Last Updated: 02/15/13

 

Office 365 Small Business & Office 365 Small Business Premium

Advanced Privacy Options for Administrators

 

 

Office 365 Small Business & Office 365 Small Business Premium

Advanced Privacy Options for Administrators

Introduction

 

Microsoft recognizes that privacy and security are major concerns for cloud customers. That’s why we’ve built Office 365 Small Business and Office 365 Small Business Premium with extensive data protection settings and capabilities. As an administrator, you can control how your organization’s data is shared externally, between users, and how it is used within the service. This document provides a straightforward guide to configuring various privacy settings found in the Office 365 Admin Service Settings page.

 

Please note that features described in the document may not be available in all service plans or in all geographies.

 

This document contains information about the following Office 365 privacy features:

 

1.0       Customer Experience for Office 365           

1.1       Office 365 Community          

1.2       Partner Administrators

 

2.0       Exchange for Office 365       

2.1       Facebook Contact Sync          

2.2       LinkedIn Contact Sync

2.3       Places 

2.4       Calendar Publishing   

2.5       Mobile Access

2.6       Exchange Online Mobile Push           

 

3.0       SharePoint for Office 365    

3.1       External Sharing        

3.2       Team Sites     

3.3       External Services

3.4       Public Websites

 

4.0       Lync for Office 365   

4.1       Online Presence         

4.2       External Communication       

4.3       Recording       

4.4       Instant Message Notifications

1.0    Customer Experience for Office 365

1.1                        Office 365 Community

 

¾  What does this feature do?

 

The Office 365 Community program allows users to communicate with and get help from others in the Office 365 community using their Office 365 user IDs.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click Office 365 Community.

 

 

5. On the right side of the screen, move the Office 365 Community participation toggle from ON to OFF.

 

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1.2                        Partner Administrators

 

¾  What does this feature do?

 

You can authorize a partner to serve as a delegated administrator to perform administration tasks on your behalf.

 

¾  How do I add a delegated administrator?

 

1. Contact your partner and request an offer for delegated administration. Partners can find instructions on how to send delegated administrator invitations here.

 

2. Click the URL in the email invitation and authorize the partner as a delegated administrator. 

 

¾  How do I remove a delegated administrator?

                                   

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Support page.

 

4. Click Manage delegated administrators.

 

 

5. Select a delegated admin and click Delete Delete Icon. In the Confirm the deletion of a delegated administrator display box, click yes.

 

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2.0    Exchange for Office 365

 

2.1                        Facebook Contact Sync

 

¾  What does this feature do?          

 

This feature shares information in your Outlook Contacts folder with Facebook, and imports your Facebook friends’ contact information into your Outlook Contacts folder. Once contacts are transferred to Facebook, they cannot be deleted from Facebook’s systems except by Facebook, even after the Contacts sharing feature is turned off by a user.

 

¾  How do I turn this feature on/off?

 

This feature may be turned on by default. Administrators can turn this feature off by following the steps provided below. For more help with this feature, visit the Office 365 Help site.

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click email, calendar, and contacts.

 

 

5.  On the right side of the screen, move the Facebook contact sync toggle from ON to OFF.

 

 

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2.2                        LinkedIn Contact Sync

 

¾  What does this feature do?          

 

This feature shares Exchange contacts with LinkedIn. When turned on, users have the option of automatically transferring contact information from Outlook to LinkedIn.

 

¾  How do I turn this feature on/off?

 

This feature is turned on by default. Administrators can turn this feature off by following the steps provided below.

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click email, calendar, and contacts.

 

 

5. On the right side of the screen, move the LinkedIn contact sync toggle from ON to OFF.

 

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2.3                        Places

 

¾  What does this feature do?          

 

This feature allows users to search for places or businesses relative to their location by querying the Bing service.

 

¾  How do I turn this feature on/off?

 

Administrators have the option of turning this feature off for the entire organization.

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click email, calendar, and contacts.

 

 

5. On the right side of the screen, move the places toggle from ON to OFF.

 

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2.4                        Calendar Publishing

 

¾  What does this feature do?          

 

This feature allows users to share their calendars with others using a public URL.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click email, calendar, and contacts.

 

 

5.  On the right side of the screen, move the calendar publishing toggle from ON to OFF.

 

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2.5                        Mobile Access

 

¾  What does this feature do?          

 

This feature allows users to use and access company email on their phones and tablets.

 

¾  How do I turn this feature on/off?

 

As an administrator, you can set mobile phone and tablet access options for Office 365 on the Administrator home page. This is a global setting that applies to all mobile phones and tablets in your organization, including your own.

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click mobile access.

 

 

5.  On the right side of the screen, move the email toggle from ON to OFF.

 

 

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           2.6       Exchange Online Mobile Push

 

¾  What does this feature do?          

 

This feature enables Exchange to push update notifications to mobile devices. This allows delivery of notifications about reception or changes to meeting schedules, or reception of new voice mail, or mail, so users can find out about updates to their account even when the OWA for Devices app isn’t running in the foreground.

 

¾  How do I turn this feature on/off?

 

This feature is turned on by default. Administrators can turn this feature off by following the steps provided below. For more help with this feature, visit the Help site.

 

1. Open a PowerShell window and connect to Office 365 using your administrator credentials. 

 

2.  The command for administrators to disable Apple Push Notifications is the following:

 

Get-MobileDeviceMailboxPolicy | Set-MobileDeviceMailboxPolicy -AllowApplePushNotifications:$false

 

3.0    SharePoint for Office 365

 

3.1                        External Sharing

 

¾  What does this feature do?          

 

This feature enables users to invite people outside of your organization to view, share, and work with content on your organization’s SharePoint sites.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click sites and document sharing.

 

 

5. On the right side of the screen, move the external sharing toggle from ON to OFF.

 

 

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3.2                        Team Sites

 

¾  What does this feature do?          

 

This feature enables users to create their own team sites. Team sites help users manage their team-specific projects and related documents.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click sites and document sharing.

 

 

5. On the right side of the screen move the site creation toggle from ON to OFF.

 

 

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3.3                        External Services

 

¾  What does this feature do?          

 

This feature enables users to use external services (such as Bing Translator) through the Office 365 environment.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click sites and document sharing

 

 

5. On the right side of the screen, move the external services toggle from ON to OFF.

 

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3.4                        Public Websites

¾  What does this feature do?          

 

As an administrator you can create and manage public-facing websites that can be accessed by users outside of your organization.

 

¾  How do I turn this feature on/off?

 

Administrators can create and manage public websites through the Service Settings control panel.

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click sites and document sharing

 

 

5. On the right side of the screen, click Manage public website.

 

 

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4.0    Lync for Office 365

 

4.1      Online Presence

 

¾  What does this feature do?          

 

This feature controls the visibility of users’ presence. Users’ online presence can be viewed by everyone in your company or just the people in users’ contact lists.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click IM, meetings, and conferencing

 

 

3. On the right side of the screen, select your preferred level of online presence.

 

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4.2      External Communication

 

¾  What does this feature do?          

 

This feature enables users to talk and chat with everyone in your organization, as well as outside contacts who use Lync Online.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click IM, meetings and conferencing

 

 

5. On the right side of the screen, move the external communication toggle from ON to OFF.

 

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4.3      Recording

 

¾  What does this feature do?          

 

This feature enables users to record their Lync audio and video conferences.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click instant messaging, meetings and conferencing

 

 

5. On the right side of the screen, move the recording toggle from ON to OFF.

 

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4.4      Instant Message Notifications

 

¾  What does this feature do?          

 

This feature enables users to receive instant message notifications on their phones via the Lync mobile app.

 

¾  How do I turn this feature on/off?

 

1. Go to the Office 365 Portal at https://login.microsoftonline.com/

 

2.  Sign in to your Admin account.

 

3. Go to the Service Settings page.

 

4. On the left side of the screen, click mobile access.

 

 

5. On the right side of the screen, move the IM notifications toggle from ON to OFF.

 

 

 

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