got to have this accepted domain. So we're going to go ahead and hit the plus sign on that, okay? And we're going to get a little pop-up box. And so we're going to put this in right here. So we're going to call this the Acme Corp email address. That's the name of the accepted domain. And then I'm going to put in Acmecorp.com. That's going to be the actual domain name. Then you have three options. It says that email is delivered only to valid recipients in the exchange organization. All email from unknown recipients is rejected. So that means we have exclusive authority over this domain name. That means we have control over the DNS and all of the internal relay emails delivered to recipients in this exchange organisation are relayed to another physical email server at another physical.So, if the email server was managed by someone else, perhaps we bought Acme Corp. and they have their own email server. We could go with that.

Another option would be to do an external relay in which email is going to be relayed to an email server that they tell you is in a different physical or logical location. It could be across the Internet, whatever. So we're going to go with authoritative because we are going to say we have control over this DNS, all right? We're going to hit save. And we've now officially created ourselves this accepted domain. The next thing we're going to do is go up here to the top and we're going to go with the email address policy, okay. All right. So right now we have a default email address policy and if we edit that email address policy, you're going to notice that it's just for our standard exam lab practice.com domain. Okay? But I'm going to add a second email address policy here. So we're going to hit the plus sign. I get another pop-up and I'm going to specify the policy name. It's going to say Acme Corp policy. all right? And we're going to add the little plus sign. Click the plus sign here. It's going to let us specify what format we want in. Alright? But before we do that, we have this drop down. I can drop this down and there it is. Now see, if I had not added that accepted domain yet, I would not be able to do this. So I can select Acmecorp.com here and now I can select the format that I want. Okay, I want this to go in and maybe I'm going to do first name, dot last name, and then at the name. This is just an example. It's not going to be contoso obviously. Okay, and then down here it says Makethe format, and the reply email address as well. I could do a customised one if I hit more options there. all right? But I'm going to go ahead and hit "Save."

And I've now created it the way I wanted it formatted. I'm choosing the Acme Court policy and I'm going to scroll down and at that point you'll notice that I can specify the type of recipients. This email address policy applies to all recipients. Okay? Or I could say only the recipients: users with exchange mailboxes, mail, users with external email addresses, resource mailboxes, and mail contacts. So you can do it the way you want on that. However, what I'm going to do because I want to point to the organisational unit that I showed you I'm going to click on all the recipients. Okay, And then I'm going to click to add a rule. All right. Then we're going to click the little drop down and we're going to choose the recipient container, and this is where we can now go and select this organisational unit. Alright? So we're going to choose this organisational unit, AcmeCorp employee, and we're going to, before I click Save, I want you to notice it says runthis policy and sequence with other policies. So this would be in a situation where you have other policies and maybe there's a conflict or something. This is going to let you set a priority. Okay? Okay, So now that we've got our Acme Court policy set to priority one here, now what we're going to do is go ahead and apply all the settings. We're going to click apply. It says OK,you're going to go ahead and apply this. Applying this email policy may take a long time to finish during an update.

That's just if it had to go through and apply to a bunch of existing users. In my case, it's not really having to do that yet because I don't really have very many users. But what I'm going to do now is go up here to the recipients. We're going to click to create a user mailbox, okay? So we've got a little pop-up box here. And what we're going to do is we're going to clickBrowse and we're going to point to our existing user. Let's go with this guy here, Adam Todd. He was one of our Acme Court people, right? We'll click OK, and we're going to click Save. And I want you to see what happened. Look at his email address. Adam Todd@acmecorp.com Okay, so as you can see, our policy did take effect and our email address policy worked as planned. all right? Okay, So, hopefully, you now have a good understanding of email address policies. They're very easy to apply. It's just a matter of going into the accepted domains and adding it through that and then applying the policy to the users. And then at that point, all you have to do is create your recipients. And of course, again, if we had a bunch of users that were part of that organisational unit that had email addresses already, that policy could actually go through and give them that other email address. Okay? In our case, we didn't have any recipients yet. The recipients weren't even added yet. So he's the only one right now that's got that Acme Corp.com name. But other users could be added and have that name come up here coming up.Or if you have existing users, they could be pulled in and have their email addresses added as well.

12. Evaluating License Options

Let's talk about Exchange Server 2019 licencing for a moment. So if you are setting up an on-prem version of Exchange, there are a couple of things to think about. First off, there are two main licences that you have to have for the server, okay? And the first one is going to be called The Standard. The Standard is sort of geared towards smaller and medium-sized businesses, and you're allowed to have up to five mailbox databases on a Standard Server license. Of course, if you need more than that, you will notice that you can go to Enterprise. And with Enterprise, they're going to let you have up to 100 mailbox databases. Now, on top of having your Exchange Server license,you've also got to have client access licenses. Cows, right? This is nothing new. Microsoft has had the same kind of concept with their servers for years. So you might already be familiar with it. But if not, you have Standard and you have Enterprise. So Standard, of course, is going to the Standard edition of Exchange. Whichever enterprise is going to tie to the Enterprise edition, whichever kind of server you've got is going to be the one that you go with. And of course, the features that you get. If you kind of look down here on the site, you'll notice the options that are available here.

Quite a few email, calendar, contacts, tasks, Outlook on the Web, apps. Okay? And then you'll notice that things sort of taper off. You start getting into journaling in place, archiving. So some of these cool features, you have to have exchanged the Enterprise in order to get those features. Okay, let me look. Now let's talk about the licencing for Exchange Online. Okay, so here is Microsoft's site involving subscriptions. Exchange Online is now included as part of the Office 365 subscription. So when you set up a Microsoft 365 account and you have an Office 365 subscription, this is where you're going to start getting Exchange Online. You're going to find that Exchange Online is available for all the subscriptions except this one right here, the Microsoft 365 apps. This is a subscription that somebody can purchase if they just want Office 365 Pro Plus, which is the downloadable version of Office. But these other additions each come with the ability to use Exchange Online as well. So you can see the options. You get Exchange Online and, of course, they also tell you the other features that you're going to get if you have that particular subscription. Okay, let's go look at how we can tell what subscriptions we've currently got in our Microsoft 365 environment. So we're going to go to Portal Microsoft.com, all right? It's going to load up Portal Microsoft.com, and then from there you can click on if we go underneath billing, I can look at licenses, all right? And I can see what product licences I've got. And as you can see in this subscription that I have, which is a trial subscription, You have these things here, of course. The one that we care about, the one that's actually giving us Exchange Onlineis this Office 365 E Five subscription. Okay, if we click on that, we can see the users that are currently assigned to it. all right? I have my options there. I can look at my products as well. So I clicked on Manage products.

All right. And from there, you'll see I have five licenses. This is currently a trial license. So, again, another way you can look at your licenses, and I kind of like this method better, is through the Azure Portal. So I can type portal azure.com and jump over to that azure portal. Okay, And of course I've got if I go to AzureActive Directory, which is where my users all live, okay? I can click on Licenses and I can see all the products. And here's my product. Okay, We'll click on Office 365 E Five. You can see the people who are licenced currently. I can click on the service plan details. Okay, I can kind of scroll through all the things I get. I'm getting exchanged online. Okay, And then if I come back over here and look at, let's look at the other license. So, all products, we'll go to this F three. Okay, show the plan details and go over my options there. I get Exchange online in what's called kiosk mode. Okay, Okay, so I do have the subscription. It's in kiosk mode. Now, what's the difference when you start thinking about, well, Exchange Online? plan one, plan two, or kiosk mode. So let's take a look here. Here's a little table for you, and you can see some of the features. You get an exchange online. Plan one Plan two All right. And Kiosk? Now, Kiosk is actually a version of Exchange Online that's available and sold as an alicense for what they call deskless workers. And this is for people that are maybe like construction workers or people that don't sit at a desk, but they still need to be able to check email and all that. They don't need access to all the apps and all the Office apps, maybe, but they do need to have an email account. So, this is for that type of person.

This is kind of a kiosk, kind of a thing, but you can see some of the different things that I'm getting out of each one of these plans. all right? I'm not getting an archive with Kiosk. Cloud-based archiving, you're not getting with ExchangeOnline Plan One, but you are with two. You're not with Kiosk. Okay? So you kind of look through some of the differences here,quite a few features that you get even with Kiosk mode,but ultimately you're going to get the most bang for your buck out of this middle one right here. Okay, the Exchange Online plan, too, is going to give you all the bells and whistles. So a lot of different features, a lot of different capabilities. And that gives you a little bit of an idea of what those different plans are going to give you. Now, real quick, just for the sake of making sure we're clear on all this, if we go back and look at our licenses, we had two other licences that we didn't look at, two other subscriptions. We have a Windows Ten Enterprise E3 that's going to let you actually install Windows Ten. And a user can activate WindowsTen if they've got a license. Then this guy right here, This is an EMS enterprise. Mobility plus security. EMS is an extremely powerful set of licences that give you access to a bunch of Windows security, I'm sorry, cloud-based security capabilities, Azure Active Directory, Advanced Threat Protection, information protection, rights management, all of that good stuff. So there's a tonne of really powerful security capabilities that mix really well with microphone exchange. One of the biggest ones that you would want is this guy right here, Azure Advanced Threat Protection. This is what's going to add the capabilities, doing safe links and safe attachmentpolicies with Exchange and all that. Of course, we'll talk more about the security side of things a little bit later.

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