Data Security, Forensics, Compliance & eDiscovery for Microsoft Exchange and Outlook

As a mail server and calendar software, Microsoft Exchange enables users to access their contacts and tasks from most devices and browsers. It also supports collaboration with coworkers and external users and provides secure channels of communication that protect sensitive information, making it a popular choice for organizations to manage their email infrastructure.

Microsoft Outlook is an email client interface that allows users to connect their emails, calendars, contacts, and tasks. Exchange is a server software that provides email, calendaring, and other collaborative services. While Outlook can connect to Exchange to access these services, it can also connect to other email servers using IMAP or POP. In essence, Outlook is the tool that allows users to connect to and easily work with their Exchange email server.

Office 365 is not the same as Microsoft Exchange, although the two products are related. Office 365 is the name for a suite of subscription-based productivity tools that includes Word, Excel, and Teams. Exchange is a server platform for email and calendars that integrates with other O365 tools to provide complete workplace productivity functionality. Exchange is available with Business and Enterprise level Office 365 plans.

To determine if you have a Microsoft Exchange account, you can check with your organization's IT department or email administrator. Typically, Exchange accounts are associated with your organization's domain and you'll access your email through Outlook rather than a third-party email provider like Gmail or Yahoo.

There are several ways of accessing Microsoft Exchange, depending on your organization's setup. Typically, you can access your Exchange account via Outlook client software installed on your computer, Outlook Web Access (OWA) through a web browser, or through mobile devices using Exchange ActiveSync (EAS) or Outlook mobile app. Additionally, some organizations may provide access through other email clients that support Exchange protocols.

Outlook primarily works with Exchange email accounts but can also be configured to work with other email account types such as IMAP and POP. However, its full functionality, including features like shared calendars and global address lists, is best utilized with Exchange accounts. Outlook provides seamless integration with Exchange, offering enhanced collaboration and communication features for users within an organization.

Microsoft E3 and E5 licenses cover Microsoft Exchange, but the level of Exchange functionality included may vary depending on the specific subscription plan and configuration chosen by the organization. Organizations can choose the plan that best fits their needs based on factors like security, compliance, and advanced features.

Aware supports eDiscovery in Outlook Exchange emails by providing the tools to search, retrieve, and manage electronic data for legal and compliance purposes. It allows administrators or legal teams to perform searches across Exchange mailboxes, identify relevant emails and attachments, apply legal holds, and export data in a format suitable for legal review and compliance. Aware enhances the eDiscovery process by streamlining the identification and retrieval of relevant information from Exchange mailboxes within the Outlook environment.

Acceptable use policies for email typically outline guidelines and rules governing the appropriate use of email within an organization. These policies often cover topics such as confidentiality, data security, prohibited content, proper email etiquette, and compliance with laws and regulations. Acceptable use policies aim to ensure that email communication is used responsibly, ethically, and in accordance with organizational standards and legal requirements, helping to mitigate risks related to data breaches, misuse of resources, and legal liabilities. Organizations should regularly review and update their email acceptable use policies to address evolving technology, security threats, and regulatory changes.

Aware helps organizations safeguard against insider threats by continuously monitoring electronic communications data to detect unusual behaviors or patterns indicative of potential insider threats. Aware supports granular rules creation for organization-specific data loss prevention policies to prevent unauthorized sharing or leakage of confidential data. Backed by industry-leading natural language processing technology and proprietary AI/ML automations, Aware helps organizations protect the sensitive information stored in Exchange emails and other electronic communications.

Aware integrates with Microsoft Teams and Viva Engage (formerly Yammer), providing holistic support for Mirrosoft’s primary collaboration applications. In addition, Aware has native connections via API and webhooks to all major collaboration platforms, including Slack, Cisco Webex, Workplace from Meta, and Zoom Team Chat. See the full list of Aware integrations.