This manual describes the Setup of Microsoft 365 in order to archive internal E-Mails with the REDDOXX MailDepot.
The technology behind is based on Journaling, which means that all E-Mails are duplicated first.
You need to be logged on as administrator in your Microsoft 365.
Further more, the Office Plan needs to have the Journal Feature to have the Journaling available.
Further information covering the different Microsoft 365 versions can be found here.
A dedicated User for Journaling is needed to interact between REDDOXX MailDepot and Microsoft 365.
In the Examples, the user ReddoxxMailDepot is used.
You may choose other Names as well.
It is not possible to send the duplicated journal mails to an Microsoft 365 User inside or outside from other Microsoft 365 instances.
This is a Microsoft restriction.
You can use either the POP3 Connector or the SMTP Connector for archiving.
For POP3 Connector, you just need any external Mailbox outside of Microsoft 365.
For SMTP Connector, you need to configure the MX Record of an available extra domain (or subdomain) to route mails to your appliance.
Log on as Administrator at https://portal.microsoftonline.com.
Switch to the Exchange Online Administration to continue with the setup.
As a result of Microsofts restriction, it is only possible to use external contacts for journaling.
Select „recipients“ in the left panel view and then „contacts“.
A new mail contact can be added with a click at the + symbol.
You need to add a valid external contact.
This cannot be an internal or external Microsoft 365 contact!
Insert your external contact that is to be used for journaling and confirm with „Save“.
Switch to „compliance management“ in the left panel view.
Select „journal rules“ in the next view and create a new rule with a click at the + symbol.
In this case, the journal will be send to created external contact.
The journal name can be the default or anything else to describe the rule.
The rule needs to be applied for all sender and recipients and for all messages.
So the option „all messages“ is selected.
It is also possible to further adjust the rule, if you only like to archive the internal mails or only mails from specified users or groups.
„Save“ will confirm the setting and is setting the rule active for all new messages.
The POP3 Connector configuration is descriped in the Reddoxx manual.
In the POP3 Connector you can configure mailboxes to be checked for new mails in an interval.
Mails in the mailbox will be moved to the connectors spooler and deleted from the Mailbox.
The collected mails will be moved to the global spooler and then archived in the default Container.
Important: The mails collected by the POP3 Connector will be deleted from the Mailbox!
To make sure that the journaling is working correctly, following steps can be performed:
If an error occurs, a message will appear in the POP3 Account list.
At every pick up interval, if an error occurs, a message will be sent to the REDDOXX Administrator.
Possible errors which can occur: