Exchange Enterprise Demo Guide

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Enterprise Demo GuideLast Update: February 19, 2013


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2Microsoft Confidential

Contents

The new Exchange is designed to help you increase user productivity and keep your organization safe, while maintaining the control you

need.

Move to the cloud on your terms with flexible migration options. Help your users do more on any device, manage increasing volumes of email, and work together more effectively as teams. Help protect business communications and sensitive information to address internal and regulatory compliance requirements.

This document provides demonstrations of many features available with the new version of Exchange.

Sections include: Setup Instructions

Demo 1: Remain in Control, Online and On-premises Demo 2: Do More, On Any Device Demo 3: Keep Your Organization Safe


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Setup Instructions Microsoft Exchange Demo Guide


Setup Instructions

Setup Requirements

Office 365 E3 trial tenant. Tenant administrator account username and password.

The new Microsoft Office Outlook.

Internet connection for tenant provisioning and demonstration.

Windows 8 demonstration host computer.

All times referenced in this demo use the Pacific Time zone.

Prepare your Office 365 tenant demo environment

1. Set up an Office 365 E3 trial tenant with demo content pre-provisioned within.a. Visit the www.MicrosoftOfficeDemos.com website.

b. Log in with the appropriate credentials

c. Visit Create Demo page and follow instructions from there.

i. Note: the provisioning tool may take up to 24 hours to complete. When finished, you will receive an email to let youknow that provisioning has completed.

Prepare your demo computer and demo personas

1. Install Microsoft Office on your demo computer. If you already have the new Microsoft Office installed, continue to the next step.a. From your demo computer, open an Internet browser and browse to http://portal.microsoftonline.com .

b. Sign on to your tenant using your administrator credentials.

c. In the right navigation, under admin shortcuts , clickDownload software .

d. On the Office desktop apps page, click install.

e. In IE10, in the download manager, click Run.

This will stream the installation files to your computer.
http://www.microsoftofficedemos.com/http://www.microsoftofficedemos.com/http://www.microsoftofficedemos.com/http://www.microsoftofficedemos.com/


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2. On the demo computer, create an Outlook profile for Sara Davis

a. In Windows 8, on the start screen, type mail. There is no text box to type into, you just need to begin typing to open Search .

b. Under the Search results, click Settings as the results source (instead of Apps).

c. On the Settings results page, click Mail.d. In the Mail window, on the General tab, click Add.

e. In the Profile Name box, type a descriptive profile name, and then click OK. For example, Sara Davis Contoso Tenant .

f. On the Auto Account Setup page, use the information below to complete the account information, and then click Next.

Your Name Sara Davis

E-mail Address SaraD@ yourtenantname .onmicrosoft.com

Password pass@word1

g. If prompted, in the Microsoft Outlook dialog box, click Allow.

h. On the Configuring page, wait for the profile to be created, and then click Finish.

i. In the Mail window, click Prompt for a profile to be used .

j. ClickOK.

3. Configure Sara Davis Inbox.

a. Open Outlook and log on using the Sara Davis profile.

b. In the Windows Security dialog box, in the Password box, type pass@word1 , click the Remember my credentials check box,and then click OK.

c. Close the Welcome to Office dialog box.

d. Add contacts to favorites for People peek.

i. In the bottom navigation, click People .

ii. In the contacts list, right-click Justin Harrison and then click Add to Favorites .

iii. Repeat the previous step and add Judy Lew, Jamie Campbell , Heidi Steen , and Angel Garcia to favorites.

e. Link a contact.


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i. In the contacts list, click Alex Darrow.

ii. In the preview pane, next to Edit, click the ellipsis, and then click Link Contacts.

iii. In the Linked contacts for Alex Darrow window, in the LINK ANOTHER CONTACT box, type AlexD and then pressEnter.

iv. ClickAlex Darrow and then click OK.

f. Add shared calendars to Sara Davis mailbox.

i. In the bottom navigation, click Calendar .

ii. In the ribbon bar, click Open Calendar , and then click Open Shared Calendar .

iii. In the Open a Shared Calendar dialog box, in the Name box, type Brian Johnson and then click OPEN.

iv. Perform the same steps and add Molly Dempsey.

v. In the folder pane, click the SHARED CALENDARS check box to remove the shared calendars from the preview pane.

g. In the bottom navigation, click Mail.h. Verify that the Inbox view is set to Date and that Show as Conversations is not selected. This is the default view.

i. Close Outlook .

4. Turn off Pop-up Blocker in Internet Explorer 10.

a. Open Internet Explorer.

b. In Internet Explorer 10, press Alt, in the menu, click Tools, point to Pop-up Blocker , and then click Turn off Pop-up Blocker .This is turned off for the demo to avoid additional dialog boxes that may be distracting.

5. Download the demo docs used in the demonstrations.

a. On you host computer, open Windows Explorer, and create a folder named DemoDocs . You can create the folder in anylocation you like. In the demo guide, this location will be referred to as C:\DemoDocs .

b. Open or switch to Internet Explorer .

c. In the Address box, type https:// yourtenantdomain .sharepoint.com/shared 20Documents/DemoDocs , and then press Enter.

For example, https://contoso.sharepoint.com/shared%20Documents/DemoDocs

d. If not already signed in, sign in using you tenant administrator credentials.


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t. In the Location box, type Starbucks Seattle , and then click Search Bing.

u. Click the first location found and then click OK.

v. ClickSAVE.

w. In the Subject box, type Test 3 .x. In the Location box, type Starbucks Dallas, and then click Search Bing .

y. Click the first location found and then click OK.

z. ClickSAVE.

aa. In the calendar, in the agenda view, right-click Test 1 and then click delete .

bb. Delete Test 2 , and Test 3 .

cc. In the top navigation, click Outlook .

7. Sign in to Microsoft Lync as Janet Schorr .

a. On the Demo computer, open Lync.

b. In the Sign-in address box, type JanetS@ yourtenantdomain .onmicrosoft.com , and then click Sign In.

c. In the Password box, type pass@word1 , and then click Sign in.

d. In the Do you want us to save your Lync sign-in info dialog box, click Yes.

Sara Davis will interact with Janet Schorr using Outlook Web App IM in Demo 2.


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Demo 1: Remain in Control, Online and On-premises Microsoft Exchange Demo Guide


Before you Begin

The goal of this demo is to provide an overview of the new rich and power management capabilities available with the new Exchange andshow how IT administrators can decrease the amount of time spent managing their messaging systems while maintaining control. The demowill cover the following features:

Exchange Deployment Assistant Exchange Administration Center Exchange migration tools Outlook Web App Options Role-based Access Control model Managing Apps for Outlook and Calendar Sharing New Local Move Mailbox Request User experience during Online Mailbox Move


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Demo Exercise

Speaker Script Steps

In this demonstration, well look at some of the Management andControl features available in the new Exchange.

Organization Administrator (Global Admin)

To kick off this demonstration, lets start at the beginning beforethe new Exchange is even installed in your organization. After all, youneed to get Exchange up and running before you can manage it!

The new Exchange provides not only a set of robust managementtools out of the box, but resources to help organizations plan theirdeployment. For example, on this web page here, theres an Exchange Deployment Assistant which asks organizationadministrators some questions about their current and desiredExchange environments, in order to provide them with customizedinstructions they can use to get Exchange up and running.

Lets imagine that Contoso is currently an Exchange 2010 on -

premises organization planning to become a hybrid Exchangeorganization running some users on-premises and others in thecloud. Lets select our intended hybrid deployment, and specify thatContoso is currently on Exchange 2010. Then well answer a fewquestions about our deployment, such as whether the company willshare a single domain, calendar free/busy information, etc. Forsimplicitys sake, well say yes to everything. And with that, we now

Exchange Deployment Assistant

1. Open Internet Explorer.2. In the Address box, type

http://technet.microsoft.com/exdeploy2010

3. ClickHybrid (On-Premises +Cloud) 4. ClickExchange Server 2010 .5. Under Do you want to configure an Exchange Online

Archiving-ONLY deployment? , clickNo, and then click Next .

6. Review and answer the questions and then click Next .7. Review your answers and the list of steps available in the left

navigation.8. ClickNext through the remaining pages and review the

tasks that are made available in order to complete a hybriddeployment.

[ emoe r can tailor this to customer if possible]


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have a comprehensive deployment assistant wed be able to use tothink about all of the different aspects of configuring our hybrid

organization!

Now, lets say Contoso has successfully deployed the new Exchange.Where should our org admin go to manage it? In the new Exchange,the web-based Exchange Administration Center (EAC) is a singleadministration user interface which IT admins and those delegatedadministrative capabilities can use to manage many aspects ofExchange.

The EAC was developed to be fast and simple for advancedadministrators or helpdesk and IT generalists alike. The simplifiedinterface is contextual and informative while providing rich andpowerful administration tools for managing servers, settings, andpolicies.

Here at the top of the EAC, we can see feature panes for all of thedifferent aspects of the new Exchange that the EAC allowsadministrators to manage here in a single place. This includes feature

panes for things like Recipients, Mail Flow, and Organization settings,where you could go to configure things like free/busy sharing withother organizations and deployment of Apps for Outlook across thecompany.

If we click into the Recipients feature pane, yo ull notice that just likein other feature panes, the EAC has further tabs of granular settings

Exchange Administration Center (EAC)

1. Open Internet Explorer. 2. In the Address box, type http://portal.microsoftonline.com

and then press Enter. 3. Log on as SaraD@ yourtenantdomain .onmicrosoft.com with a

password of pass@word14. In the Office 365 admin center, in the upper right, click the

Admin menu, and then click Exchange.

5. Point to the tabs at the top of the recipients feature pane andthe management feature panes in the left navigation.


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that admins can control within in this case Contosos usermailboxes, distribution groups, resources, etc. In particular, the

mailboxes portion is where an Exchange admin can view, create, andmanage aspects of mailboxes. This includes not only user mailboxesbut resources mailboxes, shared mailboxes, and site mailboxes, whichwell discuss a bit later in the demo. I f we click on a users name,youll see that in granular settings pages like this, the EAC oftenprovides a details pane with contextual data, as well as the ability toperform quick, common actions without opening a pop-up window.Admins are able to modify these settings and more without causing

downtime to the users mailbox. For example, we can click here tosee a users Unified Messaging mailbox configuration.

While looking at the list of mailboxes and the details pane for one ofthem, admins can also click the search icon, which opens the searchinput box. As the admin types, the search box provides suggestedtypes of properties the admin might want to search against with thattext. For example, youll see that a search on Da brings upsuggested searches against display name, alias, first name, and last

name. This helps a dmins more quickly find what theyre trying to find,and also helps them learn the query language for the EAC to moreeasily perform more powerful searches. They could also useadvanced search options if they want to go basic the basic input.

Next, if we click on the Compliance Management feature pane , youllnotice that this single console allows Exchange admins to manage a

6. In the navigation pane, click Recipients.

7. In the list of users, click Alex Darrow. 8. Point to the details pane.

9. In the details pane, under Phone and Voice Features , underUnified Messaging , clickView details.

10. Clickcancel .

11. Above the list of mailboxes, click Search . 12. Type Da in the search field and watch dropdown appear


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variety of settings including Data Loss Prevention policies,eDiscovery searches, etc. all from a single administrative interface.

Well dive deeper into this Compliance Management feature pane ina later demo.

Now, when we showed the Exchange Deployment Assistant, weshowed a target hybrid configuration since we know that manycustomers want to stay in hybrid or on-premises setups indefinitely.But, for those who wish to move aggressively or urgently to thecloud, if we click back to the Recipients feature pane, here we can seethat Exchange offers options that will help guide organizationsthrough the data migration process to the cloud. This is the sameinterface that admins can use to move mailboxes around on-premises between servers.

RBAC-Delegated User in Outlook Web App Options Sara Davis

So, now lets say that Contoso has successfully deployed the newExchange and migrated the users it wants to its new infrastructure.Since there are many aspects of Exchange which can be configured,

Exchange provides IT with a couple of ways to offload some of theadministration tasks to end users as it feels is appropriate.

First, IT can allow end users to manage many of their own user-related settings, and some organizational settings, through theirindividual Outlook Web App options. If we click this gear icon hereand select Options from the dropdown menu, well get to that page.Now youll see some of the user self -service options that Contosos IT

13. Next to the search box and the refresh icon, click the ellipsis () and then point to Advanced search .

14. In the left navigation pane, click compliance management .

15. In the left navigation, click recipients . 16. Click the migration tab.

[RBAC- Sara Davis Outlook Web App Options]


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department has allowed Sara to manage. One of the things youllnotice front-and-center is a preview of the photo people across the

organization will see across the new Office as Saras sender photo, onher contact card when clicking on her name, etc. By clicking editshe can change this photo, as well as update her contact informationin these other fields here. For example she can add another phonenumber. Since many calls to the Help Desk in organizations today areabout changing personal contact info rmation, Saras ability to makeupdates herself in her Outlook Web App options can actually helpoffload a significant amount of burden from the Help Desk.

Besides being able to modify her contact information, there are otherimportant settings Sara can manage. Clicking into groups allows herto view and even create, delete, or update distribution groups thatshe either owns or is a member of. Creating a new group is as easyas clicking the + button, giving the group a name and an emailaddress, selecting the members, and choosing whether the group isopen to join and leave. Next, this phone feature pane gives her aplace to view and manage the phones and other devices connected

to her Exchange account. This page is important because it allows herto recover her device password, or even remotely wipe or block thedevice if it has been lost or stolen, helping her better protect herpersonal as well as company data. From all of the feature panes andtabs here within Saras Outlook Web App options, you can see thatthese are just a few examples of the types of user settings IT candelegate to users to manage themselves based on company and IT

1. In the top navigation, click Outlook .

2. In the upper right corner, click Settings and then clickOptions .

3. On the my account tab, click Edit information .

4. In the left navigation pane, click contact numbers .5. In the Home phone box, type 425-555-9877 and then click

save.

6. In the left navigation pane, click groups .7. Under distribution groups I own , clickNew.

8. In the Display name box, type Summer IT Interns .9. In the Alias box, type SummerITinterns 10. Scroll down and click Closed: Members can be added only by

the group owners. 11. Clicksave.12. In the left navigation pane, click phone .13. In the results pane, click the mobile devices tab.14. On the mobile phones tab, point to each icon to display the


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policy.

RBAC-Delegated User in Exchange Administration Console

(Sara Davis)

In addition to allowing self-service management of user features inOutlook Web App options, the new Exchange also allows IT todelegate administrative tasks as it deems appropriate to the right setof users within the organization, thanks to the Role-Based AccessControl (RBAC) model. RBAC helps offload IT and helpdesk burdenby empowering specialist users to perform specific tasks oftenrelated to their role in the organization without providing them withfull administrative control over the entire Exchange environment.

By clickingAdmin and then Exchange, Sara can access a view of theExchange Administrative Console (EAC) that contains just the set oftasks she has been delegated access to manage by her ITdepartment.

In fact, one of the first tasks that Sara can manage here in the EAC isactually what tasks can be delegated to other specialist users likeherself with this RBAC model. If we click the Permissions feature pane,we can see that out-of-the-box, the new Exchange comes set up withcertain RBAC role groups, or logical groups of administrative tasksdefined, already created. Specialist users can be added to these rolegroups to manage just that set of tasks. For example, if we click theHelp Desk RBAC role group, we can see that it contains tasks likemanaging user self-service options or read-only views of all of the

command associated with each icon.

[RBAC-Delegated Admin User] EAC

15. In the top navigation, click Admin and then click Exchange.


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users in the organization and some of their properties. Themembership listing for this role group shows which users have been

assigned the ability to manage these tasks by IT. The DiscoveryManagement role group consists of tasks an HR or Legal employeemight need to manage, like putting users mailboxes on In-PlaceHold or performing an eDiscovery search.

Organizations can go beyond these out-of-the-box RBAC RoleGroups and create custom groups based on business requirements.For example, if Contoso wanted to create a role group to managedistribution groups, the EAC provides a quick wizard to do so byclicking this + button. We can giv e the new role group a name, sayDG Management. We can add the Distribution Groups role, add theright people to whom we want to delegate this role/task lets say AllieBellew, and click save. And with that, weve created a new rolegroup!

In addition to delegating the management of organizational settingsand ability to perform administrative tasks, RBAC Role Groups can beused to delegate management of a whole set of end userproductivity settings. For example, if we click on the Organizationfeature pane, we see that Sara is a member of a Role Group that canmanage which Apps for Outlook are installed for the organization.She is also allowed to install new ones, which she can do by clickingthis + button here. Youll notice that there are three options forhow to install an app: she can peruse the Office Marketplace for

16. In the left navigation pane, click permissions .

17. In the role list, click Help Desk.18. Point to the details pane and description information.

19. In the roles list, click Discovery Management .20. Point to the details pane and description information.

21. ClickNew.22. In the Name box, type DG Management .23. Under Roles, click Add.24. In the role list, click Distribution Groups , clickadd , and then

clickok.25. Under Members, click Add.26. In the Select Members windows, click Allie Bellew, clickadd ,

and then click ok.


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additional apps that she might wish to deploy for Contoso. If Contosohas developed a custom app, Sara could point the installer to an

internal location where the app is being stored, by copying theinternal URL into this field here. Or she could select this last optionand directly load an XML file that contains all the code for the app.

Lets say that Sara wants to go ahead and see if there are any new Apps for Outlook on the Office Marketplace that she thinks Contosomight benefit from having installed. Shell select the Add from theOffice Store option, which will take her to the Office Marketplacedirectly. While there are apps she could deploy to add bring richcontent into other Office applications like Word or Excel, shell focuson Outlook apps at the moment.

Sara sees the LinkedIn for Outlook app, and decides to take a closerlook. When she clicks into the details, she gets a description of theapp, screenshots showing it in action, details such as number ofdownloads, ratings, and reviews, and, of course, the ability todownload the app with the click of a button. Once the page is doneloading, Sara is done! The LinkedIn for Outlook app is now installed.When she refreshes the list of Apps for Outlook, she can see it nowincluded, and she or an admin can scope who in the organizationthis app will be available for.

While in the Organization feature pane, Sara can also manageContosos calendar sharing settings. Exchange incorporatesfederation to enable secure free/busy and calendar sharing with

27. In the Role Group window, click save.

28. In the left navigation pane, click organization .29. In the results pane, click the apps tab.30. Click the More menu next to New.

.

31. ClickAdd from the Office Store .

32. On the Office and SharePoint Apps page, scroll down to theOutlook section, and then click LinkedIn for Outlook.

33. ClickAdd.


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other Exchange organizations, as well as internet calendar publishingto enable sharing with non-Exchange recipients. Sara can manage all

of these settings and levels of sharing for Contoso here in theSharing tab.

First, if Contoso wants to make meeting scheduling simpler betweenit and a trusted partner or vendor company with which its employeescollaborate frequently, Sara can use this top Organization Sharing section here to set up a federation-based organizational sharingrelationship. This type of relationship will allow users in eachcompany to securely see calendar information of users in the other,as if they were all in the same company, without requiring individualcalendar sharing invitations between users. This makes schedulingmeetings between trusted companies as simple as schedulinginternally at Contoso!

If Sara clicks the + button to set up an organization relationship,youll see that when defining the organization sharing settings, Saracan specify what level of calendar detail Contoso is willing to share bydefault between the two organizations, and even which subsets ofContoso users Sara wants this organizational sharing to cover.

In this next section, Sharing Policies govern how Contoso users arealso allowed to make individual calendar sharing invitations to otherexternal recipients, outside the scope of any sharing relationships setup with specific trusted companies. You can see that theres already aDefault Sharing Policy which allows Contoso users to share their

34. In the App Installation dialog box, click yes.Wait for the app to finish installing.

35. Close the Acquire Apps for Outlook tab.36. Review the addition of the app in the Apps list.

37. Click the sharing tab.

38. Under Organization Sharing, click New.


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calendars at will with individual Exchange or non-Exchange usersoutside the company. If we click into this policy, we can see the levels

of detail Contoso users are able to share with each of the methods(anonymous Internet Calendar Publishing, and Federated CalendarSharing with other Exchange organizations). If Sara wanted to, shecould edit the Federated Calendar Sharing setting so that it includedsubject/location data for calendar items, as well as the free/busy timeinformation.

If Sara wanted, she could create a new Sharing Policy to enabledifferent levels of detail sharing for different subsets of users within

Contoso, or to let some users engage in the Internet CalendarPublishing but not others. This would just require a bit more granularconfiguration of the sharing rules within the Sharing Policy.

And this concludes our management and control demo. Youve seensome real-life examples of how features in the new Exchange helpadministrators more easily and effectively manage Exchange whilestaying in complete control of their environment.

Thank you.

39. Click the Enable Free/Busy information sharing check box.40. Clickcancel .

41. Under Individual sharing, double-click Default Sharing Policy .

42. Clickcancel

43. Log off the Exchange Admin Center and close the browserwindow.


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Demo 2: Do More, On Any Device Microsoft Exchange Demo Guide


Demo 2: Do More, On Any Device

Scenario

The new Exchange helps your users be more productive by helping them manage increasing volumes of communications across multipledevices and work together more effectively as teams.

Contoso Corporation has just implemented the new Exchange and the new Outlook. Contoso chose to migrate to these new productsbecause they operate at a fast pace, like many companies, and the ability to share information, communicate, and collaborate quickly withpeople inside and outside their organization is essential.

Contosos employees are increasingly wanting access to email and business information from anywhere. This demo will show how the newExchange gives users like Sara Davis the freedom to access their email, calendar, and contacts with an always available Outlook experience,

while keeping Contosos data secured.

Like many others at Contoso, Sara has found it hard to manage increasing volumes of email. Illshow you, in this demo, how new features inthe new Exchange help Sara accomplish more and save time by centralizing all of her daily activities, projects, and communications in aneasy to navigate way. This demo will also highlight how the new Exchange makes it easier for Sara to connect and collaborate with others, bygiving her a more intuitive way to find the right people, schedule time, and share content.

Sara also loses a lot of time switching between applications and information stored in attachments in her email. This demo will show how thenew Exchange can be customized by integrating relevant, web-based Office Apps directly into Outlook and Outlook Web App, so users like

Sara spend less time switching between apps and more time getting work done.


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Microsoft Confidential

Before you Begin

The goal of this demo is to provide an overview of many of the new productivity-enhancing features in the new Outlook, especially the workvirtually anywhere features in Outlook, Outlook Web App, and Exchange. The demo will highlight the following features:

Sender Photos Conversation View Quick Actions Inline Reply Pop-up MailTips Retention Policies In-Place Archive Apps for Outlook Always Move Messages in This Conversation

Ignore Conversation Voicemail in the inbox Site Mailboxes Outlook Web App compatibility with Firefox, Safari, and

Chrome Integrated Instant Messaging Me Card

Smart Search IRM-protected messages Webready Document Viewing (Office Web App viewing?) Enhanced Contact Card People Hub People Search Outlook Web App Options Call Answering Rules Mobile Device Options (other name?)

Remote Wipe Calendar Views Quick Compose Form Places Calendar Overlay Calendar Sharing Outlook Web App in Cached Mode


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Demo Exercise


In this demonstration, well look at the productivity enhancin gfeatures available in the new Exchange.

Lets start somewhere that probably looks very familiar to you: Sarasinbox in the new Outlook, on a Windows 8 machine. One of the firstthings you see is how the new Outlook looks more modern,attractive, and engaging, while still providing Sara with theprofessional communication and collaboration experience she needs.In fact, the cleaner interface hides distractions like unnecessary lines,scrollbars, and borders, helping Sara focus her attention on theimportant content in her inbox and be more productive. Thosenavigational pieces arent gone, though. You see the new Outlook isdynamic, and provides Sara with buttons for contextual actions suchas delete when she moves her mouse over emails .

Outlook also makes content readily available to Sara when she needsit, but doesnt distract her when shes reading her email. For example,instead of pinning calendar and contacts to the right side of Outlook,

Sara now gets them available as peeks. She can hover over the wordCalendar and get a peek into upcoming events, and even clickaround to different days or months. She can do the same withPeople, to see her favorite contacts and quickly initiate a search. Soyou see, Sara can get rich information about her Calendar andPeople without ever leaving her inbox, and without taking up spacewhen she doesnt need them. This is particularly important for

[Sara Davis Outlook Inbox]

1. Open Outlook, in the profile menu, click Sara Davis and thenclickOK.

2. If necessary, in the left navigation, click Expand the FolderPane .

3. In the folder pane, expand Inbox.4. Point to the messages in the message list.

5. In the bottom navigation, point to Calendar .6. In the calendar peek, click different days to change the

events.7. Point to People .


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devices where screen space is really at a premium.

This visual overhaul is not just limited to the new Outlook . Youll see itappear throughout all of Microsofts Office products, as well asWindows 8, which reflects a focus on the way that people like Sarainteract with their technology, not just the actions they can performwith it. You notice fluid motions and richer animations that reinforceactions Sara takes, like when she switches over to her Calendar, andwhen she changes her calendar view from full week to work weekview. The same thing happens when she switches to the People Hub.

Speaking of the People Hub, you may notice that its no longer calledContacts. Instead its called People, which reflects a renewed focusthat all of the Office products are making on personalizing andhumanizing the communications and collaborations experience. Atthe end of the day, all of these people that Sara interacts with arehuman beings, not just email addresses or phone numbers, and thenew Exchange and the new Outlook help recognize this and tailorSaras experience accordingly. For example, Sara sees photoseverywhere. Theyre not just in contact cards in the People Hub, butavailable when Sara switches back to her Inbox. Photos of all theemail senders and recipients help Sara more quickly identify andconnect with her colleagues and contacts.

Looking at Saras inbox, youll notice she has a lot of ema il waiting forher.

8. ClickCalendar .9. In the menu, click Home .

10. In the upper right, click the push pin to keep the ribbonbar open for the rest of the demo.

11. In the ribbon bar, click WORK WEEK and then click WEEK.12. In the bottom navigation, click People .

13. In the bottom navigation, click Mail.14. With first email selected, in the reading pane at the bottom ofthe message, click the up arrow

to expand the People Pane.


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Looking closely, we can see there are lots of messages from differentconversations, different threads a lot of stuff has piled up for Sara,

some read and some unread items, like many people have in theirinbox. Thats because the ema il here is arranged by date. While manypeople do like to arrange their information by date, Outlook andExchange have this option you can click to change to a ConversationView. The Conversation View is the default in Outlook. And as soonas Sara selects this option, her Inbox becomes a lot moremanageable the scroll bar is even gone! This is all the messagesthat are in the Inbox. Other messages havent disappeared, theyre allstill there. Whats happened is weve put them into context.

Conversation View takes all of the messages and groups them by thediscussion and conversation that youre having. Much like when youtalk to other people, you dont have sentences that are disconnectedfrom the previous sentence or the sentence after it. Email is the sameway. They are connected to the previous email you had and otheremails in that conversation. In order to put them into context, andhelp people better manage all of their messages, we do the same

thing.

So in this case, Sara is looking at the top email conversation, ReviewProposal for Tailspin Toys. This arrow here, if I click it, will show us allthe messages from that conversation.

One of the first things youll notice is that not only can we see thedate and time that a message was received in this conversation, but

15. In the message list, click the By Date menu and then clickShow as Conversations .

16. In the Microsoft Outlook dialog box, click All mailboxes.

17. In the message list, click the Review Proposal for Tailspin Toys conversation

18. Expand the conversation to show all emails in theconversation.


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we also see messages from other folders, in this case the Sent Itemsfolder and the Tailspin Toys folder .

This way, if Sara likes to keep her Inbox clean and file emails awayinto folders, such as this one from Aziz Hassouneh, that are a part ofthat Review Proposal for Tailspin Toys conversation, it brings thoseemails into view in her Inbox. It looks as if they are in her Inbox, eventhough they are actually in the Tailspin Toys folder .

This helps solve the problem of when you get an ema il and youretrying to find older messages to understand the whole conversation,

but those messages are stored in various folders. No matter whichfolder youre looking in, Conversation View will show you all themessages that are associated with that conversation in the view.Youll also notice that when you look at the reading pane, you havethe full conversation, just as youre always used to.

The other thing youll notice are these dots and lines, which are whatwe call the reply trail. The reply trail shows which messages arereplies to preceding messages, and if the conversation has split for

example, if somebody replied to an email that was not the mostrecent response. With Conversation View, even with a splitconversation, you still see the pieces from each conversation fork andindicators that help you understand the conversation flow.

So in this conversation, theres a proposal for a partnership withTailspin Toys being drafted, and people are communicating on this

19. Point to the email from Aziz Hassouneh shown as beinglocated in the Tailspin Toys folder.

20. Point to reply trail (the dots/lines)


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thread about the latest version of the document. If Sara wants toreply that she has the latest Tailspin Toys proposal and include

everybody in the company, she can simply click Reply All at the topof the email conversation, add the All Employees email group, andtype her response inline in the reading pane. Being able to replyinline like this saves her screen space, helps her avoid issues withpopping up new windows, and saves her time as she triages heremail.

Additionally, the improved Conversation View in Outlook will saveSaras Inline replies as part of the conversation she replied to. This

means that if Sara opens another email before sending this response,her draft will be kept right here waiting for her along with the rest ofthe original conversation when shes ready to return to it shedoesnt have to go searching for it in the Drafts folder! She can justpick up where she left off and continue typing her message beforesending it off.

Before sending this response, one thing Sara notices is that there is awarning, or MailTip, that has popped up, like an early warning systemto help Sara avoid making mistakes.

If you look closer, youll notice that this MailTip lets Sara know thatthat some members of All Employees are actually outside theorganization. So even though Sara might not have known this (she

just replied-all to an alias she probably thought only includedeveryone from within the company) she can now see that there are

21. Click the newest email in the thread from Bonnie Kearney .22. In the preview pane, click REPLY ALL.23. In the To box, type All Employees and then press Ctrl+K.

24. In the email thread, click the next message from AzizHassouneh .

25. Click the newest message from Bonnie Kearney which nowreads [Draft] in the Subject line.

26. In the message body, type I have it.


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actually people outside the company and she may want to rethinksending this attachment to the whole group. In this case, maybe its

better to send the attachment to her manager Janet Schorr forreview before sending it to the group. Notice that when we removethe alias that had the warning associated with it, the MailTip alsodisappears. Now Sara goes ahead and sends the email off to Janet.

Now weve shown one example of where this early warning system,or MailTips, can be helpful, but there is a whole range of situationsyou can have a MailTip for anything from people being out of theoffice, to attachments being too large, to custom MailTips that are

designed to show up by the IT administrator in situations that aredefined for their particular business needs.

So Sara is done responding to the email. The next thing you mightnotice in this Review Proposal for Tailspin Toys email is that theres aretention policy here. Retention policies can automatically be set onthe server and applied to some or all email. So in this case her Inboxdefault deletion time is 6 months.

However, there may be multiple retention policies that are designed.In this case, when youre dealing with a partnership agreement, theremay be legal needs, regulatory needs, to hold those messages for alonger period of time than what might be the standard retentionperiod.

So if you notice, theres a retention policy up here, and Sara has the

27. Point to the Some members of All Employees are outside ofyour organization MailTip.

28. Remove all recipients from the To and Cc boxes, and then, inthe To box, type JanetS and then press Ctrl+K.

29. ClickSend .

30. In the reading pane note the Retention Policy information in


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option to go and change the automatic deletion to a later date. Soalthough her Inbox default deletion time might have been 6 months

from now , she can say Were doing a partnership agreement that isexpected to run for the next three years, so I want to reference thisemail throughout that period of time. By choosing that, her mail isnow set to a 3 year Partnership Policy timeline.

Now Sara can take those Review Proposal for Tailspin Toys messagesand file them in folders, or she can also archive them to removeclutter from her folders. The new Exchange and the new Outlookprovide Sara with access to her In-Place Archive. Sara no longer has

to worry about putting files into her .PST to make sure that sheskeeping her mailbox small, and then worrying that when she tries toconnect from another location, say over the web, that she wont beable to access that information because it s stored in a local .PST file.

By putting her .PSTs, indeed all of her archived information, into herIn-Place Archive available in Exchange, Saras able to takeinformation that she might no longer need, and she can hold on tothose messages for regulatory reasons without taking up space withinher mailbox. She has access to that archive from anywhere that shelogs in with Outlook on a PC, as well as Outlook in the browser,tablet, or phone.

And, when Sara wants to return to those emails and respond tothem, she can interact with her In-Place Archive just like any otherfolder. She can expand conversations like this Budget Forecast for

the message header.

31. In the ribbon bar, click Assign Policy.

32. Use the cursor to point to the different policies and then clickthe Partner Policy (3 years) policy.

33. In the folder pane, point to the Online Archive mailbox.


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Tailspin Toys thread, and respond to Tony in the finance department just like she can with any other email.

Lets move on through Saras mailbox.

If we take a look, the next email in Saras Inbox is a conversationabout the companys recreational soccer team she is a member of.The team dinner has been scheduled for a few days from now, at arestaurant downtown. The email has an address written in the emailbody, and Sara notices that the Exchange has understood its anaddress and translated it into a physical map to insert in this area

above the body of the email. This lets Sara see the restaurantslocation without leaving her inbox. Sara can quickly decide if thedinner will be too far away from home, or if shell be able to attend. The email also has a suggested appointment written in the emailbody, and Sara notices that Exchange has understood its a date andsurfaced that date/time with a button to let Sara easily add the dinnerappointment to her calendar without ever leaving her inbox.

This map and quick add-to- calendar functionality in Saras soccer

dinner email is just one example of the new Apps for Outlookavailable in the new Exchange. These apps are a whole new line ofcustom applications that are developed across Outlook and OutlookWeb App using shared APIs in the new Office. These apps launchbased on email content, bridging the inbox and relevant applicationsto make it easier for Sara to access useful and contextual applicationdata at the right time, from a single location directly within her emailInbox. She can get, or act on, the information she needs without

34. Expand the ONLINE ARCHIVE mailbox to display the foldersin the archive.

35. Click the Tailspin Toys folder.36. Click the Budge Forecast for Tailspin Toys email.

37. In the reading pane, point to Reply.

38. In the folder pane, click Inbox.

39. In the message list, click the Company Soccer Team conversation.

40. In the reading pane, click Bing Maps and interact with themap.

41. In the Bing Maps pane, click show you around .42. ClickSuggested Meetings ; this may be displayed as

Suggested Meet with the ellipsis if the reading pane is notlarge enough to fit the text.

43. ClickSCHEDULE MEETING.


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opening any additional applications or windows.

Now that shes gotten the information she needs for the soccer teamdinner, Sara may decide that holding onto this email in her inbox isntvery useful for her. Now, she could just drag this over to hisRecreation folder and leave it there, but later emails in thatconversation would still arrive in her inbox. Instead, Sara can useExchange and Outlook s ability to Move Always.

Move Always will not only put the selected messages in the desiredfolder, but all new messages that come in as part of this sameconversation will be automatically moved to that folder as well. Thatway, if Sara likes to use her Inbox as the place to keep track of hercritical work, she can know that recreation items she identified wouldautomatically end up in that folder and she can look at them on herown schedule instead of having them show up directly in her inbox.Think of it as setting an automatic rule on the server for the messagesthat you define.

But in this case, lets say that Sara is completely done wit h this email

thread, or its one of those reply -all disaster threads thats gotten outof control. Instead of Always Move, which will keep putting thoseemails in her selected Inbox folder, Sara can press the Ignore buttonso that all of those emails and all future emails in this conversationwill all be sent directly to Deleted Item. Sara wont have to keepdeleting them herself. Its like a mute button for troublesome emailthreads.

44. Review the new appointment and note the scheduled datewhich was detected in the email.

45. Close the appointment window.46. In the Microsoft Outlook dialog box, click No.

47. Right-click the Company Soccer Team conversation, point toMove, and then click Always Move Messages in ThisConversation .

48. In the Microsoft Outlook dialog box, click the Dont show thismessage again check box, and then click OK.

49. In the Always Move Conversation window, expand Inbox, andthen click the Recreation folder.

50. ClickCancel.


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Having handled that soccer team thread, Sara now moves on to avoicemail she received from Alex Darrow, a Marketing Assistant

working on the Tailspin Toys partnership. Here you can see theUnified Messaging voicemail in the Inbox view in Outlook.

This message was sent to Sara, and youll notice that there is an inlineplayer where she can click Play to hear the message . Theres also avoicemail preview the system has provided. Listening and reading,Sara learns that Alex wants to discuss the Tailspin Toys proposal.

With voicemails and their previews right here in her inbox, Sara gets

notified when she gets a voicemail even if shes on a device and notat her desk at work. She can choose what voicemails to listen to inwhat order, and the preview lets her decide if she needs to takeaction. This could be valuable if somebody called while Sara was in ameeting she no longer has to leave the meeting and answer thecall, or let it go to voicemail and then later go and get it. And she cancontinue to access her voicemails whenever she wants to.

The next item Sara sees in her inbox is this one here with the subject

Youre Now an Owner of the Project Falcon Team Mailbox , which isletting Sara know that shes been added by her manager to a SiteMailbox about Contosos new long-term initiative called ProjectFalcon. Site Mailboxes in the new Office allow users to storedocuments and emails related to group projects in project-specificfolders that span SharePoint and Exchange. This is a great way forSarah to manage her project data and communications for

51. Right-click the Company Soccer Team conversation and thenclickIgnore.

52. In the Ignore Conversation dialog box, click IgnoreConversation .

53. In the message list, click the Voice Mail email from AlexDarrow.

54. Note the Voice Mail Preview in the body of the message.


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compliance and eDiscovery. The new Outlook and SharePoint bothprovide a synchronized view of all Site Mailbox documents and

emails. This way, Sara can access all of her important project-relatedmaterials from whatever application she happens to be working in atthe moment SharePoint or Outlook. Not having to switch contextsto access relevant materials makes Sara more productive, so she canspend less time searching for the right content and more time actingon it.

If you look at the navigation pane, you can see that Sara is already amember of another Site Mailbox for Tailspin Toys . Sara has this

Updated Budget email here with an attachment that was only sentto her. Sara knows this information would be useful to the rest of herteammates. But instead of forwarding the attachment by email to ateam distribution list, here in Outlook, Sara can just drag theattachment she received over to the Documents folder of theTailspin Toys Site Mailbox, and it will automatically sync up to thecorresponding team site on SharePoint and stored for later accessand retrieval. If we right- click on Documents, we can easily jump to

the team site and see the attachment has finished uploading. Now,everybody on the team can access the latest version of theattachment from SharePoint without Sara ever having to leaveOutlook. This simple flow makes it easier for the team to stay on topof the latest changes and avoid issues that arise from emailingmultiple versions of a document around.

55. In the message list, click Youre Now an Owner of the ProjectFalcon Team Mailbox.

56. In the reading pane, point to the different content items inthe team mailbox email.

57. In the folder pane, expand the Tailspin Toys team mailbox.

58. In Saras primary Inbox, in the message list, click the UpdatedBudget for Tailspin Toys email.


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Sara can also right-click and drag the voicemail from Alex into theinbox of the Tailspin Toys Site Mailbox, thereby copying it to make it

available to the rest of the group without sending more email to theinboxes of individual team members. Her colleagues will see theres anew email in the Tailspin Toys Site Mailbox, and be able to check itseparately from their own email, keeping their inbox more focusedon individual- related items. Whats great about thi s feature is that anynew member that gets added to the Northwind team will have thisSite Mailbox appear in their Outlook, so they can look back and getcaught up with the projects past communications.

Later that day, Sara has headed to the airport to catch a flight for abusiness trip. While shes waiting at the gate for her flight, she wantsto make productive use of her spare time. Theres an internet cafacross the hallway, so she walks over to an internet kiosk and usesInternet Explorer to log into Outlook Web App with her usual loginname and password.

The first thing youll notice when Sara opens her Outlook Web Appinbox is that it has a more rich, engaging, and professional interface,

just like the new Outlook and the rest of the new Office products.Youll also notice that Conversation View is a default part of theexperience here, and in general the Inbox in Outlook Web App looks

just like Saras inbox inthe new Outlook. She has a very similarexperience on the web to the one she has on the desktop. And Sarawill have this same premium web experience whether she uses

59. In the preview pane, drag the Tailspin Budget-Update.xlsx tothe Documents folder in the TAILSPIN TOYS site mailbox.

60. Under the Tailspin Toys site mailbox, right-click Documents ,and then click Open in Web Browser .If necessary, sign in [email protected] with a password ofpass@word1 .Wait for the document to finish uploading. You may need toclick the Documents library in the left navigation or refreshthe page to see the document in the web part on the homepage.

61. Close Internet Explorer .

62. Switch to Outlook.63. In the folder pane, click Inbox.64. In the message list, right-click and drag the Voice Mail from

Alex Darrow into the TAILSPIN TOYS site mailboxInbox.65. Release the right mouse button and then click Copy.

66. Under Tailspin Toys, clickInbox.67. Close Microsoft Outlook.

[Sara Davis Outlook Web App Inbox]


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Internet Explorer or any modern browser.

And you can see that Saras Outlook Web App Inbox is synchronizedwith her Outlook on her work PC, so she has a seamless experienceacross the desktop client and the web. This means that her inboxstays up-to- date. For example, heres that voicemail from AlexDarrow Sara had in Outlook. She also has a rich experience, includingIRM-protected messages like this Candidate Interview email herefrom her manager Janet Schorr as well as access to her In-PlaceArchive too. And thats not all . All of her Apps for Outlook work too!This is important because if Contoso creates any custom apps, they

only have to write and install them once for the experience to bepushed out to Outlook Web App as well. So in the end, Sara truly hasaccess to all of her important Exchange information, from almostanywhere.

This other email Sara sees from her manager Janet is marked asurgent, because Janet has asked Sara to contact her immediatelyabout her analysis of Northwind Traders, a company Contoso is inthe process of acquiring. Now normally Sara might click the replybutton and do an in-line reply like she did earlier in Outlook. But inthis case, because instant messaging is integrated with Outlook WebApp, she can see from this green presence bar next to Janets picturethat she is online and available to chat. So instead of replying byemail, she can contact Janet immediately by instant message byselecting reply by IM.

68. Open Internet Explorer.69. In the Address box, type http://mail.Office365.com and then

press Enter.70. Sign in to Outlook Web App as

SaraD@ youronlinedomain .onmicrosoft.com with a passwordof pass@word1

71. In the message list, click the Voice Mail from Alex Darrow.72. In the message list, click the [Hiring]: Candidate Interview

email from Janet Schorr .

73. In the folder pane, click and then expand Personal Archive .74. In the folder pane, click Inbox.75. In the message list, with the Review Proposal for Tailspin Toys


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In this case you can see that Sara has her own instant messagepresence set when she logged in, and right now shes set to Available

right here next to her photo at the top right of the screen. Exchangeautomatically sets her presence based on the appointments in hercalendar, but Sara can manually choose another presence status ifshe wants. I f shes not happy with the photo she has in the system,she can click this button right here to change it. In the window thatopens, she can click browse to upload an alternative photo into thesystem so that it shows up both in her experience and for anybodyelse that receives an email from her.

The next thing Sara needs to do is find an attachment about theNorthwind Traders acquisition that she received a while back fromBonnie Kearney, Senior VP of Sales/Marketing . When she clicks thesearch icon, the search box appears and she can begin typingNorth. While shes typing, youll notice that the improve d searchcapabilities in the new Exchange provide search suggestions to helpher auto-complete her search terms. When she finishes typingNorthwind Acquisition, she can see the set of search results have hit

highlighting to show Sara where her search terms were found. Shecan also use these refiners in the left-hand column to narrow thesearch even further. For example, she wants to include her In-PlaceArchive. And heres the email from Bonnie Kearney that Sara needs!Together, all of these search enhancements help Sara spend less timetyping and re-typing search parameters, and more time finding theright email and acting on it.

message selected, in the reading pane, point to the ActionItems app.

76. In the message list, click the Northwind Update Reply ASAP message from Janet Schorr.

77. Point to the exclamation point in the message.

78. Click the ellipsis next to FORWARD and then click reply by IM.79. In the new IM window, type I saw your email, what is the

issue? and then press Enter 80. In the upper right corner, click Sara Davis.81. Point to the different presence options.

82. Under the photo of Sara Davis, click change .83. Point to Choose File.84. Clickcancel .


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number. Sara can also see that just above it there is a partial entryshe had created entered when she exchanged cell phone numbers

with Garth while working on a project a while back. If Sara goes backinto the contact card for Garth Fort, she sees that Exchange hassuggested she link this new Garth Fort company directory entry withthe existing Garth entry, so shell see only one single contact cardwith all of Garths contact information going forward. That single cardcan consolidate information from different sources like the companydirectory, Outlook contacts, imported contacts, and even socialnetworks like LinkedIn.

Having created her single contact card for Garth Fort, Sara thinks itmight be a good idea to follow up on the original project they hadworked on together. Immediately, a MailTip appears letting Saraknow that Garth is out of the office on vacation. So, she decides sheshould follow up with another person on his team who worked onthat project, Alex Darrow. She begins typing, and the improvedpeople search capabilities in the new Exchange provide Sara with aset of prioritized results. You can see these are not just in alphabetical

order Exchange is actually sorting the results by relevance to Sara,based on the frequency and type of communications shes had witheach contact. In this case, Alex Darrow is a few entries down sinceSara hasnt talked with him in a little while. Sara can also expandAlexs listing to choose between multiple email addresses Sara hasconsolidated for him from multiple sources, like she just did withGarth Fort. Sara selects Alex s corporate email, types a quick

92. Close the PowerPoint Web App window.

93. In the Northwind Acquisition Details email recipients, point toGarth Fort .

94. In the contact card, click down arrow to expand card.

95. ClickADD and then click add to contacts .

96. In the contact window, click Save.

97. In the top navigation, click People .98. Scroll down to G.99. In the My Contacts list, click the second Garth Fort .

100. In the My Contacts list, click the first Garth Fort .

101. In the My Contacts list, click second Garth Fort .102. In the detail pane, under Linked Contacts , click

Manage


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message, and sends it off.

Next, Sara goes to her calendar to check what her schedule looks likeover the next few days. The first view she sees is how she left hercalendar the last time she looked at it, in month plus agenda view.This view can be particularly useful for when Sara has fewer items onher calendar and they are spaced out across the month. Here, themonth view portion lets Sara get an at-a-glance sense of how denseher month looks and where her calendar items fall throughout themonth, including the first few calendar items of each day. Theagenda view portion is new in Outlook Web App and lets her see

events formatted as an ordered list. This offers Sara additionalcontext on whatever day she has selected from the month view, anda more granular view of particularly busy days, without losing a sensefor how they fit with the rest of her calendar. As Sara switches fromtoday to another day, the agenda automatically updates based onthe day shes selected. When Sara has more items on her calendar,or if she wants to get a granular view of a given days events i n atraditional grid view, Sara can of course switch to using a week view,

work week view, or even the day view.

Sara also has the option of looking at other calendars overlaid withher own primary calendar. When clicks this button here, she can seethe list of all the additional calendars she can view, with a toggle shecan use to easily show or hide them on the calendar surface. Besidesher own family calendar, you can see Sara can toggle on her

103. Under SUGGESTED LINKS, clickGarth Fort .104. In the Garth Fort contact card, click link. ClickOK.105. Review the contact card showing the linked contacts.

106. In the Garth Fort contact card, click Send mail . 107. Point to the Automatic reply MailTip.108. ClickRemove Recipient .

109. In the To box, type A If the list of cached names does not appear, click Searchcontacts & directory .

110. In the Alex Darrow contact, click the down arrow inthe contact to display the additional email addresses.

111. ClickAlexD@ youronlinetenantdomain 112. In the Subject box, type How is the project going?

and then click SEND

113. In the top navigation, click Calendar .


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colleague Mollys calendar, which Molly has made available to Sarasentire team for easier collaboration. Saras colleague Brian Johnson at

Tailspin Toys in Los Angeles has also shared his calendar with Sara sothey can more easily schedule phone calls and occasional in-personmeetings with each other throughout the project. Since Exchangeenables secure external calendar sharing between Exchangeorganizations, Sara and Brian are able to share and view each otherscalendars as simply as if they were both in the same organization.

Sara could also show/hide see any calendars that she subscribed toon the internet. Internet calendar subscriptions are useful because

they provide access to non-Exchange calendars which are beingpublished over the internet, and they can be viewed along withExchange calendars in a consistent fashion.

In this case, since Sara and her colleague Molly Dempsey aretraveling to Los Angeles for business, Sara wants to set up an in-person meeting with Brian from Tailspin Toys to discuss some detailsof the partnership. So she toggles off the unrelated calendars andgoes back to her calendar. Here, Sara could look at her and Brianscalendars overlaid and manually find a time that works for both. Forexample, it looks like 2:00pm on Tuesday works for the two of them.However, Exchange provides a scheduling assistant in the meetingrequest form which will help Sara find a time to meet with Brian aswell as any other attendees, and plan the rest of the meetingsdetails, all in one place. So, she clicks the new event to launch the

114. Point to the agenda view in the right navigation.

115. Click different days to see the agenda view change.

116. In the top right, click week, clickwork week, and thenclickday.

117. Clickweek.

118. In the folder list, click the Family Calendar check box.

119. In the folder list, click the Molly Dempsey check box.

120. In the folder list, click the Brian Johnson (TAILSPIN) check box.


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form and get star ted. She types Discuss Tailspin in Person in thesubject line and then clicks add a ttendees. Here, she adds both

Brian from Tailspin as well as her coworker Molly, and you see theirfree/busy information appear side by side in this day view. Youll als onotice that because of external calendar sharing, Sara sees thefree/busy information for Brian just as clearly as she can for herinternal coworker Molly. If she selects the 2:00pm on Tuesday timewe saw earlier, youll notice that Molly has a conflict. Sara could flipfrom one day to the next to find a time that works for all three, butthis scheduling assistant can help her do this more quickly. So Saraclickson this week button up here, and youll see the free/busy gridchange. What you see now is a graphical representation of how freeor busy a given time block is for all of the added attendees for themeeting. Saras own calendar is indicated in blue. When more of acell is shaded, that means more attendees have conflicts. An un-shaded cell means that all attendees are available. Using this view,Sara can more easily see that 11:00am on Thursday is a betteroption. So she clicks the cell to select that time, and youll see themeeting time is updated.

With attendees added and a date/time selected, Sara could send offthe meeting request. But there are a few additional things Sara coulddo to enrich the meeting request. First, if this meeting were back inthe office, she could add a room to the meeting. She can click add aroom and see a list of free and busy conference rooms appear. Shecould choose one manually, or she could choose to add any

121. In the folder list, click the sports team iCal (optional ifsetup) check box.

122. Clear the check boxes for each other calendar exceptBrian Johnsons.

123. In the top left, click new event .124. In the Subject box, type Discuss Tailspin in Person 125. In the top navigation, SCHEDULING ASSISTANT.126. In the add attendees box, type Brian Johnson, and

then click Search contacts & directory .127. In the add attendees box, type MollyD, and then click


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available room so that the first available room at the selected time isadded for her. In this case, shell let the system choose for her and

youll see that Conf Room Crystal is added under the list ofattendees, and its free/busy information is now factored into theavailability grid. If Sara goes back to the day view, the room has itsown free/busy column. Sara can click this check mark to accept thescheduling information and get back to the main meeting requestform.

The other thing Sara can do to enrich the meeting request is add ageographical location instead. She clicks the location field and delete

the conference room, then shell want to list the Starbucks she has inmind for the meeting with Brian and Molly. As Sara begins typingStarbucks, Exchange provides her with a list of places she haspreviously used, prioritized by relevance just like people searchresults are when Sara types recipient names to add to an email. Youcan tell Sara likes her coffee, since she has a few other Starbucksshes previously used. But in this case, shes never been to theStarbucks here in Los Angeles where shes going to meet Brian. So

she keeps typing Starbucks Los Angeles, CA 90010, and additionallocation capabilities in the new Exchange let her click the search icon,to actually resolve her typed location against physical addresses usingBing Maps. And this is not a static map, either. Sara can very easilyinteract with it to find the right Starbucks shes looking for in thiscase, this one at 3680 Wilshire Blvd and even zoom in to get astreet view of what the area looks like nearby. When Sara clicks ok,

Molly Dempsey.128. Click the When menu and then click Tuesday for the

week following the current date.129. Click the time menu, scroll the time up or down, and

then click 2:00 PM

130. In the top navigation, click week .

131. In the calendar, click 11:00 AM on Thursday.

132. Point to date and time boxes which are now updatedwith the new schedule.

133. In the lower left, click add a room .134. ClickBuilding 1 Rooms.

135. ClickAny available room in Building 1 Rooms .


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this location information is inserted as a rich object into the locationfield of her appointment form. So when Sara hovers over it with her

mouse, she can actually see a card pop up with the business address.And just like contact cards, the new Exchange stores these Places, sothey can become prioritized options for her to select from whentyping in the location field in the future.

Having added all of the information she needs to the meetingrequest, Sara can click this envelope button to send it off to theattendees and add it to her own calendar.

If Sara wants to check out the latest status on one of her othermeetings, like this Tailspin Toys Proposal Review + Lunch meetinghere, all she has to do is click and shell see a peek of the meetingsinformation. If she clicks Accepted, she can see the full form with allof the required and optional attendees. If shes the meetingorganizer, she can see whether theyve accepted the meetinginvitation or not. And, if the meetings location has been reso lvedagainst physical addresses using the internet, the map pivot willappear as well. Sara can click this pivot to see the meetings locationon a map and interact with it to get more context on the area,including moving the map around, zooming in/out, getting a streetview, clicking to get directions, etc.

Saras been able to get a good deal of work done at the internet cafkiosk while waiting for her flight. Before she boards the plane,however, she wants to set things up so that calls to her work phone

136. In the upper left, click OK.

137. In the Location box, delete Conf Room Crystal .

138. In the Location box, type Starbucks

139. In the Location box, complete typing Starbucks LosAngeles, CA 90010

140. ClickSearch Bing.If necessary, in the Enable Location Services dialog box, clickAllow once.

141. Interact with the map.142. In the search results list, click the Starbucks, 3680

Wilshire Blvd location.143. ClickOK.

144. In the Location box, point to the Starbucks location.


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number get redirected while shes on her business trip. WithExchange, its easy for Sara to set up a Call Answering Rule, which lets

her manage her voice mail the same way that shes used to managingher email. Sara could set up rules for how things are handled, whatmessages people receive, and what actions are taken when shereceives a voicemail or when someone calls her.

Sara can go into her Outlook Web App options and create a newrule to be able to take particular actions. This rule wizard looks a lotlike the email rule wizard, and it works in much the same way. In thiscase, Sara will specify that if her calendar says she is out of the office,

such as while she is on this business trip, thats when this rule willapply. She can then say transfer the call, and she can choose toautomatically transfer it, either to a manually-entered phone number,like if she actually wanted to send it to her own mobile phone whileshes on the go, or in this case she can send all calls to her colleagueMolly Dempsey. That way, Molly can handle any important issuesSara might have missed during her absence. All of this and muchmore is available as part of Call Answering Rules, so that people can

manage their phone and their voicemail the same way theyre usedto managing their email: all in one place.

Sara can also manage her mobile devices personal and work-provided ones here in her Outlook Web App options. She clicksphone and then mobile devices , and in this tab, she could see anydevices she had added that were configured to synchronize with her

145. ClickSEND.

146. In the folder pane, click the Brian Johnson (TAILSPIN) check box to remove the calendar from view.

147. In the Calendar, in the Tuesday column, click TailspinToys Proposal Review + Lunch .

148. In the calendar peek, under EDIT, clickAccepted

149. Clickmap .

150. Close the appointment window.

[Sara Davis Outlook Web App Options]


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Exchange account. She can also disable the sync relationship, accessher device recovery password, and initiate a remote device wipe incase she has lost her phone and wants to make sure nobody else canaccess her data. While Sara can wipe her phone herself if she needsto, there could be times where her company needs to do the wipeinstead, for example if Sara leaves the company.

Sara would also come to Outlook Web App options if she wanted tomanage her Site Mailboxes. She goes here to site mailboxes, andunder my site m ailboxes she sees those she is already a part of andhas access to, including the Tailspin project and the Project Falcon

project she was just invited to join.

Lastly, Sara can also check on her Apps for Outlook, i.e. the appswhich show in emails based on content, and provide appropriateactions or information to her right there in the email. In thenavigation pane, click apps This page not only shows her whichapps are active for her account, but the IT department can let Saramanage her apps depending on company policies. For example, inaddition to apps IT rolls out to the Company, Sara could be allowedto add new apps for herself by clicking the add button here. Thereare options for how Sara can be allowed to have. She can be givenpermission to shop in the Office Marketplace for new apps. She couldalso be allowed to add an app from a URL that her companyprovided, if the company had a custom line-of-business app it haddeveloped. If Sara had developed one of these apps herself, she

151. In Outlook Web App, in the upper right corner, click

Settings and then click Options 152. In the left navigation, click phone .153. On the voice mail tab, under call answering rules , click

New.154. In the New Call Answering Rule window, in the Name

of rule box, type Forward calls to Molly.155. Under If a caller reaches my voice mail, and , click the

Select one menu, and then click If my automatic replies areturned on .

156. Under Do the following , click the Select Options .157. In the options window, click Call Transfer.158. In the Call transfer window, in the For box, type

MollyD.159. Click the Press the menu and then click 1.160. In the Phone number box, type 52003 , and then click

save.161. In the options window, click ok.162. In the New Call Answering Rule window, click save.

163. Click the mobile devices tab.


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could be allowed to select this last option and add it from a file onher desktop. Of course, at any time Sara can click this disablebutton to get rid of any of these apps if she no longer wants it activefor her account.

One of the last things to note is that the new Exchange provides Sarawith offline access to her account using Outlook Web App in thebrowser. This means that if Saras internet connection cuts out, or shebrings her laptop into an elevator, shell still be able to open emails,accept meeting requests, view upcoming appointments on hercalendar, and look up contact details just like shes used to doing

with the rich Outlook client on her PC. To give you a sense for whatthis looks like, you can see that when I unplug the Ethernet cable orturn on Airplane Mode on my device, I can still click into this email.

So, whether Sara is connected using the rich new Outlook client orOutlook Web App in her favorite browser, and even if shes lost herinternet connection, the new Exchange offers Sara better anywhereaccess to her email, calendar, and contacts than ever before.

164. In the left navigation, click site mailboxes.

165. In the left navigation, click apps .

166. Next to Add, click the More (arrow) menu.


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167. In the list of installed apps, click Action Items.

168. In the details pane, point to Disable.

169. In the top navigation, click Outlook .170. In Outlook Web App, in the upper-right corner, click

Settings.171. In the Settings menu, click Use mail offline.17. In the dialog box, read the information and then click yes.18. In the dialog box, click add to favorites .19. In the Add a Favorite dialog box, click Add.20. In the folder pane, point to Synchronizing .21. At the bottom of the browser window, review the message

and click Yes.Wait for the mailbox to finish Synchronizing. If you wish tocontinue without finishing synchronization, be aware thatsome messages may not be available offline.

22. On the demo computer, disable your network connection.This can be done either by removing your network cable, or

by disabling your WiFi card. Alternatively, from the Startscreen, type ncpa.cpl and then press Enter.In the list of Network Connections, locate network adapterconnecting to the Internet, right-click the adapter, and thenclickDisable.

23. Switch to Outlook Web App.24. In the Inbox, click different messages to show that email is still

available when disconnected from the network.


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25. If you disabled your network adapter, go to the NetworkConnections window, right-click the disabled adapter, andthen click Enable.


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Demo 3: Keep Your Organization Safe Microsoft Exchange Demo Guide

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Before you Begin

The goal of this demo is to provide an overview of the benefits of the features in the new Exchange which help keep organizations safe andhelp protect sensitive business information. The demo will highlight the following features:

Exchange Administration Center Antimalware/Antispam Data Loss Prevention Policies Policy Tips in Outlook DLP Policy Override DLP Policy Reporting Archive/Retention Policies Role-based Access Control model Transport Protection Rules In-Place Hold In-Place eDiscovery Search and Export


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Demo Exercise


In this demonstration, well look at how the enhanced features in the

new Exchange help keep your organization safe and protect sensitiveinformation.

Organization Administrator (Global admin)

To kick off this demonstration, lets begin by taking a look at theenhancements the new Exchange provides for helping protectorganizations like Contoso from external threats. If we log into theExchange Administration Center as the global admin, youll see oneof the first organizational management categories provided is thisProtection feature pane here. This is the part of the EAC whereadmins can come to manage Exchange Online Protection settings foranti-malware and anti-spam. Exchange admins can control thesesettings as they need, just like the settings in the other areas of thesingle, common management interface the EAC provides.

The next thing well take a look at is how the new Exchange allowsorganizations to better prevent their users from accidentally sending

information where it shouldnt go . Data Loss Prevention (or DLP) isparticularly important to Contoso, and one of its more sensitiveprojects is Project Falcon, which involves credit card information.Contosos management wants to make sure that this sensitiveinformation is properly protected.

If we take a look here on the Exchange Administration Console, you

Organization Administrator in EAC

1. If necessary, open Internet Explorer.2. In the Address box, type http://portal.microsoftonline.com ,

and then press Enter.3. Log onto your tenant as SaraD@ yourtenantdomain 4. From the Office 365 admin center, click Admin and then click

Exchange .5. In the left navigation, click protection


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can see there is a DLP tab where Exchange administrators canmanage what action is taken on sensitive content in emails throughDLP Policies. DLP Policies are easy-to-manage packages that specifyhow the system will both detect and protect the information basedon organizational and/or regulatory requirements. Rule conditionscan be simple, such as any emails to or from a particular user. Orthey can be broader or more sophisticated using the full power ofExchange Transport rules. When a DLP Policysconditions are met,the actions taken can range from the softer side (where users mightbe informed of practices they should follow) to the stricter side(where policies are enforced regardless of user action).

The new Exchange includes some DLP Policy templates out of thebox including PCI-DSS payment card industry standards and GLBAfinancial industry standards which admins can easily use to createpowerful Policies to help protect their organization. If I click thisbutton and select New DLP Policy from Template, you can see howeasy it is to get started. I can give the Policy a name, say U.S. PIIPolicy, and then down here is the list of templates. If I select U.S.Personally Identifiable Information (PII) Data, you can see I get adescription of what types of sensitive information this template isconfigure

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