2Are You Ready?

Exchange & SharePoint 2013, Together Better

Narapat PatcharapornpunFounder: SharePoint.in.TH

Exchange Day 2014

Exchange Collaboration Features

• Idea to reduce time to send email to group of receipts with common interest .Distribution Groups

• Ideal for maintaining history or Distribution Group conversations

• With proper permission, everyone can access and search public folder.

Public Folders

• Idea of delegates working on behalf of a virtual identity.Shared Mailboxes

Exchange 2013 & SharePoint 2013 Together

Site Mailboxes

•Work on mail and documents together•SharePoint & Outlook desktop client•Retention/ compliance across store

Site Mailbox – Why?Email and documents are traditionally kept in two unique and separate data repositories. Most organizations collaborate using both mediums. The challenge is that both email and documents are accessed using different clients. This usually results in a reduction in user productivity and a degraded user experience.

The site mailbox is a new concept in Microsoft Exchange 2013 that attempts to solve this problem. Site mailboxes improve collaboration and user productivity by allowing access to both Microsoft SharePoint 2013 documents and Exchange email using the same client interface. A site mailbox is functionally comprised of SharePoint 2013 site membership (owners and members), shared storage through an Exchange 2013 mailbox for email messages and a SharePoint 2013 site for documents, and a management interface that addresses provisioning and lifecycle needs.

Site mailboxes require Exchange 2013 and SharePoint Server 2013 integration and configuration.

Site Mailbox – How it works?Exchange stores the email, providing users with the same message view for email conversations that they use every day for their own mailboxes. Meanwhile, SharePoint stores the documents, bringing document coauthoring and versioning to the table. Exchange synchronizes just enough metadata from SharePoint to create the document view in Outlook (e.g. document title, last modified date, last modified author, size).

DEMO

Site Mailbox – Working TogetherDocuments are stored in SharePointEmails are stored in ExchangeSite Mailboxes can receive email and have their own email addressEasy access to both from Outlook and SharePointUnified compliance policy applies to both

Site Mailbox – Keep in mind!!Only individual user in the default owner/ member group of SharePoint site will be synced (Security Groups will not be synced)Only users who have an Exchange mailbox will be synchronized

Real World Case:

Exchange 2013 & SharePoint 2013 Together

Site Mailboxes •Work on mail and documents together•SharePoint & Outlook desktop client•Retention/ compliance across store

eDiscovery •In places holds in SP & Exchange•Integrated, enterprise wide case management•Meet Compliance Demands

eDiscovery – The Basics

Information that is stored electronically can be any type of document that isn’t paper.All discoverable materials can have fines applied to them, and email is no exception.All parties involved in the case must produce the relevant documents before it can proceed to Court.In the case of a regulatory compliance breach, both individuals and companies can be persecuted. In fact, Australian law dictates that penalties can be up to $330,000 for companies, or up to $60,000 and 5 years imprisonment for individuals (which includes the board of directors).So, Email Archiving is Solution? (Public folder/ PST files etc.)

Ref : http://www.business2community.com/email-marketing/know-ediscovery-0622304#!r6FSQ Retrieved on 14 Jan 2014

Email Archive -> eDiscoveryeDiscovery is the process of finding content relevant to a specific topic

Legal action/ litigation e.g.Companies also employ internally

Ensure they are in complianceEnsure the appropriate policies are in placeEnsure they understand their IT & content sources

Ref : http://www.business2community.com/email-marketing/know-ediscovery-0622304#!r6FSQ Retrieved on 14 Jan 2014

eDiscovery Process

Preserve• Create case• Apply Hold

Search• Query• De-duplicate

Review• Visualize• Read

Export• Save as

PDF/TIFF• Print

eDiscovery in SharePoint & Exchange 2013

In-Place Hold: Protect content in-place and in real time with higher fidelity and reduced storage costs, without affecting the daily work of your users.Query: Get up-to-date, relevant content and statistics quickly to help you answer questions fast. Export: Transfer relevant content out of the system into an offline and portable format.More content: Preserve, search, and export documents, email messages, OneNote files, webpages, community posts, microblogs, Lync IMs, and more.

in - place eDiscovery & hold- Permission

PermissionDiscovery Management Organization

ManagementIn-place eDiscovery *1 RequiredIn-place Hold Required Required

Ref : http://technet.microsoft.com/en-us/library/dd638205(v=exchg.150).aspx Retrieved on 12 Jan 2014

*1 - By default, the Discovery Management role group doesn't have any members. No users, including administrators, have the required permissions to search mailboxes

DEMO

eDiscovery : Wrapping up…The new eDiscovery capabilities have three advantages to help you get the job done when you need to handle legal investigations:

In-Place Hold—You can preserve and search across content in native stores. This is faster, easier, and provides higher fidelity than the processes in use today. Plus, with our in-place approach, you can reduce the storage space you use.Near real-time search—Because we use the built-in search system of SharePoint and Exchange, content is always up-to-date and you can run searches anytime. You can get answers in minutes by searching across live and up-to-date content.More content—You can preserve, search, and export OneNote files, webpages, communities, microblogs, Lync IMs, Lync meetings, and more.SharePoint 2013, Exchange 2013, and Lync 2013 help you reduce your legal risk and save time. Now you have the tools you need to quickly respond to legal requests, so you can protect your organization without getting in the way of your users.

Bonus : SkyDriveBenefits of using SkyDrive Pro

Some benefits of using SkyDrive Pro include the following:Users can take their documents offline with them and have them synchronize when they are online again.Users' documents can be synchronized across all client devices and servers where the files are stored and synchronized.Multiple users (online or offline) can work on documents at the same time, and the SkyDrive Pro Windows Sync client will synchronize the changes between the users. If there are conflicts, users are prompted to resolve the conflicts.Users can share and collaborate on documents.Users can work from many locations, either online or offline, and work from many devices.Ref : http://technet.microsoft.com/en-us/library/dn167720.aspx Retrieved on 23 Dec 2013

DEMO

Ref : http://blogs.technet.com/b/bpj/archive/2013/02/25/what-is-different-between-skydrive-and-skydrive-pro.aspx

SkyDrive Pro vs. Dropbox Features SkyDrive Pro Dropbox

Work on PC, Mac, Web, iPhone, iPad, Android, Windows Phone

Yes Yes

Version and Recovery Yes Optional with Pro – Included with Business

Co-Authoring / Web Authoring YesIntegrated with MS Office by Default YesSharing files and folder with others Yes YesAdvance DMS features YesManage Large binary files Yes (better with on-

premises) Yes

Keeps your documents secure Yes YesSocial integration (Comment, likes, follow)

Yes

Ref : http://en.share-gate.com/blog/sharepoint-2013-skydrive-pro-vs-dropbox Retrieved on 23 Dec 2013

Narapat PatcharapornpunCurrently, I’m a Business Analyst & SharePoint Evangelist in Global Healthcare company which has more than 80 branches around the globe. Main responsibilities are Gathering requirements, Design & Implement, Deploy and Training.

Now I do more on Strategic planning for corporate collaboration platform.

you can meet me at http://sharepoint.in.th facebook.com/sharepoint.in.th facebook.com/groups/spdevthai

Profile:

Thank YOU!Additional Resources

Get SkyDrive Pro: http://support.microsoft.com/kb/2903984Exchange Server 2013, Site Mailboxes: https://www.youtube.com/watch?v=l1N0leWrcnIScenario: eDiscovery in SharePoint Server 2013 and Exchange Server 2013: http://technet.microsoft.com/en-us/sharepoint/jj650012.aspxeDiscovery Flow Across SharePoint, Exchange, Lync, and File Shares: http://www.microsoft.com/en-us/download/details.aspx?id=39349

Power Shell Day - Planned