Exchange 2007 and Office 2007: Better Together

Using this Presentation (hidden slide)

• Use this deck with customers want more detail on how Exchange 2007 and Office 2007 work together. • Talking points provided in notes • See appendix for optional slides


• Outlook 2007 and Exchange 2007 • Powerful Access to Information • Intelligent and Automated • Sophisticated yet Simple • Windows SharePoint Services™ “v.3” and Exchange 2007

Outlook 2007 and Exchange 2007: Powerful Access to Information

“Too much of my time is spent

in unproductive activities. I want my information presented to me in a way that is useful, and doesn’t waste my time.”

Scheduling Assistant

• Automatically recommends best days and times for a meeting • Simple color-coded interface • Rooms are easier to schedule and search through the resource picker • Set your working hours • Have full control over your schedule by setting your working hours: will only be scheduled for meetings within your working hours

Scheduling Assistant

Meeting Attendees

Days, Best Shown in White


Times, Best Shown in White and at Top

Calendar Sharing Policies

• E2003: Two levels • Share free/busy information with everyone • Share entire calendar (with body/attachments) with specific people • E2007: Granular security • Deny all users access • Share time and free busy status only • Show time, subject, location, free/busy status • Show Full Details


Outlook in online mode: • Exchange 2007 content indexer is 35x faster than Exchange 2003/2000 • Indexes/searches message bodies and attachments • • Uses any filter installed in Windows Can install new filters later

• New messages indexed in under a minute • Small storage tax (5% of message size) for search indexes Outlook in Cached Exchange Mode: • New, integrated Instant Search in Outlook • Uses Windows Vista search indexer

Unified Messaging

Unified Messaging delivers all types of Outlook items in your inbox: mail, voicemail and fax

UI shows relevant user actions based on message type

Ability to add and save text notes with voice messages

Outlook 2007 and Exchange 2007: Intelligent and Automated
“There are many things I must manage today by hand. Why can’t the system do this for me?”

Auto Account Setup with Autodiscover

• Only need to know email address and password • Exchange and Outlook then automatically connect and setup profile • Mailbox moves and backend failovers transparent to end user, even cross-forest

Improved Out of Office

• Set Out Of Office start time and end time • Set ahead of time and forget about it • Unique internal and external OOF messages • Set specific messages for internal co-workers • External message can be limited to just the user’s contacts • Rich HTML Out of Office Assistant messages

Resource Calendars

• Automatically managed • Automate meeting accepts and declines • Custom response message per resource • Provide conflict information for declined meetings

Resource Management

• Set up policies once • Limit who can book via booking roles • Enforce maximum meeting duration • Allow conflicts for recurring meetings • Schedule only during working hours (set by Outlook 2007/ OWA) • Forward out-of-policy requests to delegates for approval

Automated Meeting Request Handling

• Server processes meetings intelligently • Auto-update existing meetings with new information to reduce redundant meeting notices • Mark out-of-date meeting updates so they can not be accepted, reducing clutter and errors • Reduces Errors from schedule updates

Meeting Request Handling

Benefits for other access methods:
• Exchange Calendaring Assistant • Server-side logic for meeting handling • Consist between Outlook 2007, OWA, Outlook Mobile to ensure all meeting properties are properly set • Does not require Outlook to be online • Calendar accurate even if user isn’t accepting everything • OWA and UM users see (or hear!) latest appointment information


• Partial Item Synchronization • Flagging a message won’t cause it to be completely re-downloaded • Changes for properties, body, attachments tracked and synchronized separately • Cached Mode improvements • Can cache folders of other users • Delegates can manage e-mail and schedules while offline

Outlook 2007 and Exchange 2007: Sophisticated yet Simple
“At the end of the day, I need to just have things work, and work well. I need the system to comply to the requirements of my organization and still run effectively.”


• Outlook E-mail Postmark: Outlook postmarks email and Exchange checks these tokens and assess mail’s legitimacy • Multi-pronged anti-spam solution • Phishing warnings


• Managed E-Mail Folders • Users organize their e-mail in folders created by their company • E-mail in these folders gain the retention, archive, and expiration policies associated with the folder • After a set period of time messages can be automatically deleted or journaled (for example to SharePoint) • Cross-Mailbox Search: Administrator can search across mailboxes to identify compliance violations

Managed E-Mail Folders

Properties Of Current Folder

Various Managed E-Mail Folders

Message Classification

• Messages can have special classifications (ex. “Do Not Forward”, “Attorney-Client Privileged”) • Administrators define classifications in Exchange • Classifications pushed to Outlook via SMS • Users can associate classifications with a mail • Transport rules to create or sort based on classification

Windows SharePoint Services™ “v.3” and Exchange 2007

Remote Document Access

• Mobile device and OWA access to SharePoint • Uses E2007 Client Access server • Same approach as with UNC shares • With OWA, SharePoint sites rendered and navigable

E-Mail Archiving

•Managed E-Mail folders rules to archive to SharePoint •Can be accessed from OWA or Outlook •Provides alternative to PSTs with greater access •Can be a piece of a retention scheme

© 2006 Microsoft Corporation. All rights reserved.
This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.


Hierarchical Address Book

• Provides hierarchical view into organizational structure • Makes it easy to find job roles

Availability Web Service: Uses

• Used by Scheduling Assistant: • Retrieve live free/busy information for E2007 mailboxes • Retrieve live free/busy from other E2007 forests • Retrieve published free/busy from Public Folders • View attendee working hours • Show meeting time suggestions

Availability Web Service: Deployment

• Deployed with E2007 Client Access role • Discovered by Outlook through Auto Account Setup • Outlook 2003 and previous still use Public Folders for free/busy

Granular Message Journaling

Messages in transit are journaled • • • • Per user Per distribution list Global / per organization Per database

• • •

Target is any SMTP address Legal Retention Inspection by compliance officer

Journal Rules

• • • •

Similar to Outlook rules, executing on messages in transport and managed by the administrator Uses familiar Conditions / Actions / Exceptions rule creation wizard Conditions and Exceptions for rule execution based on message properties and/or recipient attributes (i.e. DL membership) Actions can manipulate message routing and/or contents

Demo Screen Shot

Microsoft Confidential

Demo Screen Shot

Microsoft Confidential

Journal Envelope

Label: CorporateIP

Detailed recipient addressing! Bcc DL-expansion Forwarded mailboxes

Demo Screen Shot - Archive

SharePoint as an archive

Complete Records Management

Retention policies in SharePoint • • • Applied to archived messages Applied to journaling to comply with corporate or government regulations Ease of discovery with common MS Search platform • • • Search across multiple mailboxes Results can be sent to SMTP address Access of search results can be limited

SharePoint Records Management


SharePoint Assets • • • • • • Web UI Office Integration Rich storage Extensibility ASP.Net integration Self-provisioned & managed Managed within Exchange Robust replication and proven scalability

Public Folder Assets • •

Building and Migrating to SharePoint Top Public Folder scenarios implemented by customers today Sharing documents Sharing Contacts Sharing Calendar information Discussion folders Archiving distribution list Archived e-mail Document routing and workflow Journaled e-mail Sharing tasks Custom line of business applications

60% 45% 40% 30% 40% ? 15% ? 20% 10%


• • •

Know what is in your current environment Understand lifecycle of Public Folder content Examples of migration and discovery tools • • • NetIQ Quest Tzunami

Message Records Management

• •

Managed folders • User categorization of messages in their mailbox Managed folder policies • Messages routed to folders •

Actions taken on messages

Configurable per message type (voicemail, calendar, etc…)

Message Retention • Deletion • Journal and archive Summary reports show how users are complying with company policy

Feature Scheduling Assistant Schedulable OOF Internal / External OOF Autoconnect SharePoint access without VPN Outlook 2007 Yes Yes Yes Outlook 2003 No No No E2007 OWA Yes Yes Yes

Yes Partial. Allows caching of documents Yes

No No

Yes Yes

Signing and encrypting of email




Feature Understands UM types Add note to voicemail Advanced Searching Capabilities

Outlook 2007 Yes Yes Yes

Outlook 2003 No No Partial. Less advanced in cached mode

E2007 OWA Yes Yes Yes

Official File Folder Managed E-Mail Folders

Yes Yes

No Partial. Folder will appear but without information

Yes Yes



Outlook 2007

Outlook 2003

E2007 OWA

Partial Item Download Asynchronous RPC







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