Saturday, March 7, 2020

Grant One Drive Access to another User/ Get access to and back up a former user's data


Grant One Drive Access to another User/
Get access to and back up a former user's data

When an employee leaves your organization, you probably want to access their data (documents and emails) and either reviews it, back it up, or give it to a new employee.

Access a former user's OneDrive documents

If you remove a user's license but don't delete the account, you can give yourself access to the content in the user's OneDrive. If you delete the user's account, you have 30 days by default to access the former user’s OneDrive data. Learn how to set the OneDrive retention for deleted users. If you don't rrestore a user account within this time, their OneDrive content is deleted.

To preserve a former user's OneDrive files, first give yourself access to their OneDrive, and then move the files you want to keep.

Note

If you're not using the new Microsoft 365 admin center, you can turn it on by selecting the Try the new admin center toggle located at the top of the Home page.
1.      In the admin center, go to the Users > Active users page.
2.      Select a user.
3.      In the right pane, select OneDrive. Under Get access to files, select Create link to files.
4.      Select the link to open the file location. Download the files to your computer, or select Move to or Copy to to move or copy them to your own OneDrive or to a shared library.

Note

You can move or copy up to 500 MB of files and folders at a time.
When you move or copy documents that have version history, only the latest version is moved.

Revoke admin access to a user’s OneDrive

As global admin, you can give yourself access to the content in a user’s OneDrive, but you may want to remove your access when you no longer need it.

1.      Sign in to the admin center as a global admin or SharePoint admin.
If you get a message that you don't have permission to access the admin center, then you don't have administrator permissions in your organization.
2.      In the left pane, select Admin centers > SharePoint. (You might need to select Show all to see the list of admin centers.)
3.      If the classic SharePoint admin center appears, select open it now at the top of the page to open the new SharePoint admin center.
4.      In the left pane, select more features.
5.      Under User profiles, select Open.
6.      Under People, select Manage User Profiles.
7.      Enter the user's name and select Find.
8.      Right-click the user, and then choose Manage site collection owners.
9.      Remove the person who no longer needs access to the user's data, and then select OK.


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Use mail flow rules so messages can bypass Clutter in Exchange Online

Use mail flow rules so messages can bypass Clutter in Exchange Online

If you want to be sure that you receive particular messages, you can create a mail flow rule (also known as a transport rule) that makes sure that these messages bypass your Clutter folder. Check out Use Clutter to sort low-priority messages in Outlook for more info on Clutter.

For additional management tasks related to mail flow rules, check out Mail flow rules (transport rules) in Exchange Online and the New-TransportRule PowerShell topic. If you're new to Exchange Online PowerShell, check out Connect to Exchange Online PowerShell.

What do you need to know before you begin?

·         Estimated time to complete: 5 minutes
·         You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "Mail flow" entry in the Feature permissions in Exchange Online topic.
·         For more information about opening and using the Exchange admin center (EAC), see Exchange admin center in Exchange Online.
·         To learn how to connect to Exchange Online PowerShell, see Connect to Exchange Online PowerShell.
·         For information about keyboard shortcuts that may apply to the procedures in this topic, see Keyboard shortcuts for the Exchange admin center.

Use the Exchange admin center to create a mail flow rule to bypass the clutter folder

This example allows all messages with title "Meeting" to bypass clutter.
1.      In the Exchange admin center (EAC), go to Mail flow > Rules. Click New Add Icon and then choose Create a new rule....

2.      After you're done creating the new rule, click Save to start the rule.

Use Exchange Online PowerShell to create a mail flow rule to bypass the clutter folder

This example allows all messages with title "Meeting" to bypass clutter.
PowerShellCopy
New-TransportRule -Name "<Unique rule name>" -SubjectContainsWords "Meeting" -SetHeaderName "X-MS-Exchange-Organization-BypassClutter" -SetHeaderValue "true"

Important

In this example, both X-MS-Exchange-Organization-BypassClutter and true are case sensitive.
For detailed syntax and parameter information, see New-TransportRule.

How do you know this worked?

You can check email message headers to see if the email messages are landing in the Inbox due to the Clutter mail flow rule bypass. Pick an email message from a mailbox in your organization that has the Clutter bypass mail flow rule applied. Look at the headers stamped on the message, and you should see the X-MS-Exchange-Organization-BypassClutter: true header. This means the bypass is working. Check out the View the internet header information for an email message topic for info on how to find the header information.



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Configure email forwarding in Office 365


Configure email forwarding in Office 365

As the admin of an Office 365 organization, you might have company requirements to set up email forwarding for a user's mailbox. Email forwarding lets you forward email messages sent to a user's mailbox to another user's mailbox inside or outside of your organization.

Configure email forwarding

Before you set up email forwarding, note the following:
·         Once you set up email forwarding, only new emails sent to the from mailbox will be forwarded.
·         Email forwarding requires that the from account has a license. If you're setting up email forwarding because the user has left your organization, another option is to convert their mailbox to a shared mailbox. This way several people can access it. However, a shared mailbox cannot exceed 50GB.
You must be an Exchange administrator or Global administrator in Office 365 to do these steps. For more information, see the topic About admin roles.

Note

If you're not using the new Microsoft 365 admin center, you can turn it on by selecting the Try the new admin center toggle located at the top of the Home page.

1.      In the admin center, go to the Users > Active users page.
2.      Select the name of the user whose email you want to forward to open the properties page.
3.      On the Mail tab, select Manage email forwarding.
4.      On the email forwarding page, select Forward all emails sent to this mailbox, enter the forwarding address, and choose whether you want to keep a copy of forwarded emails. If you don't see this option, make sure a license is assigned to the user account. Select Save changes.
To forward to multiple email addresses, you can ask the user to set up a rule in Outlook to forward to the addresses. To learn more, see Use rules to automatically forward messages.
Or, in the admin center, create a distribution group, add the addresses to it, and then set up forwarding to point to the DL using the instructions in this article.
5.      Don't delete the account of the user who's email you're forwarding or remove their license! If you do, email forwarding will stop.


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