Important Note:


The Microsoft 365 Compliance Portal provides powerful tools to search, access, and export sensitive organisational data. Access to this portal should be handled with the utmost care. Here’s why:

  • Risks of Data Exposure: Running searches and exporting results can involve sensitive or confidential information, including personal data, financial records, and other critical business details. Mishandling or unauthorised sharing of this data could lead to regulatory violations or reputational damage.
  • Compliance Obligations: Actions taken in the Compliance Portal are logged and auditable. Misuse of this access can result in disciplinary actions or legal consequences.
  • Data Security: Exported data files must be securely stored and handled to prevent unauthorised access. Always follow organisational policies regarding data security and retention.

Before proceeding, ensure that you fully understand your organisation's compliance and data protection policies. Only use the portal for authorised purposes and within the scope of your role.

Steps:


Step 1: Log in to the Microsoft Purview Portal

  1. Navigate to the Purview eDiscovery Portal:

  2. Sign In:

    • Log in with your Microsoft 365 admin credentials. Ensure your account has the appropriate permissions (e.g., member of the eDiscovery Manager role group).

  3. Access eDiscovery Tools:

    • From the navigation menu, select eDiscovery (Standard) or eDiscovery (Premium), depending on your requirements.

Step 2: Create a New Search

  1. Start a New Search:

    • In the eDiscovery (Standard) dashboard, click + New search.

  2. Name Your Search:

    • Provide a descriptive name (e.g., "Employee Exit Investigation").

  3. Select Locations to Search:

    • Click Edit locations to choose where the search will run:
      • Exchange mailboxes: Search for emails.
      • SharePoint sites: Search files and folders in SharePoint.
      • OneDrive accounts: Search specific users’ OneDrive content.
      • Microsoft Teams: Search messages, channels, and shared files.
    • Select the specific users, sites, or teams and click Save.

  4. Set Search Conditions:

    • Enter keywords or phrases in the Keywords box.
    • Refine the search using Conditions, such as:
      • Date Range: Specify a time frame.
      • File Types: Include specific file formats (e.g., .pdf, .docx).
      • Sensitive Data Types: Look for predefined sensitive information.

  5. Run the Search:

    • Click Save and run to execute the search. The system will display the search’s progress and status.

Step 3: Review the Search Results

  1. Access Search Results:

    • Once the search is complete, click the search name in the list to open its details.

  2. Preview Results:

    • In the Search results tab, click Review Sample to preview a selection of items that match the search criteria.

  3. Adjust Search Criteria (If Needed):

    • If the results are too broad or irrelevant, click Edit search query to refine the keywords or conditions and rerun the search.

Step 4: Export Search Results

  1. Prepare to Export:

    • In the search details page, click the Actions drop-down and select Export results.

  2. Export Restrictions:

    • Important: Exports can only be performed on a Windows PC using the Microsoft Edge browser.

  3. Enable ClickOnce in Microsoft Edge:

    • To enable the ClickOnce functionality required for the eDiscovery Export Tool, follow these steps:
      1. Open Microsoft Edge.
      2. In the address bar, type edge://flags/#edge-click-once and press Enter.
      3. Locate the setting Enable ClickOnce support.
      4. Use the drop-down menu next to the setting and select Enabled.
      5. Restart Microsoft Edge to apply the changes.

  4. Download the eDiscovery Export Tool:

    • After enabling ClickOnce, click Download results in the Purview portal. This will trigger the ClickOnce installation of the eDiscovery Export Tool. Follow the on-screen prompts to install the tool.

  5. Use the Export Tool:

    • Paste the Export key provided in the Purview portal into the Export Tool.
    • Choose a destination folder and start the export. The exported data will be saved as a .ZIP file containing your results in a structured format.

Tips:

  • Permissions: Ensure your account is part of the eDiscovery Manager role group for sufficient access to the service.
  • Data Security: Always handle exported data securely and in accordance with organisational policies.
  • Audit Logs: Review the Audit Logs in Purview for detailed records of eDiscovery actions.