with Microsoft 365, you have an option to Encrypt an email. Here is how.
In an email message, choose Options>Encrypt>Encrypt-Only or Do Not Forward.
If you select Encrypt-Only, it shows This message is encrypted. Recement can’t remove the encryption.
This is an example of Encrypt-Only email.
If you select Do Not Forward, it shows recipients can read this message, but cannot forward, print or copy content.
This is an example Do Not Forward
Recipient will be required login to read the email.
To Encrypt a single message
In message that you are composing, click File > Properties.
2. Click Security Settings,
3. Select the Encrypt message contents and attachments check box.
To Encrypt all outgoing messages
Note: When you choose to encrypt all outgoing messages by default, you can write and send messages the same as with any other messages, but all potential recipients must have your digital ID to decode or view your messages.
On the File tab. choose Options
2. Select Trust Center > Trust Center Settings.
3. On the Email Security tab, under Encrypted email, select the Encrypt contents and attachments for outgoing messages check box.
4. To change additional settings, such as choosing a specific certificate to use, click Settings. You have options to enable Security Labels, Signing Certificate, Encryption Certificate
Note: Microsoft 365 Message Encryption is part of the Office 365 Enterprise E3 license. Additionally, the Encrypt-Only feature (the option under the Encrypt button) is only enabled for subscribers (Microsoft 365 Apps for enterprise users) that also use Exchange Online.
With Azure Active Directory (AD) self-service password reset (SSPR), users can change or reset their password without administrator involvement.
Step 1: Enable Azure AD self-service password reset
Sign in to the Azure portal using a global administrator.
Go to Azure Active Directory, then select Password reset from the menu on the left side.
3. From the Properties page, under the option Self service password reset enabled, click on Select group. Browse and select your Azure AD group, Test Group in our example.
4. Click Save to enable SSPR for the selected group,
Step 2: Select authentication methods and registration options
Click on Authentication methods on the left side pan, you have options to select 1or 2 Number of methods required to reset.
Select 1 in our example. Then choose the Methods available to users that your organization wants to allow, for example Email and Mobile phone. Email Mobile phone
3. To apply the authentication methods, select Save.
Step 4: Register users’ contact information
From the menu on the left side of the Registration page, select Yes for Require users to register when signing in.
Set Number of days before users are asked to reconfirm their authentication information to 180.It’s important to keep the contact information up to date. If outdated contact information exists when an SSPR event starts, the user may not be able to unlock their account or reset their password.
To apply the registration settings, select Save.
Step 5: Test self-service password reset
To see the manual registration process, open a new browser window in InPrivate or incognito mode, and browse to https://aka.ms/ssprsetup. Azure AD will direct users to this registration portal when they sign in next time.
Sign in with a non-administrator test user, like testuser, and register your authentication methods contact information.
Once finished, select the button marked Looks good and close the browser window.
Open a new browser window in InPrivate or incognito mode, and browse to https://aka.ms/sspr.
Enter your non-administrator test users’ account information, like testuser, the characters from the CAPTCHA, and then select Next.
Follow the verification steps to reset your password. When finished, you’ll receive an email notification that your password was reset.
Situation: You may have a problem to load Outlook if the Outlook files are too large. This article provides some resolutions to reduce Outlook data files.
Resolution 1: Reduce the size of your Outlook data file by moving or archiving items from the file. To archive items from the file, configure the Cached Exchange mode settings. Here are step by step:
With Outlook open, on the File tab.
2. Click Account Settings, and then click Account Settings.
3. On the E-mail tab, double-click your Microsoft Exchange account.
4. In the Change Account dialog box, drag the Mail to keep offline slider to the desired number of months, for example 6 Months which will archive emails before 6 months.
5. Click Next.
5. Click Done when you’re prompted to restart Outlook to complete the configuration change.
6. Restart Outlook.
Resolution 2: Run the Mailbox Cleanup tool to reduce the size of your mailbox and Outlook Data Files (.pst and .ost)
Resolution 3: Use Conversation Clean Up to remove redundant messages
On the Home tab, in the Delete group, click Clean Up.
Click one of the following:
Clean Up Conversation The current Conversation is reviewed, and redundant messages are deleted.
Clean Up Folder All Conversations in the selected folder are reviewed, and redundant messages are deleted.
Clean Up Folder & Subfolders All Conversations in the selected folder and any folder that it contains are reviewed, and redundant messages are deleted.
3. In popup, click Settings or Clean Up Folders.
Note: if you click on Settings, you have options to configure Conversation Clean Up.
Note: The Clean may take a few minutes. When it is done, you may want to empty the Deleted Items folder or the folder you move the duplicated emails.
Resolution 4: Delete Unnecessary Emails by using search filters to identify and delete emails with large attachments or emails from specific senders or time periods. You can search by sender, subject, keywords, and dates.
Resolution 5: Manage Attachments: Large attachments can take up a significant amount of space. Consider saving important attachments to your computer or a cloud storage service like Google Drive or Dropbox, and then delete the email with the attachment.
Resolution 6: Export to a PST File (Personal Folders File): PST files are a common way to back up Outlook data. To export your emails to a PST file:
a. Open Outlook. b. Go to “File” > “Open & Export” > “Import/Export.” c. Select “Export to a file” and click “Next.” d. Choose “Outlook Data File (.pst)” and click “Next.” e. Select the email folders you want to export or your entire mailbox. f. Choose the location where you want to save the PST file and set options for handling duplicates. g. Click “Finish” to complete the export process.
To import PST file, please follow these steps:
Open Outlook:Make sure Outlook is open and running on your computer.
Access the Import/Export Wizard:The steps to access the Import/Export Wizard may vary slightly depending on your version of Outlook. Here are general instructions for Outlook 2016 and newer:a. Click on “File” in the top-left corner. b. Under “Open & Export,” click “Import/Export.”
Choose Import from Another Program or File:In the Import and Export Wizard, select “Import from another program or file,” and then click “Next.”
Select the PST File to Import:a. Choose “Outlook Data File (.pst)” as the file type to import. b. Click “Next.”
Browse for the PST File:Click the “Browse” button to locate the PST file you want to import. Browse to the folder where your PST file is stored and select it.
Specify How to Handle Duplicates:After selecting the PST file, you can choose how you want Outlook to handle duplicates:a. “Replace duplicates with items imported”: This option replaces any duplicate items in your current mailbox with those from the PST file. b. “Allow duplicates to be created”: This option keeps both the original and imported copies of duplicate items. c. “Do not import duplicates”: This option will skip importing items that already exist in your mailbox.Choose the option that best suits your needs, and then click “Next.”
Select the Destination Folder:Choose the folder where you want the data from the PST file to be imported. You can select an existing folder or create a new one. Click “Next” when you’re ready.
Set Import Options:If you have subfolders within the PST file, you can specify whether to include those subfolders in the import. You can also set other import options as needed. Once you’ve configured the options, click “Next.”
Start the Import Process:Review your selections, and when you’re ready to proceed, click “Finish.” Outlook will begin importing the data from the PST file into the selected folder.
Phishing emails are one the biggest security threads. To prevent a phishing email, you can setup an external email warning or tag external emails in Office 365. Here is how.
Login Office 365 and select Admin.
2. In Admin centers go to Exchange
3. Click on mail flow
4. Click Rules and then + to add a new rule.
5. Create a name, select condition, for example The sender is located Outside of the organization and The recipient is located Inside the organization.
With the Mail or Calendar apps open, click on Settings in the lower-left corner.
2. Click on Manage Accounts, and then highlight the account that you want to remove.
3. Click on Delete account. Note: If you don’t see the Delete account option, you’re probably trying to remove the default email account added when you logged on to Windows 10. You need to turn off email from this account.
