MS-100 Plan a Microsoft 365 workloads

May 31st, 2019 | Posted by admin in Exchange

Microsoft 365 workloads:

Microsoft 365 workloads includes the services like Exchange Online, SharePoint Online \ OneDrive for Business, Microsoft Teams and few other services like Planner, PowerApps etc. Microsoft 365 E3 & E5 license allows the use of these Microsoft 365 workloads.


Microsoft Exchange Online

On-Premise version of Exchange Server is available as a Cloud Service from Microsoft as Exchange Online service. EXO provides a secure email infrastructure with email, meetings, tasks and book resources.

As part of digital transformation, organizations are migration their data to Cloud environment. Exchange On-Premise infrastructure is being migrated to Exchange Online and enterprise are maintaining a Hybrid Exchange Infrastructure by keeping few of the mailboxes in On-Premise Exchange and most of the mailboxes in Microsoft 365 Exchange Online to minimize the total cost of ownership.

Exchange Online Migration Options:

Migrating the mailboxes to Exchange Online be planned and the IT team should know the migration strategies that are available to migrate their data to Office 365. We should full details about the exchange infrastructure,

Note: Migration approach decided\concluded based on the three things current email system, number of email system and the co-existence requirement.

Below are the Office 365 migration approaches available now

Cutover Exchange Migration: Organizations using Exchange 2003 and above with less than 2000 users can prefer the Cutover Migration. Only mailboxes will be migrated to Exchange Online. Admin has to create the groups manually in EXO.

Cutover Migration Steps:

  1. Admin will verify the email domain in Microsoft 365
  2. Create a migration endpoint type as Outlook Anywhere in EXO
  3. Assign full access permission and receive as permission on all mailbox to the migration account
  4. Migrate the mailboxes to Office 365
  5. Route the emails via EXO by modifying the MX Record. Create the Groups manually in EXO
  6. Assign the license once the mailboxes migrated to Office 365.

Staged Migration: Organizations using Exchange 2003 or Exchange 2007 with more than 2000 mailboxes can use staged migration. EXO migration happens through RPC over HTTP and properly configure it with a third party certificate. Directory Sync required synchronizing objects from On-Premise accounts to Microsoft 365.

Staged Migration Steps:

  1. Verify the On-Premise email domain in Microsoft 365
  2. Sync the Objects to Microsoft 365 Azure AD using AD Connect
  3. Create a CSV (emailaddress,password,changepassword) with mailboxes selected for migration
  4. Create a migration endpoint type as Outlook Anywhere
  5. Migrate the mailbox to Office 365
  6. Migrated users will have two mailboxes, convert the On-Premise mailbox as mail-enabled user
  7. Change the MX record to receive the email through Microsoft 365 and assign the license

Hybrid Configuration: Organization using Exchange 2010 and above with more than 2000 mailbox and prefer to keep mailboxes both in Exchange On-Premise and Exchange Online can use the Hybrid Configuration. We have two types Hybrid Configuration,

Minimal Hybrid, to migrate the mailbox the mailboxes in few weeks and keep the entire mailbox in Office 365.

Full Hybrid, to migrate required mailboxes to Office 365 and stay in a coexistence of Exchange On-Premise and Office 365 in the environment.

Full Hybrid Configuration Migration Steps:

  1. Verify the email domain in Microsoft 365
  2. Synchronize the On-Premise mailbox objects to Microsoft 365
  3. Create an Exchange Remote Migration endpoint in Exchange Online
  4. Enable the MRS Proxy in EWS virtual directory
  5. Migrate the mailbox to Exchange Online from Exchange Online Portal / PowerShell.
  6. Route the emails to Microsoft 365 when required
  7. Assign the license to migrated mailbox accounts

IMAP Migration: If you have environment that supports IMAP like Gmail or organization using Exchange 2000\earlier and want to migrate the mailbox to Office 365, we can use IMAP migration. Only email will be migrated as part of IMAP migration. Things like Contacts, tasks and calendar will not be migrated and user has to manually move those things if required.

Note: Before doing IMAP migration, the mailbox should be created in Exchange online and then the IMAP system mailbox can be migrated.

IMAP Migration Steps:

  1. Create the Users accounts in Microsoft 365
  2. Prepare the IMAP Email System for Office 365 Migration
  3. Verify the email domain in Microsoft 365
  4. Configure the admin credential used for Migration
  5. Create a CSV (emailaddress,password,changepassword) with mailboxes selected for migration
  6. Create a Migration endpoint type as IMAP migration
  7. Migrate the mailbox to Microsoft 365
  8. Route the email to Microsoft 365 by modifying the MX record
  9. Assign the license to migrated mailboxes

PST Migration: Once the user migrated to Exchange online and if they old PST files, the user can directly copy from PST contents and past it in EXO Mailbox or the EXO Archive mailbox. Administrator also can assist the end users by copying the PST into a central location and use the PST import service to copy the PST into respective user’s mailbox\archive.

Third-Party Migration (IBM Domino, Novel GroupWise etc.): We can migrate data from IBM domino and Novel GroupWise to Microsoft 365.

Managing Recipients in Exchange Online

Recipient types available in On-Premise version of Exchange server is available in Microsoft 365 service like

User Mailboxes: Mailbox associated with the user account. It requires an Office 365 license and the User mailbox can have 100 GB size for Primary mailbox and an unlimited Archive Mailbox.

Shared mailboxes: Shared Mailboxes are common mailboxes used by group of users in the Organization. Shared Mailbox does not require license and no license required for this mailbox.

Room mailboxes: Room Mailbox is a special type mailbox to book conference rooms and allocated with 50 GB mailbox size. License not required for Room Mailboxes that you are creating \ migrating to Office 365

Equipment mailboxes: Equipment Mailbox is a special type of mailbox to book equipment like whiteboards and Projectors in the company. 50 GB allocated and no license required

Distribution groups: Distributions Groups used to send emails to groups users who are member of the groups.

Security groups: Security Groups can be mail enabled to receive email and used to assign permission to certain resources for members of that Security Group

Dynamic distribution groups: Dynamic Distribution Group can have members are user or devices. Using certain query, Dynamic Distribution Groups are created.

Office 365 groups: New Type of modern group created directly in Microsoft 365. Office 365 Groups has Groups Expiration Policy. If policy configured as 365 days, it will prompt the owner of the group to recertify whether the group is required or deleted. If user not certifying the group, then it will be deleted after 30 days.

Mail contacts and Mail users: We can create mail contacts for External email users in Office 365 so that they will appear in organization’s global address book.

Mail-enabled Public Folders: Public folders with mail enabled to post content into Public Folders.

As part of managing the recipient in Exchange Online,

Assign full access permission to UserA on a UserB Mailbox:

Add-MailboxPermission –Identity UserB –AccessRights Full Access –User UserA

Assign Send-As Permission to UserA on a UserB Mailbox

Add-RecipientPermission –Identity UserB –AccessRights Send-As –Trustee UserA

Mail Flow Architecture in Exchange Online

Below diagram shows the Exchange Online Protections components. Diagram illustrates how the mail flow occurs in Exchange Online.


Exchange Online Mail Flow Planning and Configuration:

When you verify the email domain, which is going to be used as email address for the migrated mailbox, Microsoft 365 service will ask you to create an MX record like domainname-com.protection.outlook.com so that, emails to your primary email domain will be routed via Microsoft 365 Exchange Online Protection email gateway. In addition, it will also provide an SPF record that needs to be created to avoid email spoofing for your email domain.

We need to know the options available for mail flow configuration once the data migrated to Exchange online.

Hybrid Mail Flow – Route 1: when MX record and the SPF record created that points to Microsoft 365.

Inbound Mail from Internet sent to a mailbox in Exchange Online, the mail sent to EOP and then email delivered to EXO mailbox. If the Inbound email sent to a mailbox in On-Premise, the email reached EOP and then it will be sent to On-Premise exchange via the outbound connector in Exchange Online.

Outbound email from Exchange Online User to Internet sent to internet through EOP. If On-Premise Users send an email to internet, the mail will be send to Exchange Online using Hybrid Edge Servers in your organization to the Inbound Connector in Exchange Online and that mail sent to Internet through EOP.

Hybrid Mail Flow – Route 2: When MX record and SPF record created that points to Microsoft 365 and Centralized Mail Transport enabled.

On a Hybrid Exchange environment, Organizations having a requirement to do filtering only from On-Premise can enable centralized mail transport. When MX record points to EOP and Centralized Mail Transport enabled, mail flow occurs like below

Inbound email from Internet to an Office 365 Mailbox will reach EOP, EOP route the email to Edge Server in On-Premise environment via Outbound Connector in Exchange Online and Edge will send the email to Transport server. Transport Server will search for the recipient and it sends the email back to Exchange Online as the recipient mailbox is in Exchange Online.

Similar to the above, email from EXO mailbox to Internet sent to On-Premise Transport Server and then the email routed to internet based on the internet email routing configuration.

Hybrid Mail Flow – Route 3: MX record points to On-Premise Email Gateway.

Inbound Emails Sent to On-Premise and Office 365 mailbox sent to the On-Premise email gateway as per the MX record setup and then email gateway routes the email to On-Premise Transport Server. If the recipient is On-Premise mailbox, mail delivered locally and if the recipient is Office 365 mailbox, email sent to Office 365 and delivered there.

Hybrid Mail Flow – Route 4: MX record points to On-Premise Email Gateway and Outbound emails to Internet configured to send through Office 365 Exchange Online Protection.

Inbound Emails Sent to On-Premise and Office 365 mailbox sent to the On-Premise email gateway as per the MX record setup and then email gateway routes the email to On-Premise Transport Server. If the recipient is On-Premise mailbox, mail delivered locally and if the recipient is Office 365 mailbox, email sent to Office 365 and delivered there.

Outbound emails from On-Premise User and Office 365 users email to Internet routed to internet using Office 365 Exchange Online Protection.

Anti-Malware and Anti-Spam Policies in Exchange Online

Exchange Online has several Anti-Spam protections capabilities to protect the email environment. Exchange Online Protection component in Microsoft 365 is the email gateway that performs the email filtering. Below are the filters available in Exchange Online Protection

Connection Filtering: EOP validates the IP reputation and allows the emails from valid IP address only. Connection filtering allows additional options like configuring allowed IP address to mark the IP address as safe IP and Blocked IP address to reject the emails from the blocked IP addresses.

Directory Based Edge Blocking Filtering: DBEB filtering allows email to valid recipients in the organization. Configuring the domain as Accepted Domain automatically enabled this features. On a Hybrid Exchange environment, before enabling DBEB, we need to ensure all the On-Premise email recipients synchronized in Microsoft 365.

Malware Filtering: Configure the Malware filtering policy to perform an action on Malware identified email whether to quarantine or delete the emails. Malware Filter Rule can be configure to app the Malware Policy to specific set of users.

SPAM Filtering: Anti-SPAM agent process the email once the transport rule processing completed. It checks for malicious emails and attachments. Based on the SCL value, we can configure an action to send the email to Junk email folder or the email can be quarantined.

Exchange Online Admin Roles

Admin Role Groups are created with predefined Roles (Group of commands that admin can execute) and the Role Groups are assigned to a User or a group to assign the permission.

Role Based Access Group available in On-Premise version of Exchange supported in Exchange Online to customize the roles and the customized roles assigned to user accounts or Groups.

Below are the default Admin Role Groups Available in Exchange Online.

SharePoint Online

SharePoint Online is a collaboration tool, which helps organizations to manage the contents and to allow users to collaborate effectively with monitoring and auditing capabilities.

SharePoint Online provides below capabilities

  • Hybrid SharePoint Environment
  • Local Site Management
  • Data Encryption
  • Data Loss Prevention
  • Anti-Malware Protection

Hybrid SharePoint Environment

Like Exchange Online Hybrid Exchange environment, SharePoint Online supports Hybrid Sharepoint Environment. Organizations want to migrate their On-Premise SharePoint environment data to SharePoint Online can have Hybrid SharePoint environment that provides staged migration path.

Once the Hybrid Configuration configured, it allows users to access the SharePoint contents from both environment in single place. We can also configure integrated functionality for the features like SharePoint Search and User Profiles.

SharePoint 2013 and above supports the SharePoint Online Hybrid Configuration.

Additional features provided in hybrid scenario includes:

Hybrid OneDrive: Hybrid OneDrive for Business migrated the On-Premise OneDrive account to Online and users automatically redirected to SharePoint Online OneDrive for Business.

Hybrid Sites Features: When Hybrid Team sites enabled, users can follow both On-Premise and Online Site. Team sites followed shown together in SharePoint Online site.

Hybrid App Launcher: This enabled users to access both online and on-premises application from single menu.

Business-to-business (B2B) extranet sites: We can allow external access on required site collections.

Hybrid Auditing: Auditing results from SharePoint Online shows the result for both On-Premise SharePoint Sites and Online SharePoint Site.

Hybrid Search: Users can perform a search and it shows the relevant contents from both environment.

SharePoint Online Local Site Management

SharePoint Online allows for its own independent, intranet site collections

Some of the different styles of sites include:

  • Personal blogs
  • Community
  • Company Feed
  • Site Feed
  • Wikis
  • Team Sites

Permission levels play a major role in creating separate sites, and segregating and restricting access to content.

SharePoint Online Encryption

SharePoint provides encryption for customer data at rest or in-transit based on Rights Management Services

Encryption at rest

  • Encryption at rest provides BitLocker encryption by default
  • Per-file encryption

Encryption of data in-transit

  • Client communication with the server
  • Data movement between datacenters

Sharepoint Online Data Loss Prevention

SharePoint Online has several options to maintain and recover content that has been deleted \ misplaced

Common way to recover deleted content is through the Recycle Bin

There are two types of Recycle Bins in Sharepoint:

  • Local Recycle Bin
  • Site Collection Recycle Bin

You can use versioning to:

  • Track history of a version
  • Restore a previous version
  • View a previous version

Point-in-time recovery is a last resort when trying to restore an item

SharePoint Online Anti-Malware Protection

SharePoint Online provides anti-malware protection for files uploaded and saved to document libraries

The following options help provide anti-malware protection:

  • Layered Defenses Against Malware
  • Real-time Threat Response
  • Fast Anti-Malware Definition Deployment

Microsoft Teams

Make a note: None of the questions related to Microsoft Teams asked in MS-100 exam.

Microsoft Teams is the replacement of Microsoft Skype for Business with additional features. Teams provides Chat conversation, meetings, files and party integrations. Single solutions that helps organizations to form teams for collaborations.

When Microsoft Teams created, it can have different channels to organize specific topic or project. IT Admin or If you have the permission, you can create Microsoft Teams. Teams have two roles, Teams Owner and Teams Member.

Inside Channel, we can create Bots & Tabs, Configure Connector to different apps and store files.

Planning Microsoft Teams

We need to understand the below options for Microsoft Teams Planning and Implementation.

Microsoft Teams Architecture

Microsoft Teams is the next generation collaboration tools for Organization. Services offered in Office 365 combined to provide a better collaboration experience.

When a Microsoft Teams created, in parallel it creates an Office 365 Group, a Shared Mailbox, a SharePoint and an OneDrive Site. Office 365 Groups manages the Teams Owner and the members. Channel Messages are Stores in Shared Mailbox and the Files are stored in SharePoint site. Chat messages are stored in Personal mailboxes of the users. Files shared over the Chat conversation saved in OneDrive site.

Microsoft Teams related data, which was stored in Azure Storage, now moved to CosmosD for reliability and performance improvement. With this move, the chat messages are continue to get stored in Exchange.

Teams provides a meeting experience built on the next generation, cloud-based infrastructure used by Skype for Business.

To bring external contents and Intelligent Interactions in Microsoft Teams, we can use Connectors, Tabs & Bots available as Apps.


Users Authentication and the Access to Microsoft Teams:

Microsoft Teams supports all the available authentication methods like Cloud Identity, Synchronized Identity and Federated Identity.

Access to Microsoft Teams requires a Microsoft 365 E3 or E5 license. Once the license enabled, user will be able to access Microsoft Teams.

Make a note: Microsoft Teams creation enabled by default, User can create a Private Teams or Public Teams. If an admin disable the option to create Office 365 Groups in an organization. End user cannot create Microsoft 365 Teams.

Guest Access & External Access in Microsoft Teams

Guest Access allows the Teams users to collaborate with external partners. Guest Access allowed on all the Subscription and no additional license required enabling Guest Access.

Organizations using Teams can provide external access to teams, documents in channels, resources, chats, and applications to their partners, while maintaining complete control over their own corporate data

Guest Access provides access for an individual user on a Microsoft Teams. External Access provides access to entire domain on Microsoft Teams.

Guest Access by default allow access to Channel discussion and files on a specific Team. Guest Access will not allow the guest to access OneDrive for Business, perform a People search outside of Teams, access to Calendar, Scheduled Meetings, or Meeting Details, PSTN, view Organization chart, Create or revise a team, Browse for a team and Upload files to a person-to-person chat

Note: You can add 5 Guests per each licensed user on a Microsoft Team.

Microsoft Teams Guest Access should be provided from the Azure AD and below diagram shows the flow on how to control the Guest Access.

External Access is equal to configure federation in Skype for Business. External Access will not allow users to access any channel discussion or files on Team; it allows users to chat with external access allowed domains.

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