Exchange Online Backup, permanently deleted items policy

Our customer are always asking us about the best options to backup Exchange Online. Sometimes, there is even a confusing between litigation-hold, archive, journaling, and backup. Let keep in mind that these services are different and should be implemented based on the specific needs. In this post, we will only focus on back up. Basically, what happen after a user completely remove an item (mail, contact, calendar, and tasks) from their mailbox or Outlook and they need restore that item back to the mailbox. The good think is that with the new Exchange 2016 Exchange CU6 now you can restore items to the original folder as mentioned in one of my previous post (June 2017). Natively, Exchange is set for 14 day retention for deleted items. However, you can extend the retention and administrative recovery to 30 days. If you want to support recovering message beyond 30 days, you would need to use a 3rd party service for the backup.

Here are the examples on how to change how long permanently deleted items are kept. (Only available in PowerShell)

Example 1: Set Emily Maier’s mailbox to keep deleted items for 30 days. In Exchange Management Shell, run the following command.

Set-Mailbox -Identity "Emily Maier" -RetainDeletedItemsFor 30

Example 2: Set all user mailboxes in the organization to keep deleted items for 30 days. In Exchange Management Shell, run the following command.

Get-Mailbox -ResultSize unlimited -Filter {(RecipientTypeDetails -eq 'UserMailbox')} | Set-Mailbox -RetainDeletedItemsFor 30

 

Third-Party Exchange Online Migration Tools

Over the last 5 years we have migrated thousands of mailboxes from on premise systems to Microsoft Office 365 – Exchange Online. During those years, we have been able to identify many tools from third parties that facilitate and automate the migration processes. They use distinctive protocols and approaches to conduct email migrations from email platforms like Exchange, IBM Lotus Notes, Zimbra and Novell GroupWise.

Here are some of our favorite third-party migration tools that can assist with Exchange migrations from either Exchange or other third-party platforms:

  • Binary Tree: Provider of cross-platform messaging migration and coexistence software, with products that provide for the analysis of and the coexistence and migration between on-premises and online enterprise messaging and collaboration environments based on IBM Lotus Notes and Domino and Exchange and SharePoint.
  • BitTitan: Provider of migration solutions to Office 365. This is one of our preferred tool and is very cost efficient. Supports multiple platforms and it also has a new tool support outlook reconfiguration (DeploymentPro).
  • Dell: Provider of on-premises and hosted migration and coexistence software, including pre-migration analysis and complete user and application coexistence. Also known as Quest Migration Tools. Full-featured migrations from on-premises Exchange, IBM Domino, Novell GroupWise, Zimbra, and other environments to Office 365, and SharePoint Online. The main drawback of these tool are the cost. Not recommended from the SMB market.
  • Metalogix: Provider of migration solutions to Office 365 and SharePoint Online.
  • SkyKick: Provider of automated migration solutions to move on-premises Exchange, Gmail, POP3, IMAP, Lotus Notes to Office 365. The end-to-end migration tools help partners with the sales, planning, migration, management, and onsite phases of the migration project.
  • TransVault: Provider of migration solutions to Office 365.

 

 

Recreate Office365 GAL (Global Address List)

By default, it takes between 24 to 48 hours for Exchange Online to re-synchronize the address lists and all users to download the most updated information. Unfortunately, the commands available in Exchange on premise to update the Address Lists are not available in Office365 – Exchange Online.

https://technet.microsoft.com/en-us/library/aa997982(v=exchg.160).aspx

Therefore we will need to force that sync manually. Updating the Address Lists, requires requires to have the Address List Management Role. By default in Exchange online, the Address List role isn’t assigned to any role groups.

1 – Connect to Exchange Online

$UserCredential = Get-Credential
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
Import-PSSession $Session

2 – Create a new Group Role

New-RoleGroup -Name "AddressList" -Roles "Address Lists" -Members Account@domain.com

3 – Run the Following Commands to update the lists

Get-AddressList
Set-AddressList -Identity "All users"