Loads of exciting new features announced for Microsoft Teams on ignite 2019

With Microsoft ignite sessions that happened last week there are lots of new end users functionalities, meeting room enhancements and better enhanced administration facilities were announced for Microsoft Teams. Below are the summary of the features .

Watch out more from the Ignite Session videos.

End user functionalities –
1)Ability to create Private Channels – Secure Private channels can be created and shared only with few audiences.This eliminates the need of creating multiple teams for secure communication. We can further restrict the Private Channels creation and visibility from the admin center.
2)Multi window experience between the chats – Ability to chat with multiple people at the same time and switch windows which was much requested feature in the user voice.
3)New Tasks experience in Teams – Helps better tracking of the tasks and have great option to view the stats on charts, schedule, boards and filter.
4)Yammer app in Teams – Allows to jump in yammer communities.Beneficiary especially on larger organizations and useful for employees to join and collaborate in a bigger communities and keep upto date on the new content.
5)Outlook addin for Teams – With the new addin it makes easier for sending the content of the email with all the context body and attachments. Sharing from channels have also been seamless.
6)Background Blur to the next level- We can add customize background blur with our custom images and change the background experience either to show as sitting on a beach or in a hotel etc.,
7)Turn on live captions – It makes easier to follow up on the team meetings. This is a live voice to text translation and helps especially in broadcast meetings as well.

Lot of innovations on Meeting experience –

1)New compact devices – Newly launched Yealink & Polycom Collaboration bars suitable for smaller huddle spaces. It has exciting remote control with which we can join the meeting without the need of Touch Panels and just mounting them on a normal LED TV.

2)Cloud Video Interoperability with Cisco -Cisco webex video devices and cisco SIP conferencing video devices can connect with Microsoft Teams Meeting services. Cisco interop service and will be classified as teams cloud video interop solution.This helps out customers consuming cisco partnership to utilize cisco devices in Teams.

3)Cisco/Zoom Web based interoperability – Interop meeting room devices with direct guest join which enables the user to choose and utilize Teams,Cisco or Zoom from web interfaces however this experience will be seamless to the end users from these devices.

4)Managed Meeting Rooms – Monitor and manage your meeting rooms is a managed service from Microsoft that does room monitoring and advanced insights.

New IT professional capabilities –

1)Easier deployment of Teams Deploying Teams Workload –

Adviser for teams helps easier deployment and customize plans of choosing which one to migrate first whether chats or channel conversations or meeting or conversation.New coexistence modes added to support better coexistence and transition with Skype for Business Enterprise Voice functionalities.

2)ATP is now available in Teams- With ATP enabled Teams does a time of click verification for the links sent in chat conversations and if it finds anything phishy it does block them as we get on email links.

3)Ediscovery Available from Microsoft Teams – We can submit information for ediscovery on Teams contents.

4)Teams Audit logs – With Teams audit logs we can provide information on whether the Message was deleted or edited.

5)Information Barrier – Ability to block the communication between critical users from the admin side.The same capability will be applicable for files sharing between them in Teams.

6)Retention Policies – In Microsoft Teams now we can Setup retention policies that are as low as 1 day.

7)Administration for Microsoft Teams –

8)PowerShell – Bulk update to security group is possible with new commandlets and just now one liner.

9)Hub for Teamwork – Certified app catalog available in the teams admin center and further iteration can be made on this app catalog.

10)Manage Microsoft Teams Rooms – From Teams admin center we have the capability to manage the Microsoft teams meeting rooms devices.We have the capability to restart the devices and troubleshoot them from the admin center.


11)First line workers in Microsoft Teams –
Time Clock in Teams and Shifts in Teams helps managing the first line workers efficiently and tracking them easily.With graph apis we can integrate our workforce management systems.

12)Delegated User Management – First line workers managers have the capacity to reset/block the user accounts.

New Identity and access capabilities for First line workers-
SMS signin
Global sign-out
Off-shift access

Configure SendGrid in Microsoft Azure for email campaigns and smtp relay

With Microsoft Azure and SendGrid sending email campaigns for the organization will be a lot simpler. The SMTP relay configuration on applications for developers will be hassle free and much secure. We can go up to two SendGrid subscriptions on every azure account. Sendgrid gives a lot of adaptability towards utilizing either webapi on the application sending messages or to utilize the normal SMTP relay configuration.

This article outlines the steps carried over to create send grid accounts in Microsoft Azure.
Login to azure portal – Search for SendGrid and create SendGrid account.

We must select the pricing tier. Good thing is that we get F1 free with Azure subscription of 25000 emails per month which has custom API integration with advanced tracking mechanism.

Once created we must run through few initial configuration steps.

Now once the account is created, we would need to authenticate our domain so that the send grid can send emails on behalf of our registered domain.

We need to add the cname records on our DNS portal.

Once after entering the domain we have options to use automated security which will rotate the DKIM keys for our domain, custom return path and use custom DKIM selector.

Create the associated CNAME records for SMTP and DKIM on our public DNS.

Once after publishing the records our domain validation will be successful.

Upon successful verification navigate to the setup option and choose first option to configure Web API or SMTP relay. If we are going with the latter option we just need to generate the API key and use them on the php file or the api depending on the workload of the website which requires this service.

Now we have two options to set up using webapi or SMTP relay

Once completed the below integration we get the option to use API key and regular SMTP relay on the application

One of the best things is that we do have an option to create multiple API keys. This is ideal for developers to use their own API keys which will be tracked and used only by them.

We still do have multiple options to further reiterate the permission levels while creating the API keys. Once the API keys are created it will be displayed only once on the portal and can’t be seen again. This is for security concern and must be copied and shared with the application developer who would be using this API key to send emails.

Plentiful  of options available on the email tracking with send grid like people who have opened, clicked,unsubscribed , emails bounced and all of the actions which are available below.

Below options are present in Suppression

There is design library and template section which is very useful and can be used to create email campaigns

We have decent options to create a well drafted marketing email. There is sufficient amount of modules that can be used for a perfect email campaign.

Before sending the email to all audiences we have option to send test with few recipients and below is the test email received from sendgrid.

There are few templates available in the design libraries which can be utilized for creating new marketing templates.

We have full and partial html and can choose the best html based on our experience.

Statistics overview gives much detailed information on the email campaign delivery and customer interests.

On the activity field we can see the detailed information on the recent mass campaign sent through sendgrid

On a attempt to send an email from an unverified sendgrid account we do get immediate bounce back

Spam Reports are triggered when a user who receives the email marks them as spam button or places the email in their spam folder within their email client gmail,yahoo or other service providers.

With Microsoft Azure and very few clicks we can enable organizations to have a fully capable email campaign and modern smtp relay solution.
This avoids the major efforts of creating a dedicated server on the on premise network , creating allow lists , configuring permissions, performing timely updates ,securing and maintaining them.We need to ensure that the sendgrid SPF,DKIM records are populated in the DNS portal to get aligned with the email authentication policy.

Thanks & Regards

Sathish Veerapandian

Analyze the office 365 adoption with Microsoft 365 usage analytics

Office 365 adoption preview helps to have insights of the Office 365 utilization trends for the whole organization.This helps organization on identifying the departments who needs training and places where there is real success on office 365 aquisition.

With Microsoft 365 usage analytics integrated with Power BI , we get much visibility on how Office365 is been utilized.It is a pre built content pack and do not need to create any customization on getting the reports.

This content pack is free of charge and works well with powerBI free service and can customize the dashboards with reports.We do not need to have a powerbi pro or premium license to utilize this service.Once we connect this content pack it can be shared with anybody. However if the user attempts to share, export the report then powerbi pro license is required. For viewing only the data powerbi free license is much sufficient.

The moment when we connect the data pack it provides the data for last 12 months. Later it refreshes in a weeks time. We do have an option to customize the refresh schedule.

Below are the steps to enable the Microsoft 365 usage analytics:

Sign into office365 admin center with global admin privilege – navigate to reports – click on usage

Enable the option make data available to powerbi

Now login to power bi – navigate to service content packs – select office 365 adoption preview

Now we need to use the tenant id and connect to the services

Now we will have the office 365 adoption preview connected to the associated work space.

Once done we see the visibility on utilization of all the services. Example we have the adoption overview on the Teams.

Exchange online utilization

As of now we have the reports that can be pulled over and customized in powerbi for Exchange, Skype for business , teams, yammer , onedrive, sharepoint, adoption by department, product , region and yammer usage.

Script to generate office 365 groups created on last 30 days

By default it is enabled for users to create the office365 groups. There are few organizations where they do not need to restrict this group creation because these groups are heavily influenced on utilizing the office365 services Sharepoint,Yammer, Microsoft Teams, PowerBI , Outlook, Planner and Road Map which in turn might decline the office 365 user adoption rate.

The below script can be used to run in task scheduler on a monthly basis for reviewing the Office 365 groups which have been created in last 30 days and will email us the report.

Below is the sample output of the script which will provide us the below details.


########################################################################################################################
# Description   :- Powershell Script To extract office365 groups created less than 30 days time and send them in email
# Author        :- Sathish Veerapandian
# Created       :- 15-Jul-2019
# Updated       :- 15-Oct-2019
# Version       :- 0.2
# Notes         :- 
#########################################################################################################################

$Header = @"

TABLE {border-width: 1px; border-style: solid; border-color: black; border-collapse: collapse;}
TH {border-width: 1px; padding: 3px; border-style: solid; border-color: black; background-color: #6495ED;}
TD {border-width: 1px; padding: 3px; border-style: solid; border-color: black;}

"@

# Load MFA Module
$MFAExchangeModule = ((Get-ChildItem -Path $($env:LOCALAPPDATA+"\Apps\2.0\") -Filter CreateExoPSSession.ps1 -Recurse).FullName | Select-Object -Last 1)
. "$MFAExchangeModule"

# Initiate Session
Connect-EXOPSSession -UserPrincipalname mentionadminid@domain.com

# Get Office365 Groups
Get-UnifiedGroup -ResultSize unlimited | select DisplayName,PrimarySMtpAddress,WhenCreated,ManagedBy,RecipientTypeDetails,AccessType | Export-Csv C:\Scripts\365groups.csv -NoTypeInformation

# Define the date variable for Cutoffdate less than 31 days
$CutoffDate = get-date -date $(get-date).adddays(-31) -format "M/dd/yyyy h:mm:ss tt"

# Get the office365 groups created lesser than 31 days
$Data = Import-CSV "C:\Scripts\365groups.csv" | Where-Object {$_.WhenCreated -as [datetime] -gt $CutoffDate}


# Export the office365 groups  created lesser than 31 days in csv file
$data | ConvertTo-Html -Head $Header | Out-File -FilePath C:\Scripts\365.html


# Send the exported csv email to the helpdesk team for evaluation
Send-MailMessage -From senderemailID -To recipientemailid -Attachments "C:\Scripts\365.html" -BodyAsHtml -SmtpServer mentionsmtpserver -Subject Office365GroupStatus 

Thanks

Sathish Veerapandian

Configure Exchange Online to reject emails that fail DMARC validation with organizations having policy of reject

By default Office 365 DMARC validation for internet emails that fails for policy P=Reject will make the email to land in junk folder of the recipient mailbox.Microsoft 365 will treat DMARC policies of quarantine and reject in the same way, which means that if the sender’s DMARC policy is set to reject or quarantine, the emails that fail DMARC will be sent to the junk folder of the recipient mailbox.

Microsoft believes that the main agenda of doing this is to ensure that any legitimate emails which misses in DMARC alignment shouldn’t be lost and its better to get them delivered to recipient junk mail folder. There are few cases wherein few organizations would still need the DMARC policy to be stringent due to their security regulations.

Microsoft validates DMARC and overrides the failure with a header value for a domain whose DMARC TXT record has a policy of p=reject oreject. Instead of deleting or rejecting the message, Office 365 marks the message as spam.

To test it further we are publishing SPF, DKIM and DMARC record for the domain ezcloudinfo.com as below:

SPF record: Adding only Exchange online as authorized sender.

DKIM Record: Having the Signing key only for office 365

DMARC Record: Having strict policy of P=reject

For a successful email from a legitimate sender where it has passed spf, dkim & dmarc we see the below value for DMARC.

dmarc=pass action=none

Now we are triggering an email from a registered mailchimp account for ezcloudinfo.com where we do not have the SPF and DKIM records added in our DNS records.

The email from mailchimp from sender address sathish@ezcloudinfo.com gets landed in junk email.

We can see the header value of above email and the DMARC validation is failed.

WorkAround:

We received a workaround which can be accomplished to reject the emails that fails with DMARC validation from redsift cyber security analysis .

Create a Transport Rule:

Include the below value oreject or action=oreject or dmarc=fail in the message header include option.

Reject the message with the custom status code.

Now if we send a test email after this transport rule from an unauthorized sender the email will be rejected and could see the below NDR message.

So after this transport rule any spoof emails that are coming from a domain that is DMARC protected will not be delivered to the spam folder. They will all be rejected and never reach the recipient.

Thanks & Regards

Sathish Veerapandian

Readiness and steps to Configure Direct Routing in Microsoft Teams

Earlier to enable enterprise voice with calling plan on skype for business online we would need to install cloud connector locally on a virtual machines as a separate appliance which requires complex configuration for integrating with the certified session border controllers.

Now Microsoft have made it easier to configure them with direct routing where we do not need to deploy the cloud connector agent locally in the on-premise systems.

When paired with Microsoft Calling plans or direct routing with local ISP calling plan, they provide a full enterprise experience for office 365 users in Teams on a global scale. With Direct Routing we can Connect Existing Telephony Infrastructure to MS teams with the help of  local session border controllers. A SIP connection is created between the cloud call controllers and our local session border controllers.

In this article we will look at the options , readiness and steps  to Enable users for Direct Routing from the Microsoft office 365 perspective.

Readiness for Direct Routing:

Decide on Session Border Controller (Self or hosted SBC):

Session border controller connects Teams call to PSTN next hop or to the configured sip trunk with the local ISP. Here we have two options either to have own session border controllers on premise or to have this functionality hosted to a managed service provider who will host the session border controller for your organization to perform the SIP proxy and the PSTN routing for Microsoft Teams.

Make sure to select the supported session border controllers by Microsoft to configure direct routing in Microsoft Teams.

Figure out licenses based on deployment: Decide on media bypass Configuration

We need to figure out licenses on Microsoft office 365 to utilize the full enterprise functionality of Microsoft Teams.

Option1: Full Microsoft License

In this case no direct routing is required unless there is coexistence required with existing telephony system because we will be having the full calling plan with Microsoft and will utilize the Microsoft call controller, PSTN, Media controllers and Media processor.

Below Licenses are required:

  1. Enable Microsoft Teams.
  2. Office 365 Phone System License
  3. Skype for business online plan2  License
  4. Audio Conferencing
  5. Microsoft Calling plan (Available in selected regions as of now)

The first 4 licenses are available by default in office365 E5 License. For other license types separate SKus needs to be procured along with the calling plan available in the region

Below is the call flow for all in the cloud for Teams:

Option 2 : Full Teams feature plus Local Telcom Calling plan

This option requires to perform direct routing with Microsoft Teams SIP proxy  services to create the SIP trunk between Microsoft Teams in the cloud and local session border controllers to utilize the calling plan from local PSTN provider.

Below Licenses are required:

  1. Microsoft Teams
  2. Phone System
  3. Skype for business online plan2 
  4. Audio Conferencing
  5. Local SIP calling plan with your telecom provider

Phone System with own carrier via Direct Routing:

SBC readiness:

Decide on SBC Host Name:

Microsoft communicates to session border controllers only via FQDN. We need to decide on a hostname for Session border controller which will be public available to configure direct routing. In our case we will be having voicegw.ezcloudinfo.com

Configure the certificate:

The SBC must be configured with a certificate from public certificate authority with the decided host name. We could also use wild card and SAN certs but the CSR needs to be generated from the certified SBC.

Firewall:

Below source and destination ports needs to be opened for communication between Microsoft PSTN hub FQDNs and the session border controllers.

Above Necessary source and destination ports needs to be opened in Firewall for the SIP Signaling, SIP Proxy ,Media Processing and Media Bypass to happen for the STUN, TURN , ICE connectivity and for successful Teams audio/video call .

Direct Routing configuration in Microsoft Teams:

Ensure that the users are fully transformed to Teams Only Mode.

Pair the SBC to the Direct Routing Service of Phone System:

Connect to Skype for Business Online admin center using PowerShell

Verify the online PSTN gateways.

Get-Command *onlinePSTNGateway*

Now add the new online PSTN gateway to add our SBC in the list.

New-CsOnlinePSTNGateway -Fqdn voicegw.ezcloudinfo.com -SipSignallingPort 5067 -MaxConcurrentSessions 50 -Enabled $true

Check the added SBC configuration.

Get-CsOnlinePSTNGateway -Identity sbc.contoso.com

Configure the phone number and enable enterprise voice.

Set-CsUser -Identity “Will Smith” -OnPremLineURI tel:+97155368846 -EnterpriseVoiceEnabled $true -HostedVoiceMail $False

Create the Voice Route to go via SBC.

New-CsOnlineVoiceRoute -Identity “UAE” -NumberPattern “^\+9(71|206)(\d{7})$” -OnlinePstnGatewayList voicegw.ezcloudinfo.com -Priority 1 -OnlinePstnUsages “UAE and India”

IMP Notes:

  1. Flow differs for external and internal media bypass.
  2. Internal media bypass – Flows within the network teams and SBC and traffic is routed to local PSTN provider.
  3. External Media bypass – Flows users will try to connect via certified SBC if now will take the SIP Proxy Route.
  4. Office 365 network is enhanced for teams traffic.
  5. Call Queues and Auto attendant configuration needs to be verified and configured according to the current setup.

Thanks & Regards

Sathish Veerapandian

Script to offboard resigned employee in a hybrid environment

The below script can be used in off-boarding below tasks for a resigned employees as a bulk operation.

This script will help in below actions for Exchange online and AD tasks to be removed in a Exchange hybrid environment:

  1. Convert exchange online mailbox to shared Mailbox.
  2. Disable the Mailbox protocols – OWA,ActiveSync, POP, IMAP, MAPI & OWA for devices.
  3. Hide the user from GAL.
  4. Remove the user from respective licenses E3,E5,EMS E3 & EMS E5 Licenses.
  5. Cancel all the calendar future meetings.
  6. Remove the user account from all groups.
  7. Set the account expiry of the AD account.
  8. Remove the IP Phone Attribute.
  9. Remove the manager field.
  10. Set out of office.

Prerequisites:

1.Run this from a management server where it has Exchange, Active Directory, MSonline and exchange online MFA PowerShell modules installed on it.

2.This will run from MFA enabled Admin accounts from windows powershell,connect to exchange online and msonline. Make sure to run this script from an elevated windows powershell mode.

3.Change the csv file location to your location
Connect-EXOPSSession -UserPrincipalname adminid@domain.com – Change the admin userprincipalname to your admin id.
Export-csv “c:\ops\Output\disabledusers.csv” – mention the location of the csv file

4. Create a CSV file which has only the userprincipalname of the resigned employees.

5. Change the OOF message details with the required information.


$MFAExchangeModule = ((Get-ChildItem -Path $($env:LOCALAPPDATA+"\Apps\2.0\") -Filter CreateExoPSSession.ps1 -Recurse).FullName | Select-Object -Last 1)
. "$MFAExchangeModule"
$cred= Get-Credential
Add-PSSnapin Microsoft.Exchange.Management.PowerShell.SnapIn
Import-Module activedirectory
Connect-MsolService -Credential $cred
Connect-EXOPSSession -UserPrincipalname adminid@domain.com
$E3 = "tenantname:ENTERPRISEPREMIUM"
$E5 = "tenantname:ENTERPRISEPACK"
$EMSE3 = "tenantname:EMSPREMIUM"
$EMSE5= "tenantname:EMS"
Import-csv  "mention the CSV path location" | foreach {
$UPN = $_.userPrincipalName
#Convert to shared mailbox
Set-Mailbox $UPN -Type “Shared” 
#Disable the Mailbox protocols
Set-CASMailbox  -identity $upn -OWAEnabled:$false -ImapEnabled:$false -MAPIEnabled:$false -PopEnabled:$false -ActiveSyncEnabled:$false -OWAforDevicesEnabled:$false -Confirm:$false -verbose
#Cancel all the future meetings
Remove-Calendarevents -identity $UPN.userprincipalname -CancelOrganizedMeetings -Confirm:$False 
#Remove the license
$msolupn= Get-Msoluser -Userprincipalname $UPN | select Objectid,Userprincipalname,Licenses 
Set-MsolUserLicense -UserPrincipalName $UPN.UserPrincipalName -RemoveLicenses $E3 -ErrorAction SilentlyContinue
Set-MsolUserLicense -UserPrincipalName $UPN.UserPrincipalName -RemoveLicenses $E5 -ErrorAction SilentlyContinue
Set-MsolUserLicense -UserPrincipalName $UPN.UserPrincipalName -RemoveLicenses $EMSE3 -ErrorAction SilentlyContinue
Set-MsolUserLicense -UserPrincipalName $UPN.UserPrincipalName -RemoveLicenses $EMSE5 -ErrorAction SilentlyContinue
#Hide from GAL
Set-RemoteMailbox  -identity $upn -HiddenFromAddressListsEnabled:$True
#Set the OOF
Set-MailboxAutoReplyConfiguration -Identity $UPN -AutoReplyState Enabled -ExternalMessage "“Please note that i no longer work for ezcloudinfo anymore.Kindly contact HR department via hr@ezcloudinfo.com for further communication.“"    
#Remove from Distribution Lists
Get-ADUser -Identity $UPN -Properties MemberOf | ForEach-Object {
  $_.MemberOf | Remove-ADGroupMember -Members $_.DistinguishedName -Confirm:$false
#Remove the manager field
Set-Aduser -Identity $UPN -Manager $null
#Remove IP Phone attribute
Set-ADuser -Identity $UPN -Clear ipPhone
#Set the Account Expiry
Set-ADAccountExpiration -Identity $UPN -TimeSpan 0.0:30
Write-Host The Users have been offboarded successfully -ForegroundColor Green
Get-Mailbox $UPN | select-Object name,recipienttypedetails | Export-csv "c:\ops\Output\disabledusers.csv"  -NoTypeInformation -Force -Append
}
}

Thanks & Regards

Sathish Veerapandian

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