+### Why is the 'Last activity date of Word, Excel, PowerPoint, OneNote, or Outlook Copilot (UTC)' sometimes blank or newer than the actual date, even when users have recently used Copilot features?

+This may be caused by a known limitation: the uploading of client events data for Copilot features in Word, Excel, PowerPoint, OneNote, and Outlook can be delayed for various reasons, such as when end users disconnect from the internet immediately after taking a Copilot action.

+ Title: "Exchange Online recommendations"

+f1.keywords:

+- NOCSH

+audience: Admin

+ms.localizationpriority: medium

+- Tier2

+- scotvorg

+description: "Recommendations for how to use Exchange Online to get the most out of your Microsoft 365 subscription."

+# Exchange Online recommendations

+Exchange Online is a messaging solution that delivers email, calendar, contacts, and tasks from PCs, the web, and mobile devices.

+Use Exchange Online to set up multiple professional business email addresses, including shared addresses. Migrate emails from your old service and set up mail flow rules, block domains, set up informative notes, and troubleshoot email delivery problems. With Exchange Online Protection, protect from spam, phishing, and malware.

+Exchange Online gives you **professional business email capability** by providing you with a 50\~100 GB storage capacity mailbox and anywhere access to your emails.

+With Exchange Online, you can **create multiple email addresses** associated with your primary mailbox so you can easily manage your emails and keep your inbox organized.

+Exchange Online provides the ability to **create additional mailboxes** at no added cost.

+## Setup professional business email

+Create a user mailbox when you assign the user account a license for Exchange Online. To learn more, see [Create user mailboxes in Exchange Online](/exchange/recipients-in-exchange-online/create-user-mailboxes).

+1. Go to your [Microsoft 365 admin center](https://admin.exchange.microsoft.com/).

+2. Select **Users**, then **Active users,** and then **Add a user**.

+3. In the **Set up the basics** pane, enter the basic user information, and then select **Next**.

+4. In the **Assign product licenses** pane, select the **location** and the **appropriate license for the user,** and then select **Next**.

+5. Review your new userΓÇÖs settings and make any changes necessary.

+6. Select **Finish adding** and then **Close**.

+Use the [Exchange admin center](https://admin.exchange.microsoft.com/) to make changes and set additional properties for a user mailbox. To learn more, [Manage user mailboxes in Exchange Online](/exchange/recipients-in-exchange-online/manage-user-mailboxes/manage-user-mailboxes).

+1. In the [Exchange admin center](https://admin.exchange.microsoft.com/), go to **Recipients** and then **Mailboxes**.

+2. Go to the list of user mailboxes and select the mailbox that you want to change the properties for. A display pane opens.

+3. Change the Mailbox and Account settings for the selected mailbox:

+ - Use the **Mailbox settings** for changing any mailbox related properties, such as email addresses and mailbox permissions.

+ - Use the **Account settings** to edit the contact or organization information.

+## Create multiple email addresses

+Set up your mailbox to have more than one email address associated with it. These additional addresses are called *aliases*. For more information, see [Add or remove email addresses for a mailbox in Exchange Online](/exchange/recipients-in-exchange-online/manage-user-mailboxes/add-or-remove-email-addresses).

+1. In the **Exchange Admin Center**, go to **Recipients** and then **Mailboxes**.

+2. Go to the list of user mailboxes and select the mailbox to add an email address to. A display pane opens for the selected user mailbox.

+3. Go to **Mailbox settings** and then **Email addresses**.

+4. Select **Manage email address types**. The Manage email address types display pane opens.

+5. Select **Add email address type**, and then select **SMTP**.

+6. In the **Email address** field, enter the new SMTP address and then select **OK**.

+7. Select the check box if you want to **Make this the reply address**.

+8. Select **Save**.

+## Create additional mailboxes

+Create shared mailboxes to make it easy for a group of people in your company to monitor and send email from a common account. For more information, see [Create shared mailboxes in the Exchange admin center](/exchange/collaboration/shared-mailboxes/create-shared-mailboxes).

+1. From the [Exchange admin center](https://admin.exchange.microsoft.com/), go to **Recipients**, select **Shared**, and then **Add**.

+2. Enter the **Display Name** and **Email address**.

+3. To grant **Full Access** or **Send As** permissions, select **Add** (+), and then select the users you want to grant permissions to.

+4. **Save** your changes to create a shared mailbox.

+Create a Microsoft 365 group for collaboration between teams and a shared workspace for conversations, files, and calendars. To learn more, see [Create and manage groups in the Exchange admin center in Exchange Online](/exchange/recipients-in-exchange-online/create-and-manage-groups).

+1. From the [Exchange admin center](https://admin.exchange.microsoft.com/), go to **Recipients**, select **Groups,** and then select **Add a group**.

+2. On the **Choose a group type** page, select **Microsoft 365**, and then select **Next**.

+3. On the **Basics** page, enter a **name** for the group, and a **description** (optional), and then select **Next**.

+4. On the **Owners** page, choose the name of one or more people who will be designated to **manage the group**. Select **Next**.

+5. On the **Members** page, choose the name of one or more people who will be designated as **members of the group**. Select **Next**.

+6. On the **Settings** page, type a unique **email address** for the group, choose a **privacy** option and whether you want to add **Microsoft Teams**, and then select **Next**.

+7. After reviewing your settings and making any changes, select **Create group**.

+8. Select **Close**.

+## Additional Resources

+### Online training

+- [Microsoft Exchange Admin Center Navigation and Features Training](/exchange/features-in-new-eac)

+### Microsoft help Articles

+- [Recipients in Exchange Online](/exchange/recipients-in-exchange-online/recipients-in-exchange-online) ΓÇô get to know the variety of mailboxes and recipient types you can create in the Exchange Admin Center.

+- [Mailbox Delegation](/exchange/recipients-in-exchange-online/manage-permissions-for-recipients) ΓÇô get to know the different permissions to assign to a mailbox or group so that other users can manage the mailbox.

+- [Create and Manage Groups](/exchange/recipients-in-exchange-online/create-and-manage-groups) - get to know the different groups you can create and manage in your Exchange Online organization.

+- [Mail flow rule procedures in Exchange Online](/exchange/security-and-compliance/mail-flow-rules/mail-flow-rule-procedures) - you can use mail flow rules to meet different objectives in the Exchange Admin Center.

+- [Backing up email in Exchange Online](/exchange/back-up-email) ΓÇô learn how to recover your data if it gets accidentally deleted.

+- [Exchange Online Protection overview](/microsoft-365/security/office-365-security/exchange-online-protection-overview) ΓÇô learn how Exchange Online Protection works and the features that are available in Exchange Online Protection.

+- [Sharing in Exchange Online](/exchange/sharing/sharing) ΓÇô get to know how users can share their schedules with others.

+- [Exchange Online limits](/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits) ΓÇô get to know Exchange Online limits for a variety of service areas, including address book limits, mailbox storage limits, and reporting and message trace limits, to name just a few.

+- [Archive features in Exchange Online](/microsoft-365/compliance/enable-archive-mailboxes) ΓÇô learn how to enable a specialized mailbox called the archive mailbox that appears alongside the usersΓÇÖ primary mailbox folders.

+- [Mail flow best practices for Exchange Online](/exchange/mail-flow-best-practices/mail-flow-best-practices) ΓÇô get tips and best practices for setting up and managing your email.

+- [Ways to migrate multiple email accounts to Microsoft 365 or Office 365](/exchange/mailbox-migration/mailbox-migration) ΓÇô Migrate your email accounts from other email systems.

+ Title: "Microsoft 365 admin mobile app recommendations"

+f1.keywords:

+- NOCSH

+audience: Admin

+ms.localizationpriority: medium

+- Tier2

+- scotvorg

+description: "Recommendations for how to use Microsoft 365 admin mobile app to get the most out of your Microsoft 365 subscription."

+# Microsoft 365 admin mobile app recommendations

+The Microsoft 365 mobile admin center is a mobile application that a Microsoft 365 admin can use to manage Microsoft 365 on the go.

+This mobile app works just like the familiar web-based admin center. Key tasks, such as resetting passwords, adding and removing users, and modifying licenses can be handled while away from a computer.

+The Microsoft 365 admin mobile app can be installed from the [Apple App store (iOS phone)](https://apps.apple.com/app/apple-store/id761397963?pt=80423&ct=docsaboutadminapp&mt=8) or [Google Play store (Android phone)](https://play.google.com/store/apps/details?id=com.ms.office365admin&referrer=utm_source%3Ddocsaboutadminapp%26utm_campaign%25docsaboutadminapp).

+You can also download the app from Microsoft 365 Admin app link in the upper right in the [Microsoft 365 admin center](https://go.microsoft.com/fwlink/p/?linkid=2024339).

+If you are an admin and responsible for more than one Microsoft 365 organization, sign in to multiple organizations and quickly switch between them. The app supports dark theme and is available in 39 languages.

+## How does the Microsoft 365 admin mobile app work?

+The admin app has many capabilities that enable an admin to manage Microsoft 365 from their mobile or tablet device when they canΓÇÖt get to a computer. HereΓÇÖs a list of a few of the tasks you can do from the app:

+- **Manage users and devices:** Add or edit a user, reset a userΓÇÖs password, assign a role, block user, delete user, manage alias, assign licenses, wipe device data and more.

+- **Manage groups:** Add a group, add or remove users from groups.

+- **License management and billing:** View a list of purchased and assigned licenses, assign licenses to users, purchase or remove licenses and view and download invoices.

+- **Support:** Create a new service request and keep track of all the updates related to the service requests while you are on the go.

+- **Message Center:** Stay on top of all the upcoming changes, planned maintenance, or other important announcements related to Microsoft 365

+- **Service Health:** Monitor the health of all the services by viewing the current status of the service and details about service disruption and outages.

+- **Notifications:** Stay on top of all the important information and updates related to message center posts, service health and billing through push notifications. You can even customize what you want to be notified of.

+ Title: "OneDrive recommendations"

+f1.keywords:

+- NOCSH

+audience: Admin

+ms.localizationpriority: medium

+- Tier2

+- scotvorg

+description: "Recommendations for how to use OneDrive to get the most out of your Microsoft 365 subscription."

+# OneDrive recommendations

+Start using OneDrive, Microsoft cloud service to store and protect files, share them with others, and access them from anywhere on all their devices. OneDrive comes with Microsoft 365 Personal and Microsoft 365 Family subscription. In these subscriptions, you can share documents and photos with friends and family, and collaborate in real time in Microsoft 365. OneDrive can help you quickly organize and find the things that matter. OneDrive integrates with Microsoft 365 so users can access Word, Excel, and PowerPoint documents from OneDrive.

+## Cloud Storage and backup files

+Save files directly to a central location by saving from within a Microsoft 365 program (such as Excel, Word, or PowerPoint). For more information, see [Save documents online](https://support.microsoft.com/office/save-documents-online-8ba1f596-6bc9-4e35-99d4-e27a40037789#:~:text=Saving%20your%20files%20to%20the,OneDrive%2C%20sign%20in%20to%20Office.&text=With%20a%20document%20open%20in,File%20%3E%20Save%20As%20%3E%20OneDrive.).

+### Store files in a central location

+1. Open the Microsoft 365 document you want to save.

+2. Select **File** > **Save As** > **OneDrive**.

+3. Enter a file name and then select **Save** to save your document to OneDrive.

+ **Note:** If prompted, select Sign In.

+4. To find your files later, open the Microsoft 365 app that you created the file in and check the Recent list.

+You can also use your web browser to upload and save files to a central location. To learn more, see [Upload and save files and folders to OneDrive](https://support.microsoft.com/office/upload-and-save-files-and-folders-to-onedrive-a1397e56-61ec-4ed2-9dac-727bf8ac3357).

+1. Sign in to [Microsoft 365](https://www.office.com/).

+2. Go to the app launcher and select **OneDrive**.

+3. Select the **Upload** button.

+4. Once a window pops up, select the location of the file or folder you want to save.

+## Easily back up your files

+Back up important folders on your PC (such as your Desktop, Documents, and Pictures folders) with OneDrive, so theyΓÇÖre protected and available on other devices. For more information, see [Turn on OneDrive Backup](https://support.microsoft.com/office/turn-on-onedrive-backup-4e44ceab-bcdf-4d17-9ae0-6f00f6080adb).

+1. Open OneDrive settings (select the OneDrive cloud icon in your notification area, and then select the OneDrive Help and Settings icon, then Settings.)

+2. Go to the **Sync and back up** tab.

+3. Select **Manage Back up** and select the files and folder you want to back up.

+4. Select **Start backup**.

+## Install across all devices

+Download and install OneDrive Desktop App for Windows for each specified Windows version. For more information, see [OneDrive desktop app for Windows](https://support.microsoft.com/office/onedrive-desktop-app-for-windows-579d71c9-fbdd-4d6a-80ba-d0fac3920aac).

+### OneDrive Desktop app

+1. [Windows 7 and older](https://go.microsoft.com/fwlink/p/?LinkId=248256).

+2. [Windows 8/8.1](https://go.microsoft.com/fwlink/p/?LinkId=248256)

+3. Windows 10. If your computer uses Windows 10, OneDrive is built in. ([Download link to reinstall](https://go.microsoft.com/fwlink/p/?LinkId=248256).)

+### OneDrive Mobile app

+Download and install OneDrive mobile app for your mobile device. For more information, see [OneDrive desktop app for Windows](https://support.microsoft.com/office/onedrive-desktop-app-for-windows-579d71c9-fbdd-4d6a-80ba-d0fac3920aac).

+#### To download via Google Play

+1. Open **Google Play** on your mobile device.

+2. Search for **OneDrive**.

+3. Select the **Microsoft OneDrive**

+#### To download via App Store

+1. Open the **App Store** on your iOS device.

+2. Search for **OneDrive**.

+3. Select the **Microsoft OneDrive** result.

+## Scan documents

+Use your mobile device to scan documents, whiteboards, and business cards in the OneDrive app. For more information, see [Scan, sign, and share documents](https://support.microsoft.com/office/scan-sign-and-share-documents-c2e7850c-4ab2-4556-8586-37f718ba1a94).

+1. In the OneDrive app, select **Scan**.

+2. Select **Document** and then select the circle icon to scan the item.

+3. To **sign or draw** on the image, select the **Pen** icon and choose a color.

+4. Once youΓÇÖre done editing your item, select **Done**.

+5. Enter a file name, then select **Save**.

+To learn more about its usage and functionalities, see the following articles:

+- [Overview of OneDrive for Business](https://support.microsoft.com/office/what-is-onedrive-work-or-school-10f5c3fd-b0f6-40e2-9059-04735ffe01b7).

+- [OneDrive for Business video training](https://support.microsoft.com/office/onedrive-video-training-1f608184-b7e6-43ca-8753-2ff679203132).

+## Secure sharing and file management

+Share access to folders or files with specific people for easier collaboration with them. For more information, see [Share OneDrive files and folders](https://support.microsoft.com/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07).

+### Securely share files

+1. Select the **circle** icon for the files or folders you want to share.

+2. Select **Share**, located at the top of the page.

+3. Go to **Send Link** and select **Anyone with the link can edit** to open the link settings.

+4. Change the link permissions to **Specific people**.

+5. Enter the email address of the person you want to share the file with.

+6. Select **Send**.

+Use **Copy link** to share a file with users inside or outside your organization. For more information, see [Share OneDrive files and folders](https://support.microsoft.com/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07).

+1. Select the **circle** icon for the files or folders you want to share.

+2. Select **Share**, located at the top of the page.

+3. Go to **Copy Link** and select **Anyone with the link can edit** to open the link settings.

+4. Select the option for who you want to give access to with the link:

+ - Anyone

+ - People with the link

+ - People with existing access

+ - Specific people

+5. Once you have set all your link settings and permissions, select **Apply**.

+6. Go to **Copy link** and select **Copy**.

+7. Paste the link into an email, message, or post, and send it to the recipients.

+## Real time co-authoring

+Work together, in real time, on shared documents instead of sending back and forth file attachments. This prevents you from having to reconcile multiple versions of the same document. For more information, see [Work together on Office documents](https://support.microsoft.com/office/work-together-on-office-documents-ea3807bc-2b73-406f-a8c9-a493de18258b).

+1. Upload your documents to OneDrive.

+2. Go to the top of the Microsoft 365 app window and select **Share** to generate a shareable link.

+3. Send the link to people you want to access the document.

+4. When recipients open the link, the document opens in their browser.

+5. To edit, select the command for editing in the Microsoft 365 for the web app. You can edit the document in the browser or the application.

+ **Note:** If others are also editing the document, Microsoft 365 alerts you to their presence, and shows you where in the file theyΓÇÖre working.

+## Protect shared files by adding a password and expiration

+With a Microsoft 365 subscription, you can add expiration dates and passwords to files you share in OneDrive to make them more secure. For more information, see [Use expiration dates and passwords](https://support.microsoft.com/office/video-use-expiration-dates-and-passwords-d4a5a9d9-5cc8-416d-8bb9-90d6c17fd919).

+1. In your browser, select a file or folder.

+2. Select **Share** and then select **Link settings**.

+3. Set an expiration date.

+ **Note:** The link works until the expiration date.

+4. Set a strong password.

+5. Select **Apply**

+6. Enter names, email addresses, and a message, and then select **Send**.

+7. Send the password in a separate message so recipients can open the file.

+## Classify and protect company data

+Use the Microsoft Purview compliance portal to enable support for sensitivity labels. For more information, see [Enable sensitivity labels for files in SharePoint and OneDrive](/microsoft-365/compliance/sensitivity-labels-sharepoint-onedrive-files).

+1. Sign in to [the Microsoft Purview compliance portal](https://compliance.microsoft.com/) as a global administrator.

+2. Select **Solutions** and then **Information protection**.

+ **Note:** If you donΓÇÖt immediately see this option, first select **Show all**.

+3. If you see a message to turn on the ability to process content in Office online files, select **Turn on now**. The command runs immediately and when the page is next refreshed, you no longer see the message or button.

+## Information protection notification

+Use Sensitivity labels, from Microsoft Purview Information Protection, to classify and protect your organizationΓÇÖs data. To learn more, see [Learn about sensitivity labels](/microsoft-365/compliance/sensitivity-labels).

+## Sensitivity labels in Excel

+To apply sensitivity labels, users must be signed in with their Microsoft 365 work or school account.

+## Additional resources

+See the following resources to learn more about OneDrive.

+### Online training

+- [OneDrive for Business video training](https://support.microsoft.com/office/onedrive-video-training-1f608184-b7e6-43ca-8753-2ff679203132)

+### Microsoft help articles

+- [Setup OneDrive file storage and sharing](https://support.microsoft.com/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07) - One of the best ways to set up file storage and sharing for your business is to use OneDrive and a team site together.

+- [What is AutoSave?](https://support.microsoft.com/office/what-is-autosave-6d6bd723-ebfd-4e40-b5f6-ae6e8088f7a5#:~:text=AutoSave%20is%20a%20new%20feature,for%20Business%2C%20or%20SharePoint%20Online.) ΓÇô a feature that saves your file automatically, every few seconds

+- [Manage your OneDrive storage](https://support.microsoft.com/office/manage-your-onedrive-for-work-or-school-storage-31519161-059c-4764-b6f8-f5cd29f7fe68) - see how much space youΓÇÖre using and free up space if youΓÇÖre getting close to your storage limit

+- [Restore deleted files or folders in OneDrive](https://support.microsoft.com/office/restore-deleted-files-or-folders-in-onedrive-949ada80-0026-4db3-a953-c99083e6a84f) ΓÇô in the event of accidental file or folder deletion in OneDrive, you might be able to recover it later from the OneDrive recycle bin

+- [Restore your OneDrive](https://support.microsoft.com/office/restore-your-onedrive-fa231298-759d-41cf-bcd0-25ac53eb8a15) - you can restore your entire OneDrive to a previous time if many of your OneDrive files were deleted, overwritten, corrupted, or infected by malware

+- [Restore a previous version of a file stored in OneDrive](https://support.microsoft.com/office/restore-a-previous-version-of-a-file-stored-in-onedrive-159cad6d-d76e-4981-88ef-de6e96c93893) - you can see and restore older versions of your files stored in OneDrive

+- [Control notifications on shared files or folders](/onedrive/turn-on-external-sharing-notifications) ΓÇô enable users to receive notifications about file activity in OneDrive.

+- [Create a file request](https://support.microsoft.com/office/create-a-file-request-f54aa7f8-2589-4421-b351-d415fc3b83af) - you can choose a folder where others can upload files using a link that you send them.

+- [Mark up a PDF in OneDrive for Android](https://support.microsoft.com/office/mark-up-a-pdf-in-onedrive-for-android-58a4cb71-26b2-461b-8920-25a8acce1776#:~:text=Tap%20the%20Navigate%20icon%20and,or%20stylus%2C%20or%20your%20fingertip.) - use the Markup tool in OneDrive for Android to add notes, text, pictures, or freehand markup to PDF files.

+- [Add shortcuts to shared folders in OneDrive for work or school](https://support.microsoft.com/office/add-shortcuts-to-shared-folders-in-onedrive-for-work-or-school-d66b1347-99b7-4470-9360-ffc048d35a33) - add a shortcut to the shared folder in your OneDrive to easily find and work with the files.

+## CONFIDENTIAL INFORMATION

+ - Select the sensitive information entities you want to detect, and then select **Next**.

+4. On the **Configure extraction** page, select the sensitive information entities you want to extract, and then select **Next**.

+ > This model does not detect or extract information from encrypted files.

+6. On the **Apply model** page, select **+Add library**, and choose the library you want to add this model to, and then select **Add**.

+7. In the document library, entities that are detected are displayed in one column and entities that are selected for extraction are displayed in another column per entity.