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How to Journal to the Cloud Archiving Service from Office 365 Mail Service

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This article applies to the Barracuda Cloud Archiving Service and Microsoft Office 365 Exchange Online.

See also:

The steps in this article assume you have activated the service and added users. If you have not completed the initial setup and user configuration, see:

Use the steps in this article to ensure that a copy of all mail sent from and received by users in Office 365 is sent to the Barracuda Cloud Archiving Service.

Hybrid Deployment

In a Hybrid deployment, where some mailboxes are on-premise Exchange Server and some Office 365 Exchange Online, you must set up a journaling rule on both the on-premise Exchange Server and Office 365 to capture inbound, outbound, and internal mail.

Warning! Hybrid deployment can cause duplicate mails in some environments. This is an issue with Hybrid deployment and not with your Barracuda Cloud Archiving Service. Contact your Barracuda Sales or Support representative for more information.

Use the following articles to set up journaling based on the version of Exchange Server running in your environment:

See also: Microsoft TechNet article Journaling

Step 1. Configure Local Domains

Add email domains and fully-qualified domain names (FQDNs) you want to archive. The FQDN consists of a host or system name and domain name, including the top-level domain. Any messages sent to any recipient in the listed domains are added to the archive.

  1. Go to the Basic > Domain Management page, and enter the domain or FQDN in the LOCAL DOMAINS field.
  2. Click Add, and then click Save.

Step 2. Configure Journaling

Option 1. Configure Journaling from the Web Interface

  1. Go to the Mail Sources > SMTP Journaling page.
  2. Go to Journaling Setup Scripts > Office 365 Setup Script, and click Run Script.
  3. Follow the onscreen prompts to configure Office 365 to journal mail to the Barracuda Cloud Archiving Service.

Option 2. Configure Journaling via Script

  1. Go to the Mail Sources > SMTP Journaling page.
  2. In the Journaling Setup Scripts section, click Download to save the PowerShell script to your local system, or click Show Script to copy the script to your clipboard.
  3. Open Windows PowerShell, and run the script to configure Office 365 to journal mail to the Barracuda Cloud Archiving Service.

Option 3. Manually Configure Journaling

Step 1. Add a Remote Domain and Connector

  1. Log in to Office 365 Exchange admin center.
  2. Select mail flow > remote domains.
  3. Click the + symbol. In the new remote domain, complete the following:
    1. Name – Type Barracuda Cloud Archiving Service
    2. Remote DomainType your region-specific MAS hostname, for example: mas.barracudanetworks.com

      See Data Centers by Region for a list of region-specific MAS hostnames.

    3. Out of Office automatic reply types – Select None
    4. Automatic replies – Select Allow automatic forwarding
    5. Message reporting – Clear all options
    6. Use rich-text format – Select Never
    7. Supported Character Set – Set both options to None
      NewRemoteDomain.png
  4. Click Save.
  5. Click Mail flow > connectors, and click the + symbol.
  6. The Select your mail flow scenario page displays.
  7. From the From drop-down menu, select Office 365, and from the To drop-down menu, select Partner organization:
    MailFlowScenario.png  
  8. Enter a Name and (optional) Description to identify the connector:
    BCASNewConnector.png 

  9. Click Next. Select  Only when email messages are sent to these domains, click the + symbol, and in the add domain field, type your region-specific MAS hostname, for example: mas.barracudanetworks.com

    See Data Centers by Region for a list of region-specific MAS hostnames.

     AddDomain2.png

  10. Click OK:
    AddDomainMas.png

  11. Click Next. Select Use the MX record associated with the partner's domain:
    UseMXRecords.png
  12. Select Always use Transport Layer Security (TLS) to secure the connection (recommended) > Any digital certificate, including self-signed certificates:
    TLS.png
  13. Click Next. In the confirmation page, verify your settings:
    ConfirmSettings.png
  14. Click Next. Office 365 runs a test to verify your settings.

  15. Go to the Mail Sources > SMTP Journaling page in the Barracuda Cloud Archiving Service, and copy the email address from the SMTP Journaling Info section, for example: bma_mycompany@mas.barracudanetworks.com

  16. In Office 365, paste this email address into the provided field in the Verification page, and click Validate.

    Note that the sending email portion of the verification may fail depending on your Office 365 configuration. This is not a concern as long as it passes the connectivity test.

  17. Once the verification is complete, your mail flow settings are added.

Step 2. Create a Non-Delivery Report Recipient

Before creating journal rules, specify a journal recipient for non-delivery reports (NDRs) to reduce the risk of losing journal reports:
ndr_warning.png 

To create an NDR recipient,

  1. Log in to your Office 365 Exchange admin center.
  2. Select compliance management > journal rules.
  3. If an NDR email recipient is not already specified, click Select address to the right of Send undeliverable journal reports to field:
    SelectAddress.png 
  4. Browse to and select a recipient from the address book.
  5. You can search for a recipient by typing all or part of a display name, and then clicking the Search icon, or click on either the Display Name or E-Mail Address heading to sort the list.
  6. Click OK once you select a recipient, and in the NDRs for undeliverable journal reports window, click Save.

    Best Practice
    Create a shared mailbox and use that mailbox as the NDR recipient.

Step 3. Configure Office 365 to Send Journal Mail

  1. Log in to Office 365 Exchange admin center.
  2. Select compliance management > journal rules.
  3. Click the + symbol. In the new journal rule dialog box, complete the following:
    1. Send journal reports to – Enter the journaling address from the Mail Sources > SMTP Journaling page in the Barracuda Cloud Archiving web interface. This is called the journaling mailbox.
    2. Name – By default, the name of the journal rule is automatically generated from the journal recipients. If there are existing journal rules that contain the same journal recipients, numbers are automatically appended to the journal rule name to avoid duplicates. If you choose to override the automatically-generated name by typing in a custom name, verify the name is unique and descriptive.
    3. If the message is sent to or received from – Select Apply to all messages to journal all recipients.
    4. Journal the following messages – Select All messages to journal all messages regardless of source or destination:
      journalRule.png

      Because the journaling mailbox may contain sensitive information, it is recommended that you create organization-wide policies that govern who can access the journaling mailboxes in your organization.

  4. Click Save. The rule is added to the journal rules table.

Once you complete your deployment configuration, mail begins forwarding to the Barracuda Cloud Archiving Service. Log in to the web interface as the administrator, and go to the Basic > Dashboard page. Processed mail displays in the Message Statistics table. Statistics are cached and may take up to 30 minutes to appear.

For additional configuration options and features, log in to the web interface and click Help.

O365

 

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