Converting a Regular Mailbox to a Shared Mailbox

Microsoft Exchange has different kinds of mailboxes. Depending on your requirement one mailbox can be chosen above the other. There may be a need sometimes to convert a Regular Mailbox to a Shared Mailbox.

A shared Mailbox is a mailbox where more than one user can have access to the Mailbox. All the users can view the content of the mailbox. And depending on the permissions set one can have either a single User or multiple users able to send mail from the mailbox.

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In order to convert a Regular Mailbox to a Shared Mailbox follow these steps-

  1. Goto the Exchange Administrator Center.
  2. Click on Recipients and Activate the Mailbox tab.
  3. Select the Mailbox which you would like to convert to a Shared Mailbox.
  4. Navigate to the panel on the right and click Convert.

Within a few minutes the Mailbox would be converted to a Shared Mailbox.

Click-to-run Technology

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Microsoft uses the Click-to-run Technology for deploying Office 365 Applications on a Computer. One of the main features of Click-To-Run Technology is that a User can begin working on an Application even before it is fully downloaded something which is not possible with the traditional MSI (Windows Installer) Model. It is similar to streaming content on YouTube. One does not wait for the whole video to download before viewing it. A user can start watching the Video even if it is still downloading.

Applications deployed using the Click-To-Run Technology require the Internet for Activation. It cannot be deployed on Shared Computers using Remote Desktop Services or on Windows To Go Usb Devices.

Finding out the Version of Windows O.S.

There might be times when you need to find the version of the O.S. you are running. It becomes even more Important since Microsoft has stopped releasing major versions of Windows. By this I mean just like Windows 10, there won’t be a Windows 11 or a Windows 12 for that matter. It would basically be Windows 10 with major updates coming every year. In order to keep track of the updates there are Version Updates. The last Major Update was the Windows Anniversary Update which was termed as Version 1607.

In order to find the O.S. Version, follow these steps-

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  1. Do Windows + R, this would open up the Run Dialog Box.
  2. Type “winver
  3. This would launch another window listing the O.S. and it’s version.

 

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Role of a SharePoint Online Administrator

A SharePoint Online Administrator manages the SharePoint Admin Center. The Administrator has the ability to create new Site Collections in a SharePoint Online Tenancy and can also Enable External Sharing. The Storage Quota for each site collection can also be managed. One could Assign a Storage Space anywhere between 100 MB- 1 TB.

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A point to note that a SharePoint Online Administrator by default is not a Site collection Administrator. They need to add themselves as the Site Collection Admin by selecting a Site Collection and clicking on Owners on the Site Collection tab and then Manage Administrators.

Access Requests and Invitations in SharePoint

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Access Request allow users to request access to content or a Site which they don’t have permissions to access by default. Once a Request is made, it comes under the Access Requests and Invitations group. The Site Collection Administrator or the Site Owner can either Approve or Reject the Request.

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This option is located in Site Settings and under Users and Permissions. Pending Invitations are also listed. If an Admin sends out an Invite to an External User and it is not yet accepted, it gets listed under Pending Invitations.

Pointing your Domain to a Web Hosting Provider

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In order to build a website, one must first have domain name or a web address to go to. For example in www.yahoo.com, yahoo.com is a domain name. And in http://www.cnn.com/, cnn.com is a domain name. So the Question now is how does one get or obtain a Domain Name? Well, in order to obtain a Domain Name of choice one most go to a Domain Registration Site and check whether the domain is available. In case the Domain is available you could register for it. Once the Domain is registered now one else can take your Domain Name. There are many Domain Registration Sites out there, GoDaddy, Name Cheap, Network Solutions are some of them.

Now once you have registered a Domain, the next step is to host a website. More often than not we choose a different Hosting Provider for a website. We do this for security reasons, that is to separate the place we register a Domain and the place where we host our website. There are again different hosting providers, some of them are Site5,Host Gator.

Once you have chosen a Hosting Provider and got your Domain registered, the next step is to connect the place where you registered your Domain with the Web Hosting Service. This is done so that your Domain Name can get linked to your website. In order to do this you would have to first note the Name Servers in your web Hosting Provider. Then log in to the Domain Registration Service and select the Domain you have registered, modify the DNS settings by adding the Name Servers of your web hosting provider. You would have two fields to fill- Name Server 1 and Name Server 2.

Now you should have the your Domain pointing to your web Hosting Service 🙂

Retention Hold

Retention Hold is a feature in Microsoft Exchange Online. Once Retention Hold is applied on a mailbox all the Retention Tags for the Retention Policy are not processed. This essentially means that Items will not expire or get deleted. The use or need of a Retention Policy is to manage emails in a way that the Inbox doesn’t become too full.

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A Retention Policy consist of Retention Tags. And a Retention Tag can be used to tag default folders in a Mailbox such as Inbox, Sent Folder etc. Default Folders are folders which are created automatically once a Mailbox is created. So with Retention Tags we can specify an Action and a duration after which the Action would take place. For Example we could have a Retention Tag on the Inbox which says that Delete all Emails which are older than 2 years. In this case the Action is Delete Emails and the Duration is 2 years. The reason why it is named as “retention” is because Mails would be retained in the Inbox for a specified period of time after which an Action would take place either Deleting the Items or moving it to another folder or an Archive Mailbox.

This is a good way to manage your Mailbox. Following this Principle Emails would not accumulate and would periodically get deleted. In case you still need old emails, you could create an Archive Mailbox and create a Retention Action which specifies to Move Emails from the Inbox to the Archive Folder after a specific period of time. This can be done by using a Default Policy Tag.

Now, suppose you have some people who are on a vacation. It is more than likely they would not be checking their emails. Now what if there is a Retention Policy which Deletes Emails in the Inbox every 2 weeks? This means that the lifespan for an Email is only 2 weeks after which it would be deleted. So the people on vacation would actually be missing all the communication once they come back. Microsoft has a solution for this situation. There is something called as a Retention Hold.

Once a Retention Hold is applied on a Mailbox, the Retention Policies and the Policy Tags do not get processed. Due to this the Emails in the Inbox would not have an expiry date and would continue to remain in the Inbox even after 2 weeks. So if Employees are on Vacation, the Exchange Admin normally puts their Mailbox on a “Retention Hold”. All Emails are Retained so that the people can access them once they come back. And then the admin can remove the Retention Hold from the Mailbox.