Using Journal Rules, organizations can keep track of correspondences. This can be used to ensure quality by implementing journal rules that catalog all of the email messages sent by the sales staff to anybody outside the organization.
Journaling help organization respond to legal, regulatory, and organizational compliance requirements by recording inbound and outbound email communication.
Before moving forward we have to understand the difference between Office 365 and Archiving:
Journaling It is record all communications, including email communications in an organization for use in the organization’s email retention or archival strategy.
Data Archive It is kind of backing up the data, removing it from its native environment, and storing it elsewhere for reducing the data storage.
Journal rule scope:
- Internal messages only
- External messages only
- All messages
We can implement journaling rules by specifying the SMTP address of the recipient or we can apply on all mailboxes for journal.
The journaling mailbox is used to collect journal reports. How you configure the journaling mailbox depends on your organization's policies, regulatory requirements, and legal requirements. You can specify one journaling mailbox to collect messages for all the journal rules configured in the organization, or you can use different journaling mailboxes for different journal rules or sets of journal rules.
Office 365 does not allow to designate a mailbox which is hosted on Office 365 as a journaling mailbox. The only option we have to designate a mailbox which is located in an On-Prem Exchange server or a third party journaling solutions provider.
In Office 365, a workaround can be used to get this done by using Mail Flow Rules in Exchange Online. Below steps provide guidance to implement it on On-premises Journaling solution.
First, log into the Office 365 Portal using the Admin credentials
Exchange Online Admin Centerà Mail Flow sectionà Rules
Once inside the Mail Flow rules section, click on the “+” sign àCreate a new rule
Give the name of the ruleàApply this rule ifà drop down options select “the sender is located” (option since we want to have all the emails from senders within the organization to be recorded)àclick on “Select One” à “Select Sender Location” option box
Inside the organization” option from the drop down menuàClick OK
Next we have to go to the “Do the following” section and select “Bcc the message to” option from the drop down menuà select the mailbox that you need to Bcc all the messages which are sent by the sender of the organization.
Select the mailbox created for the journaling purpose name à “OK”à Select enforce—Save.
Now organization start getting messages Bcc’ed to the mailboxes
Setting up a Office365 Journaling Mailbox
If we want to create the dedicated email journaling with in Office365 and all email exchange will forward to this mailbox.
Login to Office365 ECP
Go to Setup--> Quick Start-->Start
Choose default domain and click Next
Click Add users and assign licenses and click Next.
Select Add users
Click on Next
Now you can assign the role and click on Next and assign the Licenses Exchange Online Plan1--Click Next
Next page you can specify the email address where you would like to receive information about the new users and any email temporary passwords, we can add up to five recipients, Next page note the user name and password and click on finish.
We can make sure the Journal mailboxes should only authorized people have access to them. They may contain sensitive information in them and should never be left open for everyone in the organization.