You are convening a meeting (or you have been asked by your boss to convene one). You have been given a list of attendees. You have the agenda ready. You also know the availability of the invitees to the meeting on a given date at a given time – You can take the help of the Scheduler in Outlook to find this – provided the invitees are disciplined users of their Outlook calendars. You are about to send this meeting invitation to the invitees. Suddenly you are struck. Where do these people meet? Thankfully you have the Room finder. Here is what you have in Outlook:
If your Exchange administrator has already defined Conference Rooms in your enterprise (a mail box is assigned for it), it will be listed alongside your Notes area of the appointment window. All rooms (4) in a given building/location (3) are listed with additional details right below about the prior bookings on that day (1) and availability (5). You can also select a different location from the dropdown (3)for more options. Depending on the details provided about the Room by the administrator and on the number of people invited to the meeting you will also be given suggestions on whether the selected room is good, fair or poor (2).
Once the room is selected and the meeting request sent, the room is booked for the meeting (if this is configured in Exchange). The next time somebody else tries to book the room for the same date and same time as the first one, it will be shown as booked.
Even equipment (portable projectors?) and vehicles (pickup and drop vans?) for meetings can be managed very effectively using this feature provided by Exchange and Outlook.
If you want to send a mail from another person's mail box, you need to be a delegate with permission (granted by the administrator) to Send as or Send on behalf of the owner of that mailbox. If you also want to open or view the content of the respective mailbox, you need to have Full Permission (again granted by the administrator).
- The Send As permission allows the delegate to send email from this mailbox.
- The Send on Behalf permission allows the delegate to send email on behalf of this mailbox. The "From" line in any message sent by a delegate indicates that the message was sent by the delegate on behalf of the mailbox owner.
If you are an Outlook client user, here is how you will send a mail as or on behalf of another person:
- In Mail, click Home > New Email. (Keyboard shortcut to create an email message - Ctrl+Shift+M).
- On the Options tab, in the Show Fields group, click From.
- In the From box, type the name of the person on whose behalf you are sending the message.
To select the name from a list in the Address Book, click From.
- Add recipients, a subject, and the contents of the message as you typically do.
If you are using OWA, then here is how you can do the same:
- Log in to your mailbox using Outlook Web App
- Click New mail above the folder list. A new message form will appear in the reading pane.
- Click the extended menu, and then click Show from.
- Select the email address that displays in the From field and delete it.
- Type the name of the user for which you have permission to send email. If you don't see the name in of the person you want to send From box, you can click Search contact & directory to search the directory of your organization.
- Add recipients, a subject, and the contents of the message as you typically do, and then click Send
The Full Access permission is required for a delegate to open a user's mailbox and access the contents of the mailbox. It doesn't allow the delegate to send email from the mailbox. The administrator has to additionally assign the delegate the Send As or the Send on Behalf permission to send email.
If you are using Outlook 2013 or Outlook 2010, the mailbox for which you have been granted access automatically display in your folder list.
In the example below, Adam Barr has been granted access to the mailbox of Kim Akers. Kim's mailbox displays automatically in Adam's folder list in Outlook 2013.
Note: If you were recently granted access to the mailbox, it may take a few hours for the other user's mailbox to display in your folder list.
If you are using OWA, the person's mailbox for which you have been provided access to will display in your Outlook Web App folder list every time you open Outlook Web App.
- Log in to your mailbox using Outlook Web App.
- Right-click your name in the folder list, and click Add shared folder.
- In the Add shared folder dialog box, type the name of the mailbox that you have been provided access, and click Add.
- The mailbox appears in your Outlook Web App folder list.
If you have only been provided access to specific folders in the other user's mailbox, you will only see the folders for which you have been granted access.
If you decide that you no longer want to see the other person's mailbox every time you open Outlook Web App, right-click the folder, and click Remove shared folder.
You need to sign is as administrator at the Exchange Administration Centre (EAC) of the Microsoft Online Portal to create a Conference room mail box (or an Equipment or another Resource mail =box)
- In the EAC, navigate to Recipients > Resources.
- To create a room mailbox, click New > Room mailbox.
- Use the options on the page to specify the settings for the new resource mailbox.
After you create a room mailbox or equipment mailbox, you manage its settings by editing the resource mailbox using EAC.
- Room name (Mandatory field) Use this box to type a name for the room mailbox. This is the name that's listed in the resource mailbox list in the EAC and in your organization's address book. This name is required and it can't exceed 64 characters. Although there are other fields that describe the details of the room, for example, Location and Capacity, consider summarizing the most important details in the room name using a consistent naming convention. This will enable the users to see easily the details when they select the room from the address book in the meeting request.
- Email address (Mandatory field) A room mailbox has an email address so it can receive booking requests. The email address consists of an alias on the left side of the @ symbol, which must be unique in the forest, and your domain name on the right. The email address is required.
- Organizational unit - You can select an organizational unit (OU) other than the default (which is the recipient scope). If the recipient scope is set to the forest, the default value is set to the Users container in the Active Directory domain that contains the computer on which the EAC is running. If the recipient scope is set to a specific domain, the Users container in that domain is selected by default. If the recipient scope is set to a specific OU, that OU is selected by default. To select a different OU, click Browse. The dialog box displays all OUs in the forest that are within the specified scope. Select the desired OU, and then click OK.
- Location, Phone, Capacity - You can use these fields to enter details about the room. However, as explained earlier, you can include some or all of this information in the room name so users can see it.
- Booking requests Use this section to configure how the room mailbox handles reservation requests.
Delegates If you selected the option requiring that booking requests are sent to delegates, use this section to select delegates. To add a delegate, click Add. On the Select Delegates page, select a user, click Add, and then click OK to return to the New room mailbox page.
- Automatically accept or decline booking requests A valid meeting request automatically reserves the resource. If there's a scheduling conflict with an existing reservation, or if the booking request violates the scheduling limits of the resource, for example, the reservation duration is too long, the meeting request is automatically declined.
- Select delegates to accept or decline booking requests The delegates are responsible for accepting or declining meeting requests that are sent to the room mailbox. If you assign more than one resource delegate, only one of them has to act on a specific meeting request.
Thereafter, end-users will be able to select this Room (and automatically its email address) when they send a meeting request.
A similar procedure is carried out to create an Equipment mail box or any other resource mail box in Exchange online.
Today, it is possible to deliver confidential business communications with enhanced security by allowing users to send and receive encrypted email as easily as regular email directly from their desktops. Microsoft has included this feature in its O365 offering lately. Business Enterprises can now encrypt emails without purchasing complex hardware and software to configure or maintain this. This helps organizations minimize capital investment, free up IT resources, and mitigate messaging risks. The email viewing portal can also be customized to enhance an organization's brand.
Improve security and reliability
Office 365 Message Encryption provides advanced security and reliability to help protect users' information. Users can send encrypted email messages to anyone, regardless of the recipient's email address. The feature provides strong, automated encryption with a cost-effective infrastructure. The need for certificates is eliminated and a recipient's email address is used as the public key. As this communication happens through a TLS-enabled network, it further enhances message security. It also enhances the security of subsequent email responses by encrypting each message in the thread.
Stay in control
Office 365 Message Encryption helps keep users' data safe, while allowing them to maintain control over their environment. This encryption can be easily set up using the single action Exchange transport rules. Users can prevent sensitive information and data from leaving their gateway or protect it, consistently and automatically. Policy rules can be put in place so that Policy-based encryption encrypts messages at the gateway based on these rules. Strong integration with data loss prevention helps organizations manage compliance. The technology is versatile as this feature can integrate with existing email infrastructure and as a result requires minimal up-front capital investment.
Easy to Use and Maintain
Messaging Encryption is really easy to use and it is easier than ever to protect an organization's email. Users can easily navigate through the encrypted message with the clean Office 365 interface. The encrypted emails are delivered directly to recipients' inbox and not to a Web service. Emails are decrypted and can be read with confidence without installing any additional client software. It simplifies user management by eliminating the need for certificate maintenance. The encryption process is transparent to the sender, who does not need to do anything other than write and send the message as usual.
An additional bonus feature is that organizations can grow their brand by using custom branding text or disclaimers and a custom logo on their email viewing portal.