Moving to the cloud is a big step for a lot of schools, colleges and universities. “How do I manage Live@edu?” is one of the biggest questions asked by people unfamiliar with the cloud. A common misconception is that cloud services are zero-admin and that once you hand over responsibility of hosting to a cloud provider you ultimately lose control over your own data and services. Some people even view the cloud as a threat to their jobs. This could not be further from the truth…
Management in the happy Cloud, not nuclear Cloud!
While Live@edu doesn’t provide all the same management features as on-premise Exchange, that doesn’t mean it’s like a nuclear bomb to manage.
Live@edu is managed in a number of ways: via Windows PowerShell, the Exchange Control Panel, and the Service Management Portal. Some legacy functionality is still handled through the Windows Live Admin Centre, too.
Windows PowerShell provides a really great set of cmdlets to perform all the usual tasks and is often the only method to perform certain tasks (such as Dynamic Distribution Group management). The Exchange Control Panel provides web-based GUI access to a wide variety of tasks for day-to-day maintenance and the Service Management Portal provides access to managing your domain, accepted domains, co-branding and DNS settings.
Lots to do, but no tin to do it with…
By farming your users out to the cloud you reduce the number of physical (or virtual) servers you need to manage which in turns reduces your power consumption, and data storage requirements, while giving you more time to actually manage the service. With a 99.9% target uptime you can afford to spend more time doing the fun things.
So “how do I manage Live@edu?” – the answer is simple: largely the same way you manage your on-premise Exchange but without the worry of maintaining a box in your server room.
With Microsoft’s announcement yesterday that its Business Productivity Online Suite (BPOS) and Live@edu would eventually converge into the new Office 365 for enterprises and Office 365 for education offerings it also expanded on some of the benefits that will be available for education customers when it becomes available sometime next year.
Ray Fleming (@RayFleming), Microsoft’s education marketing manager, blogged last night about some of the changes over on the UK Schools Blog, but I’ve summarised some of the key benefits for education below.
- Large 25GB mailboxes and the ability to send attachments up to 25 MB
- Anywhere access to e-mail, important documents, contacts and calendar on nearly any device, including PC, Mac, Windows Phone, iPhone, Android and BlackBerry
- Works with the programs students know and use most — Microsoft Outlook, Word, Excel, PowerPoint and OneNote
- Student access to Office Web Apps for viewing, sharing and light editing of documents
- Team sites to share, manage and search for information and resources
- Industry-leading, always-up-to-date anti-virus and anti-spam solutions
- Optional student access to 25 GB of free online storage on Windows Live SkyDrive
- Latest version of Microsoft Live@edu, which has thousands of schools and millions of student users today
I’m really excited to see the suite in action – Live@edu is already used by tens of millions of users in more than 100 countries. In my opinion Office 365 for education represents are real step forward in offering cloud-based solutions for schools, colleges and universities in the UK.
<img style="background-image: none; margin: 0px 0px 0px 10px; padding-left: 0px; padding-right: 0px; display: inline; float: right; padding-top: 0px; border-width: 0px;" title="spam" alt="spam" src="http://blog.jamesbmarshall.com/wp-content/uploads/2In part 1 of this guide I covered how to create a DDG that sent mail to users that had “Parent” in their CustomAttribute1 field. I also described how to test the DDG to ensure that the right users had been added.
In this part I’ll cover how to restrict access to the DDG. Sending mass emails to parents is not an uncommon event, but what if you want to moderate emails before they’re allowed to be sent? What if you want the DDG to be hidden from all your users to prevent misuse?
1. Hide DDG from the GAL
We can modify our existing “All Parents” group by using the following code that will remove it from the GAL:
Set-DynamicDistributionGroup "All Parents" –HiddenFromAddressListsEnabled $true
You can re-enable visibility in the GAL by changing $true to $false.
2. Enable moderation
The following code will turn moderation on, set the DDG moderator to a user whose alias is james, and send notifications only to internal senders whose mail is rejected by the moderator.
Set-DynamicDistributionGroup "All Parents" –ModerationEnabled $true –ModeratedBy james -SendModerationNotifications Internal
Any mail that is sent to the “All Parents” DDG now has to be manually moderated before it is passed on to the recipients.
More information on the additional parameters you can use with Dynamic Distribution Groups can be found on the Outlook Live help website.
Following on from my previous post detailing the options for sending mass mails, I thought it would be useful to post the PowerShell code I’ve used in the past to create, and test, DDGs.
DDGs, rather than store a set list of recipients, will mail users who satisfy the criteria upon which the group is based. There are a variety of attributes you can use, such as CustomAttributeX (where X is a number 1 to 15). I’ve included some sample steps:
1. Create new dynamic distribution group:
New-DynamicDistributionGroup "All Parents" -IncludedRecipients MailboxUsers, MailContacts –ConditionalCustomAttribute1 Parent
This code creates a new DDG called “All Parents” (AllParents@your-domain.ac.uk) and includes your mailbox users and external contacts in the search on CustomAttribute1, which in this case looks for “Parent”.
2. Test DDG criteria:
$DDG = Get-DynamicDistributionGroup "All Parents";
Get-Recipient -RecipientPreviewFilter $DDG.RecipientFilter
This code will display all the users the DDG would mail if you were to send a message to it. You should see all users who have “Parent” in CustomAttribute1 listed.
It is important to consider setting restrictions on who can mail the DDG – by default it cannot be mailed from outside of your Outlook Live domain; however unless you specifically set it your DDG will be visible in the GAL and “mailable” by all your users.
For information on hiding and moderating your DDGs, read part 2!
Sending an email to lots of users is not just the preserve of spam bots and marketers it’s also something people need to do with perfect legitimacy. Take, for example, the warden for a university halls of residence who may want to email all his resident students to welcome them to their new home for the year, or the head teacher who needs to email all the students in a school to tell them about the school sports day this summer…
In a medium to large institution this could easily run into the tens-of-thousands of recipients, but with limitations on the number of emails that can be sent from a Live@edu account in one day (500, in case you were wondering!) – what’s the best way to do it?
In this blog post I will cover two ways to achieve a successful ‘mass mail’:
1. On-Premises Exchange
The first, and simplest, answer is to maintain an on-premises mail server to handle these big mail-shots. As the server is locally hosted and administered it doesn’t fall under the limitations of the Live@edu mail service and therefore can send as many emails as the institution defines as its limit.
There are some considerations for adopting this method:
- Whitelisting the server is a must. Failing to do so with Live@edu may result in your local mail server being blocked for spam; resulting in several days of interrupted service as it can take up to three business days to unblock an IP address.
- This method is not particularly dynamic.
- This method is not free as it requires the continued maintenance of a local mail server. Depending on your deployment, and requirements, this may be an issue.
2. Dynamic Distribution Groups
Dynamic Distribution Groups (DDGs) are my current class favourite. Dynamic in name and nature this wonderful distribution group type allows a practically limitless number of recipients to receive email.
Unlike a standard distribution group where a mail sent to a group containing 25 recipients would count as 25 separate emails, a DDG calculates the recipients on the fly determining who should be sent the email based on a set of criteria specified when the DDG is created. So a DDG that would result in 500 people being emailed would still only count as 1 email.
Food for thought:
- DDGs check the recipients every time you send an email, so if a new person who would be eligible for the email joins the GAL then they will receive it automatically.
- DDGs can include external mail contacts.
- DDGs can be hidden from the GAL.
- Security – who can send to the DDG – can be applied to prevent abuse.