Office 365 mail flow diagram

For most organizations that use Officewe host your mailboxes and take care of mail flow. It's the simplest configuration and means that Office manages all mailboxes and filtering.

However, some organizations have a business need to keep all their mailboxes on premises. Exchange Online Protection EOP lets you to do that and provides antivirus and anti-spam mail processing in the cloud.

See Recipient, domain, and company management. For details about this, see Do I need a connector? And Set up connectors to route mail between Office and your own email servers. As an EOP customer, you can set up secure mail flow with a trusted partner by using Office connectors. TLS is a cryptographic protocol that provides security for communications over the internet. By using connectors, you can configure both forced incoming and outgoing TLS using self-signed or certification authority CA -validated certificates.

You can also apply other security restrictions, such as specifying domain names or IP address ranges from which your partner organization sends mail.

For more information, see Set up connectors for secure mail flow with a partner organization. You can add a trusted partner's IP address to a safe list to ensure that messages they send to you are not subject to spam filtering.

To do this, you can use the connection filter's IP Allow list. For more information, see Configure the connection filter policy. You can configure a connector with a Transport rule that routes mail to a specific site, based on conditions. For more information, see Scenario: Conditional email routing. Hybrid means that you host a portion of your mailboxes on premises, and a portion in the cloud Exchange Online.

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You can move from a standalone on-premises deployment to a hybrid deployment. If you have a hybrid deployment, you can protect your cloud and on-premises mailboxes with EOP. Standalone licenses are required for on-premises mailboxes, when they are protected by EOP. For more information about mail routing in a hybrid deployment, see Transport routing in Exchange hybrid deployments.

The Microsoft Exchange Server Deployment Assistant also provides detailed hybrid deployment provisioning and hybrid message transport guidance. To view feature availability across Office plans, standalone options, and on-premises solutions, see Exchange Online Protection service description. You may also leave feedback directly on GitHub. Skip to main content. Exit focus mode.

Secure messaging with a trusted partner As an EOP customer, you can set up secure mail flow with a trusted partner by using Office connectors. Safe listing a partner's IP address You can add a trusted partner's IP address to a safe list to ensure that messages they send to you are not subject to spam filtering.Easily and intuitively draw flowcharts, diagrams, org charts, floor plans, engineering designs, and more with Visio. Use modern shapes and templates with the familiar Office experience.

Collaborate on Visio flowcharts to include insights from all stakeholders. Connect your flowcharts and diagrams to real-time data. Work together on diagrams from a web browser, almost anywhere. Draw a flowchart, map an IT network, build an organizational chart, or document a business process. Visio Online Plan 1, which includes Visio Online and 2 GB of cloud storage on OneDrive, enables users to create and share simple diagrams in their favorite browser.

Enhanced support for AutoCAD drawings and more templates, stencils, and shapes are also only available in Plan 2. It automatically installs the latest security updates and receives all feature releases for the duration of the subscription. For information on how to license Visio, please visit our licensing page. Most Office customers can view their Visio diagrams in Teams.

Those with a Visio Online plan subscription can also edit diagrams directly in Teams. Learn more about Visio in Teams. Please note, Teams is sold separately from Visio. Power BI users can download the Visio Visual here. All users can view a Visio Visual report in Power BI and embed file links, but only those with a Visio Online license can edit the visual.

Data-linking is only available through Visio, although you can view data-linked diagrams using Visio Online. Visio shares many of the same security features as Microsoft Office apps. Likewise, Visio Online inherits all enterprise-grade security, privacy, and compliance features available through the Microsoft Cloud.

Any Visio Online diagram can be accessed, created, edited, and shared using your preferred mobile browser. There is also a native Visio Viewer app for iOS devices. You can only view diagrams using the app; editing capabilities are not available. There is no Visio client version for Mac.In Exchange Server, mail flow occurs through the transport pipeline. The transport pipeline is a collection of services, connections, components, and queues that work together to route all messages to the categorizer in the Transport service on an Exchange Mailbox server inside the organization.

For information about how to configure mail flow in a new Exchange or Exchange organization, see Configure mail flow and client access. Front End Transport service on Mailbox servers : This service acts as a stateless proxy for all inbound and optionally outbound external SMTP traffic for the Exchange Server organization. The Front End Transport service doesn't inspect message content, doesn't communicate with the Mailbox Transport service, and doesn't queue any messages locally.

Transport service on Mailbox servers : This service is virtually identical to the Hub Transport server role in Exchange Server The Transport service handles all SMTP mail flow for the organization, performs message categorization, and performs message content inspection. Unlike Exchangethe Transport service never communicates directly with mailbox databases. That task is now handled by the Mailbox Transport service. The Transport service routes messages among the Mailbox Transport service, the Transport service, the Front End Transport service, and depending on your configuration the Transport service on Edge Transport servers.

The Transport service on Mailbox servers is described in more detail later in this topic. Mailbox Transport service on Mailbox servers : This service consists of two separate services:.

Mailbox Transport Submission service : This service connects to the local mailbox database using an Exchange remote procedure call RPC to retrieve messages. The Mailbox Transport Submission service has access to the same routing topology information as the Transport service.

The Mailbox Transport service doesn't communicate with the Front End Transport service, the Mailbox Transport service, or mailbox databases on other Mailbox servers. It also doesn't queue any messages locally.

Transport service on Edge Transport servers : This service is very similar to the Transport service on Mailbox servers. If you have an Edge Transport server installed in the perimeter network, all mail coming from the Internet or going to the Internet flows through the Transport service Edge Transport server.

This service is described in more detail later in this topic. The following diagram shows the relationships among the components in the Exchange transport pipeline.

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Although the diagrams in this topic show the components on a single Exchange server, communication also occurs between those components on different Exchange servers. The only communication that always occurs on the local Exchange server is between the Mailbox Transport service and the local mailbox database. The way messages from outside the Exchange organization enter the transport pipeline depends on whether you have a subscribed Edge Transport server deployed in your perimeter network. The message is sent to the Transport service on the local Mailbox server or on a different Mailbox server.

The message is sent from the Transport service to the Mailbox Transport Delivery service on the local Mailbox server or on a different Mailbox server.

The following diagram and list describe inbound mail flow with an Edge Transport server installed in the perimeter network. The message is sent from the Front End Transport service to the Transport service on the local Mailbox server or on a different Mailbox server. The message is sent from the Transport service to the Mailbox Transport Delivery service on the local Mailbox server, or on a different Mailbox server. SMTP messages from inside the organization enter the transport pipeline through the Transport service on a Mailbox server in one of the following ways:.

By default, in a new Exchange Server organization, there's no Send connector that's configured to send messages to the Internet. You need to create the Send connector yourself.

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After you do that, Outbound mail flow occurs as described in the following diagram and list. Default : The Transport service uses the Send connector you created to send the message to the Internet. Outbound proxy : The Transport service uses the Send connector you created to send the message to the Front End Transport service on the local Mailbox server or on a remote Mailbox server. The Front End Transport services sends the message to the Internet.

If you have an Edge Transport server installed in the perimeter network, outbound mail never flows through the Front End Transport service. Outbound mail flow with an Edge Transport server is described in the following diagram and list.For most organizations using Officewe host your mailboxes and take care of mail flow.

It's the simplest configuration and means that Office manages all mailboxes and filtering. However, some organizations need more complex mail flow setups to make sure that they comply with specific regulatory or business needs. You can find out about those options here. Microsoft Exchange Online can route mail flowing from your organization through an on-premises server or a hosted service sometimes called "smart hosting".

This lets your organization to use data loss prevention DLP appliances, perform custom post-processing of outgoing email, and deliver email to business partners through private networks.

Exchange Online also supports Address Rewrite, which routes outgoing email through an on-premises gateway that modifies the addresses. This feature lets you hide sub-domains, make email from a multi-domain organization appear as a single domain, or make partner-relayed email appear as if it were sent from inside your organization. Administrators configure custom email routing within the Exchange admin center EAC.

office 365 mail flow diagram

For more information, see Set up connectors to route mail between Office and your own email servers. Exchange Online can deliver mail flowing into and out of your organization. If your recipient domain is hosted in Exchange Online with DNS MX records pointing to Exchange Online Protection, mail flow from your tenant to the recipient will not travel over the internet. As an Exchange Online customer, you can set up secure mail flow with a trusted partner by using Office connectors.

TLS is a cryptographic protocol that provides security for communications over the internet. By using connectors, you can configure both forced incoming and outgoing TLS using self-signed or certification authority CA -validated certificates. You can also apply other security restrictions, such as specifying domain names or IP address ranges from which your partner organization sends mail.

For more information, see Set up connectors for secure mail flow with a partner organization.

office 365 mail flow diagram

You can direct mail to specific sites by using connectors and transport rules. With criteria-based routing, you can choose a connector based on specific conditions. For more information, see Scenario: Conditional mail routing. You can add a trusted partner's IP address to a safe list to ensure that messages the partner sends to you are not subject to anti-spam filtering.

To do this, you can use the connection filter's IP Allow list. For more information, see Configure the connection filter policy. A hybrid deployment gives organizations the ability to extend the feature-rich experience and administrative control they have with their existing on-premises Microsoft Exchange organization to the cloud.

With hybrid transport, messages sent between recipients in either organization are authenticated, encrypted, and transferred using Transport Layer Security TLSand appear as "internal" to Exchange components such as transport rules, journaling, and anti-spam policies.

For more information about mail routing in a hybrid deployment, see Transport routing in Exchange hybrid deployments. The Microsoft Exchange Server Deployment Assistant also provides detailed hybrid deployment provisioning and hybrid message transport guidance. Shared Address Space with On-Premises Routing Control MX Points to On-Premises is a hybrid deployment mail-routing scenario in which your mailboxes are hosted partially in Exchange Online and partially on-premises, and incoming and outgoing internet mail flow is routed through the on-premises Exchange organization.

This scenario is also called centralized mail transport. In this scenario, Exchange Online is provisioned with EOP and incoming internet mail is routed to your on-premises mail server before being routed to EOP and finally to mailboxes hosted in Exchange Online. Additionally, outgoing mail from Exchange Online mailboxes is routed through the on-premises Exchange organization for messages sent to external recipients. With this configuration, you can use a single SMTP domain namespace for all mailboxes in both your on-premises Exchange organization and your Exchange Online organization.

For more information about transport options in a hybrid deployment, see Transport options in Exchange hybrid deployments. This scenario is appropriate when you use the Office service to host some of your organization's mailboxes and you want EOP to protect both your on-premises and cloud mailboxes.

In this scenario, mail sent to recipients within your organization is initially routed through EOP, where spam and policy filtering occurs, before it reaches your on-premises mailboxes and cloud mailboxes.

Office 365 Mail Flow - Backscatter?

Using the Hybrid Configuration Wizard to configure a hybrid deployment in Microsoft Exchange Server greatly minimizes the potential that the hybrid deployment will experience problems. However, there are some typical areas outside the scope of the Hybrid Configuration Wizard that, if misconfigured, may present problems in a hybrid deployment.

These include proper Client Access server configuration and proper certificate installation and configuration. For more information about troubleshooting a deployment with the Hybrid Configuration Wizard, see Troubleshoot a hybrid deployment.Keep in touch and stay productive with Teams and Officeeven when you're working remotely.

Visio is a diagramming tool that makes it easy and intuitive to create flowcharts, diagrams, org charts, floor plans, engineering designs, and more, using modern templates with the familiar Office experience. Access some of Visio's top templates and sample diagrams here, or request ones that you want. To see the hundreds of templates and sample diagrams available, you can open a template in the Visio app or in Visio for the web. Compare plans and pricing for Visio here. A diagram template that can be used to create marketing strategies that influence customers to purchase a company's products.

This flowchart template shows the steps for purchasing theater tickets from an online service and how different actions affect the user's Web experience.

A vertical flowchart best used for top-down processes or systems that involve hierarchies, or have many component processes. A cross-functional flowchart best used for a process that includes tasks shared across roles or functions. Organizational chart best used to show hierarchy levels and reporting relationships, in an attractive, modern format. A basic auditing diagram best used for a simple process that must satisfy a decision point to complete.

A basic engineering electrical diagram best used to draw an electronic circuit that can include semiconductor devices. Best used to track milestones, events, tasks, and phases over a period of time. Also used to create Product Roadmaps.

Show the relationship between a process and the organizational or functional units in a HR Process flow. Create an organization chart with a multi-level hierarchy. Try different layouts that fit your diagram into a printable space. Create detailed physical, logical, and network architecture diagrams using a comprehensive set of network and computer equipment shapes. Learn more. Credit approval process. A cross-functional flowchart for a credit approval process.

Property buying flow. A flowchart diagram that details the steps for buying a property.

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Marketing mix. Star network diagram.Use Microsoft Exchange Online and Office to manage mail flow. Find out how, and get tips and best practices for setting up and managing your email.

Office gives you flexibility in determining the best arrangement for how email is delivered to your organization's mailboxes. The path email takes from the internet to a mailbox and vice versa is called mail flow. Most organizations want Office to manage all their mailboxes and filtering, and some organizations need more complex mail flow setups to make sure that they comply with specific regulatory or business needs.

If you're part of a small business or simply an organization that wants Office to manage all your mailboxes and mail flow, we recommend following the steps in Set up Office for business. That article provides a complete checklist for setting up Office services and programs, including how to set up your mail flow and email clients.

Are you new to Office mail flow? We especially recommend reading the part about SPF records because customers often list the wrong values in their SPF record, which can cause mail flow problems. For information about migrating your email to Microsoft Exchange Online, see Ways to migrate multiple email accounts to Office Office uses domains, like contoso.

When you set up email in Officeyou typically switch from the default domain that you got when you first signed up for Office the domain ending with. Domain names, like contoso. DNS provides a mapping between human-readable computer hostnames and the IP addresses used by networking equipment.

The following video provides you with a quick overview of some of the most important concepts about what DNS is and how it works. MX mail exchanger records provide an easy way for mail servers to know where to send email. You can think of the MX record as a type of postal address. If you want Office to receive all email addressed to anyone contoso. SPF validates that only the organization that owns a domain is actually sending email from that domain.

office 365 mail flow diagram

SPF is a security measure that helps makes sure someone doesn't impersonate another organization. This impersonation is often called spoofing. As a domain owner, you can use SPF to publish a list of IP addresses or subnets that are authorized to send email on your organization's behalf.

This can be helpful if you want to send email from multiple servers or services with different IP addresses.

You can only have one SPF record per domain. Because most modern email servers look up a domain's SPF record before they accept any email from it, it's important to set up a valid SPF record in DNS when you first set up mail flow. For a more in-depth understanding of how Office uses SPF, or for troubleshooting or non-standard deployments such as hybrid deployments, start with How Office uses Sender Policy Framework SPF to prevent spoofing. Email systems that receive email from your domain use this digital signature to determine if incoming email that they receive is legitimate.

For the best mail flow experience especially for spam filtering we recommend pointing the MX record for your organization's domain to Office Spam scanning is the initial connection point to the Office service. Who is sending the message, the IP address of the server that originally sent the message, and the behavior of the connecting mail server, all help determine whether a message is legitimate or spam.

If your domain's MX record doesn't point to Officethe spam filters won't be as effective. If your MX record doesn't point to Officethere will be some valid messages that the service misclassifies as spam and some spam messages that the service misclassifies as legitimate email.

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With that said, there are legitimate business scenarios that require your domain's MX record to point to somewhere other than Office For example, email destined for your organization might need to initially arrive at another destination such as a third-party archiving solutionthen route through Officeand then be delivered to mailboxes on your organization's mail server.

This setup might provide the best solution to meet your business requirements.

Office 365 Mail Flow Topology

Whatever your needs, this guide will help you understand how your MX records, SPF, and, potentially, connectors need to be set up.By using this site you agree to the use of cookies for analytics, personalized content and ads. Learn more. Keep in touch and stay productive with Teams and Officeeven when you're working remotely. A flow chart shows sequential steps in a task or process. There are many different SmartArt layouts that you can use to illustrate the steps in a process, including layouts that can contain pictures.

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This article explains how to create a flow chart that contains pictures. You can use the methods described in this article to create or change almost any SmartArt graphic. Try different layouts to achieve the results you want. Create a flow chart with pictures. Add or delete boxes in your flow chart. Move a box in your flow chart. Change the colors of your flow chart.

Apply a SmartArt style to your flow chart. Animate your flow chart. On the Insert tab, in the Illustrations group, click SmartArt. To add a picture, in the box you want to add it to, click the picture iconselect the picture you want to display in the chart, and then click Insert.

Copy text from another location or program, click [Text] in the Text pane, and then paste your text. Add a box. Click the existing box that is located closest to where you want to add the new box. If you don't see the Design tab, make sure that you've selected the SmartArt graphic. To insert a box at the same level as the selected box but following it, click Add Shape After.

To insert a box at the same level as the selected box but before it, click Add Shape Before. When you need to add a box to your flow chart, experiment with adding the box before or after the selected box to get the placement you want for the new box.

Add a box from the Text pane.


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