Getting Started

To administer Spanning Backup for Microsoft 365, the following are required:

• Microsoft 365 for Business or Microsoft 365 Enterprise Tenant
• A Microsoft 365 Global Administrator account
• A Spanning Backup for Microsoft 365 subscription
• A supported TOTP authenticator application

NOTE  UniView Portal requires two-factor authentication (2FA) using a supported TOTP authenticator application. If you are not already using a supported authenticator application, you will need to download and install one to your iOS or Android device before you can log in to the UniView Portal. For details, see Which authentication applications are supported by KaseyaOne?

After purchasing Spanning Backup, you receive a Welcome to UniView Portal email within 48 hours before your subscription's start date. Use the information in this email to log in to the UniView Portal.

Steps required to log in vary by whether you log in through KaseyaOne or directly into the UniView Portal. These considerations apply:

• In some environments, KaseyaOne has been integrated with UniView and log in with KaseyaOne is required. In this case, when you attempt to log in you are redirected to the KaseyaOne Login page. Enter your UniView Portal username and company name to log in through KaseyaOne. Follow the instructions on the pages that display.

NOTE  For a more detailed step-by-step login procedure, see To log in with KaseyaOne credentials in the UniView Portal online help guide.

• In some environments, log in with KaseyaOne is optional. You can click Log in with KaseyaOne or enter your credentials on the UniView Portal login page.
  

• In some environments, log in with KaseyaOne is not enabled. In this case, the login page does not contain the Log in with KaseyaOne button and you must log in through UniView Portal. If logging in for the first time, you are prompted to set up 2FA authentication.

NOTE  For a more detailed step-by-step login procedure, see To activate your account and log in for the first time or To log in using UniView Portal credentials in the UniView Portal online help guide.

NOTE  If you've logged in to UniView Portal for the first time, a self-paced onboarding tour launches. Watch the short video, then exit the tour. You will revisit this tour in Step 3: (In UniView) Complete the UniView Onboarding Tour.

If you are new to Spanning Backup, Login with KaseyaOne is enabled automatically. To confirm that this feature has been enabled, click and select the Integrations tab. View the setting in the KaseyaOne integration as shown here:
.

If the feature is disabled, simply click the Enable Log In with KaseyaOne feature toggle to enable it.

If KaseyaOne has not been integrated with UniView, you see an Integrate button in the KaseyaOne tile on the Integrations tab. To add the integration, see Integrating KaseyaOne in the UniView Portal online help guide.

To launch the self-paced onboarding tour, click the graduation cap icon and select the Tasks tab. Click an onboarding task to view its tour:

For supplemental information, see these topics in the UniView Portal online help guide as you're working through these tasks in the tour:

• Spanning Tenant Overview – See Adding an organization and Integrating a Microsoft 365 tenant.
• Provisioning Licenses – See To allocate Microsoft 365 licenses.
• Update Number of Licenses – See To upgrade from a Spanning Microsoft 365 trial to a paid subscription.

To connect to Spanning Backup:

1. In UniView Portal, navigate to Dashboard > Spanning and select the Microsoft 365 tab below:
   
2. Connect to your Microsoft 365 tenant in Spanning Backup by clicking its icon, as shown here:
   
3. You are logged in to the Spanning Backup UI.

Use these steps to onboard your Spanning Backup for Microsoft 365 tenant:

1. If this is your first time logging in, the self-paced onboarding tour launches automatically. If not, launch the tour by clicking the graduation cap icon and selecting a task on the Tasks tab. Click an onboarding task to view its tour:
   
2. Complete the tasks in the onboarding tour.

3. Repeat this procedure to onboard additional Microsoft 365 tenants.

For supplemental information, see these topics:

Assigning licenses

To start running backups, you must assign Spanning licenses to your users and shared drives.

Once standard licenses are assigned, Spanning begins running daily backups of:

• each licensed user's Mail, Calendars, Contacts, and OneDrive data.

• SharePoint site collections.

• each licensed shared mailbox.

The amount of time it takes to complete your first backup will vary according to how much data you have stored in the user accounts and shared mailboxes that are being backed up. After the initial backup is completed, subsequent daily backups are much faster since they include only new and changed data.

NOTE  During a trial, organizations are limited to assigning 100 user licenses and 100 shared mailbox licenses.

To assign standard licenses to users

NOTE  For additional licensing procedures, see Licensing Users.

1. Click Users > Manage Licenses.
   

2. (Optional) Search for users by name or email address.
3. (Optional) Search for users by using the advanced filters. This enables you to search across all columns and values on the page.
4. (Optional) Check boxes to select users.

5. Do one of the following:

• To assign licenses to selected users, click Activate Standard.
• To assign licenses to all users that meet current filter criteria, click Activate Licenses.

NOTES   

●   You can enable backups for all users in your tenant in one action by clicking Activate Licenses (when no filters are currently applied). If filter criteria are applied (e.g., desired User Type), this action takes into consideration all filtered results (not only the users loaded in the list below if the list contains more).

●   If an Insufficient Licenses message displays, you don't have enough licenses for the selected users. Do any of the following: select fewer users, purchase more licenses, or deactivate licenses to reduce the number of assigned licenses.

6. Click Confirm to activate the licenses.
   

To assign standard licenses to shared mailboxes

NOTE  For additional procedures, see Protecting Shared Mailboxes.

1. Click Users > Shared Mailboxes.
   

2. (Optional) Search for mailboxes by name or email address.
3. (Optional) Search for mailboxes by using the advanced filters. This enables you to search across all columns and values on the page.
4. (Optional) Check boxes to select mailboxes.

5. Do one of the following:

• To assign licenses to selected mailboxes, click Activate Standard.
• To assign licenses to all mailboxes that meet current filter criteria, click Activate Licenses.

NOTES   

●   You can enable backups for all shared mailboxes in your tenant in one action by clicking Activate Licenses (when no filters are currently applied). If filter criteria are applied (e.g., selected License type), this action takes into consideration all filtered results (not only the mailboxes loaded in the list below if the list contains more).

●   If an Insufficient Licenses message displays, you don't have enough licenses for the selected mailboxes. Do any of the following: select fewer mailboxes, purchase more licenses, or deactivate licenses to reduce the number of assigned licenses.

6. Click Confirm to activate the licenses.
   

Spanning runs daily backups of each licensed shared mailbox.

Configuring settings

Spanning Backup for Microsoft 365 provides settings to help you manage and monitor your tenant. To finish setting up your Spanning Backup environment, configure these settings:

• Enable Teams Channel Conversation backups as described in Backup & Security tab settings.

• Set up notifications as described in Notifications tab settings.

• Set up KaseyaOne Unified Login by configuring the Login with IT Complete and KaseyaOne Integration features.

• Set up additional users as described in Roles & Permissions tab settings.

See Working with Application Settings for more configuration options, such as automated licensing, security, and retention settings.

To view backup status, you can:

• Go to the Users page for a snapshot of the last 30 backups by user. Click a red backup failure icon to drill down and view details on the Problems page.
  
• Go to the Backup History page to view the backup history of all active Spanning users in your tenant. For details, see Viewing Backup History.
• Go to the Problems page to view backup errors for the selected day or user. For details, see Managing Errors.

To view an immutable log of application activity (such as restores and on-demand backups), see Viewing Application Activity.

To restore or export data, see these topics:

• Restoring and Exporting User Data
• To restore SharePoint data
• To export Teams Channel Conversations