Creating solutions for productive, connected team working.

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Office 365 App Password with MFA | HowTo | 1 of 2

Part One | Part Two

If you’re using Multi-Factor Authentication for your organisation, and want to use applications which connect to your Office 365 account, you will need to create an Office 365 App Password. This is to enable the App to connect to Office 365. For example, if you’re using Outlook 2016 or earlier, Apple Mail App, Skype for Business or any other third party client with Office 365, you’ll need to create an App Password.

Thankfully, creating an Office 365 App Password is really easy to do, if a little hard to find.

Log in to the portal here: https://portal.office.com

  1. Once logged in, click on the Profile Picture on the top right:

    Office 365 App Password Portal Login Step One

    Office 365 Portal Login Step One

  2. Click on View account:

    Office 365 View Account App Password Step Two

    Office 365 View Account Step Two

  3. Click on Manage Security & Privacy:

    Manage Office 365 App Password Security Privacy Step Three

    Manage Security & Privacy Step Three

  4. Click on Additional security verification:

    Office 365 App Password Security Privacy Step Four

    Additional Security Verification Step Four

  5. Click on Update your phone numbers used for account security:

    Office 365 Update Numbers App Password Step Five

    Update Numbers Step Five

  6. Click on app passwords:

    Office 365 Select App Passwords Step Six

    Select App Passwords Step Six

  7. Click on create:

    Create Office 365 App Password Step Seven

    Create Office 365 App Password Step Seven

  8. Enter a Name in the box, something unique is recommended. I usually name the client application the App Password is associated with. In the example below I have used Apple Mail App. Click next:

    Name Office 365 App Password Step Eight

    Name Office 365 App Password Step Eight

  9. Now either copy by selecting the line, taking care not to pick up any spaces or other characters, or click on copy password to clipboard. You can now use this App Password in your client application, such as Apple Mail App, Thunderbird, iPhone, iPad. Take care as this is the only time you will see Your app password. They cannot be viewed or changed once you click close:

    Copy Office 365 App Password Step Nine

    Copy Office 365 App Password Step Nine

  10. When you Enrolled in Multi-Factor Authentication you were given an initial App Password. I recommend deleting the initial app password, in favour of creating individually named App Passwords. This allows you to ensure each device or client is separate, which is more secure and easier to manage when you want to remove authentication. Click Delete:

    Delete Office 365 App Password Step Ten

    Delete Office 365 App Password Step Ten

  11. Confirm you want to delete the App Password and click Yes:

    Confirm Delete Office 365 App Password Step Eleven

    Confirm Office 365 App Password Step Eleven

  12. The App Password has been successfully deleted. Click close:

    Change Office 365 App Password Step Twelve

    Change Office 365 App Password Step Twelve

  13. Thats it. You now have an App Password for your Apple Mail App. Repeat steps 7, 8 and 9 to create additional App Passwords.

    Review Office 365 App Password Step Thirteen

    Review App Password Step Thirteen

In Part Two, coming soon, I will demonstrate how you can add your App Password to a variety of clients and devices, including Apple Mail App, iPhone, iPad and Outlook 2016.

With over 20 years of experience, Serviceteam IT design and deliver sophisticated connectivitycommunicationcontinuity, and cloud services, for organisations that need to stay connected 24/7. We take the time to fully understand your current challenges, and provide a solution that gives you a clear understanding of what you are purchasing and the benefits it will bring you.

To find out how we can help you, call us on 0121 468 0101use the Contact Us form, or why not drop in and visit us at 49 Frederick Road, Edgbaston, Birmingham, B15 1HN.

We’d love to hear from you!

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Leased Line Connectivity: What is it?

If your organisation needs connectivity to support business critical data and applications, it’s important to find a solution that works for you, and a leased line connection is often part of that. Leased lines provide connections between networks that require data to ease communication. This could mean they connect offices to the Internet, or to other geographically distant offices and sites, or they might even carry telephony data such as a call centre.

In short:

A leased line is a dedicated, uncontended, symmetric, resilient data connection often used by businesses or distributed organisations.

Since that contains a lot of technical jargon, let’s run through those terms individually:

Leased Line Features


Dedicated

This means your leased line connection is solely used for your data.

This is important for two reasons. Firstly it’s better for data security as your data doesn’t travel on public routes. But it also means other users don’t affect the quality of your connection.

Uncontended

Contention ratio is the maximum potential demand at any one time, over the actual available bandwidth.

Often with shared Internet connections such as home broadband there are peaks and troughs in terms of bandwidth. You may notice in the evenings that Internet seems ‘slower’. The higher the ratio, the more likely that your connection will be affected and ‘slowed down’ at peak times.

A dedicated leased line will have a 1:1 contention ratio. This means that the provider can guarantee a fixed speed or bandwidth, regardless of the time of day.

Symmetric

This means the downloads speeds are the same as the upload speeds. This is useful for a number of common activities such as:

  • Online Backups
  • Desktop as a Service
  • Video Conferencing
  • IP Telephony
  • Uploading large files

Additionally, leased line connections usually come at higher bandwidths than ordinary connections with up to 10Gbps capacity available.

Resilient

Resilience means that the connection doesn’t go wrong, and if it does, it has the ability the quickly recover. Most leased line connections have around 99.99% uptime. That’s about 60 seconds of downtime a week.

If your organisation is dependent on connection to the outside world, then it is vulnerable if this connection is lost. Having a connection with resilience mitigates this and provides business continuity.

A resilient leased line solution will ensure there is no single point of failure. This can be done by incorporating secondary lines to increase diversity, which means using multiple providers, fibre routes, and entry points. If connectivity is at the forefront of your operations, then a diverse leased line solution provides much better protection against interruptions or outages.

Leased Line Benefits


Save Time & Money

An improved connection provides an excellent return on investment, and enables organisations to take full advantage of cost-saving cloud services. Additionally the increased resilience of leased line connections means that the impact of costly downtime is mitigated.

Improve Productivity

Work smarter, not harder. Every organisation is somewhere on the way to being on the cloud, if not already fully cloud based. Cloud based software and collaboration services improves the way people work, and link them more effectively to sites or customers located in other sites or even across the globe.

Security & Continuity

Enjoy peace of mind with secure private virtual cloud. Mitigate both cost challenges and migration risks with flexibility and ensure business critical functions stay online around the clock with high availability backed by SLAs.

How do you get one?


Serviceteam IT have enterprise solutions for organisations of any size. We offer scalability and flexibility that would otherwise be unavailable from legacy services, and deliver dedicated, secure, uncontended fibre connections for all your voice and data traffic. What Serviceteam IT offer is:

  • Extensibility – Our infrastructure can grow, adapt and scale to your business
  • Continuity – Network designed with contingency options for business continuity
  • Cost Savings – Do away with expensive hardware, switching, and set-up costs
  • Fully managed – Eliminate admin and billing headaches
  • Proactively monitored SLA – with up to 99.999% uptime
  • Maintainence – Hardware maintenance included in standard service
  • 24/7 Support – From a dedicated fault management team

With over 20 years of experience, Serviceteam IT design and deliver sophisticated connectivity, communication, continuity, and cloud services, for organisations that need to stay connected 24/7. We take the time to fully understand your current challenges, and provide a solution that gives you a clear understanding of what you are purchasing and the benefits it will bring you.

To find out how we can help you, call us on 0121 468 0101use the Contact Us form, or why not drop in and visit us at 49 Frederick Road, Edgbaston, Birmingham, B15 1HN.

We’d love to hear from you!

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Award Winning Communication – Congratulations to Genesis Innovations

We always like to shout about our customer success, and we are pleased to announce that on Friday night at the Edgbaston Cricket Ground, Arun Luther of Genesis Innovations picked up the 2017 Signature Award for Excellence in Finance.

The Signature Awards celebrate the best in those involved in the wealth creation process and with a link to servicing the business community with categories in banking, law, accountancy and for those involved in land, architecture and property development. The awards shine a spotlight on the work of those professionals who have produced cutting edge thinking and have driven the market forward.

Arun came to us when was planning some marketing initiatives. He needed to know how effective his marketing was. He also needed to make sure that he had the communication systems and infrastructure in place, so that his clients were able to contact him wherever he was. That same day we set-up an IP Telephony phone system with Arun’s preferred number assignment for marketing communications. As the needs of Genesis Innovations have grown we have added handsets for use in their new office, again set-up immediately and without fuss. We’re proud that we’ve been able to help bring success to our customers.

If you’d like to improve the way you communicate with customers and take advantage of (award-winning) telephony, feel free to contact us or get in touch on 0121 468 0101.

If you would like to find out more about the features and benefits of IP Telephony, hit this link or take a brochure [pdf].

 

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Office 365 Email Continuity & Disaster Recovery | HowTo

Email continuity is critical. Learn how to protect email with simple, and old hat, methods in tandem with Exchange Online for email continuity & email disaster recovery.

Email continuity & Email Disaster Recovery: I’m not sure if it’s just me, but there does seem to be an incessant whine regarding the demise of email. Usually from some thought leader or other, who quite possibly only reads his emails in Outlook and has never had to configure a monitoring service, a notification tracker or a Line of Business Application for email continuity.

Of course in order for humans to communicate there are many other channels available, such as Slack, which I use for notifications that I’ve arrived at the office, but not left;). Skype for Business too, which is our go-to application for video conferences, chat with end users and to see if someone is both sentient and available. I even have a mobile phone and an IP Telephony desk phone, plus FaceTime, iMessage, Zoiper and many more. There are those other things, such as Social Media, where I occasionally play in the LinkedIn pool. Personally, I prefer an actual face to face conversation, sometimes involving a pen and paper and a cup of coffee.

Declaring the demise of email is a rather bold, personally I’d say a little ignorant. Not merely because of the pervasive implementation in things that don’t actually get read, but also because it is still a mechanism where you can write something, attach something and consider something prior to sending it. Radical Group reports that approximately 205 billion email messages are sent per day.  That is 2,372,685 emails per second. I had to turn my phone sideways to calculate that. One of our own customers sends and receives several million emails each month. On balance, email is not about to cease anytime soon.

Why implement Email Continuity & Email Disaster Recovery for Office 365 Exchange Online?

Okay, email can sometimes feel like an annoyance, however, imagine if email were suddenly cut off? Most organisations rely on email to not only conduct day-to-day business, but to also ensure the wheels in the background are turning. Loss of email access or usability can not only slow productivity, it can also cost money.

I recently read a post where it was suggested that an emergency inbox in the cloud was an ideal solution in order to achieve email continuity. It’s not. Look at the numbers above. It would be impractical to have a days worth of the several million emails per month for one business delivered in to one big bucket. How would you make sense of them? What would you do with them if you could? Where would they be stored? When would you be able to restore them to the primary mailboxes? Whilst I’m not laughing and pointing at the idea, much, there is a far better solution.

MX Fallback for Email Continuity & Email Disaster Recovery for Office 365 Exchange Online

Aside from having a reliable, enterprise designed provider, such as Microsoft Office 365, I have to confess to being a little distrusting of any particular service as the only resource. The very nature of technology means it will break or cease to operate correctly for some reason or other and email continuity is too important to ignore.

MX, and the possibility of MX Fallback, was implemented in January 1986 in RFC973 and RFC974 and is perfect for email continuity with Office 365 Exchange Online. In simple terms, Mail Xchange was given a list, mail-1.serviceteamit.co.uk, mail-2.serviceteamit.co.uk and so on. Each MX can be given what is often referred to as a priority, but is in actual fact just an ordered list. Ordinarily your first entry is O, 1 or 10.

Adding MX Records to DNS

With Office 365 and Exchange Online there is only a single entry. Since the last update to Exchange Online the MX entry is in the form:

domain-suffix.mail.protection.outlook.com.

Prior to the previous update to Exchange Online the MX entry was in the form:

domain-suffix.mail.eo.outlook.com.

Both style entries work correctly and there are no current notices that the previous syntax will be deprecated.

For the purpose of fallback we want to add another MX record immediately following the main entry. For example our first two MX records are:

MX 0 serviceteamit-co-uk.mail.protection.outlook.com

MX 1 serviceteamit-co-uk.mail.eo.outlook.com

Our MX Fallback server records for email continuity and email disaster recovery are:

MX 11 mx00.1and1.co.uk

MX 12 mx01.1and1.co.uk

The first two entries. MX 0 and MX 1, are to our primary mail provider, Office 365 Exchange Online. Both of these records land on the same email servers and are of course not the fallback. The third and fourth entries are the Fallback servers. MX 11 or MX 12 will be chosen for delivery of email should either of the first two hosts not respond. There are a number of reasons the primary servers may not respond including network issues, DNS issues, DDoS issues, simply being offline and many others.

Adding recipients to the Fallback host

The simplest way to implement recipients is to enable a catch all on the Fallback server. Practically any email server has the functionality to receive at catch all, or catchall, denoted as *@serviceteamit.co.uk. This way any recipient for email disaster recovery,  firstname.lastname@serviceteamit.co.uk or random@serviceteamit.co.uk, will be delivered, albeit to one big bucket. The catch all instructions for 1&1 can be found here. A catch all is obviously not recommended as it’s merely a big bucket of email, the reasons not to have are outlined above.

The most sensible approach would be to add all users as mail recipients. All mail user recipients can be exported from Exchange Online as a CSV. Almost any mail server will support importing these users via the same CSV. You may need to alter the CSV headers.

In order to export your users:

1. Log in to your Office 365 Portal via https://portal.office.com.

2. Navigate to Admin and Exchange on the bottom-right of the page:
Exchange Online Admin for MX Fallback

 

3. Click on Mailboxes:
Exchange Online Recipients MX Fallback

 

4. Click on the three dots and select Export Data to a CSV file:
Exchange Online Export to CSV MX Fallback

 

5. A new window will have opened. Select the columns you wish to export, I prefer to select all of them. Then click Export:
Exchange Online Export to CSV Columns MX Fallback

 

You can now use this CSV file to import your user accounts in to your Fallback server as recipients for total email continuity with Office 365.

If you do not wish to import all users you can choose to only enable your highest priority accounts, whether they be individuals, groups, distribution or service accounts for monitoring and notification.

Once the accounts are imported you can now monitor the mail on the Fallback server in Office 365 Exchange Online in order to synchronise emails back to the primary account in Office 365 Exchange Online. This will ensure you have all the user emails in one place once the Office 365 Exchange Online service is available again. If I get time, I’ll update this post with the methods.

One final note regarding the MX Fallback method is that it is still subject to the availability of DNS, the Name Server for the DNS and the integrity of the Zone File. Please feel free to leave any comments you may have regarding High Availability DNS, in order to mitigate DDoS and Black Swan events. There are methods to almost completely protect your DNS integrity. Perhaps that’s for a future post?

In order to offer our clients complete peace of mind regarding email, we’re a Silver Productivity Partner with Microsoft and use Office 365 Exchange Online as the primary provider and select partners for Fallback and High Availability. Through our partnerships, you can choose from multiple service tiers to target specific security and email integrity requirements.

If you have any questions, or would like to speak to someone regarding Email Continuity and Email Disaster Recovery, please get in touch. Birmingham Research Park, 97 Vincent Drive, Birmingham, B15 2SQ. 0121 468 0101.