Integration documentation for: Outlook Global

Below are documentation for the integration to Outlook Global in DataMapper


1. Overview 

Description:

The Outlook Global connector enables Microsoft Global Administrators or Privileged Role Administrators to integrate all company Outlook accounts with DataMapper. This connector allows a comprehensive data scan of all Outlook accounts, facilitating efficient data discovery and management. 


Purpose:

This integration simplifies the process of connecting multiple Outlook accounts to DataMapper, ensuring seamless data integration and centralized data management. It solves the problem of individually connecting each account, saving time and reducing administrative overhead. 


2. Installation and Setup 

Prerequisites: 

  • You must be a Microsoft Global Administrator or Privileged Role Administrator. 
  • Ensure you have access to the Microsoft Admin Center and DataMapper platform. 

Step-by-Step Guide: 

1. Verify Administrator Role: 

  • Navigate to the Microsoft 365 Admin Center
  • Go to Show all > Roles > Role assignment. 
  • Confirm that your account is assigned as a Global Administrator or Privileged Role Administrator. 

2. Login to DataMapper: 

  • Access DataMapper and navigate to Data locations. 
  • Select Outlook global. 

3. Authorize Outlook Global Scan: 

  • Click Authorize and log in with your global admin account. 
  • Follow the on-screen steps to complete the authorization. 

4. View Scan Status: 

  • After starting the scan, click View to monitor its status. 
  • The screen will display the number of accounts found and the scanning progress. 

5. Troubleshooting Admin Consent: 

  • If no progress is seen, verify admin consent in the Microsoft Entra admin center
  • Navigate to Applications > Enterprise applications > DataMapper > Permissions. 
  • Ensure the permission status is "Admin Consent". 

6. Check Data Usage: 

  • View mailbox usage here
  • View OneDrive/SharePoint usage here

3. Functionality 

Core Features: 

  • Mail.Read: Reads emails in all mailboxes. 
  • User.Read.All: Accesses all user profiles. 
  • Group.Read.All: Reads all groups in the organization. 
  • Mail.ReadWrite: Creates, reads, updates, and deletes mail in all mailboxes. 

How it Works: 

  • The integration leverages Microsoft Graph permissions to perform a thorough data scan of all Outlook accounts. 
  • DataMapper acts with the granted authority at the application level, ensuring secure and efficient data integration. 

Use Cases: 

  • Company-wide data compliance and governance. 
  • Centralized monitoring of email data for security purposes. 
  • Automated data discovery for large organizations. 

4. Usage Instructions 

Daily Operations: 

  • Regularly monitor the scan status from the DataMapper dashboard. 
  • Review the results and take necessary actions based on the findings. 

Best Practices: 

  • Ensure regular updates and maintenance of permissions to avoid disruptions. 
  • Use the insights from the data scans to improve data management practices. 

Troubleshooting: 

  • Verify admin consent and permissions if the scan does not show progress. 
  • Consult the IT administrator if you encounter persistent issues. 

5. Limitations 

Known Limitations: 

  • Requires administrator-level access to set up and maintain. 
  • Dependent on Microsoft Graph permissions which may change. 

Compatibility Issues: 

  • No known major compatibility issues, but ensure all software versions are up to date. 

Performance Considerations: 

  • Scanning large volumes of data may take time and impact performance temporarily. 

6. Security and Compliance 

Data Security: 

  • All data scanned is secured using encryption and Microsoft Graph’s security protocols. 

Compliance: 

  • The integration adheres to GDPR, HIPAA, and other relevant compliance standards. 

7. Costs 

Additional Costs: 

- There may be costs associated with the necessary Microsoft licenses and permissions. 


Licensing: 

  • Ensure proper licensing for Microsoft Graph API usage. 

Cost Management Tips: 

  • Regularly review license usage and adjust based on organizational needs. 

8. Updates and Maintenance 

Update Process: 

  • Updates are handled automatically through the DataMapper platform and Microsoft updates. 

Maintenance Requirements: 

  • Periodically verify and update permissions. 
  • Regularly review scan results and take necessary actions. 

Support: 


9. FAQs 

Common Questions: 

  • Q: What permissions are needed for the integration? 
  • A: Mail.Read, User.Read.All, Group.Read.All, Mail.ReadWrite. 

  • Q: What do I do if the scan shows no progress? 
  • A: Check admin consent in the Microsoft Entra admin center and ensure proper permissions. 

Further Resources: 

- DataMapper Outlook Global Help Article 


Questions? Please do reach out to us regarding DataMapper, via support@safeonline.dk

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