THE FUTURE OF COMMUNICATION

(MICROSOFT STYLE!)

Nathan Winters – Exchange MVP

Lead Consultant – Dimension Data

Agenda

Introduction Exchange Background Software + Services (BPOS) Exchange 2010 Intro to OCS 2007 R2 Q&A

Question: How Many Email Users Are There? Answer:

According to a Radicati Group study from August 2008, there are about 1.3 billion email users worldwide.

That means more than one in every five persons on the earth use email.

The mailboxes commanded by these millions of users were estimated to number about 1.4 billion in 2006.

Corporate Users The Radicati Group counted 516 million business email inboxes

worldwide in 2007.

Disclaimer! Clearly all numbers are educated guesses. Still, they are probably more educated a guess than most of us can make!

Question: How Many Emails Are Sent Every Day?

Answer: Statistics, extrapolations and counting by

Radicati Group from August 2008 estimate the number of emails sent per day (in 2008) to be around 210 billion.

210 billion messages per day means more than 2 million emails are sent every second.

About 75% to 90% of them are likely to be spam and viruses.

First some history

Email – A little history 1960’s Timesharing computers created the possibility of sending

messages to other users of that one computer 1970’s Ray Tomlinson updated SNDMSG (a local email program for

the TENEX OS) for the ARPANET by adding CPYNET. Told colleagues via “email”

John Vittal created MSG which was the first program to allow for replies to a message thus creating a conversational tool

1975 MS and MH – MS was created when the above MSG was ported to Unix, it was very slow and was rewritten by Bruce Borden and called Mail Handler or MH. It became the standard UNIX mail program

1977 – RFC 733 was updated to RFC 822 which first described domain names

1980’s SENDMAIL created and goes on to become most used SMTP server on the Internet

Late 1980’s – Early 1990’s MCI Mail, Compuserve, AOL and Delphi all connect their mail systems to the Internet

The history of @ The Monks

In the Middle Ages, monks published, reproduced, kept and passed on vast amounts of data.

The monks' translations and transcriptions were hard work. Texts were long and brevity a virtue. Authors abbreviated words as short — and common — as "ad". "ad" is Latin for "at".

From Monks to Merchants In the 15th century, the '@' sign appeared again. Spanish merchants used it as an

abbreviation of the weight measure "arroba“. During the Renaissance period, people started to use '@' in the more general

sense of "costs": "1 email address @ $100" means an email address costs USD 100.

From Merchants to Mail With the advent of the Industrial Revolution, '@' was used in bookkeeping and

that's why the inventors of email happily found it on their keyboards. It was Ray Tomlinson who first added @ to separate host and user name

And Finally – A special code for @ was introduced to the Morse code in 2004.

A brief history of Exchange #1

Exchange 4.0 released June 11th 1996Replace MS Mail 3.5X400 based client server mail system

Exchange 5.0 released May 23rd 1997New Admin ConsoleSMTP integration! (With IMC)Exchange Web Access3 Clients

○ Outlook 8.01○ Schedule+ 7.5○ Exchange Client 5

A brief history of Exchange #2

Exchange 5.5 released November 1998First Enterprise edition up to 16TB DBEnterprise edition also contains clusteringOWA now has calendar supportOutlook 8.03 replaced the other two clients

Exchange 2000 (v6) released November 29th 2000First version integrated with Active DirectoryUp to 4 node cluster (2 node active/active!)Instant MessagingMigration nightmare!

A brief history of Exchange #3

Exchange 2003 (v6.5) release September 28th 2003 Included MIS (Exchange ActiveSync) Snapshot backups Much improved OWA Cached Mode RPC over HTTP Standard edition now supports 75GB IMF Support ended April 14th 2009

Exchange Kodiak (v7)??? Never really happened SQL Store?? Spam fighting

A brief history of Exchange #4

Exchange 2007 released November 30th 200664 BitReplication TechnologyPowerShell administrationNo support for 5.5OWA re-writtenTransport RulesAnywhere access (Autodiscover)Unified Messaging

The Market Place

The Exchange Market Exchange on-premise WW email market

share71% in developed countries; 40% in BRIC

countries Notes share continues to shrink except in

BRIC4% share in developed countries; 13% share in

BRIC Hosted email showing strong adoption

70% of WW Small Businesses (5-24 PCs) use hosted email

20-30% of WW Med Businesses (25-499 PCs) use hosted email

The Exchange Market Mobile Email

15% using mobile email now23% using mobile email in 3 years

S+SGartner expect 20% of email seats to be

SaaS by 2012Msft – in 5 years 50% of Exchange

mailboxes will be onlineRadicati – The number of hosted

Exchange seats will grow by 40% in the next 4 years

S + S = The Future?

• Extending tools and platform to cloud

• Experience across multiple devices

• Existing software skills applied to the cloud

• Best of both worlds• User managed• Deployment choices

SERVICES

SOFTWARE

Microsoft Online Services

Enterprise class software delivered via subscription services hosted by Microsoft and sold with partners

Microsoft Online Services --- Business Productivity Online Suite

Standard and Dedicated Versions

• Multiple customers, one architecture• Customer needs rapid deployment• No seat limit• Cost efficiency a key focus

• Single customer per architecture• Businesses greater than 5,000 seats• Optimize for 20,000+• Customer needs most server features

Standard

Dedicated

Exchange Online FeaturesService settings

EHS and Forefront protection Create contacts that appear in the address book Setup distribution lists

Make them private or public Conference room management

Automatic bookingDelegated management

Safe Sender lists Blocked Sender lists

Microsoft Online Customer PortalSubscribing to services

Getting started with the Customer Portalhttps://mocp.microsoftonline.com

Finding subscriptions to try and buy Adding subscriptions to your shopping cart Managing active subscriptions

Microsoft Online Customer Portal

https://mocp.microsoftonline.com

Domain ConfigurationGetting started with Exchange Online

Microsoft Online provides a startup domain Add your own domains to the service

Authoritative vs. external relay domains Verifying your domain

CNAME record Enabling inbound messaging

MX record Pick a default domain

Manage User Accounts OnlineAdministration from anywhere

User creationNew user wizardBulk user import

User list views Modify user properties

Password resetBulk editAlternate e-mail addresses

Deleting user accounts

Microsoft Online Administration Center

https://admin.microsoftonline.com

Exchange Online User ExperienceInformation workers

Welcome Email Change Password Service Client My Company Portal Outlook, OWA and ActiveSync SharePoint Online and Office Live Meeting

Microsoft Online Company Portal

https://home.microsoftonline.com

Coexistence & MigrationOverview

Use the existing active directoryTo create Microsoft Online usersTo manage Microsoft Online user properties

Mix on premise and Microsoft Online usersYou control which users move to Microsoft Online Users collaborative experience stays the same

Use Microsoft Online tools to migrate mailboxesControl coexistence mail flowMove mailboxes to Exchange Online

Issues?

What about these:Voicemail integration – Not yet but soonBlackberry – MSFT hosted – via 3rd partyCompliance - EHS

Can you think of more????

So the key thing is to choose users carefully

Who has done it

Coca Cola Blockbuster GlaxoSmithKline Many More!

BPOS Demo

What’s Next??

Outlook Live – Exchange Labs

Currently aimed at educational institutions - http://www.microsoft.com/liveatedu/free-hosted-student-email.aspx

Nearly 7 million mailboxes Ability to have on premise and off

premise mailboxes co-exist (Faculty and Students)

Pull mail from existing online accounts

It is Exchange 14!

Yes that is right......

Outlook Live running up to 7 million mailboxes in production since 2007 is

Exchange 2010

Exchange 2010

Exchange 2010 - Prereqs Server

Window Server 2008 + No in place upgrades

Client WM 5.0 and up supported Outlook 2003 and up supported

AD Forest 2003 Functional Level AD 2003 SP2 in each site

Exchange Exch 2003 SP2 only and up Ideally E2007 SP2 ExOLEDB, WebDAV, CDOeX and store events all Gone

Prereqs PowerShell v2 .Net 3.5 WinRM 2

Exchange 2010 – x64 Yes; it is only x64!

  Lab Environments – Leverage x64 virtualization platforms

Demo machines – Upgrade your machines!

Forest/Domain Preparation – Must use a 64bit server (get those DCs upgraded)

Management Tools – Use, x64 TS, Use RDP, deploy 64-bit Windows Vista or Windows 7 workstations, 4) leverage remote PowerShell

Data Import/Export – Leverage the 64-bit version of Exchange Server 2010 & 64-bit Outlook 2010 to perform PST import/export!

End User

Simplify email triageConversation view

OWA enhancedNote only gives access to PFs on 2010IM in OWAText messaging through OWAMulti browser supportDelegate access in OWA

Calendar Sharing in OWANo more paging

Manage Inbox OverloadOrganize and Navigate with Ease Using Enhanced Conversation View and Filtering

Filtering

Conversation View

Ignore

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Collaborate Effectively

A Familiar and Rich Outlook Experience Across Clients, Devices and Platforms

Desktop Web Mobile

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Collaborate Effectively

Rich Mobile Messaging Experience with ‘Desktop Class’ Features and Functionality

Auto-Complete Cache

Conversation View

Voice Mail Preview

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Collaborate EffectivelyOne Location for E-Mail, Instant Messages,

Text Messages with a Universal Inbox

Voice Telephony

Instant Messaging

SMS Text Messaging

End User UM

Voicemail - now has text preview○ 75% accurate currently - CPU intensive

Also can do Personal auto attendant○ Can do find me○ Can do if from x play y message

Many more languages - 12 for RTM inc ChineseMP3 is the default formatDoes MWI

○ Sends notification via SMSUM Fax support goneRMS protection of voice mail - user leaving

message can mark private

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Enhance Voice MailQuickly Triage and Take Action on Messages

with Voice Mail Preview

Audio PlaybackText Preview of Voice Mail

Contextual Contact Actions

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Enhance Voice MailCreate Customized Voice Mail Menus with

Personal Auto Attendant

Managing Auto Attendants Defining a Personalized

Voice Mail Menu

End User

Exchange Control PanelNow used for OWA optionsCreate distro listsUsed as UI for legal discoveryMessage tracking UIRole assignmentPhone MGMTGroup MGMT

Focus on MobileNew clientFirst to be upgradable

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Simplify AdministrationEmpower Specialist Users to Perform Specific

Tasks with Role-based AdministrationCompliance Officer Human Resources

Conduct Mailbox Searches for

Legal Discovery

Update Employee Info in Company

Directory

Help Desk Staff

Manage Mailbox Quotas

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Simplify AdministrationLower Support Costs Through New User Self-

Service Options

Track the status of sent messages

Create and manage distribution groups

End User

Mail Tips Prevent accidents

Have you included 3000 usersIs you mail too largeIs your mail sent to someone out of officeIs you mail sent to a moderated groupDo you have permission to send to distro

groupIs you mail marked with RMS and have you

accidentally included external recipients Works as part of OAB

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Manage Inbox OverloadHelp Reduce Unnecessary and Undeliverable

E-Mail Through New Sender MailTips

Reduce Non-Delivery Reports

Limit Accidental E-Mail

Remove Extra Steps and E-Mail

Architecture

Client accessHA now much improved/on off site

○ Active ManagerDefinitive source of info about what server has active

db

RPC access all through MOMT○ This really helps failover as clients don't really

even notice loss of service as still connected to CAS

Architecture

Architecture

Architecture

Client accessFederated sharing

○ Cross org and also on/off premise○ Federation gateway hosted by MSFT○ Doesn't require dir sync (E14 and O14)○ Share side by side view of calendar○ Free/Busy○ Contacts○ Integrates with Live Calendar

Calendaring data more consistent

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Collaborate EffectivelyEase Collaboration by Federating Calendar

Details with External Business Partners

Architecture Mailbox

IO reduction over E12 50%○ Exchange did many small random IOs work has been done

to make this more sequential - used to be limited by capacity etc

Page level correction of data base corruption due to disk faults○ This is useful also to prevent reseeds.○ Exchange can analyse changed pages and then resync

themAim for no more use of RAID - one disk one DB - Only if

3+ copies in DAGOnline Mailbox moveSupport 10GB mailboxesStreaming backups are gone

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Deliver Deployment Flexibility

70% reduction in IOPS Smoother IO patterns Resilience against corruption

Greater Range of Storage Options Through Performance Enhancements

Storage Area Network (SAN)

Direct Attached w/ SAS Disks

JBOD SATA(RAID-less)

Direct Attached w/ SATA Disks

Read IOPS Write IOPS

E2K3E2K7E2010

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Enable Continuous Availability Limit User Disruption During Mailbox Moves

and MaintenanceE-Mail Client

Mailbox Server 1 Mailbox Server 2

Client Access Server

Users remain online while their mailboxes are moved between servers Sending messages Receiving messages Accessing entire mailboxAdministrators can perform migration and maintenance during regular hours

Architecture Mailbox

Database level failover○ 2-16 copies of data○ Incremental reseed○ 30 sec failover per DB○ Management through exchange not clustering○ Other roles allowed on the cluster - 2 node full HA

but needs hardware NLB○ Continuous replication○ SCC is no more!

No more shared storage

○ SGs no longer exist○ DAG created anytime not preinstalled○ Still Need Enterprise edition

Built in Mail Archive

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Mailbox Server

Enable Continuous Availability

Evolution of Continuous Replication technology Easier than traditional clustering to deploy and manage Allows each database to have 16 replicated copies Provides full redundancy of Exchange roles on as few as two servers Capabilities of CCR and SCR combined into one platform

Simplified Mailbox High Availability and Disaster Recovery with New Unified Platform

DB1

DB3DB2

DB4DB5

Recover quickly from disk and

database failures

Mailbox Server

DB1DB2

DB4DB5

DB3

Mailbox Server

DB1DB2

DB4DB5

DB3

Replicate databases to remote datacenter

San Jose New York

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E-mail ArchivingBetter Manage Mail in a Central Archive While

Maintaining a Familiar User Experience

Drag and drop PSTs directly into the archive….

…apply a retention policy….

…or set folders to archive automatically…

Architecture Transport

HA improvements - redundancy (shadow copies) kept whilst message in transit○ Works by using smtp extensions for limited overhead

Dumpster improved so once mail replicated to all copies it is removed from dumpster

Security○ Disposable email addresses○ Automatic mail processing based on rights management

Message tracking○ Works across different organisations - web services

Mobility Block lists for types of devices Send SMS through the phone New client

○ First to be upgradable

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Enable Continuous AvailabilityGuard Against Lost E-Mail Due to Hardware

Failures with Improved Transport Resiliency

Mailbox Server

HubTransport

Edge Transport

EdgeTransport

Servers keep “shadow copies” of items until they are delivered to the next hop

Also helps simplify Hub and Edge Transport Server upgrades and maintenance

X

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Protect CommunicationsSafeguard Sensitive Information with Integrated

Information Leakage Protection Capabilities

Across the organization•Apply RMS automatically to messages per policies, content

•Enable discovery of archived messages that have been RMS-protected

•Protect sensitive voice mail messages

Across multiple devices or PCs•View and compose RMS messages in OWA

•Protect messages from any mobile or desktop client

•Enable offline access to RMS-protected messages

Between partners •One-click message encryption

•Send and receive RMS messages

•Web-based reach client for B2B and B2C communications

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Automate RMS Policies Based on Sender and Recipient Attributes

Apply RMS polices through Transport Rules

Protect CommunicationsAutomatically Protect E-Mail with Centralized

Rights Management Rules

Admin

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Flexible and Reliable

Delivered in Exchange Server 2007Improved installation and deployment experienceHigh Availability through Continuous ReplicationSimplified management console and command line shell

Building on these Investments in Exchange Server 2010Choice of solution delivery with addition of hosted serviceSingle platform for High Availability and Disaster RecoveryRole-based administration and user self-service

Provide the flexibility needed to operate a scalable, high performing, and easy to administer messaging

infrastructure

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Anywhere Access

Delivered in Exchange Server 2007Outlook experience on the web, phone, and mobile deviceSingle inbox for voice mail, e-mail, and moreIncreased productivity with improved calendar experience

Building on these Investments in Exchange Server 2010Easier Inbox navigation with updated conversation viewEnhanced voice mail with text previewShare free/busy calendar details with external partners

Help manage communication overload by offering an easy to navigate, universal inbox with advanced messaging

features

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Protection and Compliance

Delivered in Exchange Server 2007On-premises and hosted protection from virus and spamCompliance to corporate and government regulationsMobile device security and management policies

Building on these Investments in Exchange Server 2010E-mail archiving and more powerful retention policiesNew Transport Rules for automated protection of e-mailPowerful multi-mailbox search UI for eDiscovery

Achieve increased IT governance compliance with advanced tools to protect communications and manage the

infrastructure

Introduction to OCS 2007 R2

Communications Instant MessagingConferencingEnterprise Voice

MessagingE-mailCalendaringUnified Messaging

Microsoft Unified Communications

Identity & presence

OCS 2007 R2 Architecture

Public IM Clouds

WindowsLive

AOL

Yahoo

RemoteUsers

EdgeServers

DMZDataAudio

/Video

FederatedBusinesses

Front-End Server(s)

PSTN

BackendSQL server

AdvancedMedia GW

Exchange2007

Server UM

Voicemail

UC endpoints

Archiving

Server

Active Directory

(MediationServer)

Workloads:• IM/Presence• Conferencing• Voice • UCAS

Applications• Apps sharing• Web

Components

Group Chat

SIPMonitoring

Server

Communicator

Web Access

OCS 2007 R2 Pool

Key Concepts Presence

Different GroupsAutomationCustom Presence

Instant Messaging Escalation to other media

VoiceLiveMeetingTransfer Call

Outlook & OWA Integration Exchange Unified Messaging Communicator Web Access

Key Concepts

LiveMeetingDial in conferencingAccess from the Web

Communicator Mobile v3 Response Group Attendant Console Delegation (Boss/Admin) Group Chat Desktop Sharing

Clients and Devices for OCS 2007 R2

Office Communicator 2007 Office Live Meeting 2007 client Conferencing Add-in for Microsoft

Office Outlook RoundTable Office Communicator Web Access Office Communicator Mobile Office Communicator phone experience PC peripheral devices

UM Overview Problems Being Addressed

Voice and e-mail exist as separate inboxes hosted on separate servers accessed through the desktop for e-mail and the phone for voicemail

Fax messages come to stand-alone fax machines and require personnel to monitor

Users and administrators have to manage their communications from multiple locations with multiple sets of tools

Demo

DelegationKey features

Inbound & Outbound Calls Multiple delegate support Multiple executive support SimRing exec and delegates

or delegates only Configurable through

Communicator by Executives

Delegates must use Attendant

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Communicator Attendant Call management application for team assistants

Key Features Single Screen UI for multi-call handling Rich presence in contact list and

groups Incoming conversation queue Consultative, Safe & Blind transfers

Integrated conversation history, templates & notes.

Client-side Music on Hold Repeat caller notification

Team assistants and front-desk receptionists using presence to manage conversations and provide fast, efficient service to callers

Communicator Mobile NEW: Single Number Reach Performance improvements Mobile presence state Usability enhancements NEW: Communicator Mobile for Java

Nokia (S40), Motorola RAZR (v3XX)

The Unified Mobile Device Currently have a minimum of two numbers

Work ExtensionWork MobilePersonal Mobilex,y,z

Can Simultaneous Ring \ Auto ForwardSet through MOC and CoMo

Unifying the Experience What about the other way around:

Dialling out from your mobile..?

Single Number Reach Provide single number for business communication Mobile devices are an extension of your

company identity Incoming calls to work number are routed to mobile deviceOutbound calls from phone use work number identity

One voice mailbox for all work-related communication Maintain enterprise relationship with value chain

participates even if key employee departs

Single Number Reach Scenario: Alex calling Ben

Alex select Call via Work (signal goes trough the cellular network data channel)

Alex and Ben both receive call back from OCS (signal goes through cellular network voice channel+ PSTN)

BenAlex

PSTN

InternetMobile

Operator

OCS 2007 R2

Communicator Web AccessHTML-based IM, presence, & desktop sharing

Key Features Consistent experience, no training

Ability to invite anonymous users

Cross-platform support, zero client

Multi-party instant messaging Web based desktop sharing Add audio to an existing session

by OCS dial out to a preferred device

Use a web-based version of Office Communicator to find people, see their presence, IM with them, desktop share, or start an audio conference

Cross Platform Desktop SharingCommunicator based sharing of desktop programs

Key Features One click sharing

from Communicator CWA* for browser

based experience

Call Me Fast rendering

Collaborating users can share their desktop programs across different platforms

* Communicator Web Access

Group ChatPersistent topic based conversations

Key Features List of available Chat Rooms

Chat Room History

Customizable filters and alerts

Archiving for compliance

Teams can collaborate with each other by participating in topic based discussions that persist over time

Teams can set up a call workflow to answer incoming calls , route to a queue and deliver to an available team member to respond to the inquiry

Response GroupUser configurable call treatment, queuing & routing

Key FeaturesIVR , Speech Recognition and Text-to-Speech Call Treatment

User-configured routing rules

Serial, parallel, longest Idle & round robin routing

Call Queuing with Music on Hold

Agent presence aggregation

Call context on inbound calls

Save conferencing costs by setting up an on-premise audio-conferencing bridge for both internal and external users

Dial-In ConferencingOn premise audio conferencing bridge

Key FeaturesSupports VoIP and/or

PSTN dial-in Conferencing Attendant Scheduled or

reservationless conference

Streamline CommunicationsIntuitive experience for end users to manage their communications

Empower your workers with software-powered voice Find & communicate with the right person, right now Rich, flexible, integrated conferencing solutions Click-to-communicate from where you work Anywhere access on any device

Operational Flexibility & ControlProvide the choices users want with the control you need

Reduce costs while expanding options Ensure compliance and security Centralize provisioning Simplify management Provision devices that meet user needs

Reduce costs while expanding optionsEnsure compliance and securityCentralize provisioning Simplify managementProvision devices that meet user needs

Extensible Communications PlatformBuild on a platform that works with what you have today

Extend your existing telephony infrastructure Build communications into any business solution Quickly develop solutions with well-known tools Deliver more secure communication solutions

Q & A Contact Details

Nathan Winters – Lead Consultant – Dimension Data – Exchange MVP

nathan@clarinathan.co.uk

http://www.mmmug.co.uk/blogs/nweb