Wiley Microsoft Exchange Server 2007 For Dummies
Contents
1. Viruses worms and other malware 1 DDoS Phishing 1 Spam Government regulations 1 Legal actions Microsoft Exchange Hosted Services help you fight these communication prob lems without making a large investment in Microsoft Exchange Server you simply rent the services you need from Microsoft Using Microsoft Exchange Hosted Services isn t the same as obtaining a copy of Microsoft Exchange Server you don t obtain e mail calendaring and other common features However you could use Microsoft Exchange Hosted Services to augment your existing e mail product without incurring a huge additional cost The following sections describe Microsoft Exchange Hosted Services in more detail 24 Part I An Overview of Exchange Server 2007 Defining the Hosted Services elements As mentioned hosted services focus mainly on antivirus and antispam sup port An important issue to consider when you review these services is that they all integrate directly into your current Exchange Server solution so you can view them as an extension to your setup To obtain the functionality that these services provide you make a simple Mail eXtension MX record change Theoretically you should be able to use these services with other e mail server offerings although Microsoft is definitely tightlipped about this potential use of Microsoft Exchange Hosted Services The hosted services that Microsoft provides include four elements Y Hoste2. SP1 falls into the second category Microsoft uses SP1 to roll all the bug fixes it has produced so far into an easy to install package In addition Microsoft had to provide a way for Exchange Server 2007 to run properly on both Vista and Windows Server 2008 Exchange Server 2007 requires that you use a 64 bit version of Windows so SP1 makes installation on these systems easier Finally technology has changed since the initial Exchange Server 2007 release so Microsoft uses SP1 to implement these technology changes as well Consequently SP1 is a major update to Exchange Server 2007 and you need to consider whether to install it on your organization s servers You may decide that you don t want to obtain and install SP1 immediately In many cases organizations need to test service packs for potential problems and want to know that the new features they provide are worth the effort Fortunately you can obtain a five day hosted trial version of SP1 at https signmeup exchange2007demo com exchange2007demo This hosted trial relies on the Microsoft servers so you don t need to upset your current configuration or create a test server for compatibility testing until you know the update is worth the effort After you decide to test SP1 you can download and install the trial version of Exchange Server 2007 SP1 The Obtaining a trial version sidebar of this chapter provides additional details on getting the trial version The following
3. Document Viewing This feature is part of the Remote Document Access feature When using this feature the user can ask Exchange Server to transform documents from an application specific format including Microsoft Word Microsoft Excel Microsoft PowerPoint and PDF files into HTML This feature lets the user see the document even when the device doesn t support the application specific format SP1 adds the capability to view Office 2007 document formats Understanding the voice features Exchange Server includes two new voice features The first is voice mail alerts Your organization must have Office Communication Server OCS 2007 installed to use this feature Whenever the user receives a new e mail they get an alert indicator on their Office Communicator client or they receive a message on their desktop phone The second voice feature is the ability to directly dial into Outlook Voice Access As with the voice mail alerts you must have Office Communication Server 2007 installed to use this feature Because the setup for these features is complex and their use somewhat limited this book doesn t discuss them in any detail Other changes in Exchange Server 2007 SP1 Exchange Server 2007 SP1 has a number of this feature but you ll know it s there when other changes in addition to the ones listed in you begin implementing security or performing this chapter Although these changes may seem other tasks that require Windows Server 200
4. The download doesn t require a lot of time After you download the trial version you can install it using the proce dures in Chapter 2 and configure it using the resources in the rest of the book just as you would with a purchased version The only limi tation is that you won t want to configure the server with production data that you intend to keep Chapter 1 Getting to Know Exchange Server 2007 23 ANG on Choosing a licensing option can be tricky It comes down to one of determin ing how your users interact with Exchange Server If the majority of your users rely on a single machine that sits at your office a per device license makes sense However if your users rely on several machines as they go from one place to another relying on a per user license may be a better idea Choosing the wrong license can cost your organization considerable money even if you make all the right decisions when it comes to Exchange Server 2007 Edition and CAL Edition Considering Microsoft Exchange Hosted Services Just about everyone in business relies on e mail today It s hard to find a busi ness that doesn t make at least part of its sales from e mail In addition e mail provides a means to communicate with both customers and employees Even factory jobs often require the use of e mail to ensure good communication between employees and support staff Unfortunately your e mail is under attack from a number of sources including
5. a large investment and you may not know precisely what you want out of Exchange Server 2007 immediately Fortunately you have two alternatives to spending big money immediately First you can obtain the trial version of Exchange Server 2007 and install it on your own system Second you can rely on a hosted version of Exchange Server 2007 loaded on someone else s machine This chapter examines both options In either case you can use the contents of the rest of the book to help make your evaluation more thorough so you can make a better buying decision later 0 Part I An Overview of Exchange Server 2007 Considering the Exchange Server 2007 Features Exchange Server started as a simple mail and calendar program but over the years it s evolved in a number of ways First Exchange Server has become more scalable You can support more people from a single server making multiple server setups less necessary However when you need to use multiple servers you can do so with less effort Second as with all Microsoft products Exchange Server 2007 has more features than previous versions Microsoft is constantly improving their products by adding features that sound interesting or that their customers request To some extent the extra features also increase product complexity so it s important to choose the right Exchange Server edition and install only the features you need go niBen Third as part of an overall effort by Microsof
6. doesn t work You can find out more about the plans and approximate costs for Hosted Services at http www microsoft com exchange services buy mspx The How to Buy Exchange Services Web site includes more than simply prices and plans It also provides you with the process you use to obtain install and implement Hosted Services Consequently even if you aren t planning to buy Hosted Services today you should still go to the Web site to find out more about the current requirements 26 Part I An Overview of Exchange Server 2007
7. possible to apply transport rules to any e mail voice mail or fax These rules can fulfill a number of purposes as described in the following list you can read more about this feature in Chapter 7 vy Add a disclaimer to the message to ensure the recipient knows about any legal requirements in regard to the message 1 Send a copy of the message to the administrator or other individual who manages network legal requirements when the message meets specific requirements Prohibit contact between various sections of your organization Relying on standby continuous replication Standby Continuous Replication SCR makes it possible to continuously send backup information for your mail server to other servers In most cases these servers appear in other localities sometimes in different parts of the world The SCR functionality builds on the LCR and CCR features that already exist in Exchange Server 2007 so this SP1 feature is just an extension of what Microsoft provided in the past As the name of this feature implies the destination server receives continuous updates from the source server Whenever the source server experiences an error the administrator can switch to the destination server As far as the users are concerned nothing has happened they continue to send and receive e mail without interruption Of course this feature begs the question of what happens when both the source and destination server fail This feature le
8. 8 minor they do make your computing experience functionality better The first change is a streamlined setup in Exchange Server 2007 SP1 Chapter 2 shows you how to use the new setup features The final new SP1 feature is the Web Services Application Programming Interface API As an administrator you probably won t interact with If you re using Windows Server 2008 you need SP1 because Microsoft has made changes to Exchange Server 2007 to let it work with the new features in Windows Server 2008 As an administrator you won t see any changes with this feature However the developers creating custom applications for your organization will use it to embed information in Exchange Server messages and interact with Exchange Server in other ways 20 Part I An Overview of Exchange Server 2007 Administration tool updates SP1 includes some additional administration tool features Microsoft has provided updates for Exchange Management Console Chapter 3 Exchange Management Shell Chapter 12 and Public Folder Management Console Chapter 5 See the appropriate chapter for a full discussion of these changes Choosing the Correct Edition for Vour Needs Exchange Server 2007 comes in two editions Standard and Enterprise The Standard version is usually more suited to the needs of a small organization while the Enterprise edition is usually more suited to the needs of a large organization However you need to consider how y
9. Chapter 1 Getting to Know Exchange Server 2007 In This Chapter Understanding the new Exchange Server 2007 feature set Considering what makes Service Pack 1 SP1 different Determining which edition you need Obtaining a trial version of Exchange Server 2007 Using hosted services instead of your own copy M ost people know that Microsoft Exchange Server is an application that distributes e mail and maintains a calendar It doesn t sound very excit ing at the outset However Exchange Server 2007 is more than just a simple mail program and calendar organizer This chapter helps you get to know Exchange Server 2007 a bit better and understand how it can help your orga nization work more efficiently A special section on SP1 helps you understand why the SP1 update is so important for your Exchange Server 2007 setup Exchange Server 2007 comes in several different editions and you need to obtain the correct edition to ensure that you get the most out of the product to meet your organization s needs This chapter also provides you with information on the various Exchange Server 2007 editions and helps you make an informed choice about which edition to get You ll need to spend time assessing your organization s needs as part of this process Company size doesn t necessarily dictate the edition you get because different organizations have differing needs In some cases you may not want to buy Exchange Server 2007 today After all it s
10. Forefront Security No Yes X X for Exchange Server Managed Custom No No X X E Mail Folders Managed Default No No X X E Mail Folders 21 Part I An Overview of Exchange Server 2007 SP1 Required Feature Volume License Required Standard Edition Combined Edition Enterprise Edition Outlook Web No Access X X Per User Per No Distribution List Journaling X X Standard features No including e mail shared calendar contact man agement task management and administrative tools Unified No Messaging MBER we amp Table 1 3 shows that you must have a combined CAL and volume licensing to obtain every feature Of course the question is whether you really need every feature for your organization In most cases the answer is no so you need to analyze your requirements carefully before you make a purchase You have a final issue to consider before you decide which edition of Exchange Server to obtain One of the potential hidden problems for admin istrators is determining how to license Exchange Server The CAL you obtain will provide either per device or per user licensing Obtaining a trial version Choosing e mail and time management soft ware isn t something you can do quickly or without testing things out Fortunately you can obtain a 120 day evaluation copy of Exchange Server 2007 SP1 for your server from http technet microsoft com en us bb736128 aspx
11. d Filtering Helps you avoid malware by removing messages that contain content that could compromise your network You can find a number of alternatives to this feature such as Postini http www postini com Theoretically Hosted Filtering will provide you with a better experience because you can hook it directly into Outlook for your users One of the most important considerations for this service is that Microsoft provides policy based management which means that you can create business rules for off site implementation rather than rely on the service provider to maintain rules for you Hosted Archive Creates an off site e mail archive to help your organi zation meet government and client mandated retention requirements One of the interesting features of this service is that it provides spam checking before it archives any messages which ensures that your data store is free of unwanted messages You can possibly get the same type of archival using other means such as Amazon s Simple Storage Service http www amazon com S3 AWS home page Money b ref sc_fe_1_2 node 16427261 but using this hosted archive is substantially less work 1 Hosted Encryption Encrypts e mail messages to ensure that no one but the intended recipient can read them Many businesses today require secure e mail because of the content of e mail messages In the past e mail didn t contain company secrets the strategy for your latest acquisition or other
12. e caller The server stores the IP addresses of blocked callers based on repu tation The server downloads this list as updates become available An administrator can also enter additional IP addresses as needed Sender and Recipient Filtering Reliability speed or security Antispam and antivirus 4 Blocks or allows a sender or recipient based on a combina tion of the Sender ID and the IP address of the SMTP server used to transmit the message The Edge Transport server can also block a message based on analysis it performs on message transmission trends Safe Sender List Aggre gation Reliability speed or security Antispam and antivirus 7 Provides a means for Outlook 2003 and Outlook 2007 users to send their safe senders lists to the server The server respects these lists when determining whether to accept or reject messages Sender ID Reliability speed or security Antispam and antivirus 6 Supports the industry standard method of verifying users by embedding an identifier within the message The server can use a combination of the identifier and the IP address of the SMTP server used to transmit the message This feature reduces the risk of domain spoofing and other message problems continued 11 2 Part I An Overview of Exchange Server 2007 Table 1 1 continued Feature Category Type Chapter in Book Description Conte
13. eed anything more than Standard edition in many situations Of course if your organiza tion regularly stores huge files such as videos you may need the 800TB stor age capability of Enterprise edition The point is to make a decision based on what you actually need Choosing an edition isn t quite enough to complete the answer of what to buy for your organization Exchange Server 2007 also supports two Client Access License CAL editions Standard and Enterprise Even though the edition determines the scalability of the server the CAL determines the func tionality of the server You can mix and match the editions and CAL options Consequently you may have a Standard edition server with an Enterprise edition CAL In addition you can combine both CALs on a single server so you could have an Enterprise edition server with both the Standard edition and Enterprise edition CALs installed In short Microsoft is actually offering six versions of Exchange Server 2007 To make things more interesting Microsoft also throws in a requirement for volume licensing for some features To obtain the target feature you must buy a volume license Table 1 3 shows the CAL options Table 1 3 CAL Edition Differences Feature SP1 Volume Standard Enterprise Combined Required License Edition Edition Edition Required Advanced Yes No X X Exchange ActiveSync Policies Exchange No No X X ActiveSync Exchange Hosted No Yes X X Filtering
14. erns helps reduce the probability of a direc tory harvesting attack Chapter 1 Getting to Know Exchange Server 2007 13 Feature Category Type Chapter Description in Book Anti Spam Reliability Antispam 7 Provides a reason for stamp Stamp speed or and ing a message as spam security antivirus Administrators can use this information to assess the effec tiveness of filtering Two Tiered Reliability Antispam 7 Makes it harder for spam to enter Spam speed or and the workplace At the first level Quarantine security antivirus the administrator checks mes sages for spam content If the administrator releases the mes sage the message is converted into plain text and passed to the junk mail folder in Outlook where the user can perform a second level of spam checks Consoli Feature Antispam 4 Centralizes the Edge Transport dated and server role and rules manage Manage antivirus ment with the rest of Exchange ment to make it easier to manage the entire Exchange Server setup This feature also makes it possi ble to send alerts from Exchange Server to Microsoft Operations Manager MOM and produce reports of filter effectiveness Attach Reliability Antispam 7 Provides a means of reject ment speed or and ing attachments based on file Filtering security antivirus extension and content without rejecting the entire message Edge Reliability Antispam 6 Checks for problematic con Protocol speed or and necti
15. ese Web based messaging features create a better experience for users and make it less likely that they will experience problems A detailed description of all these features appears in Chapter 7 The following list provides a quick overview of the features you can expect to see after installing SP1 Outlook 2007 experience Microsoft has included a number of new features in Outlook 2007 that provide the user with a better e mail experience Exchange Server 2007 now supports these new features fully 1 Self service support Most users want fast service to fix their problems After all they really aren t interested in the technology they simply want to complete an e mail The Outlook Web Access OWA 2007 Options menu provides entries that help the user fix the most common causes of support calls When you install SP1 Exchange Server provides feedback messages when events such as a remote wipe of the data ona mobile device have been completed Chapter 1 Getting to Know Exchange Server 2007 9 1 Outlook Web Access Lite Sometimes a user will have to work with a slow or faulty connection In this case using the full version of OWA 2007 may not provide satisfactory results The user now has the option of using a reduced functionality version of OWA This version provides support for scheduling out of office messages internal and external Really Simple Syndication RSS subscriptions and Managed E Mail Folder access 1 WebReady
16. ess Exchange ActiveSync and Web Services SSL certifi Reliability Confiden 6 Provides Secure Sockets Layer cates auto speed or tial mes SSL functionality automatically matically security saging installed Opportun Reliability Confiden 6 Encrypts messages using istic TLS speed or tial mes Transport Layer Security TLS Encryption security saging automatically when both the sender and recipient support TLS Messaging Feature Comp 5 Performs automated message Records liance management Depending on Manage the rules that the administrator ment implements Exchange Server scans messages in a message folder and retains expires or journals messages as needed Chapter 1 Getting to Know Exchange Server 2007 15 Feature Category Type Chapter Description in Book Flexible Feature Comp 9 Tracks the activities of mes Journaling liance sages on Exchange Server using rules created by the administra tor You can set rules on a per database per distribution list or per user basis Multi Scalability Comp 7 Allows for searches that span Mailbox liance multiple mailboxes This compli Search ance feature makes it possible to locate all the messages that relate to a particular topic without search each mailbox individually Archive Scalability Comp 9 Sends old journal messages to Integration liance any SMTP address including an Exchange mailbox or Windows SharePoint Services s
17. information you don t want others to see This service makes it possible to create business secrets away from prying eyes The interesting aspect of this service is that you use policies to determine how and when encryption occurs In addition the encrypt takes place without user interaction As far as the user is concerned the encryption is invisible YY Hosted Continuity Preserves access to e mail messages during and after an emergency This service provides a thirty day rolling e mail archive so that you can access existing messages The service doesn t let you download new e mail messages so you can t use it in place of an e mail server The message store is fully searchable so you can find messages of interest quickly Chapter 1 Getting to Know Exchange Server 2007 25 ar EMBER D One of the interesting elements of Microsoft s Hosted Services offering is that you can try out the Hosted Filtering service by itself for 30 days This offering makes it easy to determine whether you want to use Hosted Filtering in your organization Sign up for a Hosted Filtering trial at http www microsoft com exchange services trial mspx Buying Hosted Services for your organization Microsoft offers a number of plans for obtaining Hosted Services for your organization For example they have a different plan for schools than they do for enterprises so you don t have to worry about trying to fit your organiza tion into a plan that
18. ite to archive them Local Scalability Business 10 Provides local replication Continuous continuity backup of data to ensure that Replication the server can continue to func LCR tion after a failure Cluster Scalability Business 10 Provides the same feature as Continuous continuity LCR except at the cluster level Replication A group of servers replicate CCR each other making it possible for one server to take over for another after a failure Fast and Reliability Business 11 Ensures that the message store Fewer speed or continuity is backed up without requiring Backups security as much intervention on the part of the administrator Database Scalability Business 11 Lets you move the message Portability continuity store from one server to another as needed Although the list in Table 1 1 is impressive Exchange Server 2007 provides a number of additional features that aren t discussed in this book For example Exchange Server 2007 provides a number of mobile user and Web technologies that you l normally use for advanced setups You can find a complete list of Exchange Server features at http www microsoft com exchange evaluation features default mspx 6 Part I An Overview of Exchange Server 2007 Understanding the Service Pack 1 SP1 Differences ar Microsoft seems to provide two kinds of service packs those that simply fix bugs and those that add a number of new features Exchange Server 2007
19. nt Filtering Reliability speed or security Antispam and antivirus 6 Analyzes the content of messages using the Intelligent Message Filter IMF which is based on Microsoft s SmartScreen content filtering technology The technology reviews the content of the mes sage and rejects content from fraudulent links and spoofed domains The technology also provides a certain level of anti phishing protection Outlook E Mail Postmark Reliability speed or security Antispam and antivirus 6 Verifies the e mail postmark attached to a message Using the postmark feature can help reduce false positives for send ers who have little or no reputa tion on the local system Spam Assess ment Reliability speed or security Antispam and antivirus 6 Combines the results of the con tent connection sender recipi ent sender reputation sender ID verification and Outlook e mail postmark validation to create an overall spam assess ment The result of this check determines the action Exchange Server takes on the message The administrator can configure various actions based on any of these criteria Service Resilience Scalability Antispam and antivirus 4 Controls the rate at which Exchange Server sends and receives messages The use of message throttling for incom ing messages helps prevent Distributed Denial of Service DDoS attacks Checking for message sending patt
20. ons based on rules This Rules security antivirus feature makes it possible to reject some connections before an antivirus signature becomes available Antivirus Reliability Antispam 6 Adds information to the mes Stamp speed or and sage that defines which engine security antivirus performed the antivirus scan ning which signature the engine used and when the engine last scanned the message continued Table 1 1 continued Part I An Overview of Exchange Server 2007 Feature Category Type Chapter Description in Book Deep Reliability Antispam 6 Allows better integration Integration speed or and between antivirus applications for security antivirus and Exchange Server This Antivirus feature lets antivirus programs Scanning interact with Exchange Server in a number of new ways such as locating messages with virus content while they re still in trans port so they never appear as part of the message store Hosted Feature Antispam 1 Provides integration with offsite Filtering and Hosted Filtering support Integration antivirus Intra Org Reliability Confiden 6 Encrypts all messages travel Encryption speed or tial mes ing within an organization by security saging default Exchange Server uses Transport Layer Security TLS for server to server traffic Remote Procedure Call RPC for Outlook connections and Secure Sockets Layer SSL for client access traffic such as Outlook Web Acc
21. ou interact with Exchange Server before you make a buying decision based solely on organization size A small organization of highly mobile consultants may require the Enterprise edition to obtain the advanced features it provides Likewise a middle sized company of accountants who rarely leave the office may not require the fancy features provided by the Enterprise edition the Standard edition may work fine in this situation Table 1 2 provides a list of differences between the two editions Table 1 2 Standard and Enterprise Edition Differences Feature SP1 Standard Enterprise Edition Required Edition Cluster Continuous No Not supported Supported Replication Database Storage No 16TB 16TB Limit Database Support No 5 databases 50 databases maxi mum of 5 databases per storage group Local Continuous No Supported Supported replication Single Copy Clusters No Not supported Supported Standby Continuous Yes Supported Supported Replication Storage Group No 5 groups 50 groups Support Chapter 1 Getting to Know Exchange Server 2007 MBER KO amp As shown in Table 1 2 the main difference between Standard and Enterprise editions amounts to one of scalability When deciding how much scalability your organization requires it s important to ask questions such as Will your organization really use more than 80TB of storage space The Standard edition supports up to 80TB of storage space so you may not n
22. sections provide an overview of the SP1 features and tell you where to find additional details in the book Considering the addition of S MIME support The Secure Multipurpose Internet Mail Extensions S MIME standard provides a means of sending encrypted nontext message content over the Internet Keeping e mail content secure is gaining more importance as employees begin sending more sensitive content through e mail An alterna tive to this encryption technique is the Pretty Good Privacy Multipurpose Internet Mail Extensions PGP MIME You can find a discussion of both encryption technologies and links to their associated standards at http www imc org smime pgpmime html Chapter 1 Getting to Know Exchange Server 2007 7 The addition of support for S MIME to Exchange server means that you can send encrypted content to anyone who has S MIME support installed on their system When working with Exchange Server clients you can send encrypted content to Outlook Outlook Web Access and Windows Mobile 6 0 using Exchange ActiveSync Understanding the use of new transport rules You hear a lot about rules when working with Exchange Server It seems as if Exchange Server lets you define a rule for any need The transport rules modify the way Exchange Server sends and receives messages The transport ensures that Exchange Server follows both corporate and regulatory policies to prevent e mail from causing legal or other issues It s
23. t you find Exchange Server 2007 S features designed to improve reliability speed or security These features may not even be visible and you probably wouldn t know about them unless Microsoft told you they were there These features are actually the best additions to Exchange because they make everyone more productive and less worried about their data Table 1 1 provides a description of all three of these feature classes Table 1 1 New or Updated Features in Exchange Server 2007 Feature Category Type Chapter Description in Book Edge Scalability Antispam 4 Helps you support installations Transport and atthe perimeter edge of your Server antivirus network This server supports Role Simple Mail Transport Protocol SMTP routing It also provides both antispam and antivirus net work for users outside the normal network environment Unlike most parts of Exchange Server the Edge Transport server doesn t have direct Active Directory access but it does support Active Directory access through the Active Directory Application Mode ADAM All communica tion between the Edge Transport server and the rest of the network is encrypted by default Feature Category Type Chapter in Book Chapter 1 Getting to Know Exchange Server 2007 Description Connection Filtering Reliability speed or security Antispam and antivirus 4 Blocks or allows an outside connection based on the IP address of th
24. ts you work with multiple destination servers which means that you can provide as many backups as necessary to achieve a particular level of reliability 8 Part I An Overview of Exchange Server 2007 NG ot It isn t possible to create a system that maintains 100 percent reliability Given the right event your server will become unavailable Using multiple backups does make this event extremely unlikely but even so you should always have a plan in place for situations where your mail server becomes inaccessible You can read more about this in Chapter 10 Implementing hardware security using device security and management Most administrators have read about someone losing a device such as a laptop or cellular telephone somewhere and discovering a data breach because of that loss Fortunately SP1 provides functionality that lets you set device security No the security won t prevent someone from accessing local data but you can use local encryption to prevent unauthorized local access in many cases The device security will prevent someone from accessing your Exchange Server without providing a Personal Identification Number PIN SP1 provides this functionality by adding 28 new policies you can use to change how Exchange Server interacts with devices Chapter 7 discusses how to use this feature Considering the Web based messaging additions Many of the new features found in SP1 make working with mobile devices easier Th
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