Without connectors, email will not flow between Microsoft 365 or Office 365 and your organization's email servers. If you have your own email servers and Microsoft 365 or Office 365, you must set up connectors in Microsoft 365 or Office 365. When email is sent between Bob and Sun, no connector is needed.(All internet email is delivered via Office 365.) When email is sent between John and Sun, connectors are needed.When email is sent between John and Bob, connectors are needed.John and Bob both exchange mail with Sun, a customer with an internet email account: John has a mailbox on an email server that you manage, and Bob has a mailbox in Office 365. In this example, John and Bob are both employees at your company. The diagram below shows how connectors in Microsoft 365 or Office 365 (including Exchange Online or EOP) work with your own email servers.

You can enable mail flow between Microsoft 365 or Office 365 and any SMTP-based email server, such as Exchange or a third-party email server. If you have EOP and your own email servers, or if some of your mailboxes are in Microsoft 365 or Office 365 and some are on your email servers, set up connectors to enable mail flow in both directions. How do connectors work with my on-premises email servers? To learn more about partner scenarios, see Set up connectors for secure mail flow with a partner organization. If you apply the steps described in this article to partner email services, you may have unintended consequences including email delivery failure. Data stored in PST files may be relevant to ongoing e-discovery or data disclosure exercises, but it can be problematic to identify, retrieve, and search this data because the location of all files may not be known, or they may not be easily accessible to IT administrators or auditors.Before you get started, make sure to check on your specific scenario in I have my own email servers.However, due to their dispersed location and the difficulty of tracking numbers and locations, they are often excluded from this process, creating a significant ongoing risk to the organization. Data stored in PST files should be managed in accordance with your regulatory compliance and data retention policies.They are typically stored on end-user laptops or desktops, and not backed up on a regular basis, therefore there is a high risk that they be lost or misplaced.

Due to their size, they are also susceptible to internal corruption if they are located on a network share or accessed over a network, and Microsoft specifically advises against this.

They are notoriously unreliable, as they are not designed to hold large amounts of email data, and 10 to 15 percent of an IT department’s daily helpdesk calls can be taken up with looking after these files.

They can be password-protected, but in practice this provides ineffective protection.

They are a security risk, as they can easily be disconnected from Outlook and copied or moved to another Outlook client.

However, the use of PST files is no longer recommended: It generates PST files to store email locally for each user. The AutoArchive function in Outlook allows users to bypass the mailbox quota limits, and was turned on by default in Outlook 20.

Backup solutions typically do not provide direct access for end users to search and retrieve historical data, or allow them to restore individual items without involving IT.įor these reasons we recommend the use of a dedicated archiving solution to ensure effective data protection and preservation.

The point‑in‑time revisions stored by backup solutions contain multiple versions of data items, which must be reconciled to produce a single set of accurate and verifiable results for e-discovery.

Backups do not provide full‑text and multi‑level search, tagging, and export capabilities, which are may be critical for compliance with e-discovery requests.

Retention policies within backups do not provide the granular level of control over data retention needed to meet more complex compliance requirements.

Backups capture data at specific points in time, so cannot ensure a 100-percent complete and accurate record of all data.

There are significant limitations and deficiencies with this approach which make it inadvisable.

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