Office 365: Exchange Online

This section covers the following topics:

• Prerequisites

• Configure Microsoft 365 Account

• Add Exchange Online Data Store

• Add Exchange Online Scan

• Unsupported Mailbox Types and Folders

Prerequisites

Configure Microsoft 365 Account

This topic describes how to generate the client ID, tentant key ID, and client secret key. These are required to register DDC with Microsoft 365 account. The topic also describes how to grant API permisisons to DDC to access specific resource APIs.

1. Generate Client ID and Tenant ID

2. Generate Client Secret Key

3. Grant API Access

Generate Client ID and Tenant ID

To generate the client ID and tenant ID:

1. Log on to the Azure app registration portal as an administrator account. After you log on successfully, you are redirected to the home page.

2. In the left pane, select the Microsoft Entra ID service. Alternatively, you can search for Microsoft Entra ID in the search bar.

3. Under Manage, click App registrations. The App registrations page is displayed.

4. Click + New registration. The Register an application page is displayed.

5. Specify the following:

   • Name: Display name for your application.

   • Supported account types: Select Accounts in this organizational directory only.

6. Click Register. The Overview page of the newly registered application is displayed.

7. Note down the values of Application (client) ID and Directory (tenant) ID. These values will be required when configuring a connection for the data store.

Generate Client Secret Key

1. Under Manage, click Certificates & secrets.

2. On the Client secrets tab, click + New client secret. The Add a client secret dialog box is displayed.

3. Specify the following:

   • Description: Description for the client secret key.

   • Expires: Validity for the client secret key. The recommended validity is 180 days (6 months).

4. Click Add. The client secret key is added. The Value column displays the client secret key.

5. Copy the client secret key and save it to a secure location. This secret key will be required when configuring a connection for the data store.

Warning

Save the client secret key in a secure location. You cannot access this client secret key after you navigate away from the page.

Grant API Access

To scan Exchange Online targets, you need to grant permissions to DDC to access specific resource APIs.

1. Under Manage, click API permissions.

2. In the Configured permissions section, click + Add a permission. The Request API permissions dialog box is displayed.

3. On the Microsoft APIs tab, click Microsoft Graph > Application permissions.

4. Select the following API permissions for your app:

   Permissions	Description
   • Group.Read.All • User.Read.All • Directory.Read.All • Mail.Read • Contacts.Read • Calendars.Read	Permissions required for scanning Exchange Online targets.
   • Group.ReadWrite.All • User.ReadWrite.All • Directory.ReadWrite.All • Mail.ReadWrite • Contacts.ReadWrite • Calendars.ReadWrite	Permissions required for remediating Exchange Online targets.

   

   Tip

   To add permissions:

   1. In the search box, type the permission you want to add.

   2. Select the check box to the left of the permission. Similarly, select all the required permissions.

   3. Click Add permissions.

5. In the Configured permissions section, click Grant admin consent for <organization name>. The Grant admin consent confirmation dialog box is displayed.

6. Click Yes.

The Status column for all the newly added API permissions is updated to Granted for <organization name>.

Add Exchange Online Data Store

To add the Exchange Online data store:

1. Log on to the CipherTrust Manager GUI.

2. Open the Data Discovery & Classification application.

3. Click Data Stores > Data Stores > Add Data Store. The Add Data Store wizard is displayed.

4. Complete the following steps:

   1. Select Type & Category

   2. General Info

   3. Configure Connection

   4. Add Access Control & Tags

Select Type & Category

1. Under Select Data Store Category, select Cloud.

2. From Select Cloud Type, select Office 365: Exchange Online.

3. Click Next.

General Info

1. Specify the following details:

   • Data Store Name: Name for the data store.

   • Description (Optional): Description for the data store.

   • Location Name: Location of the data store.

   • Add Location: Click Add Location to add new locations to the Location Name dropdown list. Refer to Adding Locations for detailed steps.

   • Sensitivity Level (Optional): Sensitivity level for the data store. Refer to Sensitivity Levels for details.

   • Enable Data Store: Whether to enable the newly added data store. Select the check box to enable the data store.

2. Click Next.

Configure Connection

1. Specify the credentials of the Exchange Online domain:

   Field	Description
   Exchange Online Domain	Microsoft 365 domain to scan (for example, example.onmicrosoft.com). Only accounts where the user principal name (UPN) shares the same domain as specified in the Exchange Online Domain field will be scanned. For example, if Exchange Online Domain is set to example.onmicrosoft.com, user1@example2.onmicrosoft.com will not be scanned even if the user belongs to a group in the example.onmicrosoft.com domain. To scan multiple domains within your organization's Microsoft 365 environment, add these domains as separate Exchange Online targets.
   Client ID	Client ID (application ID) of Exchange Online. For example, clientid-1234-5678-abcd-6d05bf28c2bf. Refer to Generate Client ID and Tenant ID for the client ID.
   Client Secret Key	Exchange Online client secret key. For example, client~secret.key-CHvV1B5YQfr~6zDjEyv. Refer to Generate Client Secret Key for the client secret key.
   Tenant ID	Tenant ID of Exchange Online. Your Microsoft 365 tenant ID is a globally unique identifier (GUID) that is different than your organization name or domain. For example, tenantid-1234-abcd-5678-02011df316f4. Refer to Generate Client ID and Tenant ID for the tenant ID.

2. In the Select Number of Agents field, set the minimum and maximum number of agents for the data store. Refer to Agents for more information.

   

   Warning

   • As there is no limit on the number of minimum and maximum agents that you can set, you should exercise caution so that you do not impact the system performance by using too many resources for a single scan.
   • You will not be able to add a datastore if the minimum number of agents cannot be assigned.
   • A scan will fail if the assigned agent is unavailable after adding the datastore.
   • The minimum number of agents must be less than or equal to the maximum number of agents.

3. (Optional) In the Add Label field, enter a label. You can also remove an existing label.

4. Click Next.

Add Access Control & Tags

1. (Optional) Grant the All groups (default) access for reports. Alternatively, select a group.

2. Click Save.

The data store is added to the Data stores page. If the Ready to Scan column shows Ready, then data store is properly configured.

For more information on Access control and Tags, expand the section below.

Note

• Only accounts where the user principal name (UPN) shares the same domain as specified in the Exchange Online Domain field will be scanned.

• To scan multiple domains, you need to add the domains in a new data store and add this data store in the scan setting.

• A group can have an email associated with it. If the group has a domain similar to the configured Exchange Online Domain, then only the group will be scanned.

• A group may not have an email configured. The group will be scanned if the users in the group have the same domain as configured in Exchange Online Domain. Users with a different domain won't be scanned.

  For example, security groups don't need an email, they will still be scanned. However, the users that belong to this group should have the same domain as the group domain to be scanned. Users that belong to this group, but have a different domain, will not be scanned.

• A group, which has the same email as the group domain, may contain users with different domains. In this case, only the users that share the same domain as the group domain will be scanned.

Add Exchange Online Scan

To add a scan for the Exchange Online:

1. Open the Data Discovery & Classification application.

2. Click Scans > Add Scan. The Add Scan wizard is displayed.

3. Complete the following steps:

   1. General Info

   2. Select Data Stores

   3. Add Targets

   4. Select Profiles

   5. Add Filters

   6. Schedule Run

   Refer to Scans for the description of screens of the Add Scan wizard.

General Info

1. Specify a Name for the scan.

2. (optional) Add a Description for the scan.

3. Expand Advanced Configuration and specify advanced configurations such Scan Priority, Memory Usage Limit, and Amount of Data Object Volume. Refer to Advanced Configuration for details.

4. Click Next.

Select Data Stores

1. Under Data Store Name, select the desired data store that is Ready for scanning. You can select multiple data stores, if required.

2. Click Next.

Add Targets

1. To add a scan target, do one of the following:

   • Under the Add Target field, specify the correct target path and click Apply.

     If no specific target is added, the entire data store will be scanned.

     The following table lists target paths and syntax to specify them with examples.

     Target Path to Scan	Syntax	Example
     Complete data store	<Empty_Path>
     All user accounts in a specific group	<Group Display Name>	TEST_GROUP
     Specific user account in group	<Group Display Name>/<User Principal Name>	TEST_GROUP/user1@example.onmicrosoft.com
     Specific folder for user account in group (e.g. Calendar, Contacts, Notes etc.)	<Group Display Name>/<User Principal Name>/<Mailbox Folder>	TEST_GROUP/user1@example.onmicrosoft.com/Inbox
     All user accounts	<All Users>	All Users
     Specific user account (Recommended for user accounts that do not belong to any group.)	< All Users/User Principal Name	All Users/user1@example.onmicrosoft.com
     Specific folder for user account (e.g. Calendar, Contacts, Notes etc.) (Recommended for user accounts that do not belong to any group.)	<All Users/<User Principal Name>/<Mailbox Folder>>	All Users/user1@example.onmicrosoft.com/Inbox

     

     Note

     • Target paths are case-sensitive. Target paths can be groups user principal name and specific folders and files.

     • If multiple Microsoft 365 groups with the same display name exist in your domain, then only the first instance of the group will be retrieved. For example, if three groups have the same display name, "TESTGROUP", then the first "TESTGROUP" group for the Exchange Online target will be scanned.

   • Navigate and add target paths.

     1. Click Browse to navigate target paths from the root level.

        Alternatively, provide an initial path in the Add Target Path field and click Browse to navigate targets from that point onward.

     2. In the left pane, navigate and select the desired target path.

     3. Click Add Path to add the target path to the right pane. Similarly, add other target paths.

     4. Click Add.

     

     Tip

     Either navigate the target paths from the root level (without specifying any path in the Add Target Path field) or make sure you provide the correct path to navigate further locations within it.

2. Click Next.

Select Profiles

1. Under Classification Profile Name, select the desired classification profiles to search for in the data store. You can select multiple data stores, if required. Refer to Classification Profiles for details on classification profiles.

2. Click Next.

Add Filters

This step is optional.

Note

Filters only apply to the scan entities found until the specified folder name in the target path. It doesn't include anything inside that folder or beyond it.

1. Select the desired filter from the Select Filter drop-down list.

   To filter the locations to scan an Exchange Online data store, consider the following syntax.

   

   Note

   Exclude locations by prefix, suffix, and expression filters support wildcard characters. See Using Wildcard Characters to learn how wildcards work.

   • Exclude locations by prefix

     Excludes search locations and nested locations with paths that begin with a given string. It can be used to exclude entire directory trees. Specify <string>.

     Filter Item	Example
     Group	All Users
     User/Account	All Users/sample@sjcpl.onmicrosoft.com Wildcard usage *sample@sjcpl.onmicrosoft.com — Applies all paths ending with 'sample@sjcpl.onmicrosoft.com' as prefix.
     Folder	All Users/sample@sjcpl.onmicrosoft.com/inbox Wildcard usage *inbox — Applies all paths ending with 'inbox' as prefix. Note: Folder name is not case-sensitive.
     Attachment	All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/2021-02-22T06:40:18Z/maildir-a.zip All Users/sample@sjcpl.onmicrosoft.com/folder_name/subject — This filters out a specific mail and all its content with a corresponding subject name. All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/2021-02-22T06:40:18Z Wildcard usage All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/*/maildir-a.zip — Applies all paths starting with 'All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/' and ending with '/maildir-a.zip' as prefix. It is recommended to the use string to avoid manually checking email's date and time and converting it to required format. *maildir-a.zip — Applies all paths ending with 'maildir-a.zip' as prefix. This filters out all data objects with attachment maildir-a.zip. *subject — Applies all paths ending with 'subject' as prefix.

   • Exclude locations by suffix

     Excludes search locations and nested locations with paths that end with a given string. Specify <string>.

     Filter Item	Example
     Group	All Users* — Applies all paths starting with 'All Users' as suffix.
     User/Account	sample@sjcpl.onmicrosoft.com* — Applies all paths starting with 'sample@sjcpl.onmicrosoft.com' as suffix *sample@sjcpl.onmicrosoft.com* — Applies all paths containing 'sample@sjcpl.onmicrosoft.com' as suffix.
     Folder	inbox* — Applies all paths starting with 'inbox' as suffix.
     Attachment	maildir-a.zip Wildcard usage All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/*/maildir-a.zip* — Applies all paths starting with 'All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/' and containing '/maildir-a.zip' anywhere in the followed path as suffix *maildir-a.zip* — Applies all paths containing 'maildir-a.zip' as suffix.

   • Exclude locations by expression

     This filter is majorly used with wildcard characters.

     Excludes search locations and nested locations that matches the given expression. Specify <string>.

     For example, to exclude locations that contain 'blob' in their path, use expression *blob*.

     Filter Item	Example
     Group	All Users* (Use a trailing * to exclude a given location.)
     User/Account	All Users/sample@sjcpl.onmicrosoft.com* or *sample@sjcpl.onmicrosoft.com*
     Folder	All Users/sample@sjcpl.onmicrosoft.com/inbox* or *inbox*
     Attachment	• All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/2021-02-22T06:40:18Z/maildir-a.zip or • All Users/sample@sjcpl.onmicrosoft.com/Inbox/Mail a/*\/maildir-a.zip* or • *maildir-a.zip*

   • Include locations modified recently

     Includes search locations modified within N number of days from the current date, where the value of N ranges from 1 to 99 days. After selecting this filter, specify Days from current date.

   • Exclude locations greater than file size

     Excludes files that are larger than a given file size (in MB). After selecting this filter, specify the file size in MB.

   • Include locations within modification date

     Includes search locations modified within a given range of dates. After selecting this filter, specify Start and End dates.

2. Click Apply.

3. Repeat the above steps to apply multiple filters. Click Remove to remove any applied filter.

4. Click Next.

Schedule Run

1. Specify the scan run frequency. The two options are:

   • Manual: This is the default option. Select this option run the scan manually. Select the Run Now check box to start the scan run after you save the changes.

   • Scheduled: Select this option to configure the scan to run automatically at the specified time.

   Refer to Schedule Scan for more details on scheduling scan runs.

2. Click Save.

Note

API request default quota for SharePoint Exchange Online is 800 per minute. If this limit is exceeded, API request will fail and scan run may encounter different issues.

Unsupported Mailbox Types and Folders

Currently, DDC doesn't support the following mailbox types and folders for the Exchange Online target:

• Inactive mailboxes

• Disabled mailboxes

• Unlicensed mailboxes