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Cloud Services Thread, OFFICE 365 - Send email alert to personal address when new school email arrives ?? in Technical; Hi Guys, Got a problem with the school governors refusing to use/check their school - office 365 - email accounts. ...
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    OFFICE 365 - Send email alert to personal address when new school email arrives ??

    Hi Guys,

    Got a problem with the school governors refusing to use/check their school - office 365 - email accounts. The council have come down hard on them quoting all sorts of Security/Data Protection reasons......and quite right to !

    So, the compromise seems to be, is it possible that when mail is received to their school email address it triggers a rule (or similar) that sends a generic 'you have (school) mail' to their personal email accounts, so they know when to bother checking in to office 365's web app ??

    Thanks in advance

    Col

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    It looks like you can create rules for the users so you could redirect the emails if agreed.

    Maybe you could set up an incident report or something like that and get that sent to the user to let them know they have mail but not including the mail specifics.

    Of course test this so you get the correct results.
    Last edited by Davit2005; 20th March 2014 at 04:14 PM.

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    I don't think there's anything you can do with transport rules or forwarding that won't end up with the entire message content being forwarded outside the organisation too, which defeats the security/DP purpose of having the official addresses in the first place. The best you could manage is an transport rule using the GenerateIncidentReport action, but it's not a terribly friendly alert and you'll need to make sure it isn't attaching the entire message (I've not used them before so don't know if that configuration is possible).

    To be honest, this isn't a technology problem, it's a people problem. If the governors are getting an earful from the council that they need to be checking them, then the straightforward answer is that they need to be checking them. If they aren't going to take their responsibilities as a governor seriously, then they shouldn't be doing it. What else are they going to half-ass if they can't even manage something simple like this?
    Last edited by AngryTechnician; 20th March 2014 at 04:14 PM.

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    My solution would be to sync to their mobile devices with the Exchange account type. They get notifications, only recent messages are stored on the device & if the device is lost or stolen a remote wipe can be performed. Not ideal and it certainly does not cover all the issues but it would get around the "accessibility" issue whilst still retaining at least a basic level of security.

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    Ask them to read emails. Not your issues.

    You can try and play around with Outlook rules Outlook rules.png

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    Ask them to read emails. Not your issues.

    You can try and play around with Outlook rules Outlook rules.pngOutlook rules.png

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    Thanks everyone.

    I totally agree with it being a lazy arse people issue.

    Just for the record....previous 'get out of doing it' ideas seriously suggested by the governors included each of them signing a document saying "I, such a governor, know I am breaking the data protection act, and take full responsibility when I get caught".

    The rest of us live in a world of encryption, password protection, etc etc - yet they find it totally acceptable to have the most confindential stuff sent to a home computer that has no encryption, no passwords....and usually has a single log on for the whole family...as well as all sharing the same email account.

    ...yet these are the people that sign our policies for e-safety/DP/AUP etc etc etc !!!

    Col

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