Transcript Kamal Janardhan Lead Program Manager Microsoft Corporation Session Code: UNC312 World Today: Where is your e-mail? SharePoint Outlook PSTs Exchange Server Backups Webmail Third Party Archive.

Kamal Janardhan
Lead Program Manager
Microsoft Corporation
Session Code: UNC312
World Today: Where is your e-mail?
SharePoint
Outlook PSTs
Exchange
Server
Backups
Webmail
Third Party Archive
World Today: Email Repositories
Mailbox
PSTs
• Highly Available
• Circumvents Quota
• Highly Portable
• Rich Client Access
Personal
Archive
Organization
Archive
• Circumvent Quota
• Allows Org Control
• Keeps all E-mail
• Allows Org Control
• Optimized for Search
End User Access
Exchange
Outlook PSTs
(MBs)
(GBs)
Personal
Archive
Org Archive
(PBs)
(TBs)
Backup
• Tape/Disk Backups
Common
• Item Level Backups
Common
Backup
Replicated
Backups
Replicated
Backups
• Backups uncommon and
difficult
• Users do manual backups
• IT does unsupported
backups
• Replication Common
• Backups Less Common
• Replication Only Choice
• Datasets Require
Replication
World Today: Pain Points
Mailbox
PSTs
Personal Archive Org Archive
Different user experience for mail within and without Exchange
• Quotas painful
• Forwards to keep mail
• User burden of legal hold
• Only available locally
• Search degraded
• Data Loss (>5GB PST)
• OLK/OWA Integration
• No user search for data
• Issues with stubs
NA
Higher Cost and Different Compliance Tools for IT Pro/Records Mgr
• SANs cost limits size
• Backup costs limit size
• High new mail inflow
• SLAs hard to achieve
• No org-wide mail search
• No guaranteed legal hold
• Info. Disclosure risk
• No Discovery
• No Legal Hold
• Corruption caused loss
• No Backup/Recovery
• Manual Backups
• Backup to share
• >Twice CAPEX/OPEX
• Delays Office upgrades
• Add-in perf. problems
• Backup costs limit size
• No generic feature set
• >Twice CAPEX/OPEX
Exchange 2010: E-mail in Exchange
SharePoint
Outlook PSTs
Exchange
Server
2010
Webmail
Backups
Third Party Archive
Exchange 2010: Preserve and Discover
Archiving, Message Retention and Discovery
Preserve
Personal Archive
• Archive in
Outlook/OWA
• Archive Mgmt with
CMDLets and EMC
Archive & Delete
Retention Policy
• Move and Delete
Policies in OLK/OWA
• Folder/Item Level
Policy
Discover
Hold Policy
• Edited/Deleted
items preserved
• Single Item Restore
or Legal Hold
Prove
Multi-Mailbox
Search
• CMDLet and
Discovery GUI
Support
• Role-based Access
Preserve
Personal Archive
• Archive in
Outlook/OWA
• Archive Mgmt
with CMDLets
and EMC
Discover
Archive & Delete
Retention Policy
• Move and Delete
Policies in
OLK/OWA
• Folder/Item
Level Policy
Hold Policy
• Edited/Deleted
items preserved
• Single Item
Restore or Legal
Hold
Prove
Multi-Mailbox
Search
• CMDLet and
Discovery GUI
Support
• Role-based
Access
Overview of the Personal Archive
A secondary mailbox that is
configured by the administrator
Appears alongside a user’s primary
mailbox in Outlook or Outlook Web
App.
Personal Archive
PST data can be dragged and
dropped to the Personal Archive
E-mail in primary mailbox can be
moved automatically using Retention
Policies
Archive quota can be set separately
from primary mailbox
Setting up the Archive
Preserve: Archive and the User
Goals and Assumptions
Preserve or improve the PST experience
Preserve or improve end user workflow from regulatory or
storage constraints
User will have one, online only archive in E2010
Mail is automatically moved to the archive
Delete policies created by Admin apply in archive or primary
Scenarios
Copy/Move Items to/from the Archive
View Items and Folders in the Archive
Reply to/Search mail in Archive
Delete/Categorize/Flag Items from the Archive
Preserve: Archive and the User
Read, Reply, Navigate
Folder hierarchy from primary
mailbox maintained
Reply to message in archive puts
message in live mail sent items
(same as PSTs)
User can view, read, navigate, flag and
reply to archived mail same as live mail
User gets conversation view scoped to
Archive (same as PSTs)
Preserve: Archive and the User
Move Mail
Move menu has
latest used folders,
including archive
folders.
Preserve: Archive and the User
Search
Option to search archive only or both
live and archived mail
Advanced search options work
across live and archived mail
Preserve: Archive and the IT Pro
Goals and Assumptions
Same mailbox management experience across the primary
and the archive
Archive and primary share the same user account
Archive must have a primary mailbox
IT-Pro can provision only one archive per user
Scenarios
Add the archive to a user (New, Enable, Connect)
Remove the archive from a user (Disable, Remove)
View and Manage the Archive
Get-Mailbox properties, statistics, enumerate archives
Set-Mailbox properties, Hold policy
Migrate Archive and Primary (New-Move-Request)
New-Enable-Connect Archive GUI
Adding the archive requires a simple
checkbox in the new-mailbox wizard
Archive can be disabled
together or separate from
the mailbox
Archive
autodiscover
requires no
Outlook restart
to activate archive
New-Enable-Connect Archive CMDLet
Adding the archive
requires passing in a single
new parameter
Enabling the archive for
an existing mailbox
enabled user
E14 Archive Autodiscover
(4) OLK connects to the Archive
(3) OLK receives
Archive props in
Autodiscover
response
(1) OLK does
Autodiscover
AD
E14 CAS
User Object
(2) Autodiscover
reads Archive props
Mailbox Props
Archive Props
MRM Props
No Outlook Restart!
Remove-Disable Archive GUI
Disconnect primary
mailbox and
archive
Disconnect the
archive
Remove-Disable Archive CMDLet
Only the Archive can
be disabled;
Warning modified
Get-Set Archive GUI
Select archive quota to
change default settings
The default quota warning
for the Archive is 10 GB
Click
on Archive
enabled user
to change
properties like
Archive name
Get-Set Archive CMDLet
Archive properties
are returned with
mailbox properties
Get-MailboxStatistics Cmdlet Execution
Statistics for
Archive only
Migrate Primary and Archive
Move in pairs
(6) Outlook connects to target CAS server
CAS for Target DB
(5) Autodiscover
finds new
database
(4) OLK does
autodiscover
User Object
CAS for Source DB
Move Request Service
(1) MRS starts
move request
E2010 Source DB
Primary
Mailbox
AD
Archive
Mailbox
Mailbox Props
Archive Props
(3) MRS updates AD with
new target database
E2010 Target DB
(2) MRS moves data to target
Primary
Mailbox
Archive
Mailbox
Preserve
Personal Archive
• Archive in
Outlook/OWA
• Archive Mgmt
with CMDLets
and EMC
Discover
Archive & Delete
Retention Policy
• Move and Delete
Policies in
OLK/OWA
• Folder/Item
Level Policy
Hold Policy
• Edited/Deleted
items preserved
• Single Item
Restore or Legal
Hold
Prove
Multi-Mailbox
Search
• CMDLet and
Discovery GUI
Support
• Role-based
Access
Preserve: Message Retention
Archive Policy: automatically moves mail to the archive
End User Impact: Keeps Mailbox under quota
Like Outlook Auto-Archive – without PSTs!
Delete Policy: automatically deletes mail
End User Impact: Unwanted mail is removed from view
End User Impact: Keeps Mailbox under quota
Delete Policies apply whether in primary or archive
Per item policies take precedence over folder policies
Hold Policy: automatically preserve mail for recovery
and discovery
No User Impact
Message Retention: Archive and Delete
Preserve: Archive and Delete Policy
Scenarios
Out of Box Experience (Move Policy Only)
Options: 6 months, 1 year, 2 years (default),
5 years, Never
Apply explicit Move Policy on folder or item
Move Policy + Delete Policies
Apply explicit Move Policy on folder or item
Migrating from Managed Folders
Preserve: Message Retention
Archive and Delete policies
Policies can be
applied to an
entire folder
Policies can be applied
directly within an email
Delete
policies
Archive policies
Expiration date
stamped directly
on e-mail
Set Explicit Move Policy on a Folder
Outlook
OWA
User selects 5 Years
from set of Policies
Set Move Policy on an Item
No delete policy
Outlook
OWA
User selects 5 Years
from set of Policies
Set Move Policy on a Folder
With delete policy
Outlook
OWA
OWA does not have
Delete Policies in R4
User selects 10 Years
from set of Delete
Policies
User selects 5 Years
User selects 5 Years
from set of Move
from set of Policies
Policies
Set Move Policy on an Item
With delete policy
Outlook
OWA
User selects 5 Years
User selects 5 Years
from set of Move
from set of Policies
Policies
User selects 10 Years
from set of Move
Policies
OWA does not have
Delete Policies in R4
Preserve: Move Policy
Initial message flow
Message delivered
default policy
applied
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
Online Archive
Message moved
by Default Policy
after 2 Years
• 2-10 yrs of E-mail
• Size 10-30GB
• Online Only
Inbox
Deleted Items
Deleted Items
…
…
Preserve: Move Policy
Set Move Policy on a folder
Message moved to
Project X folder
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
Online Archive
Message moved
by Default Policy
after 2 Years
• 2-10 yrs of E-mail
• Size 10-30GB
• Online Only
Inbox
Deleted Items
Deleted Items
…
…
Project X
Project X
Message moved
by Explicit Policy
after 5 Years
• I’m a filer, keeping all items about the X project in my
“Project X” folder.
• I want to keep items about X in my mailbox for 5 years so that I
have offline access to them.
Preserve: Move Policy
Set Move Policy on an item
Message delivered
and explicit Policy
applied
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• OnlineInbox
and Offline
RE: Contract
Deleted Items
…
Message moved by
Default Policy after
2 Years
Message moved by
Explicit Policy after
5 Years
Message moved by
Default Policy after
2 Years
Online Archive
• 2-10 yrs of E-mail
• Size 10-30GB
• OnlineInbox
Only
RE: Contract
Deleted Items
…
• I’m a piler, keeping all items in my inbox
• I want to keep a specific mail about an important contract in
my mailbox for 5 years so I have offline access to it
Preserve: Move + Delete Policy
After delete policy deployed
Message delivered,
default policies
applied
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
Online Archive
Message moved
by Default Policy after
2 Years
• 2-10 yrs of E-mail
• Size 10-30GB
• Online Only
Inbox
…
…
Deleted Items
Deleted Items
Dumpster 2.0
Dumpster 2.0
Recoverable Items
Recoverale Items
Message deleted by
Default Policy after
5 Years
Preserve: Move + Delete Policies
On a folder
Message moved to
the Project X folder
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
Online Archive
Message moved
by Default Policy
after 2 Years
• 2-10 yrs of E-mail
• Size 10-30GB
• Online Only
Inbox
Deleted Items
Deleted Items
…
…
Project X
Project X
Dumpster 2.0
Recoverable Items
Message moved by
Explicit Policy after
5 Years
Dumpster 2.0
Message deleted
by Default Policy
after 5 Years
Message deleted
by Explicit Policy
after 10 Years
Recoverable Items
Scenario:
• I want to keep items about X in my mailbox for 5 years so that I have offline access to
them.
• I want to keep items about X for 10 years before they are deleted because they are
critical research documents.
Preserve: Move + Delete Policies
On an item
Message delivered and
explicit policies applied
Mailbox
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• OnlineInbox
and Offline
RE:Contract
…
Deleted Items
Dumpster 2.0
Recoverable Items
Message moved
by Default Policy
after 2 Years
Message moved by
Explicit Policy after 5
Years
Message moved by
Default Policy after 2
Years
Online Archive
Archive
Online
• 2-10 yrs of E-mail
• Size 10-30GB
• OnlineInbox
Only
*
Message deleted by
Default Policy in 5
Years
RE:Contract
…
*
Message deleted
by Explicit Policy
in 10 Years
Deleted Items
Dumpster 2.0
Recoverable Items
Scenario: I want to keep a specific mail about an important contract in my mailbox for 5
years so I have offline access . I want to keep that same specific mail from being deleted
for 10 years because it is important to the business.
Preserve
Personal Archive
• Archive in
Outlook/OWA
• Archive Mgmt
with CMDLets
and EMC
Discover
Archive & Delete
Retention Policy
• Move and Delete
Policies in
OLK/OWA
• Folder/Item
Level Policy
Hold Policy
• Edited/Deleted
items preserved
• Single Item
Restore or Legal
Hold
Prove
Multi-Mailbox
Search
• CMDLet and
Discovery GUI
Support
• Role-based
Access
Preserve: Hold Policy
Goals and Assumptions
Hold Policy captures *all* edits/deletes on a user’s mailbox
whether by admin or end user.
User workflow is unchanged, edited and deleted items are
captured in Dumpster 2.0 folders.
Multi-Mailbox search discovers mail indexed in Dumpster2.0
Admin can choose to notify end users they are on hold.
Scenarios
Litigation hold: capture all e-mail indefinitely for pending
lawsuit or internal investigation.
Single Item Recovery: ensure that e-mail remains available
for X days for retrieval without restore from backup.
Preserve: Hold Policy
IW Experience
IW is told how to
comply (no action
needed for e-mail)
URL links to
additional info
Preserve: Hold Policy
IT Pro Experience
Comment and
URL tell the IW
how to comply
Specify how
long items are
kept
Preserve: Hold Policy Message Flow
Exchange 2007 behavior
(1) Message
delivered
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
(2) Message moved to
Deleted Items
(3) Message deleted
…
Deleted Items
Dumpster 1.0
Recoverable Items
(4) Message purged by 14
day policy or by user
Preserve: Hold Policy
Litigation Hold
(1) Message
delivered
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
(2) Message moved to
Deleted Items
(3) Message deleted or
edited
…
Deleted Items
Dumpster 2.0
Recoverable Items
(4) Message “purged”
by user
Edits
Purges
Preserve: Hold Policy
Single Item Recovery (N days) policy where N=14
(1) Message
delivered
Mailbox
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
Inbox
(2) Message moved to
Deleted Items
(3) Message deleted or
edited
…
Deleted Items
Dumpster 2.0
Recoverable Items
(4) Message “purged”
by user
Edits
Purges
(5) Message removed from
system after 14 days
Preserve: Hold Policy
Litigation Hold + Move and Delete Policies
(1) Message
delivered
Mailbox
Inbox
(2) Message moved to
Deleted Items
(3) Message deleted or
edited
(4) Message
“purged” by user
Archive
• 1-2 yrs of E-mail
• Size 2-10GB
• Online and Offline
…
• 2-10 yrs of E-mail
• Size 10-30GB
• Online Only
(5) Message moved
by
policy or user
Inbox
…
Deleted Items
Deleted Items
Dumpster 2.0
Dumpster 2.0
Recoverable Items
Recoverable Items
Edits
Edits
Purges
Purges
(6) Message moved to
Deleted Items
(7) Message deleted or
edited
(8) Message
“purged” by user
Preserve
Personal Archive
• Archive in
Outlook/OWA
• Archive Mgmt
with CMDLets
and EMC
Discover
Archive & Delete
Retention Policy
• Move and Delete
Policies in
OLK/OWA
• Folder/Item
Level Policy
Hold Policy
• Edited/Deleted
items preserved
• Single Item
Restore or Legal
Hold
Prove
Multi-Mailbox
Search
• CMDLet and
Discovery GUI
Support
• Role-based
Access
Hold and Discover
Discover: Multi-Mailbox Search
Goals and Assumptions
Performs distributed search across end user mailboxes
located on multiple servers.
Search is throttled and parallelized
Results are copied to discovery mailbox after search
Admins by default do not have access to search all
mailboxes, specific RBAC Discovery Role is required
Scenarios
Organizational HR driven search
Litigation related search required to present evidence to
courts (per regulations in the US, EU, UK, Australia, Japan)
Discover: Multi-Mailbox Search
Simple, role-based GUI
Delegate
access to search
to HR, compliance,
legal manager
Filtering includes:
sender, receiver,
expiry policy,
message size,
sent/receive date,
cc/bcc, regular
expressions, IRM
protected items
Search all
mail items (email, IM,
contacts, calendar)
across primary
mailbox, archives
Discover: Multi-Mailbox Search
Search specific
mailboxes or
DLS
Export search results
to a mailbox or SMTP
address
Request email
alert when
search is
complete
Search results organized
per original hierarchy
API enables 3rd tool
integration with query
results for processing
Exchange 2010 Archiving and Retention
Key benefits summary
Seamless User Experience
• Move PSTs manually into Personal Archive folder for discovery
• Move mail in primary automatically into Personal Archive to manage quota
• Access archive through Outlook or OWA
• Apply retention policies, Search across primary mailbox and Personal Archive
Streamlined Administrative Experience
• Leverage familiar Exchange management tools across all primary and archive mailboxes
(retention policies, litigation hold, multi-mailbox search)
• Delegate compliance-related functions to non-IT compliance officers, legal, HR through
easy-to-use GUI
Reduced Costs
• No additional archive licenses (archive is part of Exchange 2010 ECAL)
• No separate archive to manage = lower administrative costs
• Option to use DAS-SATA storage architecture to reduce storage costs
Resources
www.microsoft.com/teched
www.microsoft.com/learning
Sessions On-Demand & Community
Microsoft Certification & Training Resources
http://microsoft.com/technet
http://microsoft.com/msdn
Resources for IT Professionals
Resources for Developers
Related Content
Breakout Sessions
• UNC201
• Introducing Microsoft Exchange Server 20
• UNC 306
• Information Protection and Control in Microsoft
Exchange Server 2010
• UNC 307
• Microsoft Exchange Server 2010 High Availability
• UNC 309
• Getting the Most out of Microsoft Exchange Server
2010: Performance and Scalability
• UNC 314
• Microsoft Exchange Server 2010 Storage Architecture
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