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User Guide – Compliance Admin Center
Prepared by:
Vodafone Shared Services Limited
This document is meant for Vodafone cloud customers only and is confidential & legally privileged. Please do not reproduce copy
or disclose this document or its contents with any third party/ies nor use it for purposes other than this document has been
shared for.
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Table of Contents
COMPLIANCE CENTER .............................................................................................................................................................. 3
ARCHIVE MAILBOXES ................................................................................................................................................................ 4
ENABLE ARCHIVE MAILBOXES ...................................................................................................................................................... 5
DISABLE ARCHIVE MAILBOXES ..................................................................................................................................................... 6
EDISCOVERY ........................................................................................................................................................................... 7
CREATE A NEW EDISCOVERY CASE ................................................................................................................................................ 8
DELETE AN EDISCOVERY CASE ................................................................................................................................................... 13
RETENTION ........................................................................................................................................................................... 13
CREATE A RETENTION TAG ......................................................................................................................................................... 14
IMPORT DATA TO OFFICE 365 ................................................................................................................................................... 18
PERMISSIONS ....................................................................................................................................................................... 18
COMPLIANCE SEARCH ............................................................................................................................................................. 20
CREATE A SEARCH .................................................................................................................................................................. 21
PREVIEW SEARCH RESULTS ....................................................................................................................................................... 23
RETRY A SEARCH .................................................................................................................................................................... 24
EDIT A SEARCH ...................................................................................................................................................................... 24
RESTART A SEARCH ................................................................................................................................................................ 25
BENEFITS OF OFFICE ONLINE.................................................................................................................................................. 26
SECURITY............................................................................................................................................................................. 26
RELIABILITY .......................................................................................................................................................................... 26
COMPLIANCE ........................................................................................................................................................................ 27
COMPATIBILITY ...................................................................................................................................................................... 27
UP-TO-DATE VERSIONS ............................................................................................................................................................ 27
SINGLE SIGN-ON.................................................................................................................................................................... 28
EXCHANGE ONLINE ................................................................................................................................................................. 28
SHAREPOINT ONLINE .............................................................................................................................................................. 29
SKYPE FOR BUSINESS ONLINE .................................................................................................................................................. 29
OFFICE WEB APPS ................................................................................................................................................................. 30
REFERENCE LINKS ................................................................................................................................................................. 31
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Compliance Center
The Office 365 Compliance Center contains the key features that will help you govern your data and
services across Office 365. This new management interface represents our evolving compliance offering,
which will help you meet your legal, regulatory, and organizational requirements.
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Archive mailboxes
Archiving in Office 365 provides users with additional mailbox storage space. Archive mailboxes also
provide an alternate storage location in which to store historical messaging data.
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Enable archive mailboxes
1. To enable an archive mailbox, select a user with a disabled archive mailbox, and then
click Enable in the details pane.
2. Click Yes to enable the archive mailbox.
It might take a few moments to create the archive mailbox. When it’s created, Archiving: enabled is
displayed in the details pane for the selected user. You might have to click Refresh to update the
information in the details pane.
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Disable archive mailboxes
1. Click the user that you want to disable archiving for, and then click Disable in the details pane.
2. Click Yes to disable the archive mailbox.
After a few moments, Archiving: disabled is displayed in the details pane for the selected user. You
might have to click Refresh to update the information in the details pane.
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eDiscovery
Use eDiscovery cases to identify, manage, and hold content in Exchange, SharePoint, and OneDrive for
Business. Use this page to create cases, manage existing cases, and close cases that you no longer need.
To access the eDiscovery Center or an eDiscovery case, you have to be a site collection administrator or a
member of the Owners group.
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Create a new eDiscovery case
1. Click New to create a new case in the selected eDiscovery Center.
o The New SharePoint Site page opens in a new window. Note that the eDiscovery Case
template is selected.
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2. Type a name and a description for the new case. The description is displayed in the details page on
the eDiscovery cases page in the Compliance Center.
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3. In the Web Site Address box, type the last part of the URL you want for the case. Notice that the URL
for the selected eDiscovery Center is the first part of the URL.
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4. Under User Permissions, select whether or not to use the same permissions as the eDiscovery
Center or use unique permissions for this eDiscovery case.
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5. Configure the following navigation settings:
o Navigation Click Yes to display a link to this eDiscovery case on the Quick Launch of the
eDiscovery Center.
o Navigation inheritance Click Yes to display the top navigation links from the eDiscovery
Center on the top navigation of this site.
6. Click Create.
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Delete an eDiscovery case
After a legal case is resolved and you no longer the eDiscovery case, you can delete it by using
the eDiscovery cases page in the Compliance Center. When you delete a case, all eDiscovery sets and
queries are permanently deleted from the eDiscovery Center in SharePoint Online, and can’t be recovered.
1. On the eDiscovery cases page, click the case that you want to delete. If you have more than one
eDiscovery Center, select the eDiscovery Center in the dropdown list that contains the case you
want to delete.
2. Click Delete .
Retention
Retention helps you take control of the content in your organization by providing policies that let you decide
what content to delete.
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Create a retention tag
1. Navigate to Compliance management > Retention tags, and then click Add .
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2. Select one of the following options
o Applied automatically to entire mailbox (default) Select this option to create a default
policy tag (DPT). You can use DPTs to create a default deletion policy and a default archive
policy, which applies to all items in the mailbox.
o Applied automatically to a specific folder Select this option to create a retention policy
tag (RPT) for a default folder such as Inbox or Deleted Items.
o Applied by users to items and folders (Personal) Select this option to create personal
tags. These tags allow Outlook and Outlook Web App users to apply archive or deletion
settings to a message or folders that are different from the settings applied to the parent
folder or the entire mailbox.
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3. The New retention tag page title and options will vary depending on the type of tag you selected.
o Name Enter a name for the retention tag. The tag name is for display purposes and
doesn’t have any impact on the folder or item a tag is applied to. Consider that the
personal tags you provision for users are available in Outlook and Outlook Web App.
o Apply this tag to the following default folder this option is available only if you
selected Applied automatically to a specific folder.
o Retention action Select one of the following actions to be taken after the item reaches its
retention period:
o Delete and Allow Recovery select this action to delete items but allow users to recover
them using the Recover Deleted Items option in Outlook or Outlook Web App. Items are
retained until the deleted item retention period configured for the mailbox database or the
mailbox user is reached.
o Permanently Delete Select this option to permanently delete the item from the mailbox
database.
o Move to Archive this action is available only if you’re creating a DPT or a personal tag.
Select this action to move items to the user’s In-Place Archive.
o Retention period Select one of the following options:
o Never Select this option to specify that items should never be deleted or moved to the
archive.
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o When the item reaches the following age (in days) Select this option and specify the
number of days to retain items before they’re moved or deleted. The retention age for all
supported items except Calendar and Tasks is calculated from the date an item is received
or created. Retention age for Calendar and Tasks items is calculated from the end date.
o Comment User this optional field to enter any administrative notes or comments. The field
isn’t displayed to users.
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Import data to Office 365
Use the Import service to transfer data from your organization’s servers to Office 365. You can ship hard
drives to Microsoft or upload the data directly over the network.
(The Import service for India has not been rolled out yet)
Permissions
The Office 365 Compliance Center lets you grant permissions to people who perform compliance tasks like
device management, data loss prevention, eDiscovery, retention, and so on. These people can perform only
the tasks that you explicitly grant them access to. To access the Compliance Center, users need to be an
Office 365 global administrator or a member of one or more Compliance Center role groups
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Role Group Description
Compliance
Administrator
Members can manage settings for auditing, device management, data loss
prevention, reports, and preservation.
eDiscovery Manager Members can perform searches and place holds on mailboxes, SharePoint
Online sites, and OneDrive for Business locations.
Organization
Management
Members can control permissions for accessing features in the Compliance
Center, and also manage settings for auditing, device management, data loss
prevention, reports, and preservation.
Reviewer Members can only view the list of cases on the eDiscovery cases page in the
Compliance Center. They can't create, open, or manage an eDiscovery case.
The primary purpose of this role group is to allow members to view and access
case data in Equivio Analytics after the data is exported from the Compliance
Center.
This role group has the most restrictive eDiscovery-related permissions.
Service Assurance User Access the Service Assurance section within the Protection Center. Members
of this role group can use the section to review documents related to security,
privacy, and compliance in Office 365 to perform risk and assurance reviews
for their own organization.
Supervisory Review Control policies and permissions for reviewing employee communications.
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Compliance search
You can use Compliance Search in the Office 365 Compliance Center to search mailboxes, SharePoint
Online sites, and OneDrive for Business locations in your Office 365 organization. You can search all
mailboxes, all SharePoint Online sites, and OneDrive for Business locations in a single compliance
search. There are also no limits on the number of searches that can run at the same time.
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Create a search
1. Click Search, and then click New .
2. On the New search page, type a name for the compliance search. This name has to be unique in
your organization.
3. Choose the content sources that you want to search. You can search mailboxes and sites in the
same compliance search or in separate searches.
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o Search all mailboxes Choose this option to search all mailboxes in your Exchange Online
organization. There's no limit for the number of mailboxes for a single search.
o Choose specific mailboxes to search Choose this option to search specific. You can select
distribution and dynamic distribution groups to search the mailboxes of group members.
o Search all sites Choose this option to search all SharePoint and OneDrive for Business
sites in your SharePoint Online organization.
o Choose specific sites to search Choose this option to search specific SharePoint and
OneDrive for Business sites.
4. Click Next.
5. Click Search to save the search settings and start the search.
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Preview search results
After a search is successfully completed, you can preview the search results. If there are more than 200
search results, only the 200 most recent results are displayed.
1. On the Compliance search page, select a search.
2. In the details pane, under Results, click Preview search results. The Preview search results page
opens, and contains a list of the search result items.
3. You can click a column header to sort the results based on subject, type, sender, or the date an
item was received in the source mailbox.
4. To preview an item, select it from the list, and click Show item.
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Retry a search
If a search returns any errors, you don't have to re-search all of the content sources. You can rerun the
search so that only the content sources that failed are search again.
1. On the Compliance search page, select the search that contains the content sources that you want
to re-search.
2. In the details pane, under Error, click Retry search.
Edit a search
You can change the source mailboxes and the search query for an existing Compliance search.
1. On the Compliance search page, select a search.
2. In the details pane, under Query, click Edit search.
3. On the Locations page, you can change which mailboxes, SharePoint sites, or OneDrive for
Business sites to search.
4. On the Query page, you can edit the search query.
5. To start the revised search, click Search on either the Sources or Locations page.
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Restart a search
When you restart an existing compliance search, the keyword query for search is rerun on all specified
content sources. The reason to restart a search is to get the most recent search results.
1. On the Compliance search page, select the search that you want to restart.
2. In the details pane, under Results, click Restart search.
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Benefits of Office Online
Security
Starting with one of the most important factors in choosing a cloud service, security has been the big
stumbling block for many companies considering moving to the cloud. Microsoft's online services have
been designed with security in mind. Office 365 applications are accessed through 128-bit SSL/TSL
encryption so that if a transmission is intercepted by someone without authorization, they won't be able to
read it. Antivirus signatures are kept up to date, and security measures are applied in accordance with the
Microsoft Trustworthy Computing initiative. Exchange Online uses Forefront Online Protection for Exchange
(FOPE) to protect mail messages from malware, and it uses anti-spam filtering and antivirus with multiple
virus engines.
Reliability
After security, the most commonly mentioned area of concern regarding cloud services is reliability.
Downtime means lost worker productivity and ultimately costs companies money. Microsoft Online Services
provides a service level agreement (SLA) and has a 99.9 percent scheduled uptime. Microsoft has multiple
datacenters, located all over the world, hosting redundant network architecture. If there is an outage at one
datacenter, another can act as a backup. Customers hosted by the first datacenter are transferred to
another, with as little service interruption as possible.
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Compliance
Compliance with government and industry regulations is a big deal in today's business world. Microsoft
Office 365 services have been certified as compliant with ISO 27001 standards, completed SAS70 Type I
and II audits, and achieved the EU Safe Harbor seal. Microsoft has also added controls for helping
customers comply with HIPAA (Health Insurance Portability and Accountability Act) and FERPA (Family
Educational Rights and Privacy Act).
Compatibility
In today's economy, many companies can't upgrade all of their desktop systems to the latest operating
system. That's not necessary to use Office 365. Microsoft Online Services supports not only Windows 7 and
Vista (SP2), but also Windows XP SP3. Even XP Home edition or Media Center edition can be used,
although it doesn't support federated identity. Mac users can also access the Office 365 applications,
using OS X 10.5 (Leopard) or 10.6 (Snow Leopard).
The online Web portal for administration works with Internet Explorer 7 or later, Mozilla Firefox 3.x, or Apple
Safari 3.x. The Outlook Web App can also be accessed with any of those browsers or with Google Chrome 3
and later versions.
Up-to-date versions
With Office 365, companies and their users get all the features and functionality of the very latest versions
of Microsoft's server products. The services run on Exchange 2010 SP1, SharePoint 2010, and Skype for
Business. Client software is Microsoft Skype for Business 2010 for Windows (Communicator for Mac), and
the enterprise edition includes the licensing for Office 2010 Professional Plus.
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Single sign-on
Assuming your network is running Server 2008 Active Directory on-premises, you can configure Active
Directory Federation Services (ADFS) to achieve single sign-on, so that users can log on to the domain and
be automatically authenticated to Office 365.
Exchange Online
Exchange Online gives you the benefits of latest Exchange Server without the cost and overhead of
deploying it in-house. User mailboxes up to 50 GB are supported (administrators can reduce the capacity
on a per-user basis), and personal archives provide more storage space. Attachments up to 25 MB are
allowed. Users can restore deleted items, including items deleted from the Deleted Items folder. Even if an
item has been permanently deleted or manually purged, it can be recovered if you enable Single Item
Recovery (disabled by default). And if you, as administrator, delete a user, you can request that the mailbox
be recovered for 30 days after the deletion.
Users connect to Exchange Online via Outlook 2007, 2010, 2013with such features as Outlook Anywhere
(RPC-over-HTTP) and Cached Exchange Mode. With Outlook 2010, you get all the new Exchange 2010
features, such as conversation view, ignore, MailTips, personal archive, protected voicemail, and voicemail
preview.
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SharePoint Online
SharePoint Online makes collaboration easy. You get 500 MB of storage per user account with a storage
quota of up to 100 GB per site collection. Your company can have up to 1 TB total storage. Your SharePoint
sites work with all Microsoft Office 2010 applications, including Word, Excel, PowerPoint, Access, Outlook,
InfoPath, SharePoint Designer, and SharePoint Workspace.
Skype for Business Online
Skype for Business Online is the communications service component of Office 365. You can also purchase
it as a standalone service, for providing users with instant messaging, audio and video calling between PCs
(PC to PSTN calling is in the works but won't be available at release), Web conferencing, and presence. With
the Skype for Business client software (available at no extra charge), users can send IMs (the text of which
is encrypted) and display presence status and monitor presence status of others. Skype for Business
integrates with Outlook so users can find and communicate with others from within Outlook ("click to
communicate"). Presence information can also be updated based on Exchange calendar information, and
it integrates with SharePoint Online. Users can also transfer files during IM conversations.
Users can connect to Skype for Business Online directly over the Internet (without having to be on the
corporate network via VPN or RAS), but file transfer is not available in that situation. Thanks to the
federation feature, users can also IM people in other organizations that use Skype for Business Online or
host their own on-premise Skype for Business servers. This requires that a federated relationship be set up
by the administrators in both companies.
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Office Web Apps
Microsoft Office Web Apps is part of Office 365, but it doesn't take the place of the full-featured Office
applications; it supplements them. For sophisticated document creation and manipulation, you need a rich
local application. But there are times when you're away from your Office-equipped computer and need to
do a quick edit. That's where Web Apps come in. No matter where you are or what computer you're using,
you have access to Word, Excel, PowerPoint, and OneNote, and you can create or edit content and post it to
your SharePoint site or save it in your SkyDrive folder.
You get the same familiar interface you're used to with traditional Office applications, and documents
display the same way they do in the desktop apps. You can even view files on many popular mobile devices,
including Windows phones, iPhone, Blackberry, Nokia, and devices with Opera Mobile 8.65 or Openwave
6.2 and later.
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Reference links
1. Compliance management
https://technet.microsoft.com/en-us/library/dn876574.aspx
2. Online benefits
http://www.techrepublic.com/blog/10-things/10-reasons-why-microsoft-office-365-rocks/