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Overview of Microsoft Exchange Online
Exchange Online provides cloud-based email and calendaring services with benefits of lower costs, simplified management, and increased security and reliability compared to on-premises email. Key features include business-class messaging, 24/7 support, Active Directory integration, large mailbox sizes up to 25GB, and geo-redundant data centers. Optional services include archiving, coexistence with on-premises email, and a low-cost subscription for deskless users. The presentation provides an overview of Exchange Online and its capabilities.
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Overview of Microsoft Exchange Online
- 1. Exchange Online (Dedicated)OverviewNameTitleMicrosoft Corporation
- 2. AgendaThe Benefits ofCloud-based ServicesMicrosoft Online ServicesExchange Online HighlightsBusiness-class MessagingSimplified ManagementSecurity and ReliabilityDeployment FlexibilityQ&A
- 3. IT ChallengesCustomers tellus…I need my IT costs to be lower and more predictable…I want to give users the capabilities of the latest platform…I need my IT staff to work on strategic projects instead of routine maintenance…I need to maintain the security and reliability of our IT systems despite a shrinking budget…
- 4. The Benefits ofCloud ServicesCostAgilitySimplicityQualityAccelerates deployments and upgrades
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- 6. Enables IT staffto focus on strategic work
- 7. Makes costs regularand predictable
- 8. Can reduce operatingand capital expenses
- 9. Pricing includes bothsoftware and hardware
- 10. Helps IT adaptto mergers and acquisitions quickly
- 11. Makes it easyto extend services to new parts of the workforce
- 12. Provides advanced reliabilityand security
- 13. Gives users accessto the newest features“Enterprise e-mail is a complex but essential utility…Offloading this burdensome operation allows IT organizations to focus on solutions that can offer business advantages.” – Larry Cannell, Burton Group
- 14. Microsoft Online ServicesEnterprisesoftware delivered via subscription services and hosted by MicrosoftBusiness Productivity Online Suite“With Online Services, we are able to reduce our IT operational costs by roughly 30% of what we’re spending now.”– Ingo Elfering, VP of IT Strategy, GlaxoSmithKline “Microsoft Online Services gives us the reliability our employees and customers demand.”–DerkRietveld, CEO, annatommie
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- 17. VPN or dedicatedcircuit links customer site to Exchange environment
- 18. Multiple customers, onearchitecture
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- 20. All connectivity tohosted environment occurs over public InternetExchange Online Offerings
- 21. Exchange Online Architecture1:One way directory synchronization for resource access and provisioning Single Sign On experience across customer resources and hosted services9: Intra-site data replication for high availability8: Infrastructure redundancy and inter-site data replication for service continuity and disaster recovery2: Integration possibilities with customer legacy systems and applications (e.g. Public Folders, Calendaring, LOB applications)7: Optional off-site E-mail archiving services for compliance needsConfigurable archiving policies
- 22. Secure real-time accessto the e-mail archive3: Full fidelity mailbox and Outlook profile migrationE-mail and calendaring coexistence during and post migration4: Internet e-mail services (spam filtering) – hosted or at customer site6: Mobile messaging services (Outlook Anywhere, OWA, ActiveSync)5: Optional support for BlackBerry clients7
- 23. Exchange Online HighlightsSimplifiedManagementBusiness-class Messaging24x7 support for IT professionals
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- 26. Anywhere access froma variety of devices
- 27. Large mailbox sizeswith flexible policies
Editor's Notes
- #2 [Note to presenter: If your audience wants information on the future of Exchange Online Dedicated, then use the “Exchange Online Dedicated NDA roadmap”(http://arsenalcontent/ContentDetail.aspx?ContentID=180227) deck instead of this one.
- #3 Today we’ll begin by talking about the general benefits of cloud-based services.Then we’ll take a tour of the Exchange Online Dedicated offering, highlighting the benefits to your organization in the four areas shown here.
- #4 SituationOrganizations share many common IT challenges.Slide objectiveGet the audience thinking about the difficulties they face that could be solved by Software-plus-Services.Talking pointsCommon challenges faced by IT organizations can be summarized in statements like these:We’re on a tight budget, so I need my IT costs to be lower, and more predictable. I want to give users the features of the latest platform, but we don’t have the resources to upgrade our systems right now.We’re chronically understaffed, and I need to free up our people to work on strategic projects instead of maintaining existing systems.With all the cost cutting going on, our IT budget isn’t big enough to get the advanced security and redundancy we need in our datacentersCloud computing can be part of the solution for these problems.
- #5 SituationCloud computing is attracting a great deal of interest, because of how it helps organizations meet today’s IT challenges. Slide ObjectiveCommunicate the benefits of cloud-based services generally, and how these benefits apply to the messaging workload.Talking pointsThe benefits of cloud computing include:CostSubscription-based services turn ‘lumpy’ capital expenditures into more predictable monthly expenses.Cloud-based services can reduce total cost of ownership.Price is inclusive of software, hardware, maintenance, and support.Agility Cloud services can scale rapidly to accommodate growth.Example: Onboard users quickly after merger or acquisition without re-architecting.Workers who don’t have communications and collaborations tools today can get lightweight, web-based tools for the first time.SimplicityCloud services can be deployed quickly and easily.Maintenance is taken care of—no need to manage servers, upgrade software, perform backups, etc.Offload routine maintenance to focus on strategic projects.Quality Large-scaled cloud services invest heavily in security, redundancy, disaster recovery, operational excellence.Very few organizations have time & resources to make these kind of investments in-house.Cloud services are “evergreen”—updated regularly without user intervention, providing latest technology to be more productive.How do these apply to e-mail?E-mail is big—in terms of how many employees use it, storage, IT resources. Potential for big wins in financial, technology, and people benefits.E-mail is business critical, so IT departments need a way to move to the cloud without disrupting users or sacrificing capabilities.Exchange Online meets this need, giving you the benefits of cloud-based messaging with the features you love about Exchange on-premises.
- #6 Slide objectiveCommunicate the breadth,utility, and credibility of Microsoft Online Services.Talking points Exchange Online is part of Microsoft Online Services The Business Productivity Online Suite includes Exchange Online, SharePoint Online, Office Communications Online, and Live Meeting Capabilities include:Financially-backed 99.9% uptime guaranteeDatacenter-level, geo-dispersed redundancyManage everything through easy-to-use Web interface24/7 support for IT ProsUsers today include Autodesk, Coca Cola Enterprises, Energizer, & Pitney BowesAdditional resourcesSource of quotes on slide:http://www.microsoft.com/online/about.mspxhttp://blogs.technet.com/msonline/archive/2009/02/27/microsoft-online-services-going-into-19-countries-glaxosmithkline-shares-their-story.aspx
- #7 Slide objective[This is an optional slide – use it if you need to clear up any confusion about which offering is being discussed.]Talking pointsExchange Online is offered in two options, Standard and Dedicated. Both are hosted in Microsoft datacenters.The Standard offering provides the core capabilities of Exchange in a multi-tenant, hosted environment. Becauseof the standardized nature of this service, customers of all sizes can onboard to the service quickly, using a set of migration tools that we provide for free. This service was launched in Nov 2008.The Dedicated offering provides each customer withdedicated hardware located in a Microsoft datacenter. Dedicated is similar to an on-premises Exchange deployment in terms of its capabilities, and is especially appropriate for customers who have 20,000 seats or more. The Dedicated offering is the focus of this presentation.
- #8 [This is an optional slide which can be used if the audience wants a technical overview of the architecture of Exchange Online Dedicated]
- #9 Slide objectiveProvide a high-level overview of Exchange Online features and benefits.Talking points Exchange Online provides benefits of cloud-based e-mail with the robust capabilities of an on-premises Exchange deployment.Core features of Exchange Server 2010:Anywhere access to mailbox data from PC, Web, and mobile devices.Large mailboxes they can connect tousing familiar tools like Outlook.Enterprise-grade collaboration features such as shared calendars, delegates, conference rooms, and distribution lists.Benefits of an online service:Simplified management:Manage settings over the web from a easy-to-use administration portal. IT pro support available 24/7. Synchronizefrom your local Active Directory to your online environment, to keep it up-to-date automatically.Security and reliability:Exchange Online is hosted out of carrier-class datacenters and includes a premium disaster recovery service that is tested regularly. Forefront Online Protection for Exchange is included in the price of your subscription helps keep viruses and spam from reaching your users’ inboxes. Or you can run your own filtering solution on-premises.Optional services such as archiving and email encryption help meet compliance and privacy needs.Deployment flexibility: Migration tools help make the transition to Online smooth, by letting your users take all of their mailbox data with them to the cloud. You can use the deskless subscription to give email to your employees with lightweight needs, in cost-effective way.Let’s take a closer look at each of these areas.
- #10 SituationIf employees have to learn new user interfaces and change their work practices as part of a move to the cloud, the result would be dissatisfaction and higher support costs. However, because Exchange Online allows users to continue to work as they do now, you have the freedom to “swap out” your back-end infrastructure with minimal disruption.Slide objectiveShow how Exchange Online enables users to work just as they would with on-premises Exchange.Talking pointsAnywhere access means that users can connect to their mailbox with a consistent experience across PC, web, and mobile. Exchange Online provides a full-featured Outlook experience without the need for a VPN connection, including features in cached mode such as the offline address book.Outlook Web Access provides a premium online access experience that matches the look and feel of the full Outlook client.Mobile access is available from a wide range of devices that connect directly to Exchange via the ActiveSync protocol. These include Windows Mobile, the iPhone, Nokia devices, and many more. Support for Blackberry devices is also available as an add-on.
- #11 SituationThe ability to collaborate effectively can provide companies with a competitive advantage.Limited mailbox sizes constrain users, force them to spend more time deleting messages, and can result in the proliferation of archive files.Slide objectiveShow that Exchange Online provides the powerful and familiar collaboration features that Exchange Server is known forDescribe how Exchange Online gives customers the benefits of large mailboxes.Talking pointsCollaboration features in Exchange Online include:Group management capabilities, like personal distribution lists and shared distribution lists.The Global Address List, or company directory.Shared contacts, for people like consultants and contactors who don’t have mailboxes on your system, but still need to appear in your global address list.Support for delegate access to mailboxes and calendars, which is essential for executive assistants and others who manage shared resources.Conference room support, with a resource booking attendant that can automatically accept or decline meeting requests. These conference rooms come as part of the service, and do not require separate licenses. Multiple e-mail domains for your organization.Multiple aliases for each user.Exchange Online provides large mailbox sizes, 5 GB per user by default.You can also purchase additional storage if needed.Larger mailboxes mean less time cleaning out inboxes, fewer archive files, and easier backup and recovery since there are not multiple files sitting on client hard drives.
- #12 Key Points:Exchange Online Dedicated provides several the ways you can take direct control of your service offering. This gives you quick access and agility to make necessary changes or additions without the reliance on our team for change.Role Based Access Control (RBAC) in Exchange 2010 provides the flexibility for you to manage and configure some aspects of your environment via Exchange Control Panel and Remote PowerShell, while Microsoft continues to handle the management of servers, databases, etc.
- #13 Slide objectiveNew features in the Exchange Control Panel empower specialist users to easily perform important functions.Talking pointsMulti-mailbox search interface is easy to use and empowers compliance officers to perform their roles without having to go call the help desk or IT administratorsUsers with the task of managing other users can easily see whose OWA options they are managing. They can make the same changes as the user, so only those options are displayedRole Based Access Controls (RBAC) is used to define which users have permissions to access to these screens.
- #14 Key Points:Exchange Server 2010 is built on PowerShell, and with the remoting capabilities of PowerShell 2.0, many of these capabilities are available to you. Your personnel can manage the Exchange Online hosted environment via a command line interface. Remote PowerShell is used on a local computer to connect to the Exchange Online environment and perform specific management tasks that are not available with the Web management interface. Role Based Access Controls (RBAC) are used to control access to these key service configuration pieces. We’ve started by exposing a set of commonly requested self-service capabilities, including:Per user access protocol configurations:Configure which users have access to common service access protocols such as Outlook Web Access, Exchange ActiveSync, and Outlook Anywhere.Windows Mobile device control by Device ID/Type: Configure allow, block, and quarantine rules for Windows Mobile connectivity.Exchange ActiveSync Policy management: Define, configure and manage your EAS policies, assign users to policies or administratively initiate remote device wipe. Messaging Records Management (MRM) Policy management: Define, configure and manage your own MRM policies for e-mail content expiration and assign users to policies. Customize MailTips: Define and manage customer MailTips that are presented to users when addressing e-mail to avoid common mistakes or provide additional guidance.Disclaimer management: Define, configure and manage your own disclaimer text and distribution group assignments to disclaimers.Dynamic Distribution Group (DDG) management:Define, configure and manage your company DDGs for common group mailings.Resource Booking Attendant (RBA) management:Define, configure and manage your company RBA settings for conference rooms.View-only Mailbox Configuration Role: View and aggregate information to build self-service reports on the user population.Per user protocol configurations –OWA, EAS, and Outlook Anywhere are all configurable per userPolicy management: Including self configuration of EAS and Records Management policiesDisclaimer management – build your own disclaimers and assign groups to themWe also offer a view-only mailbox configuration role.
- #15 Exchange Online Dedicated provides a web-based tool that lets you manage mailbox permissions in your organization. Setting these permissions properly allows a variety of management tasks:Set ‘out of office’ messages on behalf of employeesPerform PST file exportsManage conference roomsRecover deleted itemsThe tool provides two roles. You can give some of your IT and helpdesk staff the right to view existing mailbox permissions, and others full permissions to assign mailbox rights.
- #16 Key Points:BES 5.0 provides the BlackBerry Administration Service, which is a Web application running on top of BES provides native management of users and devices and expands service control.New areas of self-service control cover:IT policy management – build new policies and make user assignmentsClient application push – create software packages for assignment to users or groupsFinally, Data log access allows billing and usage reconciliationMicrosoft Online exposes the following key BlackBerry Enterprise Server (BES) administrative controls directly to customer administrator control via the BlackBerry Administrative Service (BAS) web console:Manage BES users and devicesIT Policy Management Add, Change, Remove BES PoliciesRemoves current IT Policy limitationClient application push functionalityCreate software configuration Assign an application to a user or groupUser management functions for Group and IT Policy assignments User data log access for PIN, SMS and usage logs
- #17 SituationActive Directory is a crucial piece of the IT infrastructure of many organizations, and making use of the data stored there makes setup and administration of cloud services easier.Talking pointsSynchronization from Active Directory to Online Services lets you leverage the information that’s in your on-premises directory so you don’t have to do administration in two places.You install the MMSSPP tool on a server in your network. The tool syncs any changes made in Active Directory and pushes those changes to the Microsoft Online environment. This means that when you add a new employee, delete a terminated employee, or change contact information, these changes are automatically propagated to the cloud, so you don’t have to do it manually. These items become read-only in the cloud, and you continue to manage them with familiar tools in AD, the same way you do today. Directory sync also keeps distribution groups and the global address list up-to-date automaticallyDirectory sync plays an important role when you run in coexistence mode between your local Exchange Server and Exchange Online.
- #18 SituationOrganizations don’t want to “lose control” of security and reliability as they move e-mail to the cloud.Slide ObjectiveDemonstrate that security, reliability, and availability of Exchange Online is best-in-class, and often exceeds the what organizations can do on their own.Talking PointsA minimum of “n+1” redundancy is used across disk drives, network connections, power sources, etc.Data are replicated to geo-redundant data centers.Software is deployed on the latest hardware and network equipment in carrier-class datacenters.Experts monitor systems around the clock and failover systems are tested regularly.A defense-in-depth security strategy is followed, with best-in-class operational processes.The service undergoes regular third-party testing & certification, including CyberTrust.Forefront Online Protection for Exchange is includedto help block malware, spam, viruses & phishing.Exchange Hosted Archive is available fore-discovery and archiving requirements.Mail can be also be journaled to existing archiving solution.Exchange Hosted Encryption available for confidential business communications. Many organizations, when they reflect on questions like, “When’s the last time we tested our disaster recovery plan?” and “Are we confident we could do a mass restore of our e-mail data from backup?”, find that Exchange Online provides a higher level of availability and security than they have today.
- #19 SituationCompanies would like to deploy geo-redundant datacenters to get the highest levels of protection for their data, but this is often cost-prohibitive.Slide objectiveShow that Exchange Online provides datacenter redundancy, to give subscribers peace of mind that their data is protected against calamities large enough to disrupt an entire datacenters. Talking pointsData center location isselected at the time you provision, so you know where your data is.Data are replicated to a second, geographically separate datacenter.Currently, there are three primary datacenters worldwide, each paired with a backup datacenter: Virginia, with a backup datacenter in WashingtonDublin, with a backup datacenter in AmsterdamSingapore, with a backup datacenter in Hong KongOther datacenters are being added as our service expandsSite-level failover is tested regularly to verify that we can perform fast switchover.
- #20 The Security Program takes a risk-based, multi-dimensional approach to putting in place the necessary & adequate safeguards across all aspects of a service. The Program aims to define security requirements applicable to people, processes and technology, and implement corresponding controls & capabilities across the services themselves, the supporting platform and infrastructure components, as well as the hosting facilities and the hardware residing within them. Role & Responsibility of the Security Program: Help ensure services are developed in a secure manner. Microsoft’s Secure Development Lifecycle plays a critical role here. Help ensure the services are operated in a secure environment. Security controls exist across and within all layers of a given service, which supports the principle of defense-in-depth.Help ensure that services and infrastructure are monitored for configuration errors, vulnerabilities, security events and anomalous behavior.Help ensure incidents are promptly detected and a mature incident management process not only addresses the immediate issue, but identifies and corrects the cause.Help ensure personnel are adequately prepared and trained to identify security issues and provide notification through the appropriate procedure.
- #21 SituationOrganizations need robust antivirus and anti-spam solutions in place, to keep their users from being burdened with malicious messages.Slide objectiveDescribe the enterprise-class anti-spam and antivirus capabilities of Forefront thatare built into the service and require minimal effort for the administrator to configure and maintain.Talking pointsForefront Online Protection for Exchange is included as part of the Exchange Online subscription, to help block malware from reaching your users’ inboxes. This is an enterprise-class antivirus and anti-spam service. The service uses proprietary anti-spam technology to achieve high accuracy rates. Forefront uses multiple and complementary anti-virus engines help catch e-mail-borne viruses and other malicious code. It covers both incoming, outgoing, and internal e-mail messages. This helps protect your organization from malicious content that originates from behind your firewall.All of this is built-in to your service. No configuration is necessary to start or maintain the filtering technology.You also have the option of using another filtering system instead of FOPE (for customers that have an existing on-premises or hosted filtering solution they would like to continue using).
- #22 For organizations that require advanced archiving, compliance, and legal hold capabilities, ProofPoint archiving is available as an optional add-on.
- #23 Slide objectiveDescribe the robust coexistence and mailbox migration options that are available with Exchange Online.Talking pointsMailbox migration highlights:Move mailboxes to Exchange Online with full fidelity - including mail, appointments, meeting requests, personal contacts, and tasks.Forwarding addressees are updated so that e-mail continues to flow properly during coexistence after a user is moved.
- #24 SituationSome employees don’t have e-mail today, or use it infrequently. They are especially good candidates for cloud-based e-mail.Slide objectiveDescribe the Exchange Online “Deskless” subscription and how it meets specific needs.Talking points“Deskless” user subscription:Basic mailbox access through Outlook Web Access, with a reduced storage quota for reduced price.Users still get the same anti-spam and antivirus capabilities as standard users, with geo-redundancy and the ability to attach services like archiving and encryption. Great fit for factory workers, retail workers, and others who access e-mail through shared computers or kiosks.You can provide the right level of capabilities to workers with different needs, and save money in the process.
- #28 Slide objectiveClarify the differences between the Exchange Online offerings. Talking pointsThere are some feature gaps between our standard and dedicated service with on-premises server features.In general, our dedicated option provides a broader array of capabilities.