OWA Server

The Outlook Web Access server allows users to access their email from another computer over the internet. Since Outlook 2003 it has been possible to retrieve email from the Exchange Server when outside the network by configuring by configuing the the Outlook Microsoft Exchange Server Settings in the Connection tab of the Account Settings by entering the Exchange Server web-address. However there may be instances where it was important to get email when your PC or Laptop is unavailable. By entering the same webaddress in to web browser that was set up in the Connections tab this will direct the the user the Outlook web access site. The user enters their normal windows login and password to get access. (sometimes adding the network domain also. i.e. bobama@wnaglobal). OWA uses Microsoft Standard Edition

In 2011 the option to change your network passwork was added to the Options features inside the OWA. This is normally hidden but by changing the registry keys it is possible to make this active by making the following changes

1.Open the Registry Editor.
2.Add the following registry key:HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\MSExchangeWEB.
3.Go to Edit | Add Key to add a key underMSExchangeWEB named OWA.
4.Go to Edit | Add Value, and add the followingparameters:

Value name: DisablePassword
Type: REG_DWORD
Data: 0

The data value of 0 tells Exchange to displaythe Change Password button in OWA; a data value of 1 hides theChange Password button

The Exchange Server and the Blackberry Enterprise Server

The Exchange Server and the Mimecast Saas

Exchange Server Implemention

The MS Exchange Server was implemented in 2004. Below is an explanantion of the projected benefits from implementing it at WNA

Introduction

This document presents recommendations for improving the WNA network infrastructure, implementing the Active Directory and designing an Exchange 2003 messaging system. The information included in this documentation is based on plans submitted by Crossnet, Intrasystems and PCConnection as well as the IT department.

What Does This Outline Plan Cover?

This document discusses the functional requirements to implement a company-wide email and messaging system and the hardware, software and external consultancy requirements to implement this project. This document will cover the following project implementation considerations:

An explanation of WNA’s current network infrastructure and recommendations for improvement
An explanation of WNA’s current Email and Messaging systems and short-comings
An overview of the benefits for WNA of Email messaging using Microsoft Exchange
An overview of the likely costs and cost savings of moving to Microsoft Exchange.
Summary of known Hardware, Software, Consultancy requirements and Costs

Executive Summary

The implementation of the Mircrosoft Exchange Server, Active Directory and other performance initiative for IFS and Oracle should lead to significant year on year savings as well as increasing the productivity of the IFS/Crystal Users and the IT department.

The investment in additional hardware and tuning of Oracle should increase the speed of response of the IFS queries and reports and generate fewer system errors.

The implementation of Active Directory will simplify the network topology and increase the Administration control of the network.

The replacement of the Frame Relay network with AT&T’s AVTS will yield significant Cost Savings in comparison with the Frame Relay as well as provide full T-1’s at all sites. It will also eliminate Managed Internet Services at each site and Cisco Router Support Costs.

The Implementation of Exchange Server will provide WNA with a fully functionally and internally administered email and messaging system. It will promote a more professional image to Customers and Suppliers and eliminate the cost of Hosting Email Mailboxes by 3rd Party companies as well as reducing the expense re-imbursement of personal ISP accounts

WNA’s Current Network, Email and Messaging Environment

WNA current communication environment is derived from a history of separate operating environments. As part of the IFS (Industrial and Financial Systems) project there was an attempt to link these operating sites from an IT perspective through the implementation of a Wide Area Network on a Frame Relay.

Whilst the implementation of the network may have been adequate for the operation of IFS across all sites it was not built with regards to sharing other information and Applications such as Email and Crystal reports in an efficient and timely manner. With the implementation of IFS at all the major operating sites it has put a considerable strain on the network resources and has led to periods of extreme degradation of network performance.

If Microsoft Exchange or other Company-wide email system was implemented using the current network infrastructure the project would fail.

WNA’S EMAIL SYSTEM

All the operating sites have Email Mail boxes hosted by local ISP’s (Internet Service Providers):
Comet East and West use Waddington.com at yearly cost of $7,600
Comet South use CupsIllustrated.com at yearly cost of $4,380
American Plastic use Americanplasticind.com at a yearly cost of $1,200
In addition many users at the sites use personal email addresses, the cost of which is reimbursed by WNA. Approximately 40 users are reimbursed at an average yearly expense of $9,600
Some users possess PDA’s with an email service. (for example Blackberry and T-Mobile) In most cases email from the ISP is being forwarded to the T-Mobile account so that it can be read on the Blackberry

It is expected that most of the hosting costs and expense reimbursements costs will disappear when Exchange Server is implemented, subject to contractual agreements with the ISP’s.

INSTANT MESSAGING

Instant Messaging is a popular and a critical method by which employees at WNA communicate with each other and with customers and suppliers outside of the organization. AOL Instant Messenger is the preferred Instant Messenger application and is provided at no charge by AOL.

SHORT-COMINGS OF CURRENT MESSAGING SYSTEMS

Users or personal ISP’s have mailbox limits of 10 to 50 megabytes. This forces users to continually clear down mailboxes to prevent emails from being blocked
Using external email hosting it is not possible to prevent all Spam, Viruses to be carried in emails
Internal private and confidential email is being via a 3rd party email host and is subject to interception.
Multiple email formats prevent some emails and attachments to be received correctly.
Multiple email domain addresses (att.net, aol.com, Waddington.com) is confusing for suppliers and customers and does not convey a professional corporate image.
AOL is a free messaging application that pushes commercial products on to users desktops and laptops and can be a nuisance
Multiple mailbox hosts has led to duplication of services and the negotiation of services at an individual site level has not enabled WNA to use its leverage to position to secure the lowest cost possible for the services provided.

SHORT-COMINGS OF CURRENT NETWORK

Poor network configuration limits how data and applications are moved or limited across the network
The present network is not compatible for the implementation of Microsoft Exchange. It requires a re-configuration to Active Directory
Network bandwidth between Comet East and Comet West and Comet South is too limited to allow extensive emails between the sites as well as running all the other network applications
Absence of Intrusion and network security software means that it possible that ‘outsiders’ can gain access to the Data Center network, retrieve data and propagate viruses.

It is these limitations plus additional opportunities that an upgraded network and email messaging system that the rest of this document will address

BUSINESS REQUIREMENTS

Some of the business requirements that have been identified whilst planning an Exchange messaging system includes the following:

There are 4 manufacturing sites plus a Head Office and sales office.
There are up to 150 email users at all the sites plus off-site salesmen that require access to the messaging system (email and instant messaging)
Sufficient network bandwidth to ensure data to flow between the sites and to the internet with a level of performance that is acceptable to the users
Users require calendar, web access and mobile device access.
The implementation of a single domain address (user@wna.biz)
Backup copies of users’ email folders for restore after failure.

ADMINISTRATIVE REQUIREMENTS

Centralized management. A single Admin group will maintain complete control of the Exchange system. This will entail implementing a small number of administrative groups, because WNA has a single data center and small number of branch offices. The Data Center manager will perform all administrative tasks. This will be achieved through the implementation of Active Directory
Each location already has multiple Windows 2000 or Windows NT domains. There needs to be minimum disruption and migration of users to single Domain.

Active Directory & the Implementation of Exchange Server

ACTIVE DIRECTORY

Before Exchange Server can be implemented it requires an Active Directory. Active Directory allows for network authentication of the user as well as the control and administration of the users, patches, software deployment, virus protection etc from one central server called the “root of the forest” Microsoft Exchange Server can only be implemented on a network that has Active Directory implemented. Because Active Directory more efficiently organizes the netwotk it typically reduces the number of servers that are required to run on the network. It has already been established that Active Directory will free up 2 servers that are currently deployed in running the network. These servers will be utilized in the cluster of Outlook Exchange Servers that will be required, thus reducing the hardware cost of that phase of the project.

STEPS TO IMPLEMENTING AN ACTIVE DIRECTORY

Implementing Active Directory requires re-organizing the domain controllers under a single domain. In addition information has to be gathered relating to:

Network architecture (Site Locations, Network Protocols, IP addresses);
Domain architecture, (Domain Controllers, server roles, server names resolution,
User Settings, (information on existing user accounts)
Hardware

The next step is to design the Active Directory including the:

The layout of the Active Directory Forests and Domains
Security and Access control
Topology
Creation of Group Policies (This is how the server controls access to network resources)

The concluding step is to implement the Active Directory and move existing serves to the new configuration.

PCConnection and Intrasystems have provided quotation for the design and implementation of Active Directory that will be discussed later.

EXCHANGE SERVER

Exchange server will become WNA’s internal email and messaging system. Users will continue to (or some cases start using) Microsoft Outlook but instead of the of the email residing on Mailboxes outside of WNA’s control at 3rd Party ISP’s, the Mailboxes will be controlled by WNA. Microsft Exchange Server uses the Enterprise Edition

The short-comings of the current email systems as discussed above will be eliminated

WNA will use a single email domain address for all users (wna.biz)
WNA can control the size of email attachments
WNA can eliminate viruses and spam entering the network
Costs savings will derive from the elimination of site specific internet and mail hosting contracts
Email will be retrieved from the Internet using Outlook Web Access when out of the office or for remote users
Exchange Server will interface with the Blackberry and prevent spam and viruses from being spread on the network
Public Folders will be created that will allow company policies, or IFS documentation o be centrally available.
An IFS and IT Support Desk can be initiated using Exchange as well as an on-line knowledge database.
Calendars can be shared and Meetings can be scheduled and places on other users Outlook Panel
Back-ups of email mailboxes will be kept in case of corruption
Data encryption of emails will be possible
Server or User level administration of accounts to control access will be possible.
Instant Messenger Service will be available by replacing AIM with Windows Messenger. It will still be possible to have internal and external contacts on instant messenger.

STEPS TO IMPLEMENT EXCHANGE SERVER

A comprehensive project plan and time line will be developed to implement the technical, functional and training elements associated with Exchange Server. The detailed plan is predicated on the Active Directory and Exchange Server Design and Assessment phase that has been quoted by Intrasystems. In addition to design phase of Active Directory as discussed above, the assessment phase of Exchange Server will encompass the following deliverables:

Server Hardware Configuration – either Cluster or Distributed
Exchange Server software requirements
Exchange Server Support structure
Back up
Disaster Recovery and Hot-site availability
User set up and configuration.

PROJECT MILESTONE

The project will encompass the following milestones

Implement performance improvements to IFS and Oracle
Implement AVTS and move existing Email services to AVTS
Conduct the Assessment and Design Phase for Active Directory and Exchange Server
Implement Active Directory
Exchange Server – Source Hardware and Software
Exchange Server – Implement Exchange Server Messaging at all sites

The objective would be to complete the project by the end of August 2004

Recent Developments

IPads

Ipads seem to generate large number of 1mb logs. Any time that someone creates an email, calendar entry or other item within Microsoft Exchange, the Exchange server creates a log of that item. This is how Exchange works. For each piece of information that the Exchange server creates, a 1-megabyte log is also created (with no correlation between the size of the email file and the size of the log file). To ensure that these logs have somewhere to go, most organizations have a specific hard drive dedicated to these logs.

What happens in this iPad sync up situation is that logs are being generated at a very rapid clip, with the log files growing continuously while the sync was taking place. What we’ve seen is that if the sync takes a very long time – such as an hour or two – it can generate a few hundred thousand logs. And at 1 megabyte per log file, the volume dedicated to the log files filled up very quickly. If the volume runs out of free disk space, Exchange shuts itself down.

So far, this is only seen with Apple devices, but are not sure if this problwm would occur with Android devices but there does not yet seem to be a solution.

In the Meantime

Avoid syncing large folders. It does seem that problems always ensue when there are 10,000 items or more within a folder.
Check your settings. There is a setting on the iPad that tells the device’s mail client how many day’s worth of items to sync. Avoid setting this to “no limit” or “not defined.” In our environment, “2 to 3 weeks” seems to be a safe place to set this. --Life's Little Ironies 09:42, 4 June 2012 (EDT)

Exchange Server Upgrade

In 2012 it was decided to replace and upgrade to Exchange Server 2010 but it was deteremined that this was too an expensive option to undertake. WNA also looked at the Microsofy 365 cloud-based subscription service. This would have provided all the benefits of Exchange Server 2010 but without the investment. Nonetheless, this too was determined too expensive an option. Finally, it was decided to replace the current server with a new server and a significantly cheaper cost and put off the upgrade in to 2104 when pricing may be more attractive.

MS Exchange Server

Contents