CloudMail Tech Specs

Exchange 2013 makes it easier to protect both your data and messaging system. Take a look at the CloudMail Tech Specs to learn more. With Exchange 2013, you get:

  • Automatic encryption at both the channel and message levels to help control access to data and ensure trusted communications both inside and outside the network
  • Multi-layered anti-spam filtering comes with continuous updates to help guard against increasingly sophisticated spam and phishing threats
  • Leading anti-virus solutions integrated throughout the Exchange 2013 network to protect against malware

Advanced Email Security

Encryption

  • Intra-organizational; All channels used to transmit messages within an organization are automatically encrypted by default. Transport Layer Security (TLS) encryption is used for server-to-server traffic and Secure Socket Layer (SSL) is used for client access traffic (Outlook Web App and Exchange ActiveSync).
  • Inter-organizational: For mail sent outside the organization, Exchange 2013 will automatically establish secure connections with SMTP hosts that support TLS encryption. Exchange 2013 also supports mutual TLS authentication where each server verifies the identity of the other server by validating a certificate provided by the other server. Messages that have successfully traveled over the secured path from an authenticated sender are displayed to users as Domain Secured in Outlook and Outlook Web App.
  • IRM Support: When used with Active Directory Rights Management Services (AD RMS), Exchange 2013 enables users to compose, read, and reply to IRM-protected messages using Outlook Web App and Exchange ActiveSync. Exchange 2013 also enables an administrator or delegated user to create policies that automatically apply IRM protection to email (including Office and XPS attachments) using transport rules. Additionally, IRM-protected messages can be searched, filtered and decrypted for journaling purposes.
  • S/MIME Support: Secure Multipurpose Internet Mail Extensions (S/MIME) enables users to send signed and encrypted email to one another from a variety of devices, including Outlook, Outlook Web App, and Windows Phone using Exchange ActiveSync.

Anti-spam

  • Edge Transport server role: Designed to minimize the attack surface, the Edge Transport server is deployed as a stand-alone server at the network perimeter and handles all Internet-facing mail flow. It also comes with built-in anti-spam agents and runs anti-virus solutions including its own anti-virus defense mechanisms.
  • Safelist aggregation: Exchange 2013 can collect data from users’ anti-spam Safe Recipients Lists, Safe Senders Lists, Blocked Senders Lists and make this data immediately available to the anti-spam agents. This can help reduce instances of false-positives and enable more aggressive filtering.
  • Anti-spam filtering agents: The Edge Transport server role includes a tiered system of anti-spam filtering agents that filter at the connection, sender, recipient, and content levels of a message. Administrators can customize each agent and incorporate real-time block and allow lists. Exchange 2013 also includes support for Sender ID, an email industry initiative designed to verify the legitimacy of email addresses and prevent phishing scams. To effectively protect against worms delivered via email, the administrator can also filter and strip Microsoft Office system files.

Anti-virus

  • Anti-virus scanning: With Forefront Protection 2013 for Exchange and Forefront Online Protection for Exchange, Exchange 2013 is the only leading messaging solution to offer multiple scanning engines in a single solution. Multiple-engine scanning is proven to promote faster detection rates of new threats than single-engine solutions (AV-Test.org).
  • Anti-virus integration: Leading anti-virus solutions including Forefront Protection 2013 can be integrated at both the SMTP and routing levels of the Edge and Transport servers. Solutions can also be installed directly on mailbox servers using the advanced Virus Scanning API (VS API). This helps to catch viruses that may have evaded scanning or entered the network via PCs or other devices without anti-virus software installed.
  • Anti-virus stamp: Each scanned message is stamped with an Anti-virus Transport Stamp in Exchange 2013 to ensure that if a message is scanned once at an Edge or Hub server it does not need to be scanned again later in the pipeline, making virus scanning more efficient.
  • Edge Transport rules: As a reactive defense mechanism, Edge Transport rules provide a layer of protection before anti-virus signature updates become available. Administrators can filter on known text patterns in malware carriers and drop the connection.

Outlook Web App

Exchange 2013 and Microsoft Outlook Web App deliver a rich, familiar web-based email experience that allows you to:

  • Access email, voice mail, instant messages, and SMS text messages directly from your inbox using any of the major web browsers (Internet Explorer, Safari, Firefox, and Chrome)
  • Use Conversation View to see messages in context, making it easier to manage email more efficiently and reduce inbox overload
  • Share your calendar with colleagues both inside and outside the organization
  • Check other users’ availability with the presence indicator and choose the best mode of communication—email, instant message, or SMS Familiar Features

CloudMail Tech Specs: Familiar Features

  • Nickname cache: By storing the email addresses of recent recipients, the nickname cache helps users address email more quickly by providing a suggested name list as they type. The nickname cache combines all recent recipients of email from Outlook Web App and Outlook Mobile.
  • Conversation view: By grouping messages from a single conversation together, the new Conversation View enables users to quickly identify the most recent messages and related responses. Conversation View is always preserved, even if individual email messages are located in different folders in the mailbox. By treating an entire group of messages as a single conversation, they can be managed, ignored, moved or deleted as a whole. New messages that are part of a conversation the user has chosen to mark as “ignore” are set straight to the deleted items folder.
  • Filter: Filters are now easier to apply from a convenient drop-down menu with common options.
  • Search: Searching in Outlook Web App is now more powerful with advanced queries. Users can use searches such as “from:,” “to:,” “hasattachments:” and many others to specify filtering criteria and more quickly find the messages they are looking for. Favorite searches can be saved and accessed at the click of a mouse, providing faster access to information.
  • Single page of messages: Outlook Web App no longer has pages. No matter how big the folder, all messages are on one page. Users can scroll through every message without having to advance though pages, enabling them to more efficiently access messages and scan conversations to find the communications they are looking for.
  • MailTips: Sometimes an ounce of prevention is worth a pound of cure. MailTips warns users before they do something they shouldn’t, like sending a message outside the organization, to a large distribution list, to someone who is out of the office, with attachments that are too big to deliver and so on —preventing embarrassment, saving time and reducing the possibility of compromising sensitive information. With MailTips, users can be more efficient and more professional in email communications.

Universal Inbox

  • Voice mail preview: Outlook Web App gives users new and better ways to manage their voice mail. Speech-to-text previews of voice mail messages let users read voice mail without calling in or having to listen to the whole message. This enables users to get voice mail even if they are in a meeting or otherwise unable to call in to the phone system.
  • SMS sync: Exchange ActiveSync now provides the ability to send and receive SMS text messages from Outlook and Outlook Web App. Incoming messages, sent via Exchange ActiveSync to the user’s mobile device, will be seen in the usual SMS message location on the phone as well as the email inbox in Outlook Web App.
  • View/Set Status: In the Outlook Web App, colorful indicators in the contact list let users know if contacts are available to chat or not. This lets users choose the communication mode that will help them get the information they need most efficiently. Outlook Web App users can set their own status so other users on the network know if they are available to chat.
  • Instant messaging (IM): Outlook Web App now delivers IM functionality within the client. Administrators can connect Outlook Web App to Office Communications Server, enabling users to see the presence indications of others and quickly decide whether to use email or just fire off a quick IM for a faster response.

Web Enhancements

  • Calendar sharing: Outlook Web App now allows users to share calendars with people inside and outside the organization. They can view multiple calendars side by side in Outlook Web App and use the Scheduling Assistant to schedule meetings with people inside and outside the organization.
  • Calendar publishing and printing: Sharing calendars with friends and loved ones has never been easier. With Exchange 2013 and Outlook Web App, users can publish their calendar for anonymous access. Users can also print out a calendar showing day, week or month view.
  • Themes: Users can now choose from 27 built-in themes in Outlook Web App for personalized communication experiences. Organizations can also create custom themes to strengthen their brands or customize parts of the user experience to give users easy access to important links, sites and features.
  • Optimized user interface: New device form factors such as netbooks, tablets and smartphones offer mobility but force users to get work done on ever-smaller screens. Outlook Web App has been redesigned to make better use of these new device screens, from easier button access to optimal display of message information. Even users with larger monitors can benefit from these new optimizations and get a better Web-based email experience.
  • Multiple browser support: Users get the same great Outlook Web App experience within Internet Explorer 7 and later, Firefox 3 and later, Safari 3 and later, and Chrome 1 and later.

Mobile Email with Exchange ActiveSync

Exchange 2013 supports a comprehensive mobile experience delivered by Exchange ActiveSync:

  • A truly universal inbox on your mobile device that can includes email, voice mail, rights-protected messages, calendar requests, RSS feeds, saved instant message conversations, and more
  • Over-the-air sync on hundreds of compatible devices so email, contacts, and calendar are always up to date
  • Greater control over device access with policy support and allow/block/quarantine lists, including exceptions down to the individual user level
  • No need to purchase or manage a separate system or buy additional licenses for mobile access—it’s all included with Exchange 2013

Microsoft has also created the Exchange ActiveSync logo program to ensure that customers and IT pros have a seamless experience with setup, support, and use of qualified devices. More details about the program can be found on TechNet.

Efficient Interface

  • Conversation View: The new Conversation View enables users to quickly and easily identify the most recent messages and related responses. By treating multiple messages as a single conversation, they can be managed, ignored, moved, and deleted as a whole versus having to address each email individually. New messages in reply to a conversation are automatically placed in the same folder as the conversation itself, even if the conversation has been deleted.
  • Free/Busy Lookup: Exchange ActiveSync now enables users to look at a contact’s calendar availability. A free/busy timeline in a user’s contact information shows when they are available for a call or meeting.
  • Nickname cache: The nickname cache helps users address email more quickly by providing a suggested name list as a new email address is typed. This automatically populated list narrows itself as the user types more letters of the recipient’s name. The list represents a combined cache of recent email recipients sent from Microsoft Outlook Web App and Microsoft Outlook Mobile.
  • Reply state: Now users can see if they have replied to or forwarded an email just by looking at the reply state icon next to the message, even if they replied from Outlook or Outlook Web App.
  • New user interface: Refreshed in Exchange 2013 SP1, the new user interface for Outlook Mobile makes advanced features easier to use and more accessible than ever. With a new, touch-friendly interface, users can easily delete, mark as read and flag messages. Also, a new folder access icon makes syncing folders and viewing synced folders simpler.

 

Unified Inbox

  • SMS sync: Exchange ActiveSync now provides the ability to send and receive SMS text messages from Outlook 2013 and Outlook Web App. Incoming messages, sent via Exchange ActiveSync to the user’s mobile device, will be seen both in the usual SMS message location on the mobile phone as well as the email inbox in Outlook 2013 or Outlook Web App.
  • Unified Messaging Card: With the new Unified Messaging Card, users can access their office voice mail in more situations with speech-to-text previews right from their mobile phone. Users can click one button to play the voice mail or another to call back the party that left the message.
  • Global address list photos: With Exchange ActiveSync, users can see a picture of the person who sent an email, so putting a name with a face will be easier than ever.
  • Voice mail preview: Outlook Web App gives users new and better ways to manage their voice mail. Speech-to-text previews of voice mail messages let users read voice mail without calling in or having to listen to the whole message. This enables users to get voice mail even if they are in a meeting or otherwise unable to call in to the phone system.

Managed Flexibility

  • Installable client: Upgrading your email functionality does not require you to update your phones. All the latest features of Exchange are available to any mobile device running Windows Mobile 6.1 or Windows Phone 6.5. Users of Exchange 2013 can download an update to Outlook Mobile enabling their existing devices to take advantage of all the benefits in the latest version of Exchange ActiveSync.
  • Allow, block and quarantine control: Administrators can control which phones can connect to Exchange by creating block/allow lists for devices that connect using Exchange ActiveSync. Using a Web-based interface, IT Administrators can create approved device lists for their organization as well as block any particular device they believe should not be allowed. They can also set exceptions at the individual level. Any devices not listed in the block or allow lists can be quarantined, enabling administrators to decide later if they should be allowed to connect. In Exchange 2013 SP1, a new Web-based user interface makes administering this feature easier. A new, customizable quarantine email allows administrators to explain to users why their device has been quarantined.
  • Rights-protected messaging: More and more confidential information is being sent through email. Information Rights Management (IRM) protection allows users and administrators to control who sees messages and what can be done with them, even after the messages have been sent. All IRM policies are available through Exchange ActiveSync, meaning IRM protection can be used even when users are not at their desktop computers.

Email Archiving and Retention

Email holds much of the information businesses use daily, making the need to easily preserve and search this information essential. Exchange 2013 offers searchable, legally-compliant email archiving for all users:

  • Users can easily access their own email archives within their Inbox
  • Automatic archiving eliminates the need to monitor user archiving
  • Easy to search across multiple end-user mailboxes at once
  • No need to purchase and maintain a separate email archiving product

Simplified Archiving

  • Personal Archive: Personal Archive is a specialized mailbox associated with a user’s primary mailbox. It appears alongside the primary mailbox folders in Outlook or Outlook Web App, giving users direct access to archived email in the same way as non-archived email. For example, users can search both their Personal Archive and primary mailbox using Outlook or Outlook Web App. Email items from the primary mailbox can be automatically offloaded to the Personal Archive through retention polices, and administrators can also import historical email data from .PST files directly into Exchange. With the flexibility to provision a user’s Personal Archive to a different mailbox database from their primary mailbox, organizations can more easily implement separate storage strategies for less frequently accessed email.
  • Retention policies: Retention polices can be used to apply settings to specific items, conversations or folders in a mailbox. Policies are configured by the Exchange administrator and are displayed in Outlook 2013 inside each email along with a header stating the applied policy and delete date. There are two types of policies available to users: delete policies and archive policies. Both types of policies can be combined on the same item or folder. For example, an email can be tagged so that it is automatically moved to the Personal Archive in 15 days and deleted within 45 days. Administrators can also use archive policies to control when messages are automatically moved from a primary mailbox to the Personal Archive.

Faster Delivery

  • Legal hold: Legal Hold enables the preservation of a user’s edited and deleted mailbox items (email, appointments, tasks, etc.) from both their primary mailbox and Personal Archive. Legal Hold can be set on individual mailboxes or across the enterprise. They can also be set for a specific time period (for example, place a mailbox on hold for 90 days). In addition, Legal Hold includes an option that automatically alerts users through Outlook 2013 that a hold has been placed on their mailbox.
  • Multi-mailbox search: Multi-Mailbox Search enables search of mailbox items, including email, attachments, calendar appointments, tasks and contacts. Exchange also indexes a long list of attachment types as well as Information Rights Management-protected content. Multi-mailbox search can work simultaneously across primary mailboxes, Personal Archives and recovered items with an easy-to-use, Web-based console. To help streamline discovery processes, search results may be previewed with keyword statistics—before emails discovered through search are copied and moved to a specified mailbox, as defined by the administrator, for further investigation. Rich filtering capabilities include sender, receiver, message type, sent/receive date and cc/bcc, along with Advanced Query Syntax (AQS) support.
  • Role-based access control: In Exchange, administrators can grant users such as records managers, compliance officers and litigators specific rights to perform multi-mailbox searches and other role-specific tasks.

Mailbox Resiliency in Microsoft Exchange

Exchange 2013 offers improved storage performance and new resiliency features so users can have bigger and more reliable mailboxes without an increase in cost. With Exchange 2013, you get:

  • Dramatically improved uptime through sub 30-second failover times and the ability to switch between database copies when disks fail
  • Ability to configure a database availability group of up to 16 mailbox servers for automatic, database-level recovery from failures, all managed from within Microsoft Exchange
  • Continuous access to communications even while a mailbox is being relocated via Online Mailbox Move feature
  • The ability to use larger and less expensive disks for Exchange storage

Enhanced Availability

  • Database availability group: This is a set of mailbox servers that use continuous replication to update database copies, communicate to manage failures that affect individual databases, and provide automatic recovery from a variety of failures on the disk, server, and data center levels.
  • Database-level failover: Exchange Server database availability groups provide automatic failover at the database level without the complexity of traditional clustering. A database-level disruption, such as a disk failure, no longer affects all users on a server. Because there is no longer a strong tie between databases and servers, it is easy to move between database copies if disks fail. This change, coupled with faster failover times (as little as 30 seconds), can dramatically improve your organization’s overall uptime.
  • Improved site resilience: Exchange Server database availability groups make it easier to implement site resilience. They simplify the process of extending data replication between data centers for site failover. The solution, built into Microsoft Exchange Server 2013, can now be used to manage both on-site and off-site data replication and mailbox servers. Database copies can be deployed incrementally to meet the specific availability needs of your organization. Log files can be encrypted for greater security, and can also be compressed to improve transmission time and reduce network bandwidth usage.
  • Transport resiliency: Transport servers in Exchange 2013 feature built-in protection against the loss of message queues due to disk or server failure. Servers retain a “shadow” copy of each mail item after it is delivered to the next hop inside your organization. If the subsequent hop fails before reporting successful delivery, the message is resubmitted through an alternate route.
  • Build-in mailbox recovery: Your organization can rely on the Exchange 2013 high availability infrastructure (which can provide up to 16 replicated database copies) rather than tape backups to recover from failures, helping you to reduce operating costs.

Improved Administration

  • Easier deployment: You can add high availability to your Exchange environment after deployment without re-installing Exchange. For smaller sites, you can deploy a simple two-server configuration that provides full redundancy of mailbox data along with Client Access and Hub Transport roles. These changes put high availability within the reach of organizations that once considered it impractical.
  • Integrated administration: All aspects of high availability administration are handled within Exchange, so you don’t have to manage failover clustering separately in Windows Server, making your environment easier to manage.
  • Online move mailbox: Administrators can move mailboxes between databases without taking users offline. Users can connect to their mailboxes as well as send and receive mail while the move is taking place. This reduces user downtime and gives administrators the flexibility to perform system maintenance during business hours instead of during nights and weekends.
  • Single item restore: Administrators can control how long deleted and edited email is kept in the Recoverable Items Folder and accidental deletions can be recovered without the affected email message having to be restored from a backup.

More Storage Flexibility

  • Storage IO reductions: Exchange 2013 delivers up to a 70 percent reduction in disk IO over Exchange Server 2007 and a 90 percent reduction in disk IO over Exchange Server 2003. This means that more disks meet the minimum performance required to run Exchange, driving down your storage costs.
  • Optimizations for SATA: IO patterns are optimized so that disk writes do not come in bursts. This removes a barrier that had previously limited the use of Serial Advanced Technology Attachment (SATA) hard disk drives.
  • Automatic page restore: Exchange 2013 is more resilient to storage problems. When minor disk faults cause corruption, Exchange can automatically repair the affected database page by using a copy of the database that is configured for high availability. With automatic detection and repair of data corruption from minor disk errors, you can take advantage of lower-cost storage options while you maintain system reliability.
  • JBOD support: Exchange 2013 can be deployed with up to 16 replicated copies of each mailbox database, and with fast database-level failover, administrators can swap failed drives with minimal impact to your users. Exchange can also automatically repair database pages affected by minor disk faults by using a copy of the database that is configured for high availability. These application-level redundancy features allow RAID-less (JBOD) storage configurations to be used, which can result in dramatic cost savings.

Email Information, Protection, and Control in Exchange 2013

To help prevent unauthorized and accidental distribution of data, Exchange 2013 can automatically inspect email and apply appropriate controls:

  • For less sensitive communications, automated alerts remind users about potential data risks or policy violations without restricting delivery
  • For more sensitive messages, transport rules can be configured to block, re-route or modify messages as appropriate
  • Additional transport rules include the ability to send a message for review before delivery and protect messages with Information Rights Managemen (IRM)
  • Support for IRM also enables systems to search, journal and apply anti-virus and anti-spam filtering to IRM-protected messages

Policy Management

  • MailTips: MailTips are automated alerts that can be added to messages before they are sent to prevent accidental delivery or policy violations. For example, MailTips will generate an alert if the sender is about to send a message to a large group or reply-all to a message on which the sender was blind carbon copied (Bcc’d). MailTips also provides alerts when the recipient is external, moderated or restricted. MailTips are available in bot Microsoft Outlook Web App and Microsoft Outlook 2013. Custom MailTips can also be created to remind users about specific policies an processes that need to be followed before sending a message
  • Transport rules: With transport rules, policies can be created to automatically inspect content and apply controls to all messages passing through an Edge Transport or Hub Transport server. Transport rules are created in the same way as Outlook rules—using a set of conditions, actions and exceptions. With transport rules, messages can be modified, encrypted, redirected, or blocked based on a granular set of transport rule conditions. Transport Rules can be configured by administrators in the Exchange Management Console or by delegated users in the Exchange Control Panel. Transport rule conditions- Transport rule actions can be triggered by a wide range of granular transport conditions such as specific senders, recipients, distribution lists, keywords, and regular expressions (for common patterns such as those associated with credit card numbers or social security numbers). Transport rules can also be created based on the contents within an Office attachment, a user’s Active Directory attributes (e.g. department, country, manager) and multiple message types (e.g. auto-replies, calendaring, etc.)
  • Dynamic signatures: Transport rules can be used to automatically apply a signature to the bottom of an email based on the sender’s Active Directory attributes. This feature can also be configured to apply rich, HTML signatures with specific fonts, company logos, and more.
  • Moderation: Transport rules can be used to re-direct mail to a manager or trusted moderator for review. The reviewer can then approve or block the message, and if it is blocked, provide an explanation back to sender
  • Message classifications: Transport rules can be used to apply a message classification describing the intended use or audience of a message (such as Attorney-Client Privileged). Transport rules can also be used to check messages that are manually classified by users. If the message does not meet the conditions of the classification, an action can be applied to block, encrypt, redirect, etc.

IRM Policies

  • Transport Protection Rules: When used with Active Directory Rights Management Services (AD RMS), Transport Protection Rules enable an administrator to automatically apply Information Rights Management (IRM) protection to email (including Office and XPS attachments) after a message is sent. This provides persistent protection to the file no matter where it is sent and prevents forwarding, copying, or printing depending on the set of AD RMS Policy Templates available from the AD RMS deployment
  • Outlook Protection Rule: Outlook Protection Rules automatically trigger Outlook to apply an RMS template based on sender or recipient identities, before it is sent. Unlike transport protection rules, Outlook Protection Rules can be configured so that users can turn off protection for less sensitive content. Also, since the messages are protected on the Outlook client before being sent out to Exchange, this feature allows an organization to block third-party service providers or onsite Exchange administrators from viewing sensitive content that is sent between employees
  • Protected voice mail: Exchange Server 2013 uses AD RMS to apply Do Not Forward permissions to voice messages that are designated either by the sender (by marking the message as private) or by administrative policy. This prevents the forwarding of protected voice messages in a playable form to unauthorized persons, regardless of which mail client is used. Protected voice mail is supported in Outlook Web App and Outlook 2013.

IRM Support

  • IRM in Outlook Web App: Users can compose, read, and reply to IRM-protected messages natively, just as they would in Outlook. IRM- protected messages in Outlook Web App can be accessed through Windows Internet Explorer, Firefox and Safari (no plug-ins required) and includes full-text search, conversation view, and preview pane. With additional support for WebReady Document Viewing for IRM-protected messages, recipients can view protected attachments without having to install or start the associated application (such as Word, PowerPoint, Acrobat, etc.)
  • IRM in Exchange ActiveSync: Streamline the ability for Windows Mobile 6.1+ users to leverage the IRM support features in Exchange 2013 without having to manually tether their device. This includes the ability to read, search, compose, and reply to IRM-protected messages. Administrators also have the ability to enable and disable IRM in Exchange ActiveSync on a granular, per-device or user basis.
  • Transport decryption: This allows transport agents to access IRM-protected messages to filter content, apply transport rules, scan for viruses and spam, and perform other essential functions. After transport agents have inspected the message and made potential modifications to it, the message is re-encrypted before delivery. Transport decryption can also be used with journaling to ensure that journal reports sent to journal mailboxes or third- party archives will contain a decrypted (clear-text) copy of IRM-protected messages, including Office and XPS attachments. This allows for indexing and searching of IRM-protected messages for legal discovery and regulatory purposes.
  • IRM search: Exchange 2013 can index and search IRM-protected messages, including headers, subject, body, and attachments. This applies to search in Outlook Web App and Outlook (online mode) as well as Multi-Mailbox Search.

Voice Mail with Unified Messaging in Microsoft Exchange

Unified Messaging in Exchange 2013 saves time and money while offering users more convenient access to voice mail messages. Exchange 2013 provides:

  • Voice mail and email messages consolidated into a universal inbox
  • Voice mail preview that allows you to read your voice mail messages
  • Customized greetings and call transfer options to reduce the likelihood of missing an important call
  • Removes the need to purchase or manage a separate voice mail system

Accelerated Voice Mail

  • Voice mail preview: Exchange 2013 creates a text version of voice mails that are delivered along with an MP3 to a user’s inbox. Now your users can read the contents of voice mail as easily as they would read email. If the text voice mail previews are opened using Microsoft Outlook 2013, they become “actionable.” Recognized names, contacts and phone numbers will be identified with icons which can be clicked on to dial a phone number, send an email or add a person to your contacts. Navigating the MP3 audio is as simple as clicking in the text, which causes the voice mail to jump to that word and continue playing.
  • Outlook voice access: Users have control over their inbox with Outlook Voice Access via a telephone keypad or voice inputs. This enables “anywhere access” to their mailbox when away from a computer or Internet-connected device. Your users no longer need to worry about being late for appointments or being disconnected when traveling. They can call into their mailbox and manage their calendar, contacts, and email.
  • Message Waiting Indicator (MWI): Users are notified of the presence and number of new or unread voice mail messages on their supported desk phone. Users can configure their mobile phone to receive a voice mail preview via SMS.

Customizable Controls

  • Protected voice mail: Exchange 2013 provides more control over who can access voice mail content and the operations that they may perform on it. Using Active Directory Rights Management Services, Exchange can apply Do Not Forward permissions to voice messages as designated either by the sender (by marking the message as private) or by administrative policy. This prevents the forwarding of protected voice mails in a playable form to unauthorized persons, regardless of the mail client used.
  • Auto Attendant: Often when callers are looking for a person in an organization, they don’t know the extension or exact phone information. The Unified Messaging Auto Attendant makes it easy for callers to find the person they are looking for. They can use either the telephone keypad or speech inputs to navigate the menu structure, place a call to a user, or locate and call a user. With Auto Attendant you can create custom menus for callers, define informational greetings, business hours greetings and non-business hours greetings, set up holiday schedules, and enable external users to call the operator.
  • Call Answering Rules: Unified Messaging gives your users more control over how their calls are answered. For a sales professional, this could mean the difference between sending an important sales lead to voice mail instead of to an attended line. Call Answering Rules can present callers with custom greetings, Find-Me, and call transfer options in addition to voice mail prompts. These rules can be preceded by conditions (such as caller IDs, time of day and Exchange free/busy status), giving users greater control over how they can be reached over the phone.

Email Management Tools in Exchange

Exchange 2013 provides new tools and management approaches that give users more control and make your help desk more efficient. With Exchange 2013, you can:

  • Delegate permissions to responsible users based on job function without giving them access to the entire
  • Exchange management interface. Tasks such as performing multi-mailbox searches no longer have to be the sole responsibility of IT
  • Empower users to manage distribution lists, track messages, and edit personal information—tasks that represent a significant percentage of help desk calls in many organizations
  • Manage the Exchange environment remotely using the new Web-based Exchange Control Panel (ECP), or the improved PowerShell 2.0, also known as Remote PowerShell

Simplified Task Delegation

  • Role-based access control: Administrators can delegate tasks to responsible users in a controlled manner. Permissions are based on the Exchange tasks a user needs to perform and gives the user access to select features within the Exchange management tools. Specialized roles for Unified Messaging specialists, help desk staff, or Exchange administrators are easy to create and help simplify Exchange administration overall.
  • Moderated distribution groups: You can appoint a moderator to regulate the flow of messages sent to a distribution group. Anyone can send a message to the distribution group alias, but before the message is delivered to all participants, a moderator must review and approve it. This helps prevent inappropriate or frivolous email blasts from being delivered to large audiences.

Convenient Self-Service

  • Exchange control panel: New self-service capabilities and delegated administration tasks are accessible through a Web-based management portal aimed at enabling your users to perform common tasks without having to call the help desk. This reduces support costs, enables your users to be more productive, and gives your IT staff the ability to be more focused on more important tasks.
  • Distribution group management: Your users can create and delete distribution groups, as well as manage memberships and ownership—all from an easy-to-use, Web-based interface. This will help users be more productive while simultaneously reducing the number of help desk calls.
  • Message tracking: Through a Web-based interface, your users can track delivery receipt information on all messages. This helps reduce one of the most common help desk calls.

Deployment Flexibility in Microsoft Exchange

Whether deploying on-premises, in the cloud, or in a combination of the two, Exchange 2013 helps reduce costs and provides tools to simplify the deployment experience. Exchange 2013 allows you to:

  • Drive down the cost of storage by offering additional storage architecture choices in on-premises deployments
  • Use hardware virtualization to consolidate multiple under-utilized physical servers in on-premises deployments
  • Simplify deployment with custom instructions for installing or upgrading to Exchange 2013
  • Perform migrations during normal business hours without taking users offline

Downtime Minimized

  • Online move mailbox: Administrators can move mailboxes between databases without taking users offline. Users can connect to their mailboxes and send and receive mail while the move is taking place. This reduces user downtime and lets administrators perform system maintenance during business hours, instead of nights and weekends.
  • Outlook Autodiscover: With Microsoft Outlook 2007 or greater, Exchange 2013 supports automatic configuration of Outlook mail profiles. Users do not need to know the name of their mail server to set up an email profile. In fact, users who are connected to the corporate network do not need to enter any information—their domain credentials are used to create a complete mail profile automatically. Users connecting remotely using Outlook Anywhere (formerly known as “RPC over HTTP”) need only provide their user name, email address and password.

Proactive Troubleshooting

  • Exchange Best Practices Analyzer: Embedded in the Exchange 2013 setup process and available through the Exchange Management Console toolbox, the Exchange Best Practices Analyzer proactively examines an Exchange organization for problems and discrepancies that could lead to service outages or reliability problems. Performing more than 2,000 distinct checks and automatically updating via XML, the Analyzer delivers warnings and error messages to the administrator along with information on how to address these problems. When prerequisites change, the Analyzer surfaces these changes to support a smooth installation. The Exchange Best Practices Analyzer has also been updated with readiness checks that can be run against current Exchange Server 2003 or Exchange Server 2007 environments to help prepare for migration to Exchange 2013.
  • Exchange Remote Connectivity Analyzer (ExRCA): ExRCA is a web-based troubleshooting and diagnostic tool intended to identify the point of failure for Internet-based Exchange Server client connectivity scenarios. It simulates the activities a client must be able to perform to connect and then isolates the exact point of failure. In many cases, ExRCA can point out known configuration issues and provide suggested steps for resolution. The connectivity testing across the Internet (from outside your organization) is performed by a website hosted in a Microsoft data center.
  • Exchange Deployment Assistant: The Exchange Deployment Assistant is a Web-based resource which helps organizations, generate custom instructions for installing or upgrading to Exchange 2013. This tool is useful for organizations deploying a new installation of Exchange 2013 as well as those upgrading from Exchange 2003 or Exchange 2007.

Management Efficiency

  • Server roles: Exchange 2013 uses the role-based architecture introduced with Exchange 2007. Server roles organize Exchange 2013 services and features into preset server configurations. Dividing Exchange features among server roles has several advantages.
  • Exchange federation: Using the Microsoft Federation Gateway, Exchange 2013 allows organizations to work with external partners in a convenient and secure environment. These flexible cross-premises scenarios support federated message delivery, calendar sharing, and much more.
  • More flexible deployment topology: For a small or medium-sized company with a limited number of mailboxes, an administrator can install all required roles on one physical server. For a large enterprise with tens of thousands of mailboxes, an administrator can deploy each role on a separate server or multiple servers per role to provide better performance and fault tolerance.
  • Better hardware utilization & scalability: Each server role only installs the binaries and services necessary to perform a specific feature set. Configuring a server with only one or two roles reduces memory, computer processing unit (CPU) and disk space requirements for the server. It also reduces the server’s attack surface.
  • Easier maintenance: Upgrades, patches, hot fixes and other server changes that could cause server outage can be isolated to one server role. This reduces maintenance downtime and user impact. Administrators can install or uninstall roles on a server at any time.
  • Simpler installation: Preset server configurations make installation easier by allowing the mail server to perform role-specific configuration tasks.

Flexible & Scalable

  • 64-bit architecture: 32-bit email servers are limited to 4 gigabytes (GB) of memory per instance of an application, restricting the ability to cost- effectively meet growing demands. Exchange 2013 is built on 64-bit architecture, expanding addressable memory to 16 exabytes (EB) (16 billion GB) improving performance and capacity significantly.The larger memory cache available on 64-bit systems reduces disk drive IO requirements significantly. By reducing IO, Exchange 2013 makes better use of existing storage systems and gives administrators the option of using low-cost storage systems such as Direct Attached Storage (DAS) and desktop-class storage, even in demanding enterprise environments.
  • IO reductions: Exchange 2013 delivers up to a 70 percent reduction in disk IO over Exchange 2007 and a 90 percent reduction in disk IO over Exchange 2003. This means that more disks meet the minimum performance required to run Exchange, driving down your storage costs. In addition, IO patterns are optimized so that disk writes are less “bursty” and more suitable for SATA disks.
  • SATA & JBOD optimization: Exchange 2013 adds new options to the menu of Exchange storage choices, including the (SATA) hard-disk drives as well as configurations that can eliminate the need for RAID configurations. Whether you choose Storage Area Network (SAN), DAS, or JBOD configurations, Exchange 2013 can provide users with larger mailboxes at a lower cost without sacrificing system availability.
  • Exchange Federation: Using the Microsoft Federation Gateway, Exchange 2013 allows organizations to work with external partners in a convenient and secure environment. These flexible cross-premises scenarios support federated message delivery, calendar sharing, and much more.

Email Management Tools in Exchange

Exchange 2013 provides new tools and management approaches that give users more control and make your help desk more efficient. With Exchange 2013, you can:

  • Delegate permissions to responsible users based on job function without giving them access to the entire
  • Exchange management interface. Tasks such as performing multi-mailbox searches no longer have to be the sole responsibility of IT
  • Empower users to manage distribution lists, track messages, and edit personal information—tasks that represent a significant percentage of help desk calls in many organizations
  • Manage the Exchange environment remotely using the new Web-based Exchange Control Panel (ECP), or the improved PowerShell 2.0, also known as Remote PowerShell

Simplified Task Delegation

  • Role-based access control: Administrators can delegate tasks to responsible users in a controlled manner. Permissions are based on the Exchange tasks a user needs to perform and gives the user access to select features within the Exchange management tools. Specialized roles for Unified Messaging specialists, help desk staff, or Exchange administrators are easy to create and help simplify Exchange administration overall.
  • Moderated distribution groups: You can appoint a moderator to regulate the flow of messages sent to a distribution group. Anyone can send a message to the distribution group alias, but before the message is delivered to all participants, a moderator must review and approve it. This helps prevent inappropriate or frivolous email blasts from being delivered to large audiences.

Convenient Self-Service

  • Exchange control panel: New self-service capabilities and delegated administration tasks are accessible through a Web-based management portal aimed at enabling your users to perform common tasks without having to call the help desk. This reduces support costs, enables your users to be more productive, and gives your IT staff the ability to be more focused on more important tasks.
  • Distribution group management: Your users can create and delete distribution groups, as well as manage memberships and ownership—all from an easy-to-use, Web-based interface. This will help users be more productive while simultaneously reducing the number of help desk calls.
  • Message tracking: Through a Web-based interface, your users can track delivery receipt information on all messages. This helps reduce one of the most common help desk calls.

Deployment Flexibility in Microsoft Exchange

Whether deploying on-premises, in the cloud, or in a combination of the two, Exchange 2013 helps reduce costs and provides tools to simplify the deployment experience. Exchange 2013 allows you to:

  • Drive down the cost of storage by offering additional storage architecture choices in on-premises deployments
  • Use hardware virtualization to consolidate multiple under-utilized physical servers in on-premises deployments
  • Simplify deployment with custom instructions for installing or upgrading to Exchange 2013
  • Perform migrations during normal business hours without taking users offline

Downtime Minimized

  • Online move mailbox: Administrators can move mailboxes between databases without taking users offline. Users can connect to their mailboxes and send and receive mail while the move is taking place. This reduces user downtime and lets administrators perform system maintenance during business hours, instead of nights and weekends.
  • Outlook Autodiscover: With Microsoft Outlook 2007 or greater, Exchange 2013 supports automatic configuration of Outlook mail profiles. Users do not need to know the name of their mail server to set up an email profile. In fact, users who are connected to the corporate network do not need to enter any information—their domain credentials are used to create a complete mail profile automatically. Users connecting remotely using Outlook Anywhere (formerly known as “RPC over HTTP”) need only provide their user name, email address and password.

Proactive Troubleshooting

  • Exchange Best Practices Analyzer: Embedded in the Exchange 2013 setup process and available through the Exchange Management Console toolbox, the Exchange Best Practices Analyzer proactively examines an Exchange organization for problems and discrepancies that could lead to service outages or reliability problems. Performing more than 2,000 distinct checks and automatically updating via XML, the Analyzer delivers warnings and error messages to the administrator along with information on how to address these problems. When prerequisites change, the Analyzer surfaces these changes to support a smooth installation. The Exchange Best Practices Analyzer has also been updated with readiness checks that can be run against current Exchange Server 2003 or Exchange Server 2007 environments to help prepare for migration to Exchange 2013.
  • Exchange Remote Connectivity Analyzer (ExRCA): ExRCA is a web-based troubleshooting and diagnostic tool intended to identify the point of failure for Internet-based Exchange Server client connectivity scenarios. It simulates the activities a client must be able to perform to connect and then isolates the exact point of failure. In many cases, ExRCA can point out known configuration issues and provide suggested steps for resolution. The connectivity testing across the Internet (from outside your organization) is performed by a website hosted in a Microsoft data center.
  • Exchange Deployment Assistant: The Exchange Deployment Assistant is a Web-based resource which helps organizations, generate custom instructions for installing or upgrading to Exchange 2013. This tool is useful for organizations deploying a new installation of Exchange 2013 as well as those upgrading from Exchange 2003 or Exchange 2007.

Management Efficiency

  • Server roles: Exchange 2013 uses the role-based architecture introduced with Exchange 2007. Server roles organize Exchange 2013 services and features into preset server configurations. Dividing Exchange features among server roles has several advantages.
  • Exchange federation: Using the Microsoft Federation Gateway, Exchange 2013 allows organizations to work with external partners in a convenient and secure environment. These flexible cross-premises scenarios support federated message delivery, calendar sharing, and much more.
  • More flexible deployment topology: For a small or medium-sized company with a limited number of mailboxes, an administrator can install all required roles on one physical server. For a large enterprise with tens of thousands of mailboxes, an administrator can deploy each role on a separate server or multiple servers per role to provide better performance and fault tolerance.
  • Better hardware utilization & scalability: Each server role only installs the binaries and services necessary to perform a specific feature set. Configuring a server with only one or two roles reduces memory, computer processing unit (CPU) and disk space requirements for the server. It also reduces the server’s attack surface.
  • Easier maintenance: Upgrades, patches, hot fixes and other server changes that could cause server outage can be isolated to one server role. This reduces maintenance downtime and user impact. Administrators can install or uninstall roles on a server at any time.
  • Simpler installation: Preset server configurations make installation easier by allowing the mail server to perform role-specific configuration tasks.

Flexible & Scalable

  • 64-bit architecture: 32-bit email servers are limited to 4 gigabytes (GB) of memory per instance of an application, restricting the ability to cost- effectively meet growing demands. Exchange 2013 is built on 64-bit architecture, expanding addressable memory to 16 exabytes (EB) (16 billion GB) improving performance and capacity significantly.The larger memory cache available on 64-bit systems reduces disk drive IO requirements significantly. By reducing IO, Exchange 2013 makes better use of existing storage systems and gives administrators the option of using low-cost storage systems such as Direct Attached Storage (DAS) and desktop-class storage, even in demanding enterprise environments.
  • IO reductions: Exchange 2013 delivers up to a 70 percent reduction in disk IO over Exchange 2007 and a 90 percent reduction in disk IO over Exchange 2003. This means that more disks meet the minimum performance required to run Exchange, driving down your storage costs. In addition, IO patterns are optimized so that disk writes are less “bursty” and more suitable for SATA disks.
  • SATA & JBOD optimization: Exchange 2013 adds new options to the menu of Exchange storage choices, including the (SATA) hard-disk drives as well as configurations that can eliminate the need for RAID configurations. Whether you choose Storage Area Network (SAN), DAS, or JBOD configurations, Exchange 2013 can provide users with larger mailboxes at a lower cost without sacrificing system availability.
  • Exchange Federation: Using the Microsoft Federation Gateway, Exchange 2013 allows organizations to work with external partners in a convenient and secure environment. These flexible cross-premises scenarios support federated message delivery, calendar sharing, and much more.