Microsoft Exchange Best Practices:Tips for Setup, Maintenance, and Room Resources

// The Agenda

Housekeeping & Introductions

High Level EventBoard

Exchange Best Practices

The Evolving Workplace

Meet EventBoard

Q&A

// The Agenda

Housekeeping

• This webinar is being recorded and will be distributed to all registrants within 48-hours

• We will reserve time at the end for Q&A, please use the chat window to pose questions to our presenter today

• Should you have any technical difficulties, send an email to team@eventboard.io

• Join the conversation on Twitter by sharing your thoughts and comments using #ebwebinar @eventboard

// On Today’s Webinar

Will SmithEventBoard Head of Support

Polly JewettEventBoard Customer Marketing

1300+Customers

EventBoard is leading the optimization of the new digital workplace.

Microsoft Exchange: What is it?• Microsoft Exchange Server is a calendaring and mail server developed by Microsoft

that runs exclusively on the Microsoft Windows Server product line.

• Exchange Server was initially Microsoft's internal mail server.

• Designed to fully integrate with Microsoft products:

- Outlook is preferred mail client - Must run on Microsoft Server - Must have Active Directory Server

• Exchange Server is licensed both in the forms of on-premises software and software-as-a-service. In the on-premises form, customer purchase client access licenses (CALs). In the software as a service form, Microsoft receives a monthly service fee instead (Office 365) If your office uses Outlook, you are using a version of Exchange.

Self Managed vs. Hosted Exchange

Cloud Hosted:A third party company has allowed you to create some emails on their Exchange Server. You have a limited web portal for management. You do NOT have EMC or EMS access, AND you do NOT have Active Directory access.

Self Managed (On-Premises):You have full control of the server. Full access to Exchange Management Console (EMC) OR Exchange Admin Center (ECP) and Shell (EMS), as well as Active Directory Users and Groups. Can be a physical server on premises, or a cloud hosted server.

Hosted Exchange != Providers

• Each hosted Exchange provider sets its own rules for what they will allow access to.

• Table at right shows who we have successfully synced with (or even tried)

Supported Versions of Exchange

vs.• Can be hosted or on premises• Software on premises licensed by

CAL (Client Access Licenses)• Hosted Exchange usually limits the

size of email boxes. The limits are set by the person administrating the Exchange Server, but can be set to as high as needed

• With Hosted Exchange, security features can often be added at a cost to the business

• On premises Exchange servers give the Admin more flexibility in terms of hardware, expansion and maintenance

• Can only be hosted (CloudBased)• Software as a Service (SAAS)

provided and paid by month subscription

• You do have access to Exchange Admin Center

• You do have Shell access• You do have Active Directory Access

with some limitations• Office 365 uses Exchange 2013. It is

the same exact thing for that one piece

Active Directory

• How Microsoft manages user accounts in a corporate environment

• Uses multiple Open Source technologies to accomplish this

• Can be used to:- Disable accounts - Set passwords- Enable startup scripts - Attach network drives - Set group permissions etc.

Regular Mailbox vs. Room Mailbox

Regular Mailbox: Typical user email. When the email account is created an Active Directory entry is created that is Enabled and has password set.

Room Mailbox: Also called a Resource Mailbox or Room Resource. This account creates an Active Directory entry but it is Disabled by default and has no password set. This account is only meant to process email requests that contain calendar information, and schedule the calendar.

Room Resource Default Behavior

• Delete meeting subject (Event Title)• Delete meeting comments (Event

Description) • Delete attachments• Delete privacy flag• Delete non-calendar data• Add organizers name to subject.

EventBoard and Exchange

EventBoard Integration

What We Need:

• Valid EWS endpoint• Exact login as OWA• Search Specific Addresses

Setup GotchasExchange Setup: • SSL Certificate• Send connector

CloudSync: • Not inputting an EWS endpoint or using an

incomplete EWS endpoint. • Not using login name as opposed to email

address • Not understanding Default behavior • Trying to use the wrong version • Not setting up Room List (only for

Exchange 2010 versions)

Local Calendars: • Not enabling • Not understanding Default Behavior

Common Troubleshooting:

Exchange Specific: • Unable to send email to outside

domains• Outside domains cannot book a room

EventBoard Specific:• Can’t end event early• Unable to cancel meetings

The workplace is evolving… rapidly

Employees have higher expectations for a productive

workplace

Organizations have ever increasing pressure to optimize

for efficiency

Challenges faced by you and your team in today’s changing workplace

It’s so hard to coordinate with

everyone I need to meet with.

I can never get the room with the projector, why???

There are never open meeting rooms, we need more space.“ “ “

People Places Technology

Our platform is helping employees and enterprisesincrease the efficiency and productivity between

people, places and technology.

Integrates with your existing calendar systems

Perfect for any organization

From the 5-person startup…. To the Fortune 500.

Q & A