Manage User Role Assignment Policies in Exchange Online

  In Exchange Online, role assignment policies let admins control what actions users can perform within their own mailboxes and the distribution groups they own. These policies act as predefined permission sets that enable or restrict mailbox features without granting higher privileges.  For organizations with diverse mailbox management needs, role assignment policies simplifies control over access permissions like distribution group membership, delegation, and more. Assignment policies help keep settings consistent, improve security, and give users the right level of access. In... Read More Read More

Filter Spam Using Mail Flow Rules in Exchange Online

Spam emails are one of the most common tactics used by cybercriminals to steal sensitive information, distribute malware, or compromise Microsoft 365 email accounts. These messages often look like real emails but may contain fake links, harmful attachments, or misleading information. If users aren’t careful, clicking on them can lead to data loss, malware infections, or even security breaches.  While built-in anti-spam policy provides a solid first layer of defense, organizations can enhance spam filtering by using mail flow rules... Read More Read More

How to Fix the “Room Finder in Outlook Doesn’t Display Any Rooms” Issue

Scheduling a meeting in many organizations is rarely quick—it often involves major steps like checking meeting room availability in Outlook and coordinating across teams. Finding and booking the right meeting room often feels like solving a puzzle, frustrating users unnecessarily. To address this, Microsoft introduced Room Finder in Outlook, a feature designed to make scheduling meetings as easy as picking a time slot. With just a few clicks, users can view available rooms, check capacities, and book the space that... Read More Read More

How to Encrypt Email Messages with Mail Flow Rules in Exchange Online

When employees send sensitive data like financial reports or customer records to partners through email, encryption is key to protecting the confidentiality and integrity of data. However, relying on users to manually apply encryption is unreliable and leaves too much room for mistakes. That’s why every organization needs a consistent, automated way to safeguard email communication. One of the most effective ways to achieve this is to encrypt emails with transport rule in Exchange Online. This approach lets you apply... Read More Read More

Restrict Attachment Downloads in OWA Using CA Policy

For IT administrators, securing email communication in the modern workplace extends beyond just inbox monitoring. With the growing adoption of BYOD (Bring Your Own Device) policies, it becomes crucial to control how employees access emails and attachments, particularly when using their personal devices. The risk of data exposure increases significantly when these attachments are accessed via OWA on unmanaged devices.  Unrestricted access to attachments in such scenarios opens vulnerabilities, allowing sensitive documents to be downloaded and shared without authorization, leading... Read More Read More

How to Schedule a Meeting with Scheduling Poll in Outlook

When you are part of a large team, finding a time when everyone is available for a meeting can be surprisingly difficult. Tracking each person’s availability, checking room mailbox calendars, booking a meeting room… all while juggling emails that say things like: “Sorry, can we reschedule? I’ve got something urgent.” “Declined — not available at that time.” We’ve all been there🤯. Wouldn’t it be easier if you could just schedule a meeting based on attendees’ preferences? That’s exactly what the... Read More Read More

How to Set Up Room Finder in Outlook

If you’ve ever scheduled a meeting in your organization, you’ve likely come across room mailboxes. These resource mailboxes represent physical meeting spaces and allow you to book rooms from anywhere at any time. While they help with the booking process, finding an available room that meets your specific needs can still be challenging. Imagine this: A small team of five reserves a conference room for 50, leaving a larger team scrambling for space. This misallocation leads to underutilized resources, delayed... Read More Read More

How to Create Mobile Device Mailbox Policy in Microsoft 365

Have you ever considered the risks when an employee uses a non-compliant mobile device to access organization emails? Without proper security measures, these mobile devices become gateways for malicious actors to steal sensitive data or delete emails, jeopardizing your Microsoft 365 security. To avoid these circumstances Exchange Online mobile device mailbox policies step in as a vital defense. These policies restrict non-compliant devices from accessing emails and allow you to remotely wipe email data from lost, stolen or non-compliant mobile... Read More Read More

How to Recover Deleted Emails from Microsoft 365 Mailbox

Users delete the emails either by accident or on purpose. When crucial business or personal information is lost as a result, it can lead to concern if the deletion was unintentional. Fortunately, in Exchange Online, administrators have the ability to audit email deletions and recover permanently deleted emails from a user’s mailbox. This includes emails that have been permanently deleted (purged) by a user or removed by an automated retention policy. However, these messages can only be retrieved if the deleted item... Read More Read More

New Limit for Dynamic Distribution Groups in Exchange Online

Dynamic Distribution Groups (DDGs) are mail-enabled groups used to send massive emails like announcements, and other information within a Microsoft 365 environment. It has dynamic membership capability where members have been changing automatically based on the configured conditions in the group. However, not all DDGs are used frequently in the organization and are left unused for a longer period. For efficient usage of DDGs, Microsoft has come up with a new limit for DDGs creation in a tenant. Starting April 2025,... Read More Read More