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Supporting Remote and Mobile Workers with Exchange 2003

Supporting Remote and Mobile Workers with Exchange 2003. Dustin Smith, Microsoft MVP – Exchange Interlink Group LLC. Agenda. Exchange 2003 Mobile Strategy Outlook 2003 and Exchange 2003 Exchange 2003 Outlook Web Access Exchange 2003 ActiveSync Exchange 2003 Outlook Mobile Access.

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Supporting Remote and Mobile Workers with Exchange 2003

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  1. Supporting Remote and Mobile Workers with Exchange 2003 Dustin Smith, Microsoft MVP – Exchange Interlink Group LLC

  2. Agenda • Exchange 2003 Mobile Strategy • Outlook 2003 and Exchange 2003 • Exchange 2003 Outlook Web Access • Exchange 2003 ActiveSync • Exchange 2003 Outlook Mobile Access

  3. Remote and Mobile Users: Profile and Requirements • Yankee Group – 35% of US workforce spends time away from primary workplace • Different devices – PCs, laptops, PDAs, mobile phones, and home PC’s • Anytime, anywhere, any device access to email and PIM info • Fast, reliable connectivity • Secure

  4. Today’s Networks Today’s Networks • Network connections are ubiquitous • Office, home, hotel, and everywhere else • Network connections are unique • Speed • Responsiveness • Reliability • Network Trends • Broadband usage increasing • Dialup still important • Cellular data networks are gaining momentum

  5. Exchange Mobile Strategy • Enable a greater number of customers, out-of-the-box • User experience optimized for mobile device scenario Mobile access to Exchange “that just works” Smartphone Platform Outlook 2003 Wireless Pocket PC&PE Core Tenets • Integrated deployment, topologies and management • Focus on browse, synchronization and up-to-date notifications • Build a strong Microsoft and third-party end-to-end solution Outlook Mobile Access Wireless 3rd Party Sync Outlook Web Access

  6. Native Mobile Capabilities Exchange UTD Notifications Outlook Clients(RPC/HTTP) Ex2003 Back-End Servers Ex2003 Front-End Perimeter Network (DMZ) OWA Clients(HTTP / HTML) Wireless Network ISA Firewall Firewall Pocket PC, Smartphone, 3rd Party Sync (HTTP / HTML) Server Windows 2003 or 2000 AD/GC Server Outlook Mobile Access xHTML, cHTML, HTML • Device scenarios over wireless networks • Mobile Laptop Synchronization • Mobile Internet Browser (Standard and Micro browser) • Smart Device Synchronization

  7. Outlook 2003 and Exchange 2003 – Why are they “better together”?

  8. Pre-Outlook 2003 • Outlook 9x, 2000, XP client/server model assumed perfect network • Fast • Highly Responsive • Completely Reliable • Default mode = Online--chatty and fragile • User interface hangs • Dreaded “Cancellable RPC” dialog • Unable to recover from temporary loss of connection • Offline mode helped but wasn’t enough

  9. “I Don’t Know, I Just Lost Connectivity For A Second!?!”

  10. Back to the Drawing Board • Goal – Deliver a consistently great user experience • Key Features: • Outlook Cached Mode • Network adapter speed awareness • Improved synchronization efficiency/robustness • Conflict Resolution • RPC over HTTP • PST/OST Enhancements

  11. Outlook to Exchange Server Communications • Data Requests • Sending email • Switching Folders • Using the address book • Scheduling meetings • Synchronization • Send or receive email • Download the address book

  12. Cached Exchange Mode • Local data with on-demand connections (primarily offline) • Foundation for the “Walking Around With Outlook” scenarios • Default mode for Outlook 2003 users • So what does it do exactly?

  13. Benefits of Cached Mode • Shields the user from the different network conditions • Outlook runs against a local copy (OST) of the user’s mailbox • Use the Offline Address Book (OAB) for basic addressing functions • The OST and OAB are automatically kept in sync with server • Classic “Online” features are available (Calendaring, Public Folders, Delegate Access)

  14. Benefits of Cached Mode • Gracefully handles changes in connectivity • Outlook just keeps working when the network goes away • No annoying error messages • User’s data is available • User can create new items and modify existing items • In the background, Outlook continuously tries to re-connect to the Exchange server

  15. Benefits of Cached Mode • Detects the speed of the network connection and adjusts download behavior • On fast networks • Download full items on all folders and address book updates • On slow networks ( < 128 Kb) • Synchronizes only “headers” on all folders • Headers small but contain sufficient information to render views • Users can triage their mail – download important messages and delete junk mail

  16. Benefits of Cached Mode • Smoothly handles power state transitions (hibernate and standby) • Reduced Exchange Server Load • After caching data, no server transactions required to re-open • Reduces TCO • Enables server site consolidation • Reduced network load – MS OTG seeing 40% reduction in Outlook traffic • Users are able to stay productive • Fewer support calls

  17. Cached Mode Considerations • Initial cached sync can take time, depending on mailbox size • Will 24-hour OAB refresh be enough? • Best performance if mailbox is <500MB • Folders should be kept under 5000 items • May not be optimal for heavy delegate or PF users • May not be optimal for roving users (i.e. shared workstations used for email)

  18. Outlook 2003 PST/OST Enhancements • Unicode support has been added to the stores • Outlook will use Unicode if the server supports it • OST – offline or cached mode • PST – auto-archive • Existing OST/PSTs will not be upgraded • New size limit on OST/PST (>100 GB) • Default size is 10 GB and can be controlled by the admin via policy

  19. Improved Replication • Deliver most important data first • Smart sync ordering on the folders • Syncs initiated on user navigation • Most recent items first (LIFO) within a folder • Drizzle Sync • Fewer bytes over the wire and less roundtrips • Bi-directional data compression • Increased buffer sizes • Partial item upload • Microsoft OTG – 40% reduction of Outlook net traffic • More robust sync • Check-pointing • Skip Bad Item

  20. Outlook 2003 Cached Mode Demo

  21. Exchange 2003/Outlook 2003 Over the Internet – RPC/HTTP(S) • Proxies MAPI communication via HTTP(s) • No need for VPN, RAS, etc. • Single URL for all Exchange Front End components • Security/Authentication • SSL • NTLM by default (Configurable to Basic) • Deployment requirements • Desktop: Outlook 2003, Windows XP SP1 + Q331320 • Server: The following servers need Windows Server 2003 • Mailbox Server • Global Catalog • Public Folder Servers • Front End Server

  22. Outlook 2003 Feature Matrix

  23. Outlook 2003 RPC over HTTP Configuration Demo

  24. Outlook Web Access – The traditional mobile Exchange client

  25. Exchange 2003 Outlook Web Access (OWA) • Outlook Web Access design goals • Outlook companion, with usability close to Outlook • Access from any web browser • Meet security needs of customers • Reduced bandwidth consumption

  26. Outlook Web Access • Zero install, HTML browser-based client • Premium and Basic Experience • Download control for S/MIME • Totally new look and feel for the premium client • Looks like Outlook 2003 in terms of frame look • Quick flag support • Viewing the Outlook search folders • Preview pane on right side and two line view • Mark as read/unread • HTML Frame resizing

  27. Outlook Web Access • Spellcheck (6 languages for RTM – English, French, Spanish, German, Italian, Korean) • Task support (all features except delegation) • Manage and create server side rules • Sort and type-down • Up to 100 messages/page in message list

  28. Outlook Web Access Performance • Improved performance • Use idle time to pre-download controls • Fewer Roundtrips, reduced redundant data • HTTP over the wire compression using gzip • Low – static script files • High - compression of OWA’s dynamically generated content and attachment data • Without gzip, OWA uses ~10% less bytes-over-the-wire than in Exchange 2000 • High compression can yield >50% savings in bytes-over-the-wire

  29. Outlook Web Access Performance • HTTP compression can be CPU intensive – but only on FE • Requires • Forms-based authentication to be enabled • Filter and logon page used to detect “bad” browsers, which cache or corrupt data • Supported browsers • Internet Explorer 6 SP1 + Q813489 or later • Netscape Navigator 6 or later • Earlier versions of these two are blocked • Windows Server 2003 (for IIS6) on FE • BEs upgraded to Exchange 2003 • If using Exchange 2000 back-ends, then you should disable OWA Compression support on the front-ends

  30. Outlook Web Access Security • Improved security • S/MIME signing/encrypting • Cookie-based logon and Timed logoff • Attachment blocking – Can block by file type, access method (FE versus BE) or hostname • External content blocking – block references to external content (user override)

  31. OWA 5.5 Client

  32. OWA 2000 Premium Client

  33. OWA 2003 Basic Client

  34. OWA 2003 Premium Client

  35. Exchange 2003 OWA Demo

  36. Exchange 2003 Mobility: Wireless ActiveSync and Outlook Mobile Access

  37. Exchange 2003 Mobility • Across industries, calendar, contacts and email are considered the most important business applications to have on mobile devices  • Success of RIM Blackberry as mobile email solution • Now Microsoft Pocket PC and Smartphone devices can leverage in-the-box Exchange 2003 features • Idea of one device for voice and data needs is becoming more popular

  38. Windows Mobile Powered Devices HP iPAQ h4355 Samsung i600 Motorola MPx200 HP iPAQ h4155 Orange SPVE200 Sierra Wireless Voq XDA II

  39. Mobile Access Topology Outlook (RPC/HTTP) Active Directory Ex2003 Back-End Servers Outlook Web Access DMZ Ex2003 Front-End Wireless Network & Internet Outlook Mobile Access (Cell Phones) Up-To-Date Notifications (SMTP) Exchange ActiveSync (PPC, Smartphone, 3rd party) Up-To-Date Notifications (SMS) Mobile Carrier SMTP Bridgehead Server

  40. Exchange 2003 ActiveSync • Sync to server wirelessly or cradled • Integrates with Desktop ActiveSync • Configure settings from device or desktop • Sync of Email, Calendar, Contacts, and Tasks • E-Mail • Synchronize subfolders on demand • Rich filtering and truncation settings • Device side deletions • User’s choice to sync attachments • Easy viewing of attachments with 3rd party viewer such as Westek Clearvue

  41. Exchange 2003 ActiveSync • Smart Reply and Smart Forward • Delivers attachments and full message without downloading to device • Pocket Outlook has Familiar Commands • Synchronization built into Exchange 2003 • Sync for Pocket PC/Smartphone 2002 Platform • Scheduled • Manual

  42. Exchange 2003 ActiveSync • Sync for Windows Mobile 2003 • Manual • User-defined Peak and Non-Peak Schedule • Sync scheduling for Peak and Non-Peak • Separate Sync Schedule for Roaming • Up To Date available for the above states • OMA Browse also available for PDA devices • ActiveSync protocol available for licensing

  43. What are ExchangeAlways-Up-To-Date Services? • Out-of-the-box feature from Exchange 2003 • Control message designed to “wake-up” an Exchange ActiveSync capable device • Device is Always Up to Date • Pocket PC 2002 • ActiveSync only • Windows Mobile 2003 • Up-To-Date Notifications (UTD) • New Email Arrives at server • Ex2003 server sends SMTP/SMS notification to device • Device synchronizes with server without prompting user

  44. Exchange 2003 ActiveSync Demo: Microsoft Smartphone

  45. Outlook Mobile Access (OMA) • The broad reach device solution in Exchange’s mobile strategy • Optimized for low bandwidth, high latency • Small deck size • No Attachments • Similar Functionality to Smart Reply/Fwd • Complete rewrite from Mobile Information Server 2002 using ASP.NET

  46. Outlook Mobile Access • Any device with a browser can use the application • Administrator controls if unsupported devices are allowed through with warning or disallowed with error • List of Officially Supported devices includes • HTML devices (PPC/SP, Windows Mobile, PC Browser) • xHTML (WAP 2.x markup) devices • cHTML (iMode) devices • Constant device support updates though .Net Framework ‘Device Update’ releases

  47. Outlook Mobile Access Features • Familiar Commands • Context menus for PIM (Calendar, Contacts, Tasks) • Triage E-mail • Delete, Mark unread, Flag for Follow-Up • Compose, Reply, Forward • Access Folder Hierarchy • Find People • Search Global Address List and Contacts • Establish calls and send e-mail from OMA UI

  48. Outlook Mobile Access • Manage Calendar • View and Create Appointments/Meetings • Accept, Tentative, Decline • Reply to Meeting Requests/Cancellations • Manage Tasks • Update, Mark Complete, Notes • Manage Contacts • Over 20 contact fields supported • Add to Contacts from GAL

  49. Exchange 2003 Outlook Mobile Access Demo

  50. Additional Resources • Download Exchange 2003 trial at: http://www.microsoft.com/exchange/evaluation/trial/2003.asp • Exchange 2003 Planning Resources: http://www.microsoft.com/exchange/techinfo/planning/2003.asp • Exchange 2003 Deployment Guide: http://www.microsoft.com//technet/prodtechnol/exchange/Exchange2003/proddocs/library/DepGuide.asp • Enabling a Superior Client Experience with Outlook 2003 http://www.microsoft.com/office/outlook/prodinfo/enabling.mspx • Windows Mobile Devices: http://www.microsoft.com/windowsmobile/default.mspx

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