BrandMail Lite Mail Flow Set-Up for Microsoft 365

BrandMail Lite Mail Flow Set-Up for Microsoft 365

How to set-up the BrandMail Lite Mail Flow for Microsoft 365

BrandMail Lite allows you to brand emails from your organization via a mail flow rule, which appends email signatures, banners and surveys to organizational emails sent by users.
If your users have the desktop version of BrandMail (Windows) or make use of BrandMail for O365 Web, emails sent from the desktop version or O365 Web will continue to flow directly from the workstation to recipients. BrandMail Lite will then take care of branding emails sent from mobile devices, tablets as well as Mac users who don't make use of O365 Web. 

BrandMail Lite Architecture for Microsoft 365

Overview

Setting up BrandMail Lite for Microsoft 365 consists of the following steps:

1. Setting up your connectors to allow your email to be routed to BrandMail Lite
2. Set-up your permanent mail flow rules for BrandMail Lite (sending)
3. Set-up your permanent mail flow rules for BrandMail Lite (receiving)
4. Updating your SPF record

Step 1: Set up your connectors

Connector A: From your organization's email server to Office 365 (Accept from BrandQuantum Mail Router)
Connector B: From O365 to your organization's email server (Send to BrandQuantum Mail Router)

Step 2: Set up your permanent rules for sending (Rule A)

Step 3: Set up your permanent rules for receiving (Rule B)

Rule A: Send to BrandQuantum Mail Router Rule (Internal to External)
Rule B: S end to BrandQuantum Mail Router Rule (Internal to Internal)

Step 4: Edit your Spam filter policy

This ensures that emails do not get flagged as spam by Microsoft.

Step 5: Set up your test phase rule (temporary)

This rule is set-up initially whilst the set-up is in progress. We recommend using one test account. Additional email addresses may be added to this rule whilst testing is in progress. Once you are satisfied that the BrandMail Lite Mail Flow is working correctly, this rule can be removed to open all emails up in your domain to the BrandQuantum BrandMail Lite mail flow. 
Alert
NB to understand: Users and user accounts must exist in the BQIgnite platform for their mails to flow via the mail flow rule. Accounts which do not exist in the BQIgnite platform will be blocked from flowing and mails will be routed back to O365 (i.e. will not deliver through to recipients). Please ensure that all user accounts exist in BQIgnite before opening up the domain to all accounts. This should include any shared mailboxes. Should you have user accounts which you would like to exclude from the mail flow, please create separate AAD groups. Please get in touch with our support team to assist with set-up and testing of separate user groups.

Step 6: Test using your test phase rule

Add additional email addresses to the test phase, if required.

Step 7: Remove the test phase rule

Detailed Steps

Connector A: Create the Accept from BrandQuantum Mail Router Connector (Internal to External)

  1. Log into your O365 Exchange Environment (if you need assistance locating it, follow this link)

Microsoft Exchange Admin Center

  1. Click on connectors
  2. Click on new
Select:
  1. From: Your organization's email server
  2. To: Office 365


  1. Click Next

  1. Name: Accept from BrandQuantum Mail Router
  2. Description: Accept from BrandQuantum Mail Router
  3. Click Next
Identify connector A
  1. Click on the plus sign to add an identifier:
Connector A identifier IP address

Add one of the two IP addresses below based on your BQIgnite hosting location.
NB: The IP addresses differ depending on your BQIgnite hosting location. Add one of these 2 IP addresses depending on your BQIgnite hosting location.
Alert
BQIgnite Azure US:                       13.89.225.68
BQIgnite Azure US 2:                  20.80.107.170
BQIgnite Azure US 3:                  135.233.98.81
BQIgnite Azure Europe:             52.157.173.232
BQIgnite Azure Europe 2:             4.180.21.241
BQIgnite Azure Africa:                102.37.100.99
BQIgnite Azure Africa 2:             102.37.127.66
BQIgnite Azure Africa 3:             4.221.106.213
Click Save:
Saving Connector A

Idea
Connector A has now been successfully set up. 

Connector B: From O365 to your organization's email server

  1. Click on connectors
  2. Click on new
Select:
  1. From: O365
  2. To: Your organization's email server
Connector B from O365

  1. Click Next
Connector B description
  1. Click Next
Connector B transport rule
  1. Click Next


  1. Click Next

Add one of the two IP addresses below based on your BQIgnite hosting location.
NB: The IP addresses differ depending on your BQIgnite hosting location. Add one of these 2 IP addresses depending on your BQIgnite hosting location.
Alert
BQIgnite Azure US:                       13.89.225.68
BQIgnite Azure US 2:                  20.80.107.170
BQIgnite Azure US 3:                  135.233.98.81
BQIgnite Azure Europe:             52.157.173.232
BQIgnite Azure Europe 2:             4.180.21.241
BQIgnite Azure Africa:                102.37.100.99
BQIgnite Azure Africa 2:             102.37.127.66
BQIgnite Azure Africa 3:             4.221.106.213
Click Next:






TLS Security confirmation for connector


Validate Connector B
  1. Add an email address which is not on your domain (e.g. a GMail address or other domain email) in order to test and validate
  1. Click Validate

Connector B Validate




Connector B Save after validation

Once your Connector B has validated successfully, click Save.
Idea
Connector B has now been successfully set up. 

Rule A: Create the Send to BrandQuantum Mail Router rule (Internal to External)

  1. Log into your O365 Exchange Environment (if you need assistance locating it, follow this link)
  2. Click on rules
Microsoft Exchange Admin Center
  1. Click on Create a new rule....
Create a new rule

1. Name: Send to BrandQuantum Mail Router Rule (Internal to External)
2. *Apply this rule if....the sender is located.... inside the organization
and
3. *The recipient is located....Outside the organization
4. *Do the following....
Use the following connector....Send to BrandQuantum Mail Router
5. Except if....the sender address includes '<>'
or
6. The sender address matches.....' postmaster@yourorganizationdomain.com' (use your postmaster address here)
or
7. The message type is....Calendaring
or
8. A message header includes....'X-BrandMail-Processed' header includes 'true'

BrandMail Internal to External Rule

  1. Click Save

Rule B: Create the send to BrandQuantum Mail Router Rule (Internal to Internal)



1. Name: S end to BrandQuantum Mail Router Rule (Internal to Internal)
2. *Apply this rule if....the sender is located.... inside the organization
and
3. *The recipient is located....Inside the organization
4. *Do the following....
Use the following connector....Send to BrandQuantum Mail Router
5. Except if....the sender address includes '<>'
or
6. The sender address matches.....' postmaster@yourorganizationdomain.com' (use your postmaster address here)
or
7. The message type is....Calendaring
or
8. A message header includes....'X-BrandMail-Processed' header includes 'true'

Spam Filter Policy Update

Go to your exchange centre admin page
Click on the protection tab
Exchange Admin Center Protection tab Protection default setting

  1. Click the edit button to edit the default setting
  2. Click on connection filtering
  3. Add the following IP to the Allowed IP Address list

Allowed IP Address List

Warning
NB: The IP addresses differ depending on your BQIgnite hosting location. Add one of these 2 IP addresses depending on your BQIgnite hosting location.

Alert
BQIgnite Azure US:                       13.89.225.68
BQIgnite Azure US 2:                  20.80.107.170
BQIgnite Azure US 3:                  135.233.98.81
BQIgnite Azure Europe:             52.157.173.232
BQIgnite Azure Europe 2:             4.180.21.241
BQIgnite Azure Africa:                102.37.100.99
BQIgnite Azure Africa 2:             102.37.127.66
BQIgnite Azure Africa 3:             4.221.106.213

Save the setting.

Set up your temporary test phase rule

  1. Go to your Exchange Admin Centre
  2. Click on Mail Flow
  3. Click on Rules
  4. Click on the plus button to add a new rule
  5. Select the Restrict messages by sender or recipient.....

Restrict message by sender or recipient

  1. Name: Temporary Mail Flow Test
  2. *Apply this rule if...
  3. The sender is....
  4. Select a user (could be yourself) from your AD group to be your test subject



  1. Instead of selecting a person select 'redirect message to' the following connector


Select the BrandQuantum Mail Router Connector

  1. Click Save
Idea
The mail flow will now be active only for your test user. 

Next, test your mail flow thoroughly. Once you are satisfied that it is working as expected, you may remove the temporary test phase rule. 




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