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Administrator access/monitoring of user email content

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Good afternoon,

 

We have several Office365 email accounts for our business. Should we have an issue with an employee potentially sending out compromising information via their Office365 email, are we (as the administrator) able to access and review (and block/cancel if necessary) their account?

 

If so, how. If not, how can we protect ourselves from this occurring?

 

Many thanks,

Steve

 

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Verified Answer
  • Jack,

    One of the things I have not clarified (as I don't think I asked the right questions) is:

    With the small business version of Office365, we are not sure if (for legal protection) our administrator is able to access/view (and/or keep a record of) sent/received emails to our various employee email accounts?

    If so, how? If not, how can we as a small business cover ourselves?

    Thankyou!

    Steve

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  • Hi Steve,

    Yes, if you don’t want a user to continue accessing Exchange Online, you can un-assign Exchange Online license for that special user, regardless if the user has own password for his mailbox. After you remove the Exchange Online license, that user is converted to mail-enabled user and mailbox will be disconnected from the user.

    To un-assign Exchange Online license for a user, you can refer to steps below.

    --Logon to Microsoft Online Portal (MOP) at https://portal.microsoftonline.com/ with a Global Administrator.

    --Click Admin -> User, click on the box of the users name, Click on License and Uncheck the "Exchange Online" Box , Save

    Meanwhile, Exchange Online provides the Tenant Admin with ability to access/review or keep a record of emails of other users, and compliance features to help customer’s organization meet legal, regulatory, and organizational compliance requirements. For more information, please refer to the following articles.

    Reference
    ===========
    Give an Administrator the Ability to Open and View the Contents of a User's Mailbox
    http://help.outlook.com/en-us/140/gg709759.aspx

    Compliance Features in Exchange Online
    http://help.outlook.com/en-us/140/hh147162.aspx

    Thank you.

    Jack Sun

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  • Hello Steve,

    Before going further, I would like to confirm the following information with you first.

    1. Do you want that emails sent from a sender should be approved before sending out?

    2. Which subscription of Office 365 you are using now, for small business, or for enterprise?

    If you have an enterprise subscription, you can create a transport rule referring following steps to forward the message to administrator for approval.
    Note: The rule option is not available in Office 365 for small business currently.

    1. Logon to Microsoft Online Portal (MOP) at https://portal.microsoftonline.com/ with a Global Administrator.

    2. Click Admin -> Manage (under Exchange online) -> Mail Control -> New.

    3. Under "Apply this rule, if:" select "The Sender is...", click "Select people..."

    4. Under "Do the following:" select "Forward the message for approval to", click "Select people..."

    5. Click OK. Click Save.

    For more information about creating a transport rule from OWA, please refer to following article.
    Create a New Rule
    http://help.outlook.com/en-us/140/ms.exch.ecp.newtransportrule.aspx

    Thank you

    Jack Sun

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  • Thanks Jack,

    Our set up administrator is away for the week on holidays but Im trying to work this out in the interim.

    To answer your questions:

    1. We want to know that we can check what emails have been sent from a user and block/close their account if necessary - for example, in the case should we have a "unhappy" employee.

    2. The plan we have says is "P1" - I would assume this is a small business plan (we are not large)

    So how might we do  (Q1)?

    Thanks

    Steve

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  • Hi Steve,

    Thank you for your reply.

    Just as I mentioned in previous post, because organization wide transport rule option is not available in Office 365 for small business, we cannot check users' email for approve before sending out in P1 plan (Office 365 for small business).

    If you have some concern about this, I would suggest you submitting a feedback at <http://g.microsoftonline.com/0BX11EN/135>, your feedback will be carefully handled and appreciated.

    By the way, for a workaround, you can journal all emails for a special user and re-view the contents of these emails. However, we have no control about whether user can send these emails.

    For more information about Journal rules and how to create a journal rule, please refer to following articles.
    Journal Rules
    http://help.outlook.com/en-us/140/ff633680.aspx?sl=1

    Create Journal Rules
    http://help.outlook.com/en-us/140/ff628714.aspx

    Thank you.

    Jack Sun

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  • Understood. I therfore assume we could put on this "journal rule" and then, if there is any issues (and/or if the employee is let go) the administrator can cancel that particular email address?

    Final question: Should the employee have set up their own password I assume the administrator still get in to cancel their email account?

    Thanks agian Jack,

    Steve

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  • Jack,

    One of the things I have not clarified (as I don't think I asked the right questions) is:

    With the small business version of Office365, we are not sure if (for legal protection) our administrator is able to access/view (and/or keep a record of) sent/received emails to our various employee email accounts?

    If so, how? If not, how can we as a small business cover ourselves?

    Thankyou!

    Steve

    • Not Ranked
    • Post Points: 0
  • Hi Steve,

    Yes, if you don’t want a user to continue accessing Exchange Online, you can un-assign Exchange Online license for that special user, regardless if the user has own password for his mailbox. After you remove the Exchange Online license, that user is converted to mail-enabled user and mailbox will be disconnected from the user.

    To un-assign Exchange Online license for a user, you can refer to steps below.

    --Logon to Microsoft Online Portal (MOP) at https://portal.microsoftonline.com/ with a Global Administrator.

    --Click Admin -> User, click on the box of the users name, Click on License and Uncheck the "Exchange Online" Box , Save

    Meanwhile, Exchange Online provides the Tenant Admin with ability to access/review or keep a record of emails of other users, and compliance features to help customer’s organization meet legal, regulatory, and organizational compliance requirements. For more information, please refer to the following articles.

    Reference
    ===========
    Give an Administrator the Ability to Open and View the Contents of a User's Mailbox
    http://help.outlook.com/en-us/140/gg709759.aspx

    Compliance Features in Exchange Online
    http://help.outlook.com/en-us/140/hh147162.aspx

    Thank you.

    Jack Sun

    • Top 50 Contributor
    • Post Points: 0
  • Thanks Jack. I believe this answers all my questions.

    Great work and much appreciated.

    Steve

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    Suggested by
  • Hi Jack,

    I work with Steve - we would like to set up journaling and from what I can tell we can't do this with the Office 365 for professionals & small businesses (Plan P)? When I try to setup a journaling rule it returns the following error:

    "Rule collection 'JournalingVersioned' not found. The system is incorrectly installed."

    It looks like journaling is only available to Exchange Online P1 plans - but we are based in Australia so Exchange Online P1 is not an option, and we are already up and running with the Office 365 Plan P. I was under the impression that Office 365 includes Exchange Online?

    Thanks,

    Jono

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  • Hi jack,

    RE: Uploading docs to shared OneNote site - HELP!

    Im trying to ask a new question on the forum but it keeps saying I dont have the access to do this - which is not true as I have already posted this forum thread.....but this is not my question.

    I have spent hours now trying to work out the very straight forwards uploading of a document from my computer to the shared Office365 OneNote our company is trying to get used to.

    Non of the steps I have found online have worked and/or make no sense for, what I thought, should be quite straight forwards. Can you help?

    Thanks

    Steve

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  • If you want to share onenote notebook on your sharepoint site, you can try these steps.

    1. Create a new document library using microsoft onenote 2010 template. Remember the url of the new document library.

    2. Create a new workbook (file\new), choose 'Network' at the the 'Store notebook on' section

    3. Enter the URL of your SharePoint document library and name your workbook.

    For existing workbook, you can click on the 'Share' tab on the ribbon, then 'Share this workbook' button. Once again, choose 'Network' at the 'Share on' section, enter the URL of your SharePoint document library.

    Arno

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  • Thanks for the response Arno.

    What Im trying to work out is how do I put say, a word doc, from my comuter and add it to one of the pages/folders within our shared OneNote?

    - Or is the only way to just copy and paste it in?

    Regards,

    Steve

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