Archiving in the cloud with Exchange Online Archiving

2. EXL301 Archiving in the cloud withExchange Online Archiving Bharat Suneja Sr Technical Writer | Exchange Microsoft Corporation

3. Archiving and Compliance • Storage Management • Balance mailbox size demands with available storage resources • Reduce the proliferation of PST files stored outside of IT control • Improve overall application and network performance • Data Retention • Meet industry and regulatory email data retention requirements • Support ongoing compliance, litigation or personnel matters • Preserve valuable intellectual property and corporate assets • Discovery • Respond to strict timelines for legal discovery orders • Reduce costs involved in searching for and retrieving data • Report on email communications as part of auditing procedures

4. Before Exchange 2010 • Transport Journaling to feed journaling mailboxes or 3rd party archiving systems/service • Journaling agent on Hub Transport applies Journal Rules, generates journal reports (message + metadata) • More at aka.ms/journaling

5. Exchange In-Place Archiving & Compliance Exchange In-Place Archiving & Compliance 3rd Party Archiving & Compliance • Consolidated storage - data resides in Exchange • Rich end-user experiences – Native rich archive access with Office client tools • Simplified management – Single & unified IT & compliance management tools End User End User IT Admin IT Admin 3rd Party Archive

6. Archive User Experience • PST-like experience in OWA and Outlook • Drag and drop messages to move/copy to archive • Online-onlyaccess from Outlook • Move to archive MRM policy to move items to archive • Also, Inbox rules to move messages or apply move policy • Archive Admin Experience • Second mailbox associated with user, not cached • Shares same Active Directory user object as primary mailbox • Same HA, Migration concepts as primary mailbox

7. demo Archive Experience Name Title Group

8. Cloud Deployment Scenarios Fully Hosted Cross-premises Co-Existence Primary Archive Primary Archive Primary Archive Primary Archive On-Premises Exchange Online Archiving (EOA) On-Premises *Cross-premises and EOA scenarios require Exchange 2010 SP1 On-Premises

9. Exchange Online Archiving Overview • Ability to host primary on-prem and archive in the cloud • Per-user setting, tenant can have mix of users with on-premand cloud-based archives • Unlimited Quota • Simplified on-prem storage management • Seamless user compliance spanning on-prem primary and cloud archive • MRM Move to archive • Hold • eDiscovery • Auditing • All management actions on-prem – very little cloud management • Requires hybrid configuration

10. Mechanics of Exchange Online Archiving Office 365 AD On-Premises Exchange Exchange Online Forward Sync DirSync DirSync WriteBack AD AD AD FS

11. Mechanics of Exchange Online Archiving Provisioning is asynchronous Office 365 1 AD Provision new cloud-based archive Enable-Mailbox user1 –remotearchive Get-Mailbox user1 –archive Provision archive mailbox 3 Forward Sync DirSync DirSync WriteBack AD AD 2 Active Directory object created AD FS On-Premises Exchange Exchange Online

12. Mechanics of Exchange Online Archiving Provisioning is asynchronous Office 365 1 AD Provision new cloud-based archive Enable-Mailbox user1 –remotearchive Get-Mailbox user1 –archive Provision archive mailbox 3 4 Forward Sync DirSync DirSync Cloud-based Archive created 5 WriteBack AD AD 2 Active Directory object created AD FS On-Premises Exchange Exchange Online

13. Managing the archive • Exchange mailbox management tools to manage archive • Create a cloud-based archive (New mailbox) • Enable the archive (Existing mailbox) • Move an on-premises archive to the cloud (Shell only) • Move a cloud-based archive to on-premises (Shell only) • Disable the archive • Reconnect a disabled archive

14. demo EOA Management

15. Exchange Online Archiving: Client Access On-Premises Exchange Exchange Online • Clients should be configured to point to on-premises CAS • Outlook gets AutoDiscover response and communicates directly with EOA • OWA relies on on-prem CAS to proxy traffic to EOA 2 OWA Proxy CAS CAS 1 2 Auto Discover request Auto Discover response OWA Request (HTTPS) 1 3 Direct archive access (Outlook Anywhere) P A

16. Diagnosing Archive mailbox AutoDiscovery 3 Select XML tab to view AutoDiscover response 1 CTRL + right-click Outlook icon in system tray 2 Select Test E-mail AutoConfiguration

17. Exchange Online Archiving – setupSubset of Hybrid Configuration Wednesday@1:30PM- EXL303 Configuring Hybrid Exchange the Easy Way – Ben Appleby Office 365 Directory Sync w/ WriteBack Archive Provisioning HTTPS [TCP 443] AD FS Outlook Archive Single Sign On OWA remote archive access Exchange Server 2010 SP1 CAS/Hub Exchange Server 2010 SP1 CAS/Hub eDiscovery, x-prem, MRM MTA Exchange Server 2010 SP1 MBX

18. EOA Setup 1 2 3 4 5

19. EOA Setup 5 6 Exchange 2010 SP2 Hybrid Wizard Replaces these steps 7 8 9 http://aka.ms/eoasetup

20. EOA Deployment steps in EDAExchange Deployment Assistant Steps http://aka.ms/exdeploy

21. IW and IT Pro Experience Move and DELETE Policy

22. Message Retention: Overview • Use Retention Policies to manage email lifecycle • Archive (Move) Policy: automatically moves mail to the archive • End User Impact: Keeps Mailbox under quota • Like Outlook Auto-Archive – without PSTs • Implemented using Move DPT • Delete Policy: automatically deletes mail • End User Impact: Unwanted mail is removed from view • End User Impact: Keeps Mailbox under quota • Delete Policies apply whether in primary or archive • Per item policies take precedence over folder policies • Policy properties are preserved so message retention is respected in third party systems. http://aka/ms/retention

23. Move and Delete Concepts • Retention Tags • Name, Action (Move | Delete), Time period • Admin mandated (Default Folders (RPT) | Entire Mailbox (DPT)) • All items in mailbox moved to archive in 2 years • All items in mailbox deleted in 7 years • All items in Junk Mail folder deleted in 14 days • User applied (Personal Tags) – folder or message • Never delete items in Reference folder • Retention Policies • Group retention tags • Policies span to groups of users like ‘Accounting’ • Deterministic: User has one retention policy

24. EMC MRM Configuration • Organization Configuration > Mailbox > Retention Policy Tags • Organization Configuration > Mailbox > Retention Policies

25. Retention Policies in Outlook 2010 and OWA Policies can be applied directly to an email Policies can be applied to a folder Delete policies Archive policies Expiration date stamped directly on email

26. Preserve: Optional Retention Tags • Additional policies for special projects or roles (e.g. HR) • Tags not part of Retention Policy, users select from ECP Delete Policy Archive Policy

27. How retention policy is applied • Retention policy applies to mailbox user • Same policy applies to primary and archive mailboxes • Archive & delete policies independent of each other • Item can have both archive and delete policies • Item moved to archive in X days, deleted in X+Y days • What if: Retention age in delete policy < archive policy? • The delete policy stamped on item preserved when moved to archive • Precedence rule: • Policy tag that is closest scope to a mail item wins

28. Configuring MRM Mailbox Assistant • MRM Mailbox Assistant, aka “Managed Folder Assistant” • Runs as a background process to crawl mailboxes and take action on “expired” mail items • Exchange 2010 RTM – Specify a schedule • start, end time and frequency (e.g. daily 1:00 AM – 6:00 AM) • Can result in processing being forever behind • Exchange 2010 SP1 – Specify a workcycle • Assistant runs throttled to not compete with critical mailbox processes • Workcycle –how often to process mailboxes (e.g. every 48 hours). • On-prem default: 1 day. Use Set-MailboxServerto modify • In Office 365 cycle is 7 days (no admin config required)

29. Retention Hold • Administrator override to pause all message retention policy actions (e.g. when employee on vacation) Set-Mailbox –Identity bsuneja–RetentionHoldEnabled $true –RetentionUrl “http://intranet/holdpolicy” -StartDateForRetentionHold6/10/2012 -EndDateForRetentionHold 7/5/2012

30. Migrating Retention Policies to Cloud • MRM policies not automatically migrated or synced to cloud • Scripts shipped to automate export and import of Retention Policies & Retention Tags between on-premises and cloud-based orgs * • Export-RetentionTags.ps1 • Import-RetentionTags.ps1 • Do this before provisioning/moving archives to the cloud Import Export Import-RetentionTags.ps1 Export-RetentionTags.ps1 .xml MRM Policy A A P P On-Premises Cloud • *Location: %Program Files%\Microsoft\Exchange Server\V14\Scripts

31. Legal Hold, Single Item Recovery & Recoverable Items store PRESERVE: Hold Policy

32. Preserve: Legal HoldOverview • Preserve items for recovery and discovery for an finite or indefinite period of time without impacting end user experience • Captures deletes and edits (copy-on-write) • User workflow is unchanged, items captured in Recoverable Items Store 2.0 • Multi-Mailbox Search can search items indexed in Recoverable Items • Users can receive notification they’re on hold; eliminates manual process • No end-user impact

33. Preserve: Legal HoldConfiguration Set legal hold to capture all changes indefinitely Captured e-mail data found in multi-mailbox search results • Provides separate settings to enable single item restore • Optional alert message for users with Outlook 2010 and OWA

34. Preserve: Hold PolicyUser Experience User is told how to comply (no action needed for e-mail) URL links to additional info

35. Rolling Hold Preserve user data for a rolling window of time irrespective of user actions • Achieved using Single Item Recovery (SIR) • SIR captures all edits for a specified time period Set-Mailbox -Identity asummers-SingleItemRecoveryEnabled $true • Off by default on-premises • On by default in Exchange Online with default window of 14 days. • Changing time window requires a support call.

36. Hold Management & the Cloud • Manage Legal Hold against current location of the primary mailbox • Setting hold on user on-premises applies to EOA automatically • Archives (on-premises or cloud-based) have their own Recoverable Items 2.0 store • Items deleted from archive • Original copies of modified items

37. Configuration Audit and Mailbox Audit Auditing & Reporting

38. Auditing • Compliance Configuration All the configuration changes made by the administrators from any of the UIs • Was litigation hold ever removed from this mailbox? • Who has been running Discovery searches? • What was the old value of retention period? • Non-Owner Mailbox Access Mailbox data access actions performed by Administrators/Delegates/Owners • Who is reading my emails? • Who really sent that email

39. Audit: Configuration Audit • Logs all state changing cmdlets against Exchange • set-*, new-*, enable-*, (optional) test-* • Set-AdminAuditConfig –AdminAuditLogEnabled $true • Configured per tenant organization in Office 365 (ON by default) • On-prem audit events logged in arbitration mailbox • EOA audit logged to online tenant arbitration mailbox • Results can be searched/exported using • New-AdminAuditLogSearch • Search-AdminAuditLog • ECP UI

40. Audit: Mailbox Audit • Captures all non-owner access to a mailbox • Captures all operations performed on that mailbox. • Includes access by Admin & Delegate users • Configured per user using set-mailbox • Logged to special Audit folder in user mailbox • Results can be searched/exported using • Search-MailboxAuditLog • New-MailboxAuditLogSearch • ECP UI

41. Audit: Reports in ECP UI Export Audit Logs Audit Reports: 1. Non-Owner MBX Access 2. Hold Admin Activity 3. Roles membership

42. Discovery Console in ECP and PowerShell search Discover: Multi-Mailbox Search

43. Discover: Multi-Mailbox Search • Performs distributed search across end user mailboxes located on multiple servers. • Searches all user data (archive included automatically) • User’s EOA data also searched • Ability to view keyword statistics & copy results to discovery search mailbox on-premises • Ability to annotate items with metadata for review. • Admins by default do not have access to search mailboxes, Discovery Management RBAC role is required • Search is throttled and parallelized

44. Session Objectives and Takeaways • Session Objective(s): • Overview of Exchange Online (EOA) • Setup and deployment of EOA • Compliance features in EOA • Key Takeaways • Exchange Online Archive allows customers to consolidate email and simplify on-premises storage management • Exchange Online Archive enables simplified compliance management

45. Related Content • EXL303 Configuring Hybrid Exchange the Easy Way EXL11-HOL Microsoft Exchange Server 2010 Compliance: Archiving & Retention Demos and questions at Microsoft Exchange booth Find Me Later At… Exchange booth, @bsunejaon Twitter Follow us on Twitter! @MSFTExchangehash tags: #MSExchange

46. Track Resources Exchange Online (aka.ms/eo) – Price and plans • Understanding Exchange Online Archiving (aka.ms/eoa) • Configure Exchange Online Archiving (aka.ms/eoasetup) Exchange Server Deployment Assistant (aka.ms/exdeploy) – Hybrid Config

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