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/