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Last week at the Microsoft Worldwide Partner Conference, Facebook Chief Information Officer Tim Campos announced that Facebook deployed Microsoft Office 365 for a handful of reasons. From the Business Insider article:
“… key aspects of our culture are things like ‘be bold, move fast… Most importantly, ‘move fast.’ That aspect of our culture is most important, and that’s where Office 365 comes in.”
Campos also praised Office’s ability to help Facebook’s employees deal with the mounds of data that they generate both internally and externally by way of artificial-intelligence-driven tools like Microsoft Delve and Microsoft Exchange’s Clutter feature for filtering unimportant messages.
The Clutter feature is nothing new, and it’s been enabled by default in Office 365 for over a year. The idea makes sense: items identified by Office 365 as irrelevant – spam posts that get through, or mail that’s never read or accessed – gets placed in a Clutter folder, and doesn’t fill up a user’s mailbox. This can be very valuable to a company like Facebook, that has “mounds of data” to work with.
When an end user inadvertently purges something (i.e., has deleted it twice so it’s now in their Recoverable Items folder), chances are they will also have trouble explaining to IT just what they deleted, when they deleted it, and how it differs from other similar files that IT might also discover. It’s a user error, they may be panicked, and they may have deleted or purged multiple items.Since recovering deleted items is generally user error, IT may need further guidance on what the user wants restored.Click To Tweet
IT will almost always have questions. In short, to make recovery as quick as possible, IT ideally wants that end user on the other end of a telephone while they’re recovering their information. With Office 365’s complicated restoration procedure, that’s simply not a viable option – it may take an hour or longer for IT to perform the necessary steps, versus a purpose-designed backup and recovery solution.
Migrating an on-premises Exchange environment to the cloud can be complicated, it can be time-consuming, and there are a variety of factors that prompt companies to keep some portion of their Exchange environment on-line – i.e., they deploy a hybrid configuration. Hybrid configurations are popular, especially with larger customers.
Online archive mailboxes in Office 365 are essentially unlimited and free – but that doesn’t mean there isn’t a place for third-party archiving, even though it comes at a cost.
Why would you need third-party archiving?Office 365 archiving is essentially unlimited & free – so why would you need third-party archiving?Click To Tweet
First of all, just getting all that legacy mail up to the cloud can be a challenge. And then, using built-in archiving has limitations: preservation is generally on a per-mailbox basis and essentially “mixes” preserved emails with operational email data. It can be confusing when it’s time to retrieve archived information, something that third parties do very well versus what’s built into Office 365.
Mailbox Migration tools and data migration tools serve different purposes.
Mailbox migration tools typically focus on duplicating the on-premises Exchange environment in the new Office online environment. Data migration tools focus on doing something with the users’ legacy email data – either moving it into their new online environment or moving it to a location that will be accessible online.
Which solution do you need?
Put simply, it depends on how many users you’re migrating and how much data they have. While most migration tools include features that will migrate users’ legacy email data, you only care about PST files if you have users that need or want to access them. Yes, Exchange 2010 introduced the Archive Mailbox and eliminated PST files, but you need to ingest PST files into that archive mailbox if users want to access them. And getting to them from Office is nearly impossible – not only do they need to be moved off of users’ desktops, they need to be migrated to the Microsoft cloud, which can be a lengthy process.Mailbox migration tools versus data migration tools – they are different, and used for different purposes.Click To Tweet
If you need to access PST files from Office 365, much better to move them to a compatible archive. Barracuda Essentials for Office 365 includes a cloud based, indexed archive separate from Office 365 that allows for granular retention policies, extensive search, auditing, permissions, legal hold and exporting of emails that may be required in eDiscovery. Litigation holds preserve email from being tampered with until the litigation hold expires or is removed.
Spam is not nearly as problematic as phishing – and phishing attempts are on the increase and getting more sophisticated, tricking recipients into divulging personal information or downloading infections.Which is a bigger problem – spam or phishing? Believe it or not, phishing has become the more serious issue.Click To Tweet
Built-in Exchange Online Protection focuses on connection management, which is all about the senders, and catches 95% of spam. But phishing attempts occur within the content, and that’s not something which built-in Exchange Online Protection addresses, meaning you need to enhance your Office 365 security. Microsoft’s option is called Advanced Threat Protection – but outside security providers can offer a single solution that may be easier to run and less expensive.
Barracuda Essentials for Office 365 enables you protect your organization against all of the threats associated with web-based business email. It provides multi-layer security and stops email-borne threats before they hit your web server.