Tag: exchange

Updated free Visio stencils for Office 365, Exchange, Lync, and SharePoint – 2015 edition

A year ago, Microsoft released an updated set of Visio Stencils with icons for Office 365 and related products. They updated the set slightly and also provided the option to download the “older 2012 version”:

These stencils contain more than 300 icons to help you create visual representations of Microsoft Office or Microsoft Office 365 deployments including Skype for Business, Microsoft Exchange Server 2013, Microsoft Lync Server 2013, and Microsoft SharePoint Server 2013. The zip file now includes both stencil sets from 2012 and 2014.

Here’s an overview of all icons in the newest version:

Clouds

clouds

Communications

communications

Concepts

concepts1
concepts2

Databases

databases

Devices

devices

Security

security

Servers

servers

Services

services

Sites

sites

Users

users

Updated free Visio stencils for Office 365, Exchange, Lync, and SharePoint

Microsoft has released a new version of the set of visio stencils with icons for Office 365 and the corresponding server products:

This set of stencils contains more than 300 icons to help you create visual representations of Microsoft Office or Microsoft Office 365 deployments including Microsoft Exchange Server 2013, Microsoft Lync Server 2013, and Microsoft SharePoint Server 2013.

While the previous versions contained all stencils in a single file, this time they have separated them into 10 different sets.  Here’s an overview of all icons in those sets:

Clouds

Communications

Concepts

Databases

Devices

Security

Servers

Services

Sites

Users

Simplified POP, IMAP, and SMTP settings for Office 365

Good news, everyone! While previously we had to use a fairly long URL name for IMAP, POP, and SMTP settings on clients, Microsoft has now provided a standardized set of URLS for Office 365. In most cases, the client (e.g. Outlook) provided auto discover of the URL, however In some cases it still had to be entered manually. Instead of having to look up the correct URL for a given tenant, one can now use the standard URLs.

Here’s the official announcement:

Simplified POP, IMAP and SMTP Namespaces

It’s now much simpler to set up a POP or IMAP connection to an Office 365 account. If a phone, tablet, or desktop email program can’t take advantage of Exchange Online’s auto discover capabilities, the new Exchange Online now provides the ability to connect using unified server namespaces. Instead of being asked to locate unique POP/IMAP/SMTP server settings through Outlook Web App (which looked like “podxxxxx.outlook.com”), the following standard server names can now be used:

o POP & IMAP: outlook.office365.com
o SMTP: smtp.office365.com

Additional information
For specific steps for connecting your phone or tablet to your Office 365 email, see Phone and Tablet setup reference. For specific steps for connecting your desktop email program to your Office 365 email, see Email program setup reference.

Office 365 Service Updates (Note: this applies to all plans with an Exchange Online service, I’m linking to E/M/EDU here)

Updated Service Descriptions for Office 365 for Enterprise – May 2012

Again, an updated set of the Office 365 for Enterprise Service Descriptions. Just as in JanuaryFebruary, early March, and late March, I did a comparison of the changes. All major updates are listed below. The document that has received significant updates is the Service Description for Exchange Online Archiving.

 

Exchange Online Archiving

International Availability Office 365 is available in Austria, Belgium, Canada, Colombia, Costa Rica, Cyprus, Czech Republic, Denmark, Finland, France, Germany, Greece, Hong Kong, Hungary, India, Ireland, Israel, Italy, Japan, Luxembourg, Malaysia, Mexico, Netherlands, New Zealand, Norway, Peru, Poland, Portugal, Puerto Rico, Romania, Singapore, Spain, Sweden, Switzerland, Trinidad and Tobago, United Kingdom, and United States. Multinational customers that purchase services in an approved country may enable use by their end users that reside anywhere in the world, except for Argentina and countries currently embargoed by the U.S. government. Features availability may vary by location. See the help topic License restrictions for Office 365 for details.

 

Throughout the whole document, the term “personal arhive” has been replaced simply with “archive”, such as here:
The default storage quota for the personal archive is 100 GB for Exchange Online (Plan 2)Archiving users.

 

Microsoft recommends having the same Single Item Recovery setting for the on-premises mailbox and the archive in Exchange Online Archiving.  To change the Single Item Recovery period in Exchange Online Archiving, a call to Microsoft support is required. The maximum period that can be requested is 30 days for all plans except Exchange Plan 2.

 

Exchange Online Archiving supports delegate access—that is, the users’ ability to allow others to access and manage their email and calendars. Delegate access is commonly used between a manager and an assistant, where the assistant is responsible for processing the manager’s email messages and coordinating the manager's schedule. If delegate access is set, the assistant has access to the manager’s primary mailbox and archive. Exchange Online Archiving does not support delegate access.

 

Appendix A: Feature List fo Exchange Online Archiving and Exchange Hosted Archive Comparison Table 4 comparesshows features available in the Microsoft Exchange Online Archiving with the Microsoft Exchange Hosted Archive, a previously released archiving solution from Microsoft. Table 4. Exchange Online Archiving comparison with Exchange Hosted Archive 	Exchange Online Archiving	Exchange Hosted Archive SERVICE FEATURES		 Deleted item recovery	14 days	No Deleted mailbox recovery	30 days	No TLS for server connections	Yes	Yes Password synchronization	Yes	No CLIENT ACCESS		 Outlook 2010	Yes	No Outlook 2007	Yes	No Outlook Web App	Internet Explorer 7 or later, Safari 3 or later, Firefox, Chrome 	Internet Explorer 6, Internet Explorer7, Firefox 2 or later Delegate access	Yes	Yes ARCHIVING		 ArchivePersonal archive	Yes	No Accept journaled content	No 	Yes Content type: Instant messaging	Yes	Yes Content type: Calendar	Yes	No Content type: Contacts	Yes	No

RETENTION	 Retention policies 	Yes  Archive mailbox size 	Unlimited Legal hold 	Yes Rolling Legal Hold (Single Item Recovery)	Yes (Unlimited) Self-service Historical Data Load (HDL)	Yes DISCOVERY	 Unified user search	Yes Export to PST file	Yes  Auditing	Yes Multi-mailbox search (e-discovery)	Yes De-duplication of data	Yes Rights-protected discovery	Yes Attachment discovery	Yes ADMINISTRATION	 Administration through a web-based interface	Yes Administration through EMC 	Yes Administration through command line shell	Yes RBAC	Yes  APPLICATION ACCESS/CUSTOMIZATION	 Application connectivity through web services	Yes Outlook Web App Web Parts	Yes Outlook add-ins and Outlook MAPI	Yes

Office 365 Links of the Week – 04 May 2012

Sign on Experience with Office 365
Overview of the sign on experience with Office 365 and the different Microsoft products

Office 365 Virtual Labs for IT Pros
Not really new content, but still extremely useful: a few virtual labs that help you to learn more about how to configure ADFS, Directory Synchronisation, Federation, Exchange Online, and SharePoint Online

Using Shared Mailboxes with Office 365
Article in Windows IT Pro, by Tony Redmond

Transform the way you work  –  online live demos of Office 365
All over May, there will be free live demos of Office 365 presented by Microsoft cloud specialist partners

SharePoint Online Search
A few quirks of SharePoint Online Search (Office 365 for Enterprises) explained

FISMA becomes latest security certification for Office 365
“Today, we’re pleased to announce Office 365 was granted the authorization to operate under the Federal Information Security Management Act (FISMA) by the Broadcasting Board of Governors. FISMA is important to our customers because it creates a process for federal agencies to certify and accredit the security of their information management systems. IT solutions with FISMA certification and accreditation have federal agency approval for their use in line with the level of security established by that agency.”

The Office 365 Trust Center
Information on data privacy, data storage locations, compliance, and security.

Updated Service Descriptions for Office 365 for Enterprise – March 2012 #2

Again, an updated set of the Office 365 for Enterprise Service Descriptions. Just as in JanuaryFebruary, and early March, I did a comparison of the changes. All major updates are listed below. The document that has received significant updates is (again) the Service Description for Exchange Online, and a smaller change was done to the SharePoint Online SD.

Exchange Online

•	Outlook 2003 via POP and IMAP only o	POP and IMAP protocols offer email-only access with a substantially reduced set of functionality

Mailbox size	1 gigabyte (GB) **** Outlook Web App  (regular and light versions)	Yes POP	Yes IMAP	No Outlook Anywhere (MAPI)	No Microsoft Exchange ActiveSync	Yes****

****The availability of a 1 GB mailbox and Microsoft Exchange ActiveSync® for a Kiosk user will vary. These updates are expected to be deployed to all customers in April 2012.  However, until these updates are deployed, a Kiosk user will continue to have a 500 MB mailbox and no Microsoft Exchange ActiveSync® access.

Table 7: Mailbox size limits and notifications Mailbox type	Warning	Prohibit Send	Prohibit Send/Receive Exchange Online Kiosk	450 MBTBD	475 MBTBD	500 MB1 GB Exchange Online (Plan 1)	24.5 GB	24.75 GB	25 GB Exchange Online (Plan 2)	24.5 GB	24.75 GB	25 GB  These limits and notifications are for the user’s primary mailbox. The personal archive has a separate, non-configurable quota. The availability of a 1 GB mailbox for Kiosk users will vary. This update is expected to be deployed to all customers in April 2012. However, until this update is deployed, a Kiosk user will continue to have the following mailbox size limits and notifications:  Mailbox type	Warning	Prohibit Send	Prohibit Send/Receive Exchange Online Kiosk	450 MB	475 MB	500 MB

Outlook 2003 Outlook 2003 is notonly supported for use with Exchange Online. via POP or IMAP. Using Outlook 2003 with POP or IMAP enables standard email functionality, but does have key limitations including: •	No calendar information •	No free/busy information •	No Global Address List •	No push email •	When connecting via POP, all messages will be downloaded to the client and there will be no synchronization between multiple computers or devices (such as between a laptop and a phone)

 

SharePoint Online

Available at a cost per gigabyte (GB) per month. No minimum purchase. Please review the Office 365 price list at http://www.office365.com.

Updated Service Descriptions for Office 365 for Enterprise – February 2012

Microsoft has once again released an updated set of the Office 365 for Enterprise Service Descriptions. Just as in January, I did a comparison of the changes. All major updates are listed below. The only document that has received significant updates is the Service Description for Exchange Online, all other documents are still the same (except for a few minor wording changes)

 

Exchange Online

Senders’ Photos in Outlook Web App  As part of the Exchange Online December 2011 Service Update, Outlook Web App incorporates photos of users stored in Active Directory as part of its user interface. For example, when users receive emails from coworkers, they can see the senders’ photos in the reading pane in Outlook Web App. When users search for coworkers in the Global Address List using Outlook Web App, the coworkers’ photos are displayed. Mobile devices that support the latest version of Exchange ActiveSync can also display photos from Active Directory. Outlook 2010 also includes new features that incorporate photos of users stored in Active Directory. There are two ways to get user photos into the Exchange Online environment and enable these features: •	End users upload their photos manually through the User Settings screen in the Microsoft Online Portal. •	Administrators populate the ThumbnailPhoto user attribute in on-premises Active Directory; the Directory Synchronization tool will automatically synchronize the user photo to Exchange Online, SharePoint Online, and Lync Online. Outlook Web App in Internet Explorer 9 As part of the Exchange Online December 2011 Service Update, Outlook Web App can be pinned to the Windows 7 taskbar using Internet Explorer 9 Pinned Sites. This gives users the ability to launch Outlook Web App with one click and run it with fewer distractions, separated from other browser sessions. It also keeps users informed of incoming email and instant messages when minimized or hidden and offers quick access to common Outlook Web App commands from the Windows 7 taskbar. See the Windows topic Pinned Sites for details. Senders’ Photos in Outlook Web App  As part of the Exchange Online December 2011 Service Update, Outlook Web App incorporates photos of users stored in Active Directory as part of its user interface. For example, when users receive emails from coworkers, they can see the senders’ photos in the reading pane in Outlook Web App. When users search for coworkers in the Global Address List using Outlook Web App, the coworkers’ photos are displayed. Mobile devices that support the latest version of Exchange ActiveSync can also display photos from Active Directory. Outlook 2010 also includes new features that incorporate photos of users stored in Active Directory. There are two ways to get user photos into the Exchange Online environment and enable these features: •	End users upload their photos manually through the User Settings screen in the Microsoft Online Portal. •	Administrators populate the ThumbnailPhoto user attribute in on-premises Active Directory; the Directory Synchronization tool will automatically synchronize the user photo to Exchange Online, SharePoint Online, and Lync Online. Outlook Web App in Internet Explorer 9 As part of the Exchange Online December 2011 Service Update, Outlook Web App can be pinned to the Windows 7 taskbar using Internet Explorer 9 Pinned Sites. This gives users the ability to launch Outlook Web App with one click and run it with fewer distractions, separated from other browser sessions. It also keeps users informed of incoming email and instant messages when minimized or hidden and offers quick access to common Outlook Web App commands from the Windows 7 taskbar. See the Windows topic Pinned Sites for details. Senders’ Photos in Outlook Web App  As part of the Exchange Online December 2011 Service Update, Outlook Web App incorporates photos of users stored in Active Directory as part of its user interface. For example, when users receive emails from coworkers, they can see the senders’ photos in the reading pane in Outlook Web App. When users search for coworkers in the Global Address List using Outlook Web App, the coworkers’ photos are displayed. Mobile devices that support the latest version of Exchange ActiveSync can also display photos from Active Directory. Outlook 2010 also includes new features that incorporate photos of users stored in Active Directory. There are two ways to get user photos into the Exchange Online environment and enable these features: •	End users upload their photos manually through the User Settings screen in the Microsoft Online Portal. •	Administrators populate the ThumbnailPhoto user attribute in on-premises Active Directory; the Directory Synchronization tool will automatically synchronize the user photo to Exchange Online, SharePoint Online, and Lync Online. Outlook Web App in Internet Explorer 9 As part of the Exchange Online December 2011 Service Update, Outlook Web App can be pinned to the Windows 7 taskbar using Internet Explorer 9 Pinned Sites. This gives users the ability to launch Outlook Web App with one click and run it with fewer distractions, separated from other browser sessions. It also keeps users informed of incoming email and instant messages when minimized or hidden and offers quick access to common Outlook Web App commands from the Windows 7 taskbar. See the Windows topic Pinned Sites for details.

 

BlackBerry Devices Users of Research in Motion (RIM) BlackBerry devices canBlackBerry Business Cloud Services (BBCS) is hosted by Research In Motion (RIM) and extends Exchange Online services to BlackBerry smartphones. Administrators are able to perform cloud-based provisioning and management of BlackBerry smartphones within this environment. BBCS utilizes familiar underlying RIM technology and functionality experienced with BlackBerry services and provides BlackBerry email, calendar, and personal information management experience for Exchange Online (Plan 1) and Exchange Online (Plan 2) users. See the BlackBerry Business Cloud Services (BBCS) Service Description for details. Users of  BlackBerry devices can also connect their devices to Exchange Online using the BlackBerry Internet Service (BIS). This service allows BlackBerry users to access their e-mail accounts without connecting through a BlackBerry Enterprise Server (BES). It does not provide the same capabilities as a BES server or a hosted BES service. Exchange Online (Plan 1) and Exchange Online (Plan 2) users can configure BIS to access their mailboxes via IMAP. Exchange Online Kiosk users can configure BIS to access their mailboxes via POP.  Note  A hosted BES service is not currently available. Research in Motion (RIM) has announced a new hosted BES service for Office 365 customers that they plan to make available later this year. The service will be hosted, licensed, and supported by RIM, who have committed to offer their new BlackBerry cloud-based service for Exchange Online starting at $0 per user per month. See the BlackBerry Business Cloud Services overview for details.

 

Microsoft Exchange PST Capture Microsoft Exchange PST Capture allows administrators to search for PST files on computers in their organizations and then import those files to mailboxes in their organizations. PST Capture works with both on-premises Exchange servers and Exchange Online. PST Capture is comprised of the following components: •	PST Capture Central Service: At the heart of PST Capture is the PST Capture Central Service, which maintains the list of all PST files found in an administrator’s organization and manages the data as it is moved to the Exchange Servers or Exchange Online. •	PST Capture Agent: Discovery of the PST files is performed by PST Capture agents that are installed on computers in the organization. The agents also send the PST files they find to the host computer when an import operation is started on the PST Capture Console. •	PST Capture Console: The PST Capture Console is the interface the administrator uses to configure PST searches, specify the target mailboxes for PST files, and track the status of PST import operations and reports. The PST Capture Agent then sends status updates from previous actions to the Central Service. See the TechNet article Microsoft Exchange PST Capture for details.

 

Email Migration Dashboard As part of the Exchange Online December 2011 Service Update, administrators can use the Email Migration dashboard in the Exchange Control Panel to manage mailbox migration to Exchange Online using a cutover or staged Exchange migration. Administrators can also use the dashboard to migrate the contents of users’ mailboxes from an on-premises IMAP server to existing cloud-based mailboxes. The dashboard gives administrators the following capabilities: •	Create and schedule multiple migration batches: Administrators can create and queue up to 100 migration batches for a staged Exchange migration or an IMAP migration. Only one migration batch runs at a time, but administrators can queue up multiple batches, so when a migration batch is finished running the next batch in the queue starts. •	Restart a migration batch with failures: After the initial synchronization for a migration batch, where items are copied from on-premises mailboxes to the cloud mailboxes for each user in the migration batch, some mailboxes may fail synchronization. Now administrators can restart that migration batch and try to synchronize the failed mailboxes. •	Get details about skipped items: For cutover Exchange migrations and staged Exchange migrations, the migration dashboard now displays information about the specific items that were skipped, including the reason why the items skipped and the location of the item in the user’s mailbox. •	Open migration reports: Administrators can open migration statistics or migration error report for a migration batch right from the dashboard. •	Edit a migration batch: If a migration batch for a staged Exchange migration or an IMAP migration is in the migration queue (but isn’t currently running), administrators can edit the migration batch by submitting a new CSV file, changing the connection settings, or changing the number of mailboxes to migrate simultaneously. See the help topic Manage Migration Batches in Exchange Online for details. Troubleshooting Migration Errors As part of the Exchange Online December 2011 Service Update, improved diagnostic capabilities help administrators troubleshoot migration errors. For example, Remote PowerShell can be used to display diagnostic information for a migration batch named MigrationBatch1 (Get–MigrationBatch –Identity MigrationBatch1 –Diagnostic), as well as display migration statistics and diagnostic information for a user with a primary SMTP address of user@example.com (Get–MigrationUserStatistics –Identity user@example.com –Diagnostic). See the help topic Email Migration Users Status Report for details.

 

Hybrid Configuration Wizard  The Hybrid Configuration Wizard can help to streamline the hybrid deployment process by simplifying configuration of features and services. Introduced as part of Exchange Server 2010 Service Pack 2, the Hybrid Configuration Wizard consists of the following components: •	A new Exchange Management Console (EMC) wizard that guides administrators through the end-to-end process for configuring a hybrid deployment. •	A set of Exchange Management Shell (EMS) commands that orchestrate the configuration process. •	Improvements to the manageability of some of the underlying hybrid features. See the TechNet article Hybrid Deployments with the Hybrid Configuration Wizard for details.