Deployment options Office365 Web plugin

You can install the FileCap Office365 Web plugin with the manifest file which you can download from the Office365 settings page.

Note: Changes made in Exchange are not applied directly in all situations. It is possible that the plugin isn’t visible directly after installation.

Installation

Note: Before installation of the FileCap Office365 Web plugin please make sure you checked the plugin requirements.

Install through the Exchange Admin Center

Follow the next steps to install the FileCap Office365 Web plugin from the Exchange Admin Center:

  1. Login to the Microsoft Admin Center
  2. Click on “Show more”
  3. Under “Admin centers” click on Exchange
    microsoft-exchange-admin-center
  4. You are now in the Exchange Admin Center
  5. Click on Organization
  6. Click in Add-ins
    microsoft-exchange-admin-addins
  7. Click on the + icon to add a new add-in
  8. Select “add from file”
  9. Browse to the downloaded manifest file and click Next.
  10. The FileCap office365 plugin is now installed.
  11. Double click on FileCap
  12. Select the option “Make this add-in available to users in your organization”
    office365-manage-addins
  13. Select on of the following three options:
    1. “Optional, enabled by default” – The plugin is enabled by default. The users can disable the plugin.
    2. “Optional, disabled by default” – The plugin is disabled by default. The users can enable the plugin.
    3. “Mandatory, always enabled. Users can’t disable this add-in” – The plugin is enabled by default, the users cannot disable the plugin.
  14. Click Save.

The FileCap Office 365 Web plugin is available to users. Please continue to “OnSend Function”.

OnSend function

The FileCap Office 365 Web plugin is using the so called OnSend function in OWA. This function is disabled by default in Exchange. If the OnSend function is disabled the files will be send without using FileCap.

Enable the OnSend function

There are multiple methods to enable the OnSend function, per personal mailbox, for all personal mailboxes and there are some limitations, which are all described in this chapter.

Enable OnSend per personal mailbox

To enable the OnSend function for one personal mailbox follow these steps:

  1. Open Powershell with Admin rights
  2. Enter the following command: Set-ExecutionPolicy RemoteSigned
  3. Type: Yes
  4. Enter the following command: $UserCredential = Get-Credential
  5. Login with an account which has admin permissions to Exchange
  6. Enter the following command:
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
  7. Enter the following command: Import-PSSession $Session
  8. Create a new OWA mailbox policy.
    In this example the policy name is OWAOnSendAddinTestUserPolicy, but you can give your own name to the policy.
    New-OWAMailboxPolicy OWAOnSendAddinTestUserPolicy
  9. Enable the OnSend function for this policy:
    Get-OWAMailboxPolicy OWAOnSendAddinTestUserPolicy | Set-OWAMailboxPolicy –OnSendAddinsEnabled:$true -OutlookBetaToggleEnabled $false
    Warning: With disabling the function to use the New OWA (OutlookBetaToggle) users which already activated the new OWA cannot disable it anymore.
  10. Enable the policy for one personal mailbox:
    Get-CASMailbox user@filecap.com | Set-CASMailbox -OwaMailboxPolicy OWAOnSendAddinTestUserPolicy

Note: It can take some time for Exchange to process this configuration change.

Enable OnSend for all personal mailboxes

To enable the OnSend function for all personal mailboxes follow these steps:

  1. Open Powershell with Admin rights
  2. Enter the following command: Set-ExecutionPolicy RemoteSigned
  3. Type: Yes
  4. Enter the following command: $UserCredential = Get-Credential
  5. Login with an account which has admin permissions to Exchange
  6. Enter the following command:
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic -AllowRedirection
  7. Enter the following command: Import-PSSession $Session
  8. Create a new OWA mailbox policy.
    In this example the policy name is OWAOnSendAddinAllUserPolicy, but you can give your own name to the policy.
    New-OWAMailboxPolicy OWAOnSendAddinAllUserPolicy
  9. Enable the OnSend function for this policy:
    Get-OWAMailboxPolicy OWAOnSendAddinAllUserPolicy | Set-OWAMailboxPolicy –OnSendAddinsEnabled:$true -OutlookBetaToggleEnabled $false
    Warning: With disabling the function to use the New OWA (OutlookBetaToggle) users which already activated the new OWA cannot disable it anymore.
  10. Enable the policy for all personal mailboxes:
    Get-User -Filter {RecipientTypeDetails -eq 'UserMailbox'} -ResultSize Unlimited |Set-CASMailbox -OwaMailboxPolicy OWAOnSendAddinAllUserPolicy

Note: It can take some time for Exchange to process this configuration change.

Limitations

  • The OnSend function is only available for personal mailboxes at the moment. it is not possible to use the OnSend function with shared mailboxes.
  • The created OnSend policy can conflict with other policies. It is important to test the OnSend function when using other policies on the specific mailboxes.
  • The OnSend function is currently not made available by Microsoft when using the “New Outlook”. Users which use the new Outlook and want to use the FileCap Office365 Web plugin should go back to the old layout for now.

Enable the OnSend function for new users

The OwaMailboxPolicy can only be enabled for existing users. When there will be new users in the organisation the OnSend function is not available for them by default. This can be solved using a PowerShell script which will be running as scheduled task.

Preparations

The Powershell script is making a connection with Exchange. To connect with Exchange it needs admin privileges, because of that the login credentials need to be saved encrypted.

  1. Please copy the following script:
    #Set-up de credential files
    #Path to wirte the username file
    $UserPath = “”
    #Path to write the password file
    $PasswordPath = “”#Write the credentials
    $Credentials = Get-Credential
    $Credentials.UserName | Out-File $UserPath
    $Credentials.Password | ConvertFrom-SecureString | Out-File $PasswordPath
  2. Edit the $UserPath to the path where you want to save the username, for example:
    C:\Users\user1\Documents\USER.txt
  3. Edit the $PasswordPath to the path where you want to save the password, for example:
    C:\Users\user1\Documents\PASSWORD.txt
  4. Save the script as a .ps1 file and execute it. The credentials will be saved encrypted.

Powershell script

The following script will search all User mailboxes which are created in the past X days.

  1. Please copy the following script:
    #Fill in the variables to use in your environment
    #Path to the username file
    $UserPath = “”
    #Path to the password file
    $PasswordPath = “”
    #The number of days to look back (1 for yesterday)
    $DaysToLookBack =
    #The URL to Exchange
    #For Exchange on premise: http://<ServerFQDN>/PowerShell/
    #For Exchange online https://outlook.office365.com/powershell-liveid/
    $ExchangeURL = “”
    #The name of the OwaMailboxPolicy that contains the settings required for the FileCap Office 365 Web plugin
    $OwaMailboxPolicyName = “”# Set up the credential variables
    $Username = Get-Content $UserPath
    $Password = Get-Content $PasswordPath | ConvertTo-SecureString
    $LoginCredentials = New-Object -TypeName System.Management.Automation.PSCredential -ArgumentList $Username,$Password
    # Create session to Exchange
    $Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri $ExchangeURL -Credential $LoginCredentials -Authentication Basic -AllowRedirection
    #Start the session
    Import-PSSession $Session
    # Get all users of type UserMailbox that are created in the last $DaysToLookBack days and set the OwaMailboxPolicy
    Get-User -Filter {RecipientTypeDetails -eq ‘UserMailbox’} -ResultSize Unlimited | Where-Object {$_.WhenCreated -ge ((Get-Date).AddDays(-$DaysToLookBack))}| Set-CASMailbox -OwaMailboxPolicy $OwaMailboxPolicyName
    Remove-PSSession $Session
  2. Please edit the following things in the script above:
    • Change $UserPath to the file which contains the username, for example: C:\Users\user1\Documents\USER.txt
    • Change the $PasswordPath to the file which contains the password, for example: C:\Users\user1\Documents\PASSWORD.txt
    • Change $DaysToLookBack to the number of days you want to look back. Enter 1 to find users which are created in the past 24 hours.
    • Change $ExchangeURL to the URL where Exchange can be found.
    • Change $OwaMailboxPolicyName to the policy you want to apply to the users, for example: OWAOnSendAddinAllUserPolicy
  3. Save the script as a .ps1 file

Create a scheduled task

We will now add a scheduled task to run the above script every day.

  1. Open the Task Scheduler
  2. Choose Create Basic Task.
  3. Enter a Name, for example: Apply OnSend function
  4. Enter a description
  5. Click Next
  6. Choose a trigger, recommended is Daily.
  7. Click Next
  8. Enter a Start date/time
  9. Enter a repeat period, for example every 1 day.
  10. Click Next
  11. At Program enter: powershell.exe
  12. At “Add arguments (optional)” enter: -ExecutionPolicy Bypass C:\Users\user1\Documents\OwaMailboxPolicy.ps1
  13. Click Next
  14. Check “Open the Properties dialog for this taks when I click Finish”
  15. Click Finish
  16. Select “Run wether user is logged in or not”
  17. Click OK
  18. Enter the password of the user which will run this task
  19. Click OK

The task is now created successfully.

Check the installation in OWA

Follow the next steps to check if the installation of the plugin is successful.

Check the plugin in OWA

  1. Login to the mailbox
  2. Click New email
  3. Click at the FileCap icon in the bottom-right.
    filecap-icon-office365.png
  4. The FileCap Plugin should open at the right side.

Is the plugin not visible for the user?

  1. Go to settings
  2. Click manage add-ins
    manage-addins
  3. Go to admin controlled addins
  4. Click add to enable the FileCap plugin
    addin-list
  5. Click at the FileCap icon in the bottom-right.
    filecap-icon-office365.png
  6. The FileCap Plugin should open at the right side.

If the FileCap plugin is not installed correctly please check the previous steps on this page.

Check the OnSend function

  1. Login to the mailbox
  2. Click New email
  3. Click at the FileCap icon in the bottom-right
    filecap-icon-office365
  4. The FileCap plugin will open at the right side.
  5. Add files that need to be send with FileCap
  6. Send the email
  7. When the email contains a FileCap download link with the attached files the OnSend function is working correctly.