TTC Standard Mail Service

Service Introduction
Ver. 13.00

Updated November 5, 2020

IT Strategy department, Toyota Tsusho 　 Corporation
Table of Contents
1. Purpose of TTC Standard Mail Service
2. TTC Standard Mail Service
3. Service Description
4. Deployment Model
5. Roles of individual parties in service
deployment
6. Roles of individual parties in service
operation
7. Contracts and Billing

【 Appendix 】
-Service Specifications
-Contracts and Billing
-Summary of TTC Standard Mail Service

P.2
 1.Purpose of TTC Standard Mail Service
Under the circumstances that every company in Toyota Tsusho Group adopting various e-mail system by its
own and each company is having various issues and potential security risks on own e-mail system.
TTC is promoting standard mail service for its group companies to resolve those issues and security risks.
The aim of “TTC Standard Mail Service” is to achieve the following advantages.

【 Advantages of TTC Standard Mail Service 】

・ Accelerate communication
Accelerate communication within TTC group by sharing unified system for schedule sharing, web
conferencing, etc. and using linkage system.
*Linkage system will be implemented at any time after service deployme nt.

　・ Reduce risks
Raise the level of security management as TTC group by using unified system is provided by TTC.

　・ Reduce workload
Reduction of each company’s workload for deployment, management and operation for mail system.
　

P.3
 2.TTC Standard Mail Service
TTC Standard Mail Service is the e-mail service using Offie365 provided by Microsoft Corporation.
TTC Standard Mail Service provides cooperative communication service among TTC group companies.
Pointing the items which relate to specific
features of TTC Standard Mail Service. Item
Functions TTC No. indicates Number of items on the
comparison table.
・ License preparation *refer to comparison table on the last page.
・ Account management No.1

・ Service management
・ Security management net
er
Int
Group Com Ａ

Features
ｅ communication
Web Conferencing, Schedule
Sharing and Presence
Confirmation within
・ Mail own company and group
Int
・ Scheduler ern companies.
e t
・ Tasks
・ Address Book
Group Com Ｂ

P.4
 2.TTC Standard Mail Service (Related Systems)

TTC Standard Mail Service, Mail account and Resource(room/equipment) should be managed by using TTC
systems(GIMBIE, SAMUE). Application for special function is handled by TTC Group Helpdesk.

TTC
TTC
NextSet
： GIMBEI ： SAMUE SSO
Account room/equipment
Management Management
system System

No.5
No.12
： TWINS/G-TWINS
ID management
system
No.4

TTC
TTC Add/Delete TTC Group
Group
Group Add/Delete room/equipment Helpdesk
User account No.8
company
company Apply for password change
Billing Info

TTC-Group ID TTC Standard Mail Application for special function

End User e.g. ActiveSync
Administrator Administrator

P.5
 3. Service Description - 1. Service Contents -
TTC Standard Mail Service suite provide following services.

TTC-GA Plan3(Standard Services)

Monthly Fee/User

Mail - Exchange Online -

Send and Receive mail using web browser and mail client

Scheduler - Exchange Online -

Schedule Management and Sharing, Conference room and Equipment Reservation

Access Control - NextSet Single Sign On - 1,200/JPY

1,200/JPY
Restrict access from outside the company network (tax
(tax excluded)
excluded)

Spam Protection Anti-Virus - Proofpoint on Demand/Target Attacked Protection -

Mail, Attachment Quarantine

Archive - Exchange Online Archiving -

Mail Archive
Mobile Device Management -MDM for Office365-
Control/Wipe Devices

P.6
 3. Service Description - 1. Service Contents -
TTC Standard Mail Service suite provide following services.
TTC-GA Plan4(Option Services)
Monthly Fee/User
Real-Time Communication Tool – Skype for Business Online -
Presence Confirmation, Message, Web conference, Sharing Desktop/Whiteboard

Team Work Tool -Teams - 310/JPY

310/JPY
Presence Confirmation, Chat, Sharing Files, Web conference, Sharing Desktop, Calendar (tax
(tax excluded)
excluded)

Information Sharing Tool within TTC-O365 users – SharePoint Online -

e.g. Document Library, Portal Site, Workflow

In addition, the following cost is required for using SharePoint Online service.
Introduction
Introduction Cost
Cost (for
(for creating
creating site
site collection)
collection)
** Only
Only Document
Document Library
Library function.
function. If
If you
you need
need the
the other
other functions
functions or
or custom,
custom, 30,000/JPY
30,000/JPY(tax
(tax excluded)
excluded)
please
please order
order to
to vendor.
vendor.

Site
Site collection
collection usage
usage fee
fee(50GB)
(50GB) *Lump-sum
*Lump-sum payment
payment in
in the
the first
first month
month
1,250/JPY
1,250/JPY(tax
(tax excluded)
excluded)
Monthly Fee

Additional
Additional volume
volume usage
usage fee
fee(Addible
(Addible by
by 50GB
50GB unit)
unit) 1,100/JPY
1,100/JPY(tax
(tax excluded)
excluded)
** Lump-sum
Lump-sum payment
payment in
in the
the first
first month
month Monthly Fee

Additional volume usage fee for file sharing within the team may be required for using Team Work Tool on top of
Option service fee.
When the total size of the file sharing volume of each team exceeds the total number of users x 10GB
Additional
Additional volume
volume usage
usage fee
fee(By
(By 5GB
5GB unit)
unit) 5GB:100/JPY
5GB:100/JPY((ttaxax excluded
excluded))
Monthly Fee

P.7
 3. Service Description - 1. Service Contents -
TTC Standard Mail Service suite provide following services.

TTC-GA Plan1(Option Services)

Microsoft Office tool - Office 365 ProPlus - Word, Excel, PowerPoint, Access, etc. +1,600
+1,600 /JPY
/JPY(tax
(tax excluded)
excluded)

P.8
 3. Service Description - (1) Service Overview -
TTC standard mail service provides the following functions.
○: Enabled (can be enabled/disabled individually) ●: Enabled (cannot be enabled/disabled individually) 　 -: Not available

Service name TTC-GA TTC-GA TTC-GA Remarks

Plan 3 Plan 4 Plan 1

Mobile Device Management for Office 365 - ● ● “These licenses do not need to be individually assigned” is indicated at
the top of the management screen. It is enabled because it is activated
for tenant.
Office 365 ProPlus - - ○ 　
Microsoft Teams ○ ○
Skype for Business Online (plan 2) - ○ ○ 　

SharePoint Online (plan 2) - - 〇

A separate application form must be submitted.

SharePoint Online (plan 1) - 〇 -

A separate application form must be submitted.
Exchange Online (plan 2) ○ - ○ 　
Exchange Online (plan 1) - ○ - 　

P.9
 3. Service Description - 2. Service Usage -
Office 365 works with various platforms as follows.
Outlook , Application on mobile device(require application for using device), Various web browsers on some
devices. Flexible Choice of platform is available for your needs.

TTC Standard Mail Service Connection Image

No. 9
NextSet
SSO
e
Mail Schedule Tasks address book

Internal PC External PC Mobile devices

Internal PCs can connect to External PCs and mobile devices must be approved by administrators of each company in advance.
TTC standard mail service without From authorized devices, you can connect to TTC standard mail service.
pre-work. From unauthorized devices, you cannot connect to TTC standard mail service,
or some functions that can be connected are limited.

P.10
 3. Service Description - 3. Supported Environment-
<Supported software version by TTC Group Helpdesk>
1.Email client : Outlook 2010, Outlook 2013, Outlook2016
(1)Outlook 2010 　
Version : Outlook2010 SP2 (more than 14.0.7160.5000), Mso.dll ： more than 14.0.7147.5001
Required Service Pack : Office2010 SP2 (KB2687455)
Minimum Required Patch : October 2015 PU (KB3085604)
April 2015 PU for Office 2010 for MAPI/HTTP (KB2956191)
(2)Outlook2013
Version : Outlook2013 (more than 15.0.4779.1001)
Required Service Pack : Office2013 SP1 (KB2817430)
Minimum Required Patch : December 2015 PU (KB2817430)

(3)Outlook2016
Version : Outlook2016 (more than 16.0.4351.1000)
Minimum Required Patch : March 2016 PU (KB3114861)

(4) Outlook for Office 365

　 Version: Outlook for Office 365
　 The support expiry date is the same as that for Office 365 ProPlus

2.Web browser
3.MDM for Office365
4.Skype for Business (Client)
5.Teams (Client)
6.Secure Browser (Mobile)
7.Outlook app (Mobile)
: Microsoft Edge, Internet Explorer, Safari, Google Chrome ,Firefox (latest version)
: iOS 7.1 or later, Android 4 or later, Windows 8.1(cell phone and tablet-type device) or later
: you can see the detail on the website of Microsoft, lifecycle policy below*
: you can see the detail on the website of Microsoft, lifecycle policy below*
: latest version
: latest version

*You can see the latest information with following Microsoft site.
https://products.office.com/en-us/office-resources?redirectSourcePath=%
252fen-us%252farticle%252fOffice-365-system-requirements-719254c0-2671-4648-9c84-c6a3d4f3be45&rtc=1
https://support.microsoft.com/en-us/hub/4095338/microsoft-lifecycle-policy
P.11
3. Service Description - 4. Service Overview-
Mail – Exchange Online - Send and receive mail via e-mail software/web browser.
The main functions of the TTC standard Mail Service
 Mailbox capacity: 100 GB for TTC-GA Plan 1, Plan 3
　　　　 50 GB for TTC-GA Plan 4
 Mailing List (Distribution Group)
 Shared Mail Box
 Address Book
 You must comply with ATSG Ver7.0,No96,97,98,102,103,104,105,106 to use this functions
*about unprovided functions, please decide terms of use by yourself and make users comply with them
ATSG Ver7.0 Compliance Requirements
Log Acquisition of Sending and Receiving Emails(6 months)
Check Known/ Unknown Virus on the Secure Email Gateway Security Measures - Manage by
Attached File Filtering (restricted by file extension) Proofpoint on Demand/Target
Search and Analyzation of Acquired Log Attacked Protection
Establish a User Guide for Using Mail and Make Users Well Known
Preventive Measures for Incorrect Transmission of Email
Audit of Sending Email Outside Manage by own solutions or rules
Making Rules of Information Leakage Prevention when Sending
Mails

P.12
 3. Service Description - 4. Service Overview-
Mail – Exchange Online - Send and receive mail via e-mail software/web browser.
The main functions for the multiple devices
 Send/Receive mail via Web browser(Outlook Web App ： OWA)
 Synchronize with standard mail soft on the mobile devices (Outlook App)

OWA image (on IPhone Safari) Screen image of web mail on web browser

Mail List
Folder
Tree Mail Preview

Menu Inbox

Shared
Mailbox

Reading mail Create New Mail

P.13
3. Service Description - 4. Service Overview-

Scheduler – Exchange Online - Schedule Management, Resource Management

The main functions of scheduler

 Schedule management and meeting invitation
 Sharing free-time and schedule
 Reservation of conference room and equipment
 Registration of schedule *Work with web-browser and mobile-devices (Outlook Web App ： OWA)
 Publishing calendar on the web (Free / Busy time Only)

Image of Scheduler on Outlook

Multiple calendar display Scheduling Assistant

P.14
3. Service Description - 4. Service Overview-

Scheduler – Exchange Online - Schedule Management, Resource Management

Sharing your calendar with other people :

Sharing calendar function is available among Toyota Tsusho Corporation and other group companies. (Please refer to
the Office365 portal site below.) You can share your calendar with other people and also other people share their
calendar with you on Outlook and Outlook Web App (OWA).
*Items which you can see on the shared calendar are depends on permission given by user who own the calendar.

[Company List] Outlook Schedule Federation Company List （ English) on the Office365 Portal Site
<https://g-twins2.toyotsu.co.jp/AP0465/SDB383.nsf/View_UNID/6F47732F16B8BFCB49257F96002CA77E?OpenDocument>

[Notice] Available Sharing Permission Level

With Internal Domain User : None <- -> Free / Busy time, Subject, Location
With External Domain User : None <- -> Free / Busy time

P.15
 Service Specifications
Restrict access from outside the company network
(other than Office 365 ProPlus)
Access Control – NextSet Single Sign On-(Device Control method)
No. 9
By registering internal IP address on the Access Control function, PC via intracompany network can connect to TTC
standard mail service without any special tools.
PC via external network or a mobile device, you can use a dedicated connection tool to connect to TTC standard mail
service if your company's administrator permit that device to connect. With the Access Control function on mobile devices,
a certificate is distributed by your company's administrator. By installing the certificate, you can connect to the TTC
Standard Mail Service. In case that the administrator does not permit to connect it, connectable function are limited.
[Connectivity]
　　 Connectable
SSO Tool Secure Browser (S Browser)
　　 : Browsing OK / Printing and Saving OK (DL is available) 　　 Access Control
Connectable (Limited) Tools for connect TTC Standard Mail
× OneDrive Service from external network.
　 : Browsing OK (Android NG) / Printing and Saving NG(DL is not available)
　　 Cannot connect 　 Function OFF
NextSet
PCC Cloud
SSO
Tool for managing each device information

Inside Company Outside Company(permission) Outside Company (no permission)

PC PC Mobile Device PC PC Mobile Device

VPN connections
OWA/SPO OWA/SPO OWA/SPO
on the company device Outlook / Outlook / Outlook / Outlook S OWA / None S
Skype Skype Skype OWA App Skype Skype
SPO
N
VP
OWA/SPO
(*)
PCC
Outlook / Cloud
Skype
SSO Tools Certificate S Browser 　 Sending and receiving files on Skype
is not available.

*NextSet Certificate method was introduced in 2020. Please refer to Appendix for the Device control method. P.16
 Service Specifications
Restrict access from outside the company
Access Control – NextSet Single Sign On-(Device Control method) network
No. 9
(other than Office 365 ProPlus)
Connection to TTC standard mail service from each device is as follows.

Outlook / Outlook on the Skype / SharePoint Online

Type of device Connect Tool
Outlook App Web Skype App (Web browser)
Internal PC Available Available Available Available
permission SSO Tool Available Available Available Available
External PC S Browser (*) N/A Available N/A Available
no permission
N/A N/A N/A N/A
permission Certificate Available Available Available Available
Mobile Device
no permission N/A N/A Available N/A

Internal PC
Usage Image
External PC (permission) External PC (no permission) Mobile Device
Outlook on the Web

Skype

Outlook

Certificate(No S
No Tools SSO Tools S Browser Browser required)
*The S browser is automatically signed out if it has not been operated for more than one hour.

*NextSet Certificate method was introduced in 2020. Please refer to Appendix for the Device control method. P.17
 Service Specifications
Restrict access from outside the company network
(Office 365 ProPlus)
Access Control – NextSet Single Sign On-(Device Control method) No.9
By registering internal IP address on the Access Control function, Office 365 ProPlus authentication is possible from
internal PC without any special tools. PC via external network or a mobile device, you can use a dedicated connection tool
to authenticate to Office 365 ProPlus if your company's administrator permit the devise. A certificate will be distributed by
your company's administrator for a mobile device. By installing the certificate on your mobile device, you can authenticate
Office 365 ProPlus. Authentication is not possible if the devise is not permitted.

Access Control SSO Tool Secure Browser (S Browser)

[Connectivity]
　　 Authentication possible Tools for connect TTC Standard Mail
× Teams
　　 Connection not possible 　 function OFF Service from external network.
NextSet PCC Cloud
SSO Tool for managing each device
information

Inside Company Outside Company(permission) Outside Company (no permission)

PC PC Mobile Devise PC PC Mobile Devise

VPN connections Office 365 Office 365 Office 365 Office 365 Office 365
on the company device ProPlus ProPlus ProPlus ProPlus ProPlus

N Office
VP Office
applications applications

Office 365 PCC

ProPlus Cloud

SSO Tool Certificate S Browser

*NextSet Certificate method was introduced in 2020. Please refer to Appendix for the Device control method. P.18
 Service Specifications
Restrict access from outside the company network
(Office 365 ProPlus)
Access Control – NextSet Single Sign On-(Device Control method) No.9

The following table shows whether Office 365 ProPlus authentication is possible from each devise.

Office applications
Type of device Connection tool Office 365 ProPlus

Internal PC Available -
permission SSO Tool Available -
External PC
S Browser (*) N/A -
no permission
N/A -
permission Certificate - Available
Mobile Device
no permission - N/A

Usage Image
External PC (permission)
Internal PC

No tool

SSO Tool

*NextSet Certificate method was introduced in 2020. Please refer to Appendix for the Device control method. P.19
 Service Specifications
Restrict access from outside the company network
Access Control – NextSet Single Sign On-(Device Control method)
No. 9
In the Access Control function, only the device (PC: MAC address, Mobile Device : Device ID (UUID)) authorized by the Administrator of each
company will be able to access from outside the company network.
The steps to connect are as follows:
　 PC on which PCC Cloud is installed are automatically permitted.
Because MAC address will be automatically synchronized from PCC Cloud to Access Control function. Application is unnecessary.
　 PC on which PCC Cloud is not installed or Mobile Devices are required to registr their MAC addresses and Device IDs (UUID) in the Access
control function in advance.
　 Before using it, user need to apply from the tool of the device which user wants to use. And user can connect if the Administrator permits it.

NextSet
SSO SSO Profile DB Device application list DB

Device identification ID: MAC address 2 　

1 PCC Cloud: MAC Address 1 ->permission 3
TTC-Office365
Administrator
All available
SAMUE 2 1 2 4
Inside Outside PC PC

1
PPCCC

PCC SSO Tool

PCC Cloud
Cloud
MAC Address 1 MAC Address 2
MAC Address 1

1
*Nextset Certificate method was introduced in 2020. Please refer to Appendix for the Device control method. P.20
 3. Service Description - 4. Service Overview-
Mail, Attachment Quarantine
Spam Protection Anti-Virus - Proofpoint on Demand/Target Attacked Protection -
No. 11
The main functions and specifications of security measures are as follows.
 IP address/domain/mail address filter
 Malware detection and zero-day attack prevention
 Spam protection
 Extension filtering (Delete file with prohibited extension and receive)
 URL Defense (Rewriting URLs to prevent access to URLs that change into dangerous sites depending on the time of day)

Dangerous Secure
Site Site
Proofpoint on Demand
/ Target Attacked Protection
Only secure email Only secure sites
Spam mail
quarantine can be received can be viewed

Block or Receve
by IP Address/ Domain/ Release or Delete URL Defense
Email address quarantined email

Prohibit or Permit URL in mail

file extension View the filtering log Administrator
User

NextSet Certificate method was introduced in 2020. Please refer to Appendix for the Device control method. P.21
3. Service Description - 4. Service Overview-

Archive – Exchange Online Archiving - Mail Audit

Main functions of mail archive

 Archive sent/received mail for long term.
 Archive deleted mail from the mailbox
 View archive mail for deleted mail account (only for administrator )

Mail Box

End User Exchange Online Archiving Archive

Administrator

P.22
3. Service Description - 4. Service Overview-
Mobile Device Management -MDM for Office365- Control/Wipe Devices

The main features of the MDM for Office365

 Policy settings for mobile devices
 Remotely wipe a mobile device (Restore device to its factory settings)

Security Settings iOS Android

Require a password Applied N/A
Minimum password length (6 characters) Applied N/A
Number of sign-in failures before device is wiped (10 times) Applied Applied
Minutes of inactivity before device is locked (1 min) Applied Applied
Password expiration (90 days) Applied Applied
Remember password history and prevent reuse (3 generations) Applied Applied
Require data encryption on devices N/A Applied
Device cannot be jail broken or rooted Applied Applied
Require encrypted backup Applied N/A
Block backing up data in the cloud Applied N/A
Block document synchronization to the cloud Applied N/A
Block photo synchronization to the cloud Applied N/A
Block screen capture Applied Applied
Block sending diagnostic data from device Applied N/A
Require password when accessing application store Applied N/A

P.23
3. Service Description - 4. Service Overview-
Mobile Device Management -MDM for Office365- Control/Wipe Devices

NOTE
 Target device control is required to configure according to TTC’s security policy.
 Wiping the device deletes all information from the device and restore it to its factory settings.
 If you mail on the mobile devices, you must comply with “ATSG Ver7.0 No.59,60,61”. For the compliance
requirement that MDM for Office365 does not comply, you may need to implement other solutions or
establish operation rules for your MDM.

ATSG Ver7.0 Compliance Requirements

Password Control
Wiping Devices
Manage by MDM for Office365
Data Encryption
Development of user’s rules and Full
dissemination to all users
Virus Protection/ Application Control
Restrict of Tethering function internal office Manage by own solutions or rules
Dividing area of work or private

If you need more strict prevention for information leakage, you can choose another MDM solution which is more practical for
your company. (e.g. Using a system with smart device, Storing confidential data in the smart device, so on).
Please select what MDM solution when applying for use of mobile device.
In case of using private mobile devices(use BYDO), you must comply with “ATSG Ver7.0 No60(Other MDM).
P.24
3. Service Description - 4. Service Overview-
Presence confirmation, Instant
Real-Time Communication Tools – Skype for Business Online - messaging, Web Conference…
The main features of the Skype for Business Online
Features Description
Presence
Display contacts information for your partner such as presence and schedules.
Confirmation
Instant Messaging Chatting feature which provides you real time communication and traceability
　 NOTE: File transfer is unable by instant messaging.
Presence Instant Message
Be Right back
OH! He/She is available!
Available
Available Outside of Network
Available
Do not Disturb

You
You can
can see
see the
the real
real time
time
アイコン 表示 説明
status
status of
of your
your partner.
partner. ItIt
[Available] Be online and available makes
makes your
your communication
communication
[Be Right
Back] Not in front of PC more
more efficient.
efficient.
[Off Work]
[Busy] Being busy, No time to talk
Unable to response
[Do not Disturb]
（ Will not be notified )
Appear offline] Client is offline He/She must be busy
right now. I will call later.

P.25
3. Service Description - 4. Service Overview-
Presence confirmation, Instant
Real-Time Communication Tools – Skype for Business Online - messaging, Web Conference…
The main features of Skype for Business Online
Features Description
Voice/Video web conference on the PC and mobile devices.
Web Conference You do not book TV conference system. Multiple Attendance is available.
You can share desk top and using whiteboard application on the web conference.
Desk top sharing/
Sharing document and drawing flow chart on whiteboard makes web conference as
Whiteboard good as face to face meeting.

Web Conference Sharing Desktop / Whiteboard

Sharing
Sharing the
the documents.
documents.
Exchange
Exchange opinions.
opinions.

P.26
3. Service Description - 4. Service Overview-
Presence confirmation, Instant
Real-Time Communication Tools – Skype for Business Online - messaging, Web Conference…
User who is not using Skype for Business are also able to use limited function by receiving invitation
from the Skype for Business users.
Connected User
Functions Skype for Business Non Skype for Business
User User (External Contacts)
Display Presence Available N/A
Instant Messaging Available Available by receiving invitation
Web Conference Available Available by receiving invitation
Sharing Desktop/Whiteboard Available Available by receiving invitation

For the information of Skype for Business user company, please refer to the site below.
Please confirm whether your business contacts are online or not when you try to contact.
<https://g-twins2.toyotsu.co.jp/AP0465/SDB383.nsf/View_UNID/3BA829CC61E4E2AA49257F5E001AEE22?OpenDocument >
[Cautions] Using Real-Time Communication Tools
 Transferring file function is restricted on Skype for Business due to lack of traceability.
 This tool comply with No.110 on All Toyota Security Guideline Ver.7.0.
ATSG Ver7.0 Compliance Requirements
preventive measures for file sharing and forwarding
functions Manage by Skype for Business

P.27
3. Service Description - 4. Service Overview-
Presence confirmation, Chat, Sharing Files,
Team Work Tool– Teams- Web Conference, Sharing Desktop, Calendar

The outline of Teams is as follows.

Please refer to the User Manual for more details.

P.28
3. Service Description - 4. Service Overview-
e.g. Document Library,
Information Sharing Tool within TTC-O365 users – SharePoint Online - Portal Site, Workflow

We provide Microsoft SharePoint Online for information sharing tool within TTC-Office365 users.
SharePoint Online is the creation tool of Document Library, Portal site, Workflow etc. which can access
via Web browser. It's managed by unit called “site collection”.
We provide site collection to a company which submitted the application form of SharePoint Online
service. In the site collection, please create sites by your purpose.
In terms of information leakage prevention, we prohibit access to SharePoint Online from outside of the
TTC Group companies business sites.

provide site collection Site collection for Com A Site collection for Com B
by application Site Site Site

Internet
inaccessible

TTC Group

Outside of the TTC Group companies business sites

Office of Group Com A Office of GroupCom B

P.29
 3. Service Description - 4. Service Overview-
e.g. Document Library,
Information Sharing Tool within TTC-O365 users – SharePoint Online - Portal Site, Workflow

You can use site collection as a file server without custom, since we provide site
collection with Document Library function. If you need high-level usage, you can customize
function and layout freely according to your use.

Can use file server Default environment Can customize freely

without any custom Site collection for Com A
according to your use
Default
50GB

Additional Add portal site!

50GB

Customize
SharePoint Administrator for Com A

Can share information

Group Com A Group Com B
User User within TTC Group(*)

* Only TTC-Office365 users. (application required) P.30

3. Service Description - 4. Service Overview-
e.g. Document Library,
Information Sharing Tool within TTC-O365 users – SharePoint Online - Portal Site, Workflow

NOTE
 The users who not select option service cannot access SharePoint Online, even if belong TTC-
Office365 user company.
 SharePoint Online can be accessed from global IP addresses which accepted in advance.
(It‘s accepted only TTC Group companies business sites, representative office and others.
Under any circumstances, access from home and others will not be approved.)

P.31
3. Service Description - (4) Service Overview -
Word, Excel, PowerPoint,
Microsoft Office tool - Office 365 ProPlus - Outlook, Access, etc.
Office 365 ProPlus is offered as a Microsoft Office tool for companies using TTC-Office365.
Office 365 ProPlus is a subscription (continuously billed) service Microsoft Office tool offered by Microsoft.
Functions are continuously added, allowing functions available in the latest versions to be used at all times.
Office 365 ProPlus can be installed on up to 4 computers (incl. Macs), 5 tablet computers, and 5 smartphones
for each user with a license.

Microsoft Office tool contains the following.

Name
　 Word for Office 365
　 Excel for Office 365
　 PowerPoint for Office 365
　 Outlook for Office 365
　 Access for Office 365
　 Publisher for Office 365
　 Skype for Business for Office 365
　 Teams
　　　 * Teams will be enabled in the future.
Description
Document creation software
Spreadsheet software
Presentation software
E-mail, schedule management, contact management software
Database management software
Basic DTP (desktop publishing) software
Web conferencing, instant messaging software
Group chat, Web conferencing software

P.32
3. Service Description - (4) Service Overview -
Word, Excel, PowerPoint,
Microsoft Office tool - Office 365 ProPlus - Outlook, Access, etc.
The following 3 methods are available for installing Microsoft Office tool on computers.
 Direct installation method
 File server method
 Media method
TTC-Office365 Administrator will decide the installation method. Please follow their instructions.

Direct installation method File server method Media method

Office CDN Office CDN

File server

TTC-Office365 TTC-Office365
Administrator Administrator

End user End user

End user End user End user End user

P.33
3. Service Description - (4) Service Overview -
Microsoft Office tool - Office 365 ProPlus - Word, Excel, PowerPoint, Access, etc.

Precautions for use of Microsoft Office tool are as follows.

 Of those companies using TTC-Office365, Office 365 ProPlus cannot be used by users other than those who have
selected option services.
 The use of OneDrive is not permitted at the Toyota Tsusho Group (disabled at TTC-Office365), and therefore use
is not possible.
 The use of Teams is not permitted at the Toyota Tsusho Group (disabled at TTC-Office365), and therefore use is
not possible. This function is planned to be enabled in the future.
 If installed using the direct installation method, Office 365 ProPlus is automatically updated on a regular basis.
However, if installed using the file server method or media method, updates must be carried out manually.
 Users at companies using the file server method or media method are also able to install Office 365 ProPlus from
the TTC-Office365 my account screen, however, please do not install from the screen.
 If devises on which the tool is installed are unable to connect to the Internet for a period of 46 days or longer, the
authentication screen is displayed.
 If devises on which the tool is installed are unable to connect to the Internet for a period of 61 days or longer,
functionality is restricted.
 Refer to the separate document [TTC-Office365_O-A53.Office365ProPlus_AdministratorGuide.pptx] for details on
services.
P.34
 4. Deployment Model
TTC Standard Mail Service deployment model is illustrated as below.

Considering Preparation Migration

License
License Account
TTC
TTC side
side registration Tasks
Tasks
Office365
TTC

Office365 configuration
Creating configuration configuration for
for after
after
No.3 configuration completed Change MX
Account List completed Migration
Migration
GIMBEI record
Client PC GIMBEI system
system
Environment Registering Configuration
Configuration
confirmation account

consider
consider Migration
Migration Tasks
Tasks
for
for after
after
survey
survey application
application Migration
Creating Migration
Company

Plan book Cancel

Cancel
Prepare
Prepare for
for client
client environment
environment Previous
Previous
Creating Mail
Mail
Prepare
Prepare for
for Deployment
Deployment manuals
Service,
Service,
etc.
etc.
Deployment
Deployment Introduction
Introduction

Project
Project Management
Management
Vendor
Vendor

Considering
Considering ・・ Preparation ・ Deployment
Preparation ・ Deployment Support
Support
(In case ,Company order support to Vendor)
(In case ,Company order support to Vendor)

P.35
 5.Roles of individual parties in service Deployment

TTC would provide TTC Standard Mail Service as a service provider.

Each group company should prepare environment and configure PC.

The deployment support vendor would support each group company to deploy this service as its need.

Group
TTC Vendor
Company
Office365 configuration,
● － －
License preparation
No.3
PC configuration
(Client PC, Connection tools, Network, DNS and － ● ○
Deployment
etc.) Support
No. 9

P.36
 6.Roles of individual parties in service operation

Managing mail-account, mailing-list, shared-mailbox, conference-room and equipment should be conducted by

administrator of local company. Other operations should be requested from local company to TTC Group
Helpdesk with application forms.

TTC Company

Introducing connection tools No. 9 － ●

Mail account
Registration/Deletion
－ ●
Mailing list, Shared mail box No.8
Registration/Deletion
● －
No.8

Member of mailing list, Member of shared Mail Box

Registration/Deletion
－ ●
Conference room, Equipment
Registration/Deletion
－ ●

Specific Configuration, Providing information for mail audit ● －

No.8
No.8

Q&A, Troubleshooting ● －

*Refer to "List of Operative Task" for the detail. P.37

 7.Contracts and Billing
Contracts No.1
Terms of the agreement for TTC Standard Mail Service are as follows.
 Minimum period ： 1 year (The case of the first year = Remaining month until March + 1 year)
 Quantity of account declaration : annually (on every November) declare quantity of account for next coming year.
*Cancellation fee may be charged, if actual number of account falls below 90% of declared quantity of account.
 Penalty/Early termination fee ： Penalty…Remaining monthly fee to fulfill minimum period will be charged if declared
quantity of account falls below 90%.
* e.g.) Number of users (100 users) --90% of confirmed users (120 users) = Bill for remaining months for less users (For 20 users)
 Early termination fee... Remaining monthly fee to fulfill minimum period will be charged on the basis of declared quantity
of account.
Billing
◆Service Fee No.2
- All mail accounts that exist more than one day in the month will be charged .
- Shared mailboxes and system mail accounts which are existing in the current month will be charged for the current
month usage.

◆Site collection usage fee/Additional volume usage fee

For site collection and additional volume which are submitted application from 18th of the previous
month through 17th of the current month, introduction cost and usage fee (from the next month to
the next March) will be charged for the current month usage.
*Billing currency is Japanese YEN.

P.38
Appendix

P.39
 Service Specifications
Mail – Exchange Online - Send/Receive mail

◆Mailing List (Distribution Group), Shared Mailbox

Both are useful for allowing multiple recipients to receive mail through a single mail address.
Those are useful for customer service. several members can share the responsibility of monitoring the mailbox.
- Mailing List ： Mail sent to mailing list will deliver to each member's mail box.
Mail will be stored into individual user mailbox
- Shared Mailbox ： Mail sent to shared mailbox will deliver to shared mailbox. And group member can monitor
mail on the shared mail. Mail will not be stored into individual user mailbox
Mail will be remained as long as the shared mailbox exist.

Mailing List Shared Mailbox

<Point>
- User share the mailbox
- Mail is Delivered to shared mailbox

<Point>
- Mail is Delivered to
each uses mailing_list@xxx Shared_mailbox@xxx
mailbox .

UserA@xxx UserB@xxx UserC@xxx UserD@xxx UserA@xxx UserB@xxx UserC@xxx UserD@xxx

P.40
 Service Specifications
Mail – Exchange Online - Send/Receive mail

◆Search the Address Book

You can inquire a user from within all users of TTC standard mail service as well as your organization.
Usage of address book provides efficient inquiry.
You can inquire with additional query (Department, Title, etc.), in case additional information was registered.

Image of Searching on the address book

<Point>
You can change target organization by choosing
target address book from the list.
(Initial value of the list can be modified by user.

No.7

Search Dialog Additional query

※Detail information can be applied with GIMBEI. P.41

 Service Specifications
Mail – Exchange Online - Send/Receive mail

No.7
◆Address Book for TTC-Office365
TTC-Office365 provide private address book for each company.
Please refer to the table below for the type of address books.
<Domain > ： your company’s mail domain
Types of Address Book All： All Users of TTC-Office365
： Users within your own company
Private

Distributio Shared Conference Outside

Address Book User Equipment
n Group Mailbox Room Contacts

OFFLINE <Domain> *unavailable on OWA All All All Private Private Private
Global Address List(Outlook)
All All All Private Private Private
/ Directory （ OWA ）
All Address Lists *unavailable on OWA 　

　　　　 a. USERS <Domain> Private Private Private 　 　 　

　　　　 b. FACILITIES <Domain> 　 　 　 Private Private 　

　　　　 c. TTC GROUP USERS All All All 　 　 　

　　　　 d. CONTACTS <Domain> 　 　 　 　 　 Private

*When you are offline, only OFFLINE<Domain> will be displayed. P.42

 Service Specifications
Mail – Exchange Online - Send/Receive mail
◆ Filtering file extension
Ensuring safety of security, incoming mail which contains attachment with limited extension will be subject to the
restriction (Outgoing mail will not be subject to the restriction)
If mail is restricted due to extension restrictions, only the target file will be removed. 　 Other unrestricted files
and email texts will be sent to the recipient. 　 At that time, a message will be added to the body of the email
notifying the attachment has been removed. 　 The sender will not receive an error message informing that the
file has been removed.
Even if you change the extension to a name that is not subject to limited extension (e.g. “XXX.exe” to
“XXX.ex_”), it will still be subject to the restriction. A file which is compressed to such as ZIP, RAR, 7z is also
checked by extension restrictions because the file itself is checked.
Please ask the sender to change the extension.
In case the sender cannot change the extension, such as sending from the system, you can submit the
application form to remove the restriction by extension. 　
Please refer to the “Administrator Guide” for how to apply for Attached file Filtering Exemption Application.

No.8
[Restricted file extension]
386,3gr,add,ade,adp,app,asp,aspx,asx,bas,bat,cer,chm,class,cmd,com,cpl,crt,csh,dbx,der,dll,
exe,fon,fxp,gadget,hlp,ht,hta,htc,htm,html,inf,ins,iqy,isp,its,jar,js,jse,ksh,lnk,mad,maf, mag,
mam,maq,mar,mas,mau,mav,maw,mda,mdb,mde,mdt,mdw,mdz,mht,mhtml,msc,msh,msh1,msh1xml,msh2
,
msh2xml,mshxml,msi,msp,mst,ocx,ops,pcd,pif,plg,prf,prg,ps1,ps1xml,ps2,ps2xml,psc1,psc2,pst,pwl,
reg,scf,scr,sct,shb,shs,snp,tmp,url,vb,vbe,vbs,vsd,vsmacros,vss,vst,vsw,vxd,ws,wsc,wsf,wsh

P.43
 Service Specifications
Mail – Exchange Online - Send/Receive mail

◆Rule for account creation No.6

Left side of ‘@’ for TTC standard mail service must include either or both of
Family-name and First-name which are registered on the GIMBEI.

<Reason>
　 - Unified pattern of mail address which is easy to identify individual.
　 - Avoiding misdirection

e.g. Family name : Yamada, First name : Naotaro

　　　 Mailaddress1: naotaro_yamada@xxx.co.jp <- OK
　　　 Mailaddress2: n.yamada@xxx.co.jp <- OK
　　　 Mailaddress3: naotaro.y@xxx.co.jp <- OK
　　 Mailaddress4: nyama@xxx.co.jp <- NG
Mailaddress5: naoy@xxx.co.jp <- NG

◆Display of user's name

Contents entered in “ Sir Name” , “First Name” 　 will be the same notation as TTC - Office 365 “sender ”of the
inbox screen and “Sir name, first name and display "of the address book screen of GIMBEI. (Upper case and
lower case letters are distinguished)

P.44
 Service Specifications
Mail – Exchange Online - Send/Receive mail

◆Restriction for Auto Forwarding

Due to security enhancement(*), auto forwarding to outside domains is not allowed except the domains which
are approved as allowed domains.
Please contact TTC Group Helpdesk if you need to add the specific domain to allowed domain list for the job-
related reason.
(*)To prevent security incidents such as leakage of your mail to some unauthorized third parties.

Please refer to following URL page for the domains which are accepted as allowed domain.
<https://g-twins2.toyotsu.co.jp/AP0465/SDB383.nsf/View_UNID/B096D6E9C23F492A492580140039A5D0?OpenDocument>

◆Mailbox capacity
　 If the mailbox of applicable users exceeds 50 GB, and the TTC-GA plan is changed from Plan 1 or Plan 3 to Plan 4,
the users will be unable to send or receive e-mails.

(*) If the mailbox exceeds 50 GB, change the plan after reducing the capacity until less than 50 GB.

P.45
 Service Specifications

Scheduler – Exchange Online - Scheduling and Sharing calendar, Reserving room/equipment

◆Reserving room/equipment
TTC standard mail provides function for reserving conference-room and equipment (projector, etc.).
You can enter a meeting schedule to your calendar and reserve room/equipment at same entry.
※You can search and book rooms and equipment of your company.
Image of reserving room/equipment with outlook
No.13

P.46
 Service Specifications

Scheduler – Exchange Online - Scheduling and Sharing calendar, Reserving room/resource

◆Sharing free-time, Sharing schedule

Users of TTC standard mail service can share free-time information with each others.
Flexible configurations are allowed as follows.
Only particular user can share schedule / All users of same company can share schedule

image of Schedule (Display working days only) with Outlook

<Point>
Specific schedule can
be set no-display.

Own schedule Other schedule

P.47
 Service Specifications
Restrict access from
Access Control – NextSet Single Sign On – (High security version) No.9 outside the company network

TTC's standard mail service can offer a high security version of access control policy for companies that want to
completely prohibit access from unauthorized devices.
The difference from the standard version is in the red frame below.

[Connectivity]
　　 Connectable
　　 : Browsing OK / Printing and Saving OK (DL is available) 　　
SSO Tool Secure Browser (S Browser)
Connectable (Limited) Access Control
　 : Browsing OK (Android NG) / Printing and Saving NG(DL is not available) Tools for connect TTC Standard Mail
　　 Cannot connect OneDrive Service from external network.
　 Function OFF
NextSet
PCC Cloud
SSO
Tool for managing each device information

Inside Company Outside Company(permission) Outside Company (no permission)

PC PC Mobile Device PC Mobile Device PC Mobile Device

VPN connections
OWA/SPO OWA/SPO OWA/SPO
on the company device Outlook / Outlook / Outlook / Outlook S None S None S
Skype Skype Skype OWA App Skype Skype
Skype
N
VP
OWA/SPO PCC
Outlook / Cloud
Skype
SSO Tools S Browser S Browser S Browser 　 Sending and receiving files on Skype
is not available.
[Differences from the standard version]
Cannot connect email
P.48
 Service Specifications
Restrict access from
Access Control – NextSet Single Sign On – (High security version) No. 9
outside the company network
Connection to TTC standard mail service from each device under the high security version of access control policy is as
follows. The difference from the standard version is described in red.

Outlook / Outlook on the Skype / SharePoint Online

Type of device Connect Tool
Outlook App Web Skype App (Web browser)
Internal PC Available Available Available Available
permission SSO Tool Available Available Available Available
External PC S Browser N/A N/A N/A N/A
no permission
N/A N/A N/A N/A
permission S Browser Available Available Available Available
Mobile Device S Browser N/A N/A Available N/A
no permission
N/A N/A Available N/A

P.49
 Contracts and Billing

Term of Contracts No.1

1.Minimum usage period

1 year (The case of the first year = Remaining month until March + 1 year ; From 2nd year, 1 year from April)

2.Quantity of account declaration

Annually (on every November) declare quantity of account for next coming year.
*Cancellation fee might be charged, if actual number of user falls below 90% of declared quantity of account.

3.Penalty/Early termination fee

Penalty…Remaining monthly fee to fulfill minimum period will be charged if declared quantity of account falls
below 90%.
* e.g.) Number of users (100 users) --90% of confirmed users (120 users)
= Bill for remaining months for less users (For 20 users)
Early termination fee... Remaining monthly fee to fulfill minimum period will be charged on the basis of declared
quantity __ of account. First year Second year
e.g.
one year 9 months 5 months 7 months

June 2018 November June 2019 November March 2020 August 2020 March 2021
Start Date 2.Declaration 2.Declaration Cancel

3.Early termination fee 　＝　 90% of declared quantity x Monthly Fee x Remaining month (7
months)
P.50
 Contracts and Billing

Billing No.2
All mail accounts that exist more than one day in the month will be charged.
Start-Date of account can be specified when you apply for creation of new mail account.
Duration of account use will count from declared Start-date not from.
An account, which is canceled before Start-Date, would not be charged.
e.g. Account to be charged :Period of usage
January August September
Application
cancel
Start-date
Application
Cancel
Start-date
Application To be charged
Application Start-date in September
Start-date Application

Cancel Start-date

Shared mailboxes and system mail accounts which are deleted in the current month will be charged for
the current month usage, and which are created in the current month will be charged for the next month.
(Ex. Duration of Application = August 18th to September 17th --> Processed(delete) on Sep 18th --> Will be charged for September
usage)
P.51
 Comparison Table
Comparison between TTC Standard Mail Service and Microsoft office365.
N
Category Item TTC Standard Mail Service Microsoft Office 365 (default) Related Page
o.

1 Contractor TTC Each company P.3, 37, 49

Contracts
2 Biller TTC Microsoft P.34, 47

3 Office365 Administrator TTC Each company P.34,35

Account
, operation On TWINS / G-TWINS
36 Changing password On Office365 P.4
(TTC system)
4
GIMBEI
5 Registering mail address Office365 P.4
（ TTC system ）

6 Naming rule of mail address Defined Not defined P.43

7 Searching range of contacts Within own company/ Entire TTC-group Within own company P.40,41
Mail
Special function(e.g. active sync) Configured by TTC
8 Configured by each company P.4, 36, 42
and Attachment file filtering (Require Application)

P.9,15,16,17, 18, 19,

9 Access Control Defined Not defined
35,36,48,49

11 Spam Protection Anti-Virus Defined Not defined P.20

Conference room and Equipment On SAMUE

12 Reservation (TTC system)
On Office365 P.4
Scheduler
Conference room and Equipment
13 Reservation range
Within own company Within own company P.45

P.52