Tech Cloud Suraj

Gain extra security for your sensitive emails by migrating them to Gmail's Client-side Encryption.

2024-04-28T22:59:00.000+05:30

Looking to add an extra layer of security to your sensitive emails in Gmail?

Great news! Google Workspace recently expanded its Gmail Client-side Encryption (CSE) to support migrating emails encrypted with S/MIME from other services.

This means you can now seamlessly import your existing encrypted messages

into Gmail CSE, keeping them confidential and compliant.

Why Migrate to Gmail CSE?

Gmail CSE offers end-to-end encryption, which means only you and the recipient with the decryption key can access the message content. Google itself can't decrypt these messages, providing greater control over your data privacy. This is especially valuable for organizations dealing with sensitive information like healthcare records, financial data, or intellectual property.

How to Migrate Securely

The migration process involves a few key steps:

Setting Up Gmail API and CSE: This initial step requires your admin to configure Gmail accounts with the same S/MIME certificates used in your current service (e.g., Microsoft 365).

Migrating Your Emails: Once Gmail is configured, you can use the Gmail CSE Migration Utility. This tool allows you to import your S/MIME encrypted emails directly into Gmail CSE.

Important Considerations

Currently Encrypted Messages: If your existing emails are encrypted with a non-S/MIME format, you'll need to decrypt them first using your original vendor's tools. Then, you can use the Gmail CSE Migration Utility to encrypt them again for import into Gmail CSE.

Third-Party Tools: For Virtru users, there's a dedicated migration utility to help you encrypt plain-text archives from Virtru Vault or Takeout before importing them into Gmail CSE.

Benefits of Secure Migration

By migrating your existing encrypted emails to Gmail CSE, you gain several advantages:

Simplified Workflow: Manage all your emails, including the most sensitive ones, within a single platform – Gmail.

Enhanced Security: Enjoy the peace of mind that comes with end-to-end encryption and control over your decryption keys.

Improved Compliance: Meet regulatory requirements for data privacy and security with a robust encryption solution.

Ready to Migrate?

If you're a Google Workspace admin considering migrating your organization's encrypted emails to Gmail CSE, consult Google's Workspace Admin Help for detailed instructions on setting up Gmail API, user configuration, and the migration process itself https://support.google.com/a/answer/14743409?hl=en.

By following these steps and considerations, you can securely migrate your existing encrypted messages to Gmail CSE, ensuring the confidentiality and control of your sensitive data.

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Unveiling Gemini: Google's Game-Changing AI Model

2024-04-25T08:16:00.001+05:30

Unveiling Gemini: Google's Game-Changing AI Model

The world of AI is constantly evolving, and Google is at the forefront of this innovation. Recently, they introduced Gemini, their most powerful and versatile AI model yet. This blog post will delve into what makes Gemini unique and explore its potential impact across various fields.

Breaking New Ground in Multimodality

Unlike previous AI models, Gemini boasts an impressive feat – it's multimodal. This means it can seamlessly process and understand information from different sources, including text, images, and even code. This advancement breaks down barriers between traditional AI models that were often restricted to a single format.

Imagine searching for information and getting results that combine text summaries with relevant images and videos. That's the potential of Gemini – a more holistic and informative way to interact with AI.

Built for Scalability: From Nano to Ultra

Another exciting aspect of Gemini is its scalability. It comes in three sizes: Nano, Pro, and Ultra. This caters to different needs and processing power requirements. The Nano version is ideal for smaller tasks, while the Ultra version tackles complex problems demanding immense computational muscle.

This flexibility makes Gemini applicable to a wide range of scenarios. From powering chatbots with real-time conversation capabilities to assisting in scientific research by analyzing vast datasets, Gemini has the potential to revolutionize various industries.

Early Signs of Advanced Reasoning

Benchmarks indicate that Gemini surpasses previous models in its reasoning abilities. This paves the way for AI that can not only understand information but also make logical deductions and solve problems creatively.

While Gemini is still under development, these early signs are promising. It hints at a future where AI can become a true partner, assisting us in complex decision-making processes and tackling unforeseen challenges.

The Future with Gemini: A World of Possibilities

The potential applications of Gemini are vast and exciting. It could transform how we interact with technology, making it more intuitive and user-friendly. It could also play a significant role in scientific discovery, accelerating research and development in various fields.

As Gemini continues to evolve, it's safe to say that it will play a pivotal role in shaping the future of AI. With its versatility, scalability, and advanced reasoning capabilities, Gemini is poised to become a game-changer in the world of technology.

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Improve your productivity with Google Workspace appointment slots

2023-05-13T18:11:00.001+05:30

Appointment Slot in Google Workspace Appointment slots are a feature in Google Workspace that allows you to share your availability

with others and let them book time with you. Appointment slots are easy to set up and use,

and they can help you to save time and improve your productivity. How to create an appointment slot To create an appointment slot, follow these steps:

Open Google Calendar.
Click the Create button. Select Appointment schedule.
Enter a title for your appointment schedule. Set the duration of your appointment slots.
Select the days and times that you are available. Click Create.

How to share your appointment schedule Once you have created an appointment schedule, you can share it with others by clicking

the Share button. You can share your appointment schedule by email, link, or embed code. How to book an appointment slot To book an appointment slot, click the Book button on an appointment slot that you are

interested in. You will be prompted to enter your name and email address.

Once you have booked an appointment slot, it will be added to your calendar. Benefits of using appointment slots Appointment slots offer a number of benefits, including: Save time: Appointment slots can help you to save time by eliminating the need to

back-and-forth with clients or customers to find a time that works for everyone. Improve productivity: Appointment slots can help you to improve your productivity by

ensuring that you are only working with clients or customers during your scheduled hours. Increased visibility: Appointment slots can help you to increase your visibility by making it

easy for clients or customers to see when you are available. Improved customer service: Appointment slots can help you to improve your customer

service by providing a more organized and efficient way to schedule appointments. Drawbacks of using appointment slots Appointment slots also have a few drawbacks, including: Can be inflexible: Appointment slots can be inflexible if you need to change your availability. Can be difficult to manage: Appointment slots can be difficult to manage if you have a large number

of appointments. Can be impersonal: Appointment slots can be impersonal if you do not have a chance

to interact with clients or customers before the appointment. Overall, appointment slots can be a useful tool for managing your time and improving

your productivity. However, it is important to be aware of the potential drawbacks of

appointment slots before using them.

Make your call's clearer and more enjoyable by using Noise Cancellation

2023-05-13T18:02:00.003+05:30

Noise cancellation in Google Workspace

Noise cancellation is a feature that can be used to reduce background noise in audio recordings and video calls. Google Workspace offers noise cancellation in its Meet and Chat apps.

How does noise cancellation work?

Noise cancellation works by using microphones to detect background noise. The noise is then subtracted from the audio signal, which results in a cleaner and clearer sound.

How to use noise cancellation in Google Meet

To use noise cancellation in Google Meet, follow these steps:

Open Google Meet.
Click on the Settings icon.
Click on Audio.
Under Noise cancellation, select On.
How to use noise cancellation in Google Chat

To use noise cancellation in Google Chat, follow these steps:

Open Google Chat.

Click on the Settings icon.

Click on Audio.

Under Noise cancellation, select On.

Benefits of noise cancellation

Noise cancellation can offer a number of benefits, including:

Improved audio quality: Noise cancellation can help to improve the audio quality of audio recordings and video calls by reducing background noise.

Reduced distractions: Noise cancellation can help to reduce distractions by making it easier to focus on the audio signal.

Increased productivity: Noise cancellation can help to increase productivity by making it easier to focus on work during audio calls and meetings.

Drawbacks of noise cancellation

Noise cancellation can also have a few drawbacks, including:

Increased latency: Noise cancellation can introduce latency, which is a delay between when the audio signal is recorded and when it is played back.

Reduced sound quality: Noise cancellation can sometimes reduce the sound quality of the audio signal, especially at high frequencies.

Not all devices support noise cancellation: Noise cancellation is not supported by all devices.

Overall, noise cancellation can be a useful feature for improving the audio quality of audio recordings and video calls. However, it is important to be aware of the potential drawbacks of noise cancellation before using it.

As you can see, noise cancellation can make a big difference in the audio quality of a video call. If you are frequently on video calls, I would recommend using noise cancellation to improve the audio quality.

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Secure your mail through Attachment Compliance

2023-02-17T19:54:00.000+05:30

As the world moves towards remote work and virtual collaboration, Google Workspace (formerly G Suite) has emerged as a leading platform for businesses and organizations to communicate and collaborate. With its suite of tools, including Gmail, Drive, Docs, Sheets, and Meet, Google Workspace offers a range of functionalities that allow teams to work together seamlessly.

One important aspect of Google Workspace that organizations should be aware of is attachment compliance. In this blog, we will explore what attachment compliance is, why it is important, and how Google Workspace ensures that organizations comply with attachment policies.

What is Attachment Compliance?

Attachment compliance refers to the rules and policies that organizations put in place to govern the sending and receiving of attachments via email. These policies are designed to ensure that sensitive information does not fall into the wrong hands or get lost in transit.

Attachment compliance policies can vary depending on the organization, but they typically cover the following areas:

File types: Organizations may restrict certain types of files from being sent or received via email, such as executable files, compressed files, or files containing macros.

File size: Organizations may limit the size of attachments that can be sent or received via email, to prevent large files from clogging up email servers or taking up too much storage space.

Content scanning: Organizations may scan attachments for sensitive information, such as credit card numbers or social security numbers, to prevent them from being sent via email.

Encryption: Organizations may require that attachments be encrypted to prevent unauthorized access or interception.

Why is Attachment Compliance Important?

Attachment compliance is important for several reasons. Firstly, it helps organizations protect sensitive information and prevent data breaches. By restricting the types of files that can be sent or received via email, organizations can reduce the risk of malware or other malicious software infecting their systems.

Secondly, attachment compliance can help organizations comply with regulations and industry standards. For example, healthcare organizations may be required to comply with HIPAA regulations that mandate the secure transmission of patient information.

Finally, attachment compliance can help organizations reduce email overload and prevent email servers from becoming overwhelmed with large attachments.

How Google Workspace Ensures Attachment Compliance

Google Workspace has several features that help organizations comply with attachment policies. These features include:

Attachment Restrictions: Google Workspace allows administrators to restrict the types of files that can be sent or received via email. This can help organizations prevent malware or other malicious software from entering their systems.

To access attachment restrictions, administrators can go to the Google Workspace Admin console and select the Apps => Google Workspace => Settings for Gmail => Compliance => Attachment Compliance section. Here, you can set restrictions on file types and size.

Content Scanning: Google Workspace also includes a feature that scans attachments for sensitive information, such as credit card numbers or social security numbers. This feature is called “Content Compliance,” and it allows administrators to create custom rules that trigger when sensitive information is detected.

To access content compliance, administrators can go to the Google Workspace Admin console and select the “Compliance” option. From there, they can choose “Advanced settings” and navigate to the “Content compliance” section. Here, you can set up rules to scan email messages and attachments for sensitive information.

Encryption: Google Workspace offers several options for encrypting attachments. One option is to use Google Drive to share files securely. Another option is to use S/MIME or TLS encryption for email messages.

To use Google Drive to share files securely, users can upload a file to Drive and then share a link to the file with the recipient. The recipient can then access the file by clicking on the link.

To use S/MIME or TLS encryption for email messages, administrators can go to the Google Workspace Admin console and select the “Compliance” option. From there, you can choose S/MIME

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Set up an out of office message with Google Workspace

2023-02-17T19:22:00.002+05:30

How to Create an Out of Office Message from Your Workspace Calendar If you're going to be out of the office for an extended period of time, you can set up an out of office message in your Workspace calendar. This will automatically send a message to anyone who tries to contact you, letting them know that you're not available. To create an out of office message in your Workspace calendar, follow these steps:

Open your Workspace calendar.
Click the Settings gear icon in the top right corner. Select Settings.
Under the General tab, click Out of office. Select the On checkbox.
Enter the start and end dates for your out of office period. Enter a message that you want to send to people who try to contact you
Click Save.

Your out of office message will now be set up. When someone tries to contact you during the specified period, they will receive the message that you entered. Here are some tips for writing an effective out of office message: Be clear and concise. State when you will be out of the office and when you expect to be back.

Be polite. Thank people for their contact and let them know that you will get back to them as soon as possible.

Provide alternative contact information. If possible, provide an email address or phone number where people can reach you in an emergency.

Personalize your message. If you're going to be out of the office for a specific reason, such as vacation or a business trip, mention that in your message. Here is an example of an effective out of office message: Hi there, I'm out of the office from [start date] to [end date]. I will be checking my email periodically, but I may not be able to respond right away. If you need immediate assistance, please contact [alternative contact information]. Thank you for your understanding. Best, [Your name] Thank you for reading our blog, please do share and share your thought in the comment section 😀😀

Default Routing

2022-12-13T23:10:00.008+05:30

In Google Workspace we can set a domain routing policy for inbound messages using default routing.

For example, default routing is used to set up split delivery to route unregistered Google Workspace users to an on-premises mail server. This is useful when transferring users from legacy mail servers to Gmail. You can also assign an existing user account as a catch-all address to receive messages addressed to non-existent users in your domain using default routing.

To set routing settings, specify the addresses of recipients, and then specify an action to be performed on the mail that you want for those recipients. If an organization configures multiple routing settings, they can arrange compliance in order of priority. Default routing takes less priority than other advanced Gmail settings, such as content compliance or attachment compliance.

To Configure a default routing setting for a domain, follow the steps:

Log on to Google Admin Console, URL: Admin.google.com

From the Admin console Home page, go to Apps> Google Workspace> Gmail

Click on Default routing.

Click on Configure.

1. Specify envelope recipients to match Single recipient

Single recipient—Specify a single user by entering an email address, example suraj@domain.com

Pattern match—Enter a regular expression to specify a couple of recipients in your domain.

Group Membership—Select from one or more groups from the list.

All recipients—Select all recipients in your domain. By default, this only affects unrecognized addresses.

If the envelope recipient matches the above, do the following, specify the rule whether the message should be rejected, modified, or quarantined when the conditions meet the routing setting.

Reject message: This option rejects the message before it reaches the deliberate recipient. You can enter customized text for the rejection message.

Modify Message: This option modifies messages by adding headers, changing the route, changing the envelope recipient, adding more recipients and removing attachments.

Select the Options, choose whether to perform the action only on unrecognized addresses. You can also select both recognized and unrecognized addresses.

Click on Save.

Ordering your routing settings:

The Default routing tab lets you configure multiple routing settings for your domain. Each Routing setting specifies a recipient and an action to perform on any mail intended for the recipients.

In any particular domain, admin can configure a maximum of 1000 Default Routing settings.

In the Default Routing page, there is a list of settings. To adjust a setting, click Edit. To delete the setting, highlight the checkbox in the left column, and click Delete. You can also adjust the priority of the settings on this page. If two settings conflict, Google Workspace applies the setting with a higher priority and ignores the lower-priority conflicting setting. However, any particular settings that specify Reject are automatically assigned to the highest priority, even if you have assigned a higher priority number to another setting.

To assign the highest priority to a routing setting, in the Order column, enter 1 next to the setting.

Click anywhere on the Default routing page to save the changes.
Repeat these steps for assigning any other priority numbers.

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Backup Your Mail Data by Using Google Vault

2022-12-12T16:04:00.000+05:30

Vault is an information administration and eDiscovery tool for Google Workspace. With Vault, you can retain, hold, search, and export users' Google Workspace data. You can use Vault for the following data:

Gmail messages
Drive files
Google Chat Messages (history on)
Google Meet recordings and related chat, Q&A, and poll logs
Google group messaging
Google Voice for Google Workspaces text messages, voicemails and their transcripts, and call logs
New Google Sites
Classic Hangouts Messages (history is on)

How license works?

If your version includes Vault, all users in your organization are automatically assigned a Vault license.

If Vault is available as an add-on license, you can purchase a Vault license for some or all users in your organization. Only users who have Vault licenses assigned are covered by Vault. Learn more about how to get around Google Vault.

If you delete a user or required license, their data may be irreversibly purged and will no longer be available to Vault.

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Setup the Live Stream Event for Webinar

2021-08-20T23:04:00.001+05:30

If want to initiate the training / webinar, and the high amount of user want to participate the virtual event, then the Live stream will help you to conduct the online session hassle free, the live stream features are available only the below Google workspace license.

In-house and Cross Domain live streaming is available with these Google Workspace Editions:

Enterprise Plus
Enterprise Standard
Education Plus
Teaching and Learning Upgrade

Only guests in your organization can view the live stream.

If your administrator turns on cross domain live streaming, guests from your organization and trusted workstations can see the domain.

All participants in your organization can pause and start a stream, and record the event, during the meeting. Guests who join as "Watch Only" cannot participate in meetings or control streaming and recording.

For setting up the Live Stream Event below are the images will help you to create an online event.

Open the calendar

Create an event and add the date, time and attendees guest in the list section, once done then scroll down the page, refer to the third image

Click on the Join with the Google meet then need to click on the Add live Stream,

Once Live stream added then need to save the event, and again need to open the created event, three vertical dots will show then you have to select the Create view-only event thereafter it will automatically add the Live Stream on heading section refer to the below 5th image, and then need to add the attendees list in the add guest section and then save the event, refer to the 6th image

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Sent your mail by using the confidential mode

2021-08-14T16:51:00.003+05:30

As we send the mail to the different stakeholder on daily basis, might be the mail content some confidential information, which we don't want to show anyone, accept the id's which we have added on the "To" and "Cc" field, it would not allow to share those information to the anonymous "To" or "Cc" user want to share with anonymous, for that in the Google workspace have features called as Confidential mode access, where the sender can send the mail if the mail content confidential information then user can select this features also it will allow the user to expire the mail within the time frame which user will need to select either the mail expire in one day or week or user can select the custome date.

Once the sender send an email to the client by turning on the confidential mode while opening, it will ask the recipient to add the one time password (OTP), the OTP will come on in the sender mobile which recipient have to ask the sender to share the OTP, once the OTP verified the user would be able to read the mail. if the recipient tried to send the mail to other third party, the third party would be able to received the mail but not able to access the confidential mail body which are in the mail, it will throw the message if the user forward the same the other recipient (You don't have the options to forward copy, print or downloads this email).

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If I am having 20 Google Workspace license can I transfer one to another reseller?

2021-05-30T22:18:00.005+05:30

If your are using the Google workspace account, no matter how many license are in your Google workspace panel what are the license type you are using.

If you wish to transfer the same Google workspace account from one Partner (Reseller) to another one, then you have to Generate the Transfer Token from your Google workspace admin panel, the new reseller whom you wish to transfer the account they can be able to help you out. The below steps are for generating the Transfer Token

Type the Admin Credential

Once the Account get log in then you to follow the below steps

Open the New Tab, make sure that the Account which you have log in the browser, in that you have to open the New tab

Type the URL admin.google.com/TransferToken

Accept the terms which are mentioned in the page, after accepting you will have to Click on the Generate Key Tab, you will get the alphanumeric key

Note that the Transfer Token only valid for 14 days

This Transfer token will help you out for the transferring account from one reseller to the another one.

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Google Workspace Security Investigation Tools

2021-02-02T21:51:00.015+05:30

The Security Center Detection Tool is not just any other tool that searches for and remove email logs. It is not a reporting tool that displays logs and helps to create fancy reports.

It is not just a device that a user can see for a device and erase it. Furthermore, it is not just a tool that checks a user's failed login checks and suspends the user.

It is a centralized tool used to manage any alerts and logs related to all users, devices,

email and drive events.

How is it different?

Unlike other cloud solutions within the Security and Compliance Center for DLP, data governance, record management, etc. there is no need to have separate tabs.

Ultimately, it boils down to an investigative device in all Google Workspace - which

will be the security center.

Whether it is looking for email sent by a specific user or checking access permissions

on a particular user's drive document, or remote wipe of a user device, All this can be

done with a central device.

This can be an ideal place to start looking for an IP address from where

a email is originating or clicked on a link to a user's email to find out as granular Can.

It is also strongly integrated with the Security Alert Center, The way that a particular

alert can be triggered can be checked directly from there.

Drive Event

This usually becomes a case where an administrator can actually suspend a user or delete a document that is shared externally, When they detect or suspect data leaks. But this is not the case when customers are powered by Google Workspace.

When searching for sheets or docs shared by users, it is possible to retrieve not only the document list, but also revoke or edit a particular user's access permissions for a particular document.

It is also possible to implement disabling of download, print and copy for the document directly by the administrator.

With a single search query, it is possible to retrieve all documents that

can be shared externally.

Another very common scenario in drive-related probes is when file visibility changes within drive or shared drive permissions. The options for investigation are simply numerous.

Mail related events

Whether it is searching for an original IP address or searching for emails based on the attached hash, the same can be done from the Granular Lookup Check Center. Emails with a particular content can be searched or deleted in all mailboxes of the organization at once, or any item from a single user mailbox.

Whether it is a link click or an attachment saved to a link or even a drive within an attachment click, events can still be excluded.

Search is also done from the same location based on spam classification.

Device event

Whether it is a probe based on device model, owner, sync state, password, or other device specific details, or whether it is device log related events such as failed password events or compromised states or many more, this re-check center There are about 40 related equipment first level options available for testing. Device actions can be taken based on several details populated for the event such as remote wipe off or quarantining the device.

User event

Depending on the user's first name, password change status, 2FA status and many other options, events can also be searched and actions taken in the user's account accordingly.

Advance usage scenario

Google is bringing more and more enhancements in this area. There is a latest feature edition (beta release) that will enable entry with 2 additional capabilities within the Google Workplace Safety Center testing tool Save and share probes in the security check tool Create rules inside the Safety Center to perform automated actions

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Export Microsoft 365 Email to PST

2021-01-30T22:44:00.027+05:30

Microsoft has drastically changed the way in which Online email is exported

to Microsoft 365. by eliminating the export tool in each application (Exchange,

SharePoint, etc.)

Now Exchange is the same solution for exporting including PST, OneDrive and

SharePoint files. This central solution is the Security and Compliance Center.

Unfortunately, there is not much information about how to properly export data from Exchange Online right now that the Compliance Center in Exchange Administration has been removed. As a result, this process is more well complex than before.

There are some steps to export PST to Microsoft 365 now, Set permissions, create a

content search, then export and download.

1 – Set Permissions

The first thing you need before setting PST data is to set permissions. The global admin rights in Microsoft 365 are not sufficient.

If you do not have the correct permission, you will not see anything other than the report. The process of allowing PST export is also a bit complicated because you have to allow two locations; Azure Active Directory and Compliance and Security Portal. Once you do this, you will not have to do it again.

Go to Microsoft 365 Content Search - Cannot preview or download to learn how to set content search and download permissions in Microsoft 365.

2 – Create a Content Search

Once the permission is added, you can return to the root of Compliance and Security Portal. Microsoft is in the midst of changing the function of this portal by separating the functions into a Security Admin Portal and a Compliance Admin Portal. This means that there are some ways to access the tools you need to export PST files.

To make things simple, you can go to https://protection.office.com to go to the

right admin system. After the portal is loaded, perform the following actions:

Expand the Search menu, then select Content Search.

+ Select new search. If you wish, you can opt to do a guided search.

In most situations, you will want to export full PST files for specific users.

However, you should be aware that the content discovery system is designed to

allow file and PST exports for any number of situations.

From legal search to email export to Microsoft 365. To export a single user's mailbox, select a specific location, and then click Modify

The page that appears after clicking Modify will give you the opportunity to search through SharePoint-based data (OneDrive, SharePoint team sites, etc.) or Exchange -based data (user mailboxes, group mailboxes, Skype for storing business), etc. For this guide, we will select a user mailbox to export.

You will want to click on the Choose Users, Groups or Teams button (make sure the slider is closed next to SharePoint)

The next page will have a button that says. Choose Users, Groups or Teams.

Go ahead and open another page by pushing that button, which will contain a search box. In the search box, enter at least 3 characters of user names and users, groups.

The option of teams will appear below the search box with the possible selections as below:

Click the Select button under this page to accept the selected selections, then click Done, then save to apply the selected search configuration. This will bring you back to the page in step 3. Click Save and Run, then give the search a name and click Save to start the search through all the organizational data associated with the user's you have selected.

You may not have the same name as another search

3 – Export and Download Files

Now for the final part of the export process (mentioned at the end it was a bit complicated).

When you complete step 7 of the last section, the search will take some time to complete, One thing to note here, if you have not completed the first part of this whole thing (where we have given permission) You will receive a notification that says "To preview search results, please ask your compliance administrator to allow you preview permission".

If you see that information, go back to section 1, step 1 and either give the correct permission or wait.

Some times it takes some time for permission to apply. Once you are sure that you have the correct permission(You can test this by selecting the search from the list of available searches and clicking the Export button. If it shows the export result, then you have the correct permission). Most often, this problem is caused by missing permissions in Azure AD or the Compliance and Security Portal.

If you have the correct permission, we can move one.

Please note that here export tool only works in Internet Explorer or Edge browsers.

Once you're in the right browser, revisit https://protection.office.com and select Search, then Content Search, like Step 1 of Step 2.

Once you do this, you should look at the search you have made.

A page detailing the initial search statistics will appear. You can use this page to go over your search settings and verify things are as desired.

You can quickly modify the search and rerun it if you want, though that is outside the scope of this article. For this guide, click on the Export button, then select Export Results.

A new page will appear with some options for how to export files and which items to export.

Most of the time you want to select all items under the output options. However, there may be some situations where you do not want everything,

so if you are in that situation, choose the appropriate option there. The more important section for our purposes here is "Export as Export Material".

The options are fairly self-explanatory, but the Enable Dedication for Exchange content box is not as obvious.

This option will allow you to set the export so that each email is exported only once. This is very important for the last three export options because failing de-duplicate will result in a single email message for each recipient of the original message.

De-duplicating will export only one email for each PST file. So if you choose the first option, it will download a copy of a message for each mailbox.

For this guide, select the One PST file containing all messages in a folder, and check the duplication option. Click Export to start the export job.

Now you will have to wait for some time for the export to be completed. The larger the export, the longer it will take.

Regardless, if you are performing steps 1–4 and exporting in the same login session, you must click Export, then refresh to show the export.

Select Export and a new page will appear. If export manufacturing is still going on, you will see a progress meter. You may prefer to wait until it completes or begin the export download immediately.

Either way, you still have to wait, because the download won't start until the export job is complete.

You will also see a long string of letters and numbers above the progress meter. This is the specific export identifier that you have to download the exported data.

You will need to copy it to the clipboard, either by highlighting and copying it or clicking on the clipboard.

Once you have done this, click on the download result to start the download.

If you have never done any export to a computer before, a small Apple will be installed that will manage the download. This will prompt you to enter the string from step 6,

Then provide a download location. Enter both of these and click on Start to start the download.

Note that the export will create a folder with the same name as the export shown in step 5 of this step.

Once you click on start in step 6 of this step, the download manager will start. The progress bar is very wrong and it is not that it can do anything if it happens.

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Microsoft 365 One Note Part4

2020-10-11T18:57:00.012+05:30

You can see where we can change just the way that our page looks. For example, if you want to change the color of the page, you can do so here. The page style. For those of you who like having lines on the page, you can do that just with one click right there. I do not believe there is a way to make that the default option, unfortunately, so you do have to change it for each new page.

The next thing I want to mention is here. Password protection. This is going to sound a little weird, but you cannot password-protect a notebook. You can only password-protect a section. That’s just something to keep in mind. I also just have to very quickly throw out there — for those of you out there who are looking at this application because you want to store your passwords, I would very strongly discourage you.

I taught a while ago on one password, which is the application that I have very, very strongly recommended. It does take some time to set up, but it is worth it as far as our security options. Back to the class. If you want to password-protect a section, you just basically go to whichever section it is that you want. For example, if I want to password-protect my dinner recipes, I can go up here to Password Protection, and I can click right here to protect the current section.

There are no requirements, but you do need to know, as it says here, you cannot recover your password, so make sure you can remember it. Just one thing that you should know is that you do need to remember to lock it again once you’re done with it.

The next feature is yet another really impressive feature of OneNote, which is the ability to collaborate with others. This is amazing for students of any different type, for business professionals who are working with business professionals, It’s a really phenomenal thing. You can even use this, if you wanted to, for a synced shopping list for your family.

In order to do this, what you’re going to do if you’re going to go up here to File. Look here. We have Share. At this point, you can see here we have a few different ways that we can share notebooks with people. For example, I can invite other people to also work on this notebook. If I do that, let’s just show you what's going to happen. We’re just going to have to type in their email addresses, put in a little message. As you can see here, there’s an option to allow them to edit it.

Then click the Share button. The other options that we have. You can copy a View Only link to the notebook. Also, you can copy a View and Edit link to the notebook. That would be where you’re just going through your own email service or maybe sending it out to someone through something like a text message. That’s where you’d use those options, or, in the case of the Mac, Send Message or Send PDF.

A PDF — obviously, it’s going to be kind of a locked thing, but this feature right here, the ability to have others work with you right on it, is very, very impressive, and, I think, for a lot of you, could be a major feature that you end up using. By the way, you can also do that if you look up here at the top right of my screen. You can see here we have the ability to share the notebook. We have those same options right here as well.

If you do collaborate with others, it will just let you know changes that have been made and date and time stamps. At this point, I’d like to throw a quick tip at you. It is a little specific, but it’s for those of you who are Mac users.

I would like to remind you that you have a feature built into your Mac that really makes this application awesome, which is Dictation. This is a feature that’s been in the Mac Operating system for several years now. If you are not sure if you have it turned on, just go into System Preferences. From there, you can go into Keyboard.

This is for those of you who are up-to-date. In Keyboard, it’s here under Dictation. I have it turned on in my other account. On this account, I had it turned off.

Make sure you have that turned on, and then you can figure out what your shortcut key is. In my case, I have to hit the Function key twice. That way, when I’m here in my document, if I double-tap the Function key, I can just talk, and you’ll see that it translates words into text. Period. Next paragraph. I can also, of course, dictate punctuation when it gets it right. Tuition when it gets it right. Anyway, it’s better than what we had when I was a kid. I’ll put it that way. Another tip I thought I would just throw out there.

If you’re ever in this application and you make a mistake, like you accidentally delete something, just always remember that on a Mac it’s Command-Z. On a PC, it’s Ctrl+Z, but that’s the shortcut to Undo.

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Microsoft 365 OneNote Part3

2020-10-11T17:56:00.007+05:30

Of course you can copy and paste in this application, but another feature is that I think you should be fully aware if you are copying text from something like an email or webpage, something like that.

If you see here, next to the paste, here is this little arrow. This is where you can not only choose to paste something, but you can either choose to keep the same formatting as your document that you are working on, or you can keep it in the same place from where You copied it. Just because if you copy and paste a lot, you have different fonts that are all over the place.

This can be a real mess. It's just, I think, a very nice little trick to keep it a little cleaner. The other options we have are definitely all the common things that you will find in any type of Microsoft software, your font choices, font sizes. Here we have options to do a bullet list, but we have more than just bullets.

We can do things like checkboxes or diamonds, whatever you like there. Numbered list. Okay. Look at your various options right there. Here, all our classic choices. Bold, italic, underline, strikethrough etc. font colors. Also, you will see here that we have these items here. These are the tags. There are a lot of them. If you click on the small floor here, you can see the list of them all. One little thing that I find strange - it is possible that there is a way to do it.

You can't really search by tag, which is a weird thing, but it pops it out at least, so I think it's a good thing. If you want to add something to your document, note that it is a phone number. You can put that right there.

You can insert more than just text here. If you want a table, check it out. I like that the way they do it is better than that. You can actually just draw a kind of table that you want to work with. If I want four by two, I attract it. Make it. Of course, you can resize it and all that jazz. Now that we have a table, you can see that it creates a new tab. Here all our options as far as selecting columns, blah, blah, blah, you can find all those options right there. Let us go back to insert.

Next thing we are here pictures. Basically, you can get them here through any method you want. You can literally place a picture on your desktop and drag and drop it into this application, and it will work. You can also just go through a specific finder window and drag it that way as well. PDF printout. Basically, you can attach different types of files.

It's just basically going to say it's looking specifically for PDFs. Same deal. You can drag and drop a PDF from your Documents folder or anywhere in a document here, and it will attach it, as well as pretty much anything you want within that file size limit.

It will format correctly. Equations, those of you who are smart. The date and time options are right here, so if you decide to do multiple entries on one page, you can say, this part of my data is from this time, You can see what we are like here at this party.

Another very cool feature we have is the ability to create audio recordings and embed them within documents. Let me give you my example. Students, if you need to remember which chapters you need to read for your homework, you can launch the OneNote app for your iPhone or Android phone, and within your homework document you can only record audio recordings You can click on it and say, "David, remember tonight you have to read chapters 15 to 18," and then hit stop.

You will see here that now, in my document, I have an audio file. Now I can click on it. I have a play button. I'm sure it looks very strange later in production. Recording: David, remember that tonight you must read Chapter 15 - David: Yes. Thank you, myself. You go there. You can embed audio files in your document. Next we are going to talk about the draw tab here. Here you can find all the options you want to mark anything.

It's not very impressive for what I'm going to do for you here today, but it's really cool when you interact with photos or PDFs or anything else you actually have. I'm going to use only the marker tool here and just write, "Hi." I can just display it.

The other thing I want to show you is that if you ever need to move around something that you have drawn, you can do it right here from the top left using the Lasco tool. If I tap into it, you can see that I can just make a circle around it, and now I can hold it with my cursor. It is also very important that you know that if you are in draw mode, you must return to text mode. Just know that if you are the last in the marker, you will have to switch to text here. Next, let us go to the view.

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Microsoft 365 One Note Part2

2020-10-11T17:25:00.006+05:30

You can literally click anywhere and type. The first thing you probably want to do, however, is create a title for whatever document you are creating.

Then you can see here that it's automatically a date sit, which is a big feature, because what's unprecedented about it is if you ever need to see, "Hey, what were those notes that I took that date Was it?

Now, when it comes to entering any type of text in your document, you can click literally anywhere, and you can type here, or you can type there, if I "there" I can write It is much more effective when I nail. The other thing I want to mention here is that you too are not bound by the text. I want to throw a quick tip at this point - how was that? - On you, something that makes the experience of exactly one note so much better. He is the OneNote Clipper. Now, the easy way to achieve this for Mac users, PC users, I'm sure it's very similar.

I just don’t know what it is. Go up here to where it says OneNote, and you can see here it says, “Install OneNote Clipper Note.” This is going to use your default web browser, so if you have other web browsers you’re going to need to install it separately on them. In the case of Safari, just click right here to get OneNote Web Clipper.

In my case, you can see I already have it installed, but if I didn’t it would say, “Install here.” Just follow the directions. It’s very simple. I want to take a moment to show you how to use this Web Clipper, because it is something that really makes it stand out as an awesome product.

A lot of times when you’re taking notes for different types of things, a lot of them are coming from different areas, and you're not necessarily going to create them all by hand. That’s what Word is for. OneNote is more an ability to incorporate other things, like web pages. Let’s go back for a moment to the example of the recipes here. Let’s say I’m trying to put together some recipes.

What I could do is I could go on my computer— we’re going to just wing this and see how it goes — to some sort of a recipe website. The one that I always think of is AllRecipes.com. I don’t actually go there, but for whatever reason they always pop in my head at first. We wait for the website to load. Let’s see here. Let’s grab something good, something that's going to make you all just go, Blueberry sour cream coffee cake.

What we’re going to do is, instead of that, check this out. If I go up here into my web bar — and apologies, but if you’re on Chrome it’s going to look a little bit different. I think on Chrome it’s over here on the right-hand side. There’s now this little icon here for OneNote Web Clipper. I’m going to click on that, and it gives me a few different ways that I can save this data.

Let’s start up here at the top, which is Full Page. That’s everything, but check it out. It does at least block out all the ads. The next one is Region. If you do Region, what it’s going to do is it’s going to basically turn your — if you can see my cursor, my cursor is now a cross hair. If I were to drag over this, it's going to take a photo of just that. I actually just let it do that. Now I can see the image that I’ve got here. If I want to add any other little text, I can kind of direct it where to go. Here we go. Internet Recipes. We'll put that in — I don’t know; I’d probably put that in Desserts these days — and hit Clip. Now it’s going to clip it, and it’s good to go, but I want to actually go back to where we just were, because there’s a much, much better way to do it.

My favorite is — check this out. It actually detects that it’s a recipe. Normally, it doesn’t say “Recipe” here, but it’ll say, I think, “Article,” I want to say. It perfectly chops out all the stuff you don't want. It’s perfect. I’m going to clip that as well. Let’s clip it. It’s going to save it just like that. The other option there that you saw a moment ago is the Bookmark option.

That’s just a really, really simple — it does give you a little thumbnail icon for those of you who are just going to end up pulling up the website on your iPad or whatever. That might be an option, but personally I like the fact that it really does figure it out, at least for this kind of thing. Just know that you have different ways that you can clip your information.

Now, at this point, I would like to demonstrate something, an issue that I’m sure you will probably encounter at some point in time. If you ever go into OneNote and you’ve clicked something and you’re like. The thing you always want to make sure, if you don’t see something there, is I want to just show you really quickly how to refresh it, because it doesn’t sync automatically all the time.

It does it periodically, but if you ever need to force it you can just go up here to File. If you look right here, it has either Sync This Notebook or Sync All Notebooks. Let’s just do that now. Make sure we get all up-to-date. If you look up at the top, it says it's syncing.

Now, if I go into Desserts, check it out. They are all here, those different ways that I’ve saved them. You can see it’s a really great way to kind of capture that information.

Don’t have to worry about all the other stuff on the website. It really makes it a lot more personal, I find. Another thing I want to just show you real quickly here is that if you ever want to reorder any of these, you can literally just drag and drop them, If you don’t like the way that it’s doing it, no problem.

The next thing I want to go over relatively briefly is what you see up here at the top of my screen. This is called the “ribbon.” We have four different tabs on the ribbon. We have Home, Insert, Draw and View. Here under Home, one of the things I want to mention right here is the Paste option

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Microsoft 365 One Note Part1

2020-10-11T17:00:00.007+05:30

Before we begin, I wanted to tell you a little about the piece of software that we are covering today. One of the things I love about Microsoft OneNote is there really is an application for everyone, whether you’re the kind of person who's maybe a stay-at-home parent or if you’re a busy business executive. There really is a use for everyone.

If you’re not familiar with the software, if I had to explain it in basically a sentence, what I would probably describe it as is a nonlinear form of Microsoft Word. With Word, you know what you’re getting.

It’s a document, and you go to the line. Typically, with most Word documents, it's just text. You don’t typically have other things in there, although you can. With Microsoft OneNote, it’s more nonlinear in the sense that you can draw anywhere. You can click here and put text. You can put text there.

You can organize your whatever it is you have to different notebooks. Whether you’re using it to catalog recipes or you’re using it to organize notes about clients that you work with in whatever business you do, again, application is for everyone. There may be some subtle changes here and there but basically the same information across the board.

Another thing that I think it’s good for you to know is that it does synchronize your data in the process of using this software. Let’s say, for example, you have some important information in your computer and you have a house fire. If you go to OneNote.com, you can sign in with your Microsoft account and get access to everything.

OneNote also has some really great features that work with other tools, like, for example, your web browser. Now, It’s where I put links always to any products I may mention or just little special pieces of information that I think you might need to remember down the road.

That being said, let’s start the class. At the very top level, we have what are your notebooks. In this case here, you can see my top notebook is going to be Recipes. If you are, example, a student, and you're using this for educational purposes, your notebook might be a class that you’re taking. Then, one level below that, would be what are called your sections and section groups.

You have kind of an optional level here that you can utilize if you want. I can go into Breakfast, and I can then have my final level, which are pages, although there is actually one more.

In addition to Pages, you can also have what is a sub-page. Basically, the way that you create any of these is what I think I’d like to go over next. Let’s start over here on the top level. Here on the left-hand side of your screen are the notebooks.

If you want to create a new notebook, it's just as easy as going down here to the bottom left and clicking on the little plus symbol. From here, you can choose from which color you want your notebook to be represented by. Let’s use the example I just gave a moment ago.

This is where your data is being stored. I want to make a second point about this. OneDrive is a Microsoft service, and everyone gets it for free - I believe it is 5 gigabytes of data. This is actually quite a large amount of data. Now, do you want more than this.

They actually have up to a terabyte per person for $70 a year, which is actually pretty reasonable for those of you out there who are really, really going to use this a lot, or up to 5 terabytes for families. That’s the other option. I think, for the vast majority of you, 5 gigabytes is going to be plenty of storage for you. We are going to hit Create here, and Page called Suraj. You can see here we have our new notebook. Now, if we want to create a section, you can see it does create one by default.

At this point, what we can do is if you want to rename any of these things — for some of you, it’s going to be a right click. For some of you Mac users, it’s going to be a secondary click. If you’re on something like a Mac laptop, you’re going to click with two fingers present on your trackpad, and, you get all of your different options here. The first one is Rename. In this case, for this student, this might be just simply a date that they were in school, whatever it was.

We’ll call it Oct 1,2020. Then you can put in all of the information for the page here. If you ever need to create something like a subpage, again — I just showed you — you just simply secondary-click. Actually, we have to create a secondary page in order to create a subpage. All you have to do is basically secondary-click, and you’ll see here that we can now make it a subpage, and we have some sort of a funky command to do that, but I don’t think you need that. Now, when it comes to actually creating your content, this is where it gets really cool, folks, is that you’re not bound by anything.

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Google Backup Drive File Stream

2020-10-11T16:13:00.007+05:30

If you are using Google Drive and you want to synchronize the files between your computer and Google Drive, there are two different programs that Google offers to do it. There is Drive File Stream and Backup and Sync. We are going to look at both of them, we are Going to talk about the differences. right now I'm only running Backup and Sync, so if you look at my file structure on the left-hand side, you get a folder that says Google Drive and has the little Google Drive logo on it. And when you left-click on that, it will show you the contents of your Google Drive. If you look at the file path, it puts it under your name because that's where your files are in windows, and then Google Drive, and I have gone down one more folder, so let me go back.

These are the three main folders that I have in the root directory of my Google Drive. And you get Backup and Sync by, I'll go over to my browser on the right-hand side, and when you're logged into Google Drive on the web, if you just left-click on the gear icon, you'll see an option that says, Download Backup and Sync. Mine says Drive File Stream, because this is a business account. But if you have a business, you can do either, and we're Going to spend most of our time in Backup and Sync.

A lot of the functionality is the same. and you'll download Backup and Sync, install it on your computer, and then a window will come up for some settings, and we'll take a look at those right now. This is a window that you'll see when you're installing Backup and Sync. And one of the first options that it asks you about is something interesting. So it wants to know if you want to sync any of your existing folders into Google Drive.

So let's look at Google Drive, and see what that did. So on the left-hand side, if we go down, because I chose this option to sync some of these folders, I have something that's called Computers. And if I left-click on this, I've only done this on this one PC, so it has my PC, and it's taken all of these folders and also uploaded those to Google Drive. So if I were to lose this laptop tomorrow, everything would be backed up. And as I use it, it's automatically synced, so these files are up-to-date. I'm going to go over on the left-hand side and look at my actual files. I'll right-click on the folder documents, that's one of them that is synced, and I'm going to open that in a new window. So you can right-click on these files, and you'll see the extra option that says, Google Drive in this menu. So Google Drive knows this is synced and it's giving you some extra capabilities with the file so you can share it from this menu. You can just copy the link to the keyboard so you can send someone that way or you can view it on the web. So if I left-click on a view on the web, my browser is Going to bring me to a view of this file.

Now, it is giving you an option up here to open it. So there must be some sort of third party app recognition in this case. So sometimes you will see this, sometimes you won't. But you want to go into Google Drive to locally work with your files. They're saved there. So let's go back to the Backup and Sync window, and you can control which of these folders gets synced. So if I left-click on the choose folder, I could change them. And the next option is just saying, yes, I do want to keep things synchronized. So if I delete something from my computer, delete it from Google Drive. Backup and Sync also want to grab your photos. It will put them in Google Photos.

If you check this, and I like to put my photos somewhere else. I keep the two separated. And it's really outside of Google Drive, they go into Google Photos. Let's go to the next option, Google Drive. So this is saying, this is going the other direction. So, everything is already in Google Drive, what do you want it to sync onto this computer? So you could just say, sync everything. So what I did was, I didn't want all my files on this computer, 'cause you see, I have 20 gigs of files. So what you can do is left-click on these arrows and drill down and just uncheck some things that you don't want. So I tried to go into these and I just unchecked some of the larger ones.

You won't be able to tell when we're going through the course, but you can customize this as much as you want, or you can just sync everything. So this doesn't affect what's in Google Drive, this affects what comes down onto your computer. And then there are some more settings. So it shows here where you can upgrade your storage. If you have a personal Google Drive account, there's less storage. You can subscribe to what's called Google One to upgrade it, to pay for more. Depending on what you do, you may never run into that, or it may be a consideration if you're working with large video files like I do. And I would suggest leaving on the option to open up Backup and Sync when you start.

That way it synchronizes your latest activity. And this is just asking if it wants to show you these two items. So let's drill down and change this to show details. The right-click menu functionality it was talking about is adding the Google Drive. I would not uncheck that. And then in some other views, you might see some icons that indicate whether or not the folders are synced. You can just leave that on as well. I'm not seeing them in this view. But here's an example of one if you see that. Green indicates that that drive is synced. All right, we're done looking at the settings. Let's come look at the Google Drive folder that it made.

And one more little quirk to keep in mind, if you want to work with the drive sheets and docs files, which are the built-in office programs in Google Drive, but you work offline, you'll want to grab a copy of the Chrome extension called Google Docs Offline. You need to turn that on, and then you can edit things. This is a Google doc file on the left. If I double-clicked on that and I wasn't online, Google Chrome wouldn't know what to do with it. But if you install this extension, you can edit it like anything else. If you have a computer that's always plugged in to the Internet or always on WiFi, this won't make any difference. You'll never need it, you won't notice. But if you do travel a lot and you don't always have the Internet, well, install this and then you won't have to worry about it. We're Going to spend some time talking about how to use Drive File Stream. So I uninstalled Backup and Sync and I re-installed Drive File Stream. And I got that from going to the gear icon and doing Get Drive File Stream.

So this is only available if you're using a business account. If you know you're Going to stay on a personal account, don't worry about it, skip to the next video. But if you want to see the differences, we're Going to spend a little bit of time talking about those. Well, the first thing that you'll notice is when you come over to the file explorer in the left-hand side, the folder that says Google Drive, and it has a little icon of drive is gone. And now we have Google Drive File Stream. But if you look at the end of the name, it says the G drive. So what this has done it has mapped Google Drive as if it's its own drive and not just a folder within your directory structure. If I come down to this PC and I expand that as well, it's Going to be down at the bottom, and it gives you a default of G, but you can change that. We'll look at that in a minute. But we'll left-click on this, and right away, you see a difference. If I left-click on Shared Drives, we'd be back in familiar territory, but we'll go back one. And because I'm on the second of three business plans, I can also look at my shared drives.

This contains the files that I've put in my shared drives, but these are basically files that I share with team members. But we'll go back to my map G drive, and we'll go in My Drive. And from here it looks pretty familiar. So it's mapped. You can double-click on the folders and work with them like you're just in Windows. We'll left-click into the same place, and we'll right-click on this document that we were looking at before, and we have some of the same options so we can open it with Google Drive. So that'll just bring you to the web interface, open the file up, and copy the link to share it, or you can share it through Google Drive. So you will get some expanded options on how to share it, or you could make this available offline. So, Drive File Stream is fundamentally different in one way, and one way that you will notice if you're often without Internet connection and another way that you might not notice.

If you're always connected is that all of the files are online only unless you select otherwise. So what you are seeing right now here in this file explorer isn't actually saved on my computer, but when you see me navigate through it, it goes fast enough as you probably won't notice. And you can choose to selectively sync items if you want. So it defaults to being off your computer instead of on. So let's go down and look at the settings, we'll right-click on Drive File Stream. This interface is a little bit different, it's showing me my activity. You can just click on this folder here to open up the file explorer. But let's left-click on the gear icon and see some of the settings.

We'll go down to Preferences, and there's a lot less here. So it's still asking if you should launch it on startup. I would always say, yes, there's a risk that you'll forget about it and things won't be synchronized. Real-time presence in Microsoft Office. So this allows you when you're using Office Files through Drive, to still see if other people are editing them and work with them in real-time, Change the default drive letter here, I just left mine at G. But if you already have a Drive mapped for something and you're at work, you can change it to another letter. You'll notice there is no option here to sync your photos which is kind of consistent with this being more of a business product, right? This is deployed at a company, they probably don't want you filling up your hard drive with your photos. And those are the main differences.

One wants to grab most of your files and maybe synchronize what you have on your computer, that's Backup and Sync, and Drive File Stream is lighter-weight and it doesn't even sync the files unless you tell it to. But we'll go down and look at this text file. And this one if you right-click on it and go to Drive File Stream, you have the option to make that available offline. So you would have to left-click that, it would download the file onto your computer. And then you could open that up if you didn't have an Internet connection.

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OneDrive Sync Client Update and New OneDrive Admin Center

2020-10-11T00:35:00.004+05:30

We'll take a look at new updates to OneDrive for Business. We look at updates to the Sync Client to enable users to access and sync all your Microsoft 365 files. Including team sites and folders shared with you. And the new OneDrive Admin Center which provides a simple, centralized experience for configuring policies for sharing, sync, device management and more.

The OneDrive to be the file browsing experience for all of Microsoft 365. Microsoft is expanding the scope of the OneDrive sync client to sync all your Microsoft 365 files. Whether it's content from a team site, a folder shared with you in OneDrive, or files used inside Microsoft teams. Starting with my OneDrive I now have one click access to all of my Microsoft 365 files on the web from within the OneDrive experience.

All the groups that I belong to are right there on the left navigation pane. Clicking on one of the group's takes me directly into the files and folders associated with that groups team site without leaving OneDrive. I'll click on the Loyalty Program, here. Then I will click on Documents. And then I'll click the 2017 Product Lineup. And to begin this folder sync, I just click the sync button in the command bar. That will open a OneDrive dialogue to confirm with Start Sync.

Now you'll see the folder syncing. In addition to folders from team sites, I can now sync folders that are shared with me from other people's OneDrive accounts, not just mine. I already have a sharing email from Omar with a link to a folder called "Suraj". From the email and Outlook on the web, I can click the link to go to "Suraj" and land in his OneDrive folder. Once in the Hemant OneDrive folder, I can just click the sync button again to the command bar and sync the Hemant folder to my local PC or Mac. That way we can both work offline and everything will sync and stay up to date. Now if I move to file explorer, I now have both the Loyalty Program 2017 product line folder and the Suraj folder that Omar shared with me right there under Tech Suraj Teams.

You'll see that this folder is separate from my OneDrive Tech Suraj Teams folder, and has a little building icon. To see the status of the files that were just synced, I can easily go to the new activity center experience which gives you a view of all the recent activity for your OneDrive sync client. Starting today these features are all available for the PC and our new Mac standalone client that can be downloaded and deployed independent of the Mac app store. In addition to improving the sync experience, we also want to make it easier to manage OneDrive by centralizing all the OneDrive settings and configurations in the new OneDrive admin center. If you've been managing Microsoft 365, you'll recognize many of these settings from places like the Microsoft 365 and SharePoint admin centers. This is a new OneDrive admin center.

This homepage is the dashboard for the admin center and we'll soon show recent Microsoft 365 message center posts filtered on OneDrive and usage reporting related to OneDrive for business. We want admins to bookmark this page and check it regularly to see what new features are rolling out and the value they're getting out of OneDrive. The sharing section helps admins gain control over how and with whom your users are sharing information. This includes controlling the use of external sharing, default sharing links, default permissions and expiration for links, limiting external sharing by domain, and what external users can do with files. In the sync section, you can determine whether the sync button is visible on the OneDrive website, limit syncing to just domain joined PCs, and block syncing of specific file types.

In the storage section, you can easily set default storage limits for new users and retention policies for deleted user's. In device access, admins have the ability to control which locations devices can access from. And rich mobile application management Intune policies for iOS and the Android. These include settings for things like blocking download, copy paste, pass code length, and other key security features to prevent leakage from mobile devices. In the compliance section, admins can find quick links to the Microsoft 365 security and compliance center for scenarios like Auditing, Data loss prevention, Retention and eDiscovery.

Lastly, as an admin I can turn on and off various notifications for the tenant. So that was a quick overview.

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Shared mailbox options for multiple employees in G Suite

2020-10-10T23:19:00.010+05:30

About having multiple different email addresses, from multiple locations, sending email as the same alias, or if it looks like the same person. And, this is something that's pretty common in the IT industry, as an example of a business that wants to send and receive emails from a common email address, to their customers. So, that might be, support@surajb.com, for us our email addresses helpdesk@techcloudsuraj.com. But, we have 15 staff who send and receive from that email address.

Now, how do we get that setup? At the very basic level, you can achieve this within the G Suite. And, Google has a few different ways of conceptualizing how email happens. Now, in G Suite, each human has generally a bucket of email, and we call a mailbox a bucket of email, because that's one place that email can go. And, for some businesses they would like to have a shared bucket.

So, that might be info@, or support@, or all@, and you might want multiple people to access that bucket. Now, we do that inside of G Suite, with a tool called mailbox delegation. And, with mailbox delegation, we set up the support bucket of email. And, with that support bucket of email, multiple other people can see into that bucket. And, when they see into that bucket with their own accounts, they can send and receive email as if they were support@surajb.com So, that's the most basic way to Set things up, and you can do all of this in one Google account. And, it's great for maybe, info@, or inquiries@, or support@, if you are doing a low volume of email.

If you are a business that probably has a customer service element to the business, or you are someone like us and you are working with a high volume of customer responses, you can use a third-party system to manage them. Can consider using. Inquiry. Now, when we start talking about ticketing systems, people often think about, you know, old school IT systems, where you have a number, and you know, you get auto responses. , And it sounds great, let's say, humanized, you know, really should be on the receiving end of those types of systems. And, businesses that have given poor customer support are thrown into the same bucket as any business that uses a ticketing system.

Now thankfully modern ticketing systems allow you to turn off auto responders, and basically make them look as if it is sending and receiving emails. And, each of those solutions allows you to set up a common mailbox, where you can send and receive emails directly from each of your employees and from your customers, without your customers knowing that you need that kind of centralized approach.

How does it work in the Google world? If you want to use the same kind of setup inside a Google account and you have just one bucket email outside of Google, you can use strings, you can use labels, and some others within Gmail There are features that will allow you to set up a proxy ticketing system inside your Google bucket of email. So, this is definitely a way to do it. And, using delegated mail, you can then set it up so that many people in your business have access to it. Now, we would recommend that every human in your business has their own personal account, along with their personal name.

The one that allows you to do this is see who accesses files, who is sending email and who is accessing the various resources in your business. We would not really recommend you to share a mailbox. So, if you're probably a healthcare clinic, and you have a front desk reception, we wouldn't really recommend having a reception account that 10 different people are accessing, because if something in that account Happens, if there is a data breech, if something changes, if someone sends the wrong email to the customer, you want to know who it was. Now, from time to time, some customers will say, this is not really compliance. To share any account, because you are not doing your due diligence properly, and locking the accounts.

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Google Workspace vs. Free Google Apps

2020-10-08T23:02:00.023+05:30

This comparison between the free Google Apps and that i currently have on the left, and the paid Google Apps which is called Google Workspace and it's on the right. You have probably used the free apps so we are going to go over to the right.

The Apps in which it's available in Google Workspace are largely the same for example i am in the admin account and i can control some things that are only relevant if you are using Google Workspace.

We will go ahead and open the admin console here and just a brief overview of some of the things that are here.

In Free Google Apps you will get the 15 GB storage, while you will get 30 GB or beyond that in the Corporates mail solutions i.e Google workspace , but it will depends upon the plan which you choose

You could spend all day going through all of them but, at a general level, you can control your users. You Can add and delete people here if they leave the company. You can delete them right away so they can't log in and see their documents and you can put them into groups. Groups are going to matter when you're doing things like using the calendar. Maybe you want to schedule a meeting with a group of people.

Maybe you have different levels of staff that you want to put together. You can also control what apps people can use and see. If you are married to Outlook at your organization, you don't want to give it up, just turn off Gmail. Here is where you tell Google everything about your company and here you can manage people's mobile devices. If you don't want anyone accessing something through the phone, you can turn it off. We'll delve into this a little bit more later, but for now let's go to Gmail. We're going to go back to seeing items on both screens. I'm going to show you some of the differences here. The First thing, which I think is the biggest difference and one basically that a lot of people pay for in and of itself, is that this email is not @gmail.com.

This Email that's free, it always has to be @gmail so you're kind of advertising for Google here with the free account, So they know that you're using Gmail. Here, it just looks like it's from a corporate account. You have to already have this domain name, or you could pay Google to register it for you. But, you can't just pick any one you want. This one that I'm using happens to be the one that's written right here. I own that domain. I had it before. When you join Google Workspace, you just kind of attach it to that. The other important thing to know with Gmail is if you're using it in Google Workspace and previously you were using the email with Outlook or some IMAP services like Yahoo or an older exchange server, you can use a data migration tool to bring those into here. You bring in the email, and the calendar, and the contacts. That'll get you started quickly. If you do decide to use Google Suite, there's two different ways to pay for it. You can pay for it by month or the annual plan. The annual plan is a bit of a discount, but if you add and remove users a lot, the flexible plan may be better for you.

If we come down here, the flexible plan is five, ten, or twenty five dollars depending on which tier that you use. We'll briefly go over the differences between these, but there's a lot of little details. Most often, if you're a smaller organization, the basic's going to be just fine.

So you might want to look at that. These different what I called tiers, they like to call them editions, the different editions offer a couple of different things. There's a comparison chart, and the biggest difference, and I think a lot of people run into and they probably upgrade from basic to business, is that basic offers 30 gigs of storage.

If you go up to Business, it's unlimited. That's unlimited with an asterisk, and we'll circle back to what that asterisk means in just a second. The business and the enterprise features have things that are meant for e Discovery. They might be for searching for documents if you're in a lawsuit or if you need some far more granular controls. Those are offered in the enterprise. There's no ads on any of this if you're paying for it. So keep those in mind.

If we go back to comparing just the basic Google Workspace product to the free Google Apps, one of the differences is the amount of storage space. When You have a free Google app, this is my free drive right here, it looks and feels mostly the same, but the free app is limited to 15gigabytes and the basic starts at 30 gigabytes. That 30 gigabytes does not include the native Docs, Sheets, Slides, Forms, etc. type apps. But, if that's mostly what you have those aren't even going to factor into this total. But, it does include G mail and the associated file attachments in those so keep that in mind. The storage space for Business and Enterprise, it says unlimited. It's Pretty much unlimited, but if you have fewer than five people in your organization, each single person can't have more than a terabyte of information.

Another big difference is that there's 24/7 support if you have Google Workspace which can come into play if you're trying to do some more complicated things because you're at a company. The one thing I touched on already is you can make different group calendars. If you have co-workers, you can go into the administration module, create a group, and then put those co-workers into different groups according to characteristics that are going to matter when you're scheduling meetings. I'm going to left click on my calendar to create an event and I'm already seeing two features that aren't in the free version. You Can set an out-of-office notification and you can also create appointment slots. What appointment slots do is allow other people to go into your calendar and set an appointment with you. Think of something like a professor making office hours. If we go to this calendars appointment page, this would be the public facing side of it. Someone would come in here and try to schedule something with you. Just click on an appointment slot to sign up.

If we go to some of the other apps, let's go to Google Docs. Sheets and Slides Are going to have some things that work the same way. What this can do, that it can't do in the free app, is when you share it, if you click on advanced, right now it's private. Only I can access it, but if I go to change that, I can set it to anyone at my organization. To that enables me, with one click, to share with anyone that I work with, or you could create a link that can only work for someone that's signed in to the organization's account. Either of these options are levels of control that can really come in handy when you have a company or an organization and you want to share files without worrying about someone from outside seeing them.

One Of the more powerful features that Google Workspace offers is that you can manage your mobile devices. You can see, in this particular case, it's not enabled, but if it were relevant to me, I'd turn it on. If it was turned on, you can choose when and if to activate someone's device, and you can control what apps they use, and you can do a remote wipe on them.

That's mobile device management. If we go back up to the Google admin console, they also have a lot of security features. I'm using that basic edition of this so I don't have access to the more advanced ones, but what I can do is control the way in which passwords are used, and the login challenges and you can do some single sign-on set up. There's a lot more granular security features that you can control in the higher accounts.

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Google Classwork Tab Creating Topics & Content

2020-10-08T14:27:00.008+05:30

The Classwork page is your home-base for class content and assignments. Teachers can post resource materials, such as a syllabus, or topic-related reading, to the Classwork page along with assignments, discussion questions, and quizzes.

Once inside your Google Classroom class, select the Classwork tab to get started. It’s ideal to frame out Topics first to provide an organizational structure for your items to make it easier for students to locate them. Click the Create button and select topic. (Course Information) Title your topic and choose Add. (Add a second unit too - Consumer Product Review).

To rearrange topics, use the More dots to move move up or move down or simply drag & drop items to the correct location.

To add an informational item like a syllabus, click the Create button and choose material. Add your title and optional description. Select the relevant topic. You can attach a file from your device, an item from your Google Drive, or You Tube video, or a link to anything on the web.

If you choose an item from your Google Drive, the permissions will automatically be adjusted to view-only to students in the class and editable by co-teachers. You can always click on the document and adjust it’s sharing settings manually to override this. The Create material option is also ideal for sharing resource links with students. For example if I want to link the Consumer Product Review website with student, I can copy it’s address, create a new material ,and add it’s link. I am not going to select a topic just yet.

If i wanted this item to post at a later time, I can use the drop down menu next to the post menu to save it as a draft or schedule a specific time for it to post. I’m ready for this one to go live now, so I will click post. Items that you do not assign a topic to will float about your topics, which can be handy for elevating materials that students need that day.

Later you can drag and drop it into the relevant topic. (drag into folder). And of course Items can be edited or deleted by using the 3 dots on the right. If you have materials from other courses in Google Classroom that you wish to use again, use the Reuse post option. This brings up all of your current and archived classes. Simply select the class (eng 10), and select the post (field trip permission form) You may have noticed the calendar and folder icons at the top of your classwork page.

When you create a class in Google Classroom, Google automatically creates a Calendar just for this class and a course folder. When you create items with due dates, they will be automatically added to the class calendar so students can easily keep track of upcoming work.

Google also automatically creates a Class folder in your Google Drive and in students’ google drives named after the class to centralize all materials. Although the class folders will have the same name for teachers and students, it is definitely not the same folder. My class folder has materials I’ve posted in the class & sub-folders for quizzes and assignments. Student submissions appear here.

My student’s class folder is empty, but as I use the assignment feature to send students copies of documents, each student’s copy will appear in their class folder. Creating Assignments, Quiz Assignments, and Questions are utilized when you want to collect and score responses or items from students.

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Introducing the New Look of G Suite

2020-10-07T23:37:00.006+05:30

Gmail has a new look for the experience aiming to be a little bit more slack like they want to bring the workspace into one location This comes after much-needed upgrades to the Google meet experience, So Google want Gmail to be your home for work So to be clear before we start the individual accounts aren't changing but according to the verge Google have stated.

They're actively thinking about how to bring this to the free accounts So Google believed that you start your day with email and in reality that is probably the case in the majority of situations They also believe that hopping between chat Applications and email is the worst and I can imagine that too direct call out for applications like slack So in an attempt to fix this they're introducing a new ability called chat. This is essentially real-time chat and what you had before in hangouts So inside of the new Google Workspace we experienced you'll still get Google meet for calls inside of Google meet now You'll see a new window that shows all of your upcoming meetings. This is available through Google Calendar and it allows you to bring in upcoming meetings that you have in your day so Google also believe that Project Work happens in different places.

This is probably a call to project management software where conversations go on about specific tools in comments They want to introduce a new feature, which I think is probably the biggest feature is called rooms. It's essentially like thread based conversations, which allows you to manage both your files and tasks Google says making rooms an even better solution for long term projects So inside of rooms you get a window for files and you can essentially start managing your tasks with whoever's in that For the project.

It's very simple, but allows you to do some of the basics you would with a task management application so this is all available through the web edition the desktop Edition and it's very helpful because both Experiences are the same a mobile and on web. They also have this new focused mode so that Notifications can be muted for a specific amount of time And also when you're in a meeting they want to protect your time So you if you're in a meeting will appear as in a meeting for the last 31 minutes This doesn't happen in applications like SWAC, but I guess you could do a workaround with a slack bot. So inside of the demo video they showcase Google Calendar You can check them using the widgets on the left hand side But inside of Google Calendar events, you can now add rooms to those events.

So you can associate a room to a specific event Now rooms allow you to add threaded replies. You can choose that as an option. You can also add people that are outside of your organization You can choose whether they get email notifications on them and also adding specific people to the conversation You can even add an avatar to each of your rooms So you can also add reactions inside of any of the conversations you're having inside of rooms So the new my meetings is very helpful You can see a dashboard over all of your upcoming meetings who's going to be in them and create as much detail as possible Before you go in so one of the biggest changes I'd say to the tree-sweet workspace as well is the ability to Co edit Documents within Gmail without moving out and you can also have in-line meet conversations.

They have you can also externally tag people into a room they aren't necessarily part of your organization and they'll be able to communicate in the room as well as Edit the document. I believe that are associated with the rooms Now if you're curious about how tasks work They're super simple You can assign people You can add dates and also some notes to the tasks and you do get this view it allows you to add and show more Details as well as adding due dates as well Now in terms of the Google suite experience to be honest, it just adds more bang to your buck some of the smaller things I noticed might actually get you even more excited about this new upgrade So search becomes a little bit smarter, you can open search and start looking for people and types of items For example, if you wanted to see where the suraj sent a PDF, you can find that all there Up in the top right hand corner you now have some in good status. I believe you can update this Although I haven't seen the option available.

It has a drop-down So I assume you can change this to A different status and there may be a few creative ones a little a bit like how slack works Now one of the things they didn't see in some of the preview videos is if you open up mail It doesn't seem to have this broken down Gmail sections For example being able to get a filtered email system. Looks like you've got smaller filters there You can narrow down your conversations to but I don't think they have this Old-school way of organizing it. So a few other smaller things you can now pin important meetings. So they're easier to find inside of the drive area you can add comments and open in Drive and also on the left hand side when you're inside of art the applications specifically inside of the docs that clean the sidebar makes it easier so you can view your Sidebar and apps and they also tuck away when you need them to So Google have also stated some changes and updates to Google meet and chat Apparently you have two new things coming the knocking controls.

So apparently once an attendee is ejected They won't be able to attempt to join the same meeting. There's also safety locks So hosts can now decide which attendees can chat all present in the meeting So it looks like and it sounds like Google is investing in this working from home And this definitely brings the whole Google experience a lot more together. I feel like in the last few years It's been definitely this dissent associated with each other and it's been at different locations So this definitely cleans everything up whether Google continue to invest and improve this Will be to be seen but at the same time it's definitely for those Googlers out there a much needed upgrade.

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Why you should upgrade your free legacy Google Apps accounts to Google Workspace Business Licenses ?

2020-10-07T22:35:00.005+05:30

If you own a business and you have been in the Google world for a long time, and you have been talking for over five years, you may have access to a Google free account.

Now, what this means is a business account, now called Google Workspace, but you are not paying for it. Now, these are very old accounts.

They were called Google for Enterprise, Google for your domain, Google for Business, Google Apps for Work, and then it eventually became Google Workspace.

But if you are on a very old account, you can be given five users for free, or maybe 50 users on super old accounts for free.

And these can look like free rides. For those business owners who have access to these, but there are also some very real threats with operating on one of these accounts. Now, for me personally, I had a few of these accounts, and I chose to upgrade these paid commercial accounts for a very obvious reason.

Reason number one is that getting access to support just doesn't exist on a free account. If right now, you have a free account with Google, you do not get access to their support, and you can't go through a reseller to get access to the support either, because we have no way of having a billing relationship with your Google account.

And the risk of that is, if something goes wrong inside your google account, well, you might not be able to get access to whatever's gone wrong.

You might not be able to get support for that. And so, the kind of things that can go wrong in a Google account are: a Google file getting corrupted, maybe something that's sitting in your Google Drive disappearing, or emails disappearing from your Gmail, that happens as well.

Now you might be thinking that's never happened to me." And I've had many customers say to me, it's Google, don't worry about it, "it's going to be fine, it's been fine for the last 10 years. "Just don't worry about it, it's not an issue at all." But I can comfortably tell you that in 10 years of doing business with literally thousands of businesses and tens of thousands of employees across those businesses. I have seen everything in the Google world.

I've seen emails disappear from Gmail, I've seen Google files become corrupted, and I even had that happen to myself as well, where Google was notable to retrieve the file because it was stored in a free account. And thirdly, do you really want to effectively drive down the freeway without a seatbelt on just because you haven't had an accident in the last five years? I implore you, if you're on a free account right now, consider the upgrade to a paid account. And if you're considering the different plans, Basic, versus Business, versus Enterprise.

Now, the risk of staying on a Google account is, if you're on a free account right now and you don't have access to that support, if something goes wrong, you can't just upgrade to a paid account and then hey, suraj, give me support. It doesn't work like that. Once you have an issue with your account, if you convert to a paid account, some of those are actually on different infrastructure to the old Google accounts inside Google's data centers.

And so, sometimes upgrading an account still won't allow support to fix the problem if you've got something that's gone wrong with a free account. So, bottom line is, if you're on a free account, that's awesome, good for you, you've got a free ride. But I absolutely cannot recommend that you stick around on that free account. And if you are relying on this Google account for your business data, then you are absolutely crazy to think that it is safe if you do not have a backup plan to support.

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Implementation of Microsoft 365 DMARC records on the DNS panel

2020-10-03T09:30:00.007+05:30

Conformance with Domain-Based Message Authentication, Reporting, and Sender Policy Framework (SPF) and DomainKeys Identity Mail DKIM

DKIM authenticates mail senders and ensures that the destination email system sends messages from your domain.

Executing DMARC with SPF and DKIM provides additional protection against spoofing and phishing emails. The DMARC helps the mail system determine what to do with However, there is other syntax options that are not mentioned here, these are the most commonly used options for Microsoft 365. The DMARC TXT records for your domain in the format:

Note: while creating the records you have to add your actual domain name instead of techcloudsuraj.com

_dmarc.techcloudsuraj.com TTL IN TXT "v=DMARC1; p=policy; pct=100”

The domain here is the one you want to protect. By default, the record saves mail on the domain and all sub-domains. for example,

If you specify _dmarc.techcloudsuraj.com, DMARC protects mail from domains and all sub-domains.

TTL must always equal one hour. The unit, hour (1 hour), minute (60 minutes),

or seconds (3600 seconds) used for TTL, will vary depending on the registrar for your domain.

pct =100 indicates that this rule should be used for 100% email.

The policy specifies which policy you want the server to receive when DMARC fails. You can quarantine, reject, or reject the policy.

DMARC TAG OPTIONS:

The DMARC tag is the language of the DMARC standard. DMARC tell the email receiver to check for the DMARC and what to do with messages failing DMARC authentication

v = This version is the tag that identifies the records that have been retrieved as the DMARC records. Its the value that must be DMARC1 and listed first in the DMARC record.

p = This indicates that the requested policy you want the mailbox provider to execute when your email DMARC fails. There is no option, reject, quarantine

None:- means "take no action, just collect data and send the report"

quarantine:- means “treat with suspicion”

reject:- means “block outright”.

pct = percentage of the messages on which the DMARC policy is to be applied

rua = This is a tag that tells mailbox providers where you want to send the total report. Provide visibility into the health of your report program by helping identify potential reports or malicious activity.

ruf = This tag tells mailbox providers know where you want to send your forensic (message-level) report.

External DNS creates types in new TXT records and values on your custom domain

Name: _dmarc

Type: TXT

Value: v=DMARC1; p=none; pct=100; rua=mailto:support@techcloudsuraj.com; ruf=mailto:support@techcloudsuraj.com

Examples:

1.) Policy set to none

_dmarc.techcloudsuraj.com 3600 IN TXT "v=DMARC1; p=none"

2.) Policy set to quarantine

_dmarc.techcloudsuraj.com 3600 IN TXT "v=DMARC1; p=quarantine"

3.) Policy set to reject

_dmarc.techcloudsuraj.com 3600 IN TXT "v=DMARC1; p=reject"

Once you create your record, you will need to update the record on your domain registrar.

With DKIM and DMARC execution, you can strengthen the reputation of the emails sent by your Microsoft 365 tenant, even though implementing DKIM and DMARC is an accurate operation, but it is worthwhile to do so. So work now.

It may be that you use services that send email on behalf of your organizations, contact the supplier of that service to ensure that they support DKIM and DMARC

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