"Messaging"
is More than Just Email.
MS Exchange includes Scheduling,
Collaboration, and Contact Management.
Microsoft Exchange
"brings to the table" a tremendous suite of services
for communication and collaboration. These services include standard
SMTP Email; POP3, IMAP, MAPI, and X.400 client connections; LDAP
service; inter-office Email; mail automation functions; Group
Scheduling; private calendars; chat rooms; Public folders; automatic
synchronization with contents of shared folders; shared forms;
automatic processing of form data; new Outlook 2000 "Team
Folder" features; and excellent integration with Windows
2000. Exchange is more than just an Email system. With some additional
links, it can also manage Faxing and even web page Email for
the entire office.
Other solutions exist, of course, for office
Email systems. The traditional Unix/Linux SendMail SMTP service
can be run, or a number of excellent packages that are written
for Windows such as Eudora's WorldMail. Outside ISP's can service
both Internet users and office users with standard POP mail.
By far, Exchange is not the least expensive solution. However,
in terms of features and interoperability with Microsoft's Office
applications, Exchange is the right choice for the majority of
businesses.
Topics Discussed Include:
Quick overview of selected Exchange features:
- SMTP is the Simple Mail Transport
Protocol, the standard used to transfer Email on the Internet.
SMTP servers are required to send and receive Email messages
across the Internet. Users of Email systems will communicate
with SMTP devices to send and receive mail using other protocols,
such as POP3, IMAP, or MAPI.
- POP3, Post Office Protocol version
3, is the protocol for standard Email- Anyone with an Internet-ready
Email system can connect to an Exchange server using the POP3
protocol.
- IMAP, Internet Message Access
Protocol (version 4), is the "newer" type of Internet
Email, where folders can be created and stored on the server
computer. This is similar to features offered by Simple and Extended
MAPI (see below).
- MAPI, Mail Application Program
Interface, is a system of sending and receiving messages developed
by Microsoft. As an independent standard, MAPI (in Simple and
Extended versions) has a significantly different feature set
than the other client Email systems and continues to evolve.
Outlook 2000 uses MAPI to access the full range of Exchange features.
- X.400 is an older messaging
system still in common use. Similar to Simple MAPI in many ways,
but as a non-proprietary standards-based protocol, X.400 has
a rich set of features. X.400 uses the CMC (Common Mail Call)
interface.
- LDAP is Lightweight Directory
Address Protocol, a standard system for sharing directory information.
A LDAP client can call up the Exchange server and get a list
of Email addresses automatically, or can access an address book
stored on an Exchange server.
- Inter-office mail is Email that
is local to the office. No Internet connection is required for
people in the office to exchange Email messages. Of course, this
Email system would typically be Internet-enabled, as well.
- Mail Automation is software
that will actually "read" incoming mail for certain
key phrases, and distribute these messages into selected folders
or take programmed actions. This can include, for example, automatically
transmitting a requested document from a library of informational
resources. It can also be a good way to filter out "spam"
junk mail.
- Group Scheduling permits many
users to share calendar information, locate available times automatically,
and schedule resources or meetings from a centralized (or distributed)
location.
- Private calendars is just what
it says- but a Private Calendar can also be shared for a user,
so the same calendar would be available from a desktop computer,
from a laptop, from a system at home, and even from a web page
(with Outlook Web Access software installed.)
- Chat Rooms- Yes, Exchange will
support a chat-room feature. Configuration of the optional Outlook
Web Access software can make this chat room appear as a web page.
- Public Folders hold information
available to any Outlook client who is connected to the Exchange
server, from the office network or over the Internet. These folders
can hold, and distribute, any type of document or file. Public
Folders can also appear as a web page.
- Automatic Synchronization will
make the contents of certain specified folders on all connected
computers the same, no matter what changes are made to the contents.
These changes will be made automatically when the computers are
connected to the Internet, and will be available to each user
locally when their machines are offline.
- Shared forms- Outlook has strong
features for creating automated forms. These forms can be found
in a synchronized and shared folder. Any changes to these forms
will immediately be available to connected users, and will be
updated as offline users connect.
- Automatic Processing of Form
Data can be done with programs written in Visual Basic and other
languages, running on the Exchange server. For example, the form
data can be fed into an Access or SQL Server database. Email
or Fax messages can automatically be created and sent based on
data typed into a programmed form.
- "Team Folders" are
a new feature of Outlook 2000, made possible with Exchange's
synchronization features and a web-type interface. This is a
powerful tool for collaborating with multiple users on a project,
building and managing task lists, calendars, and shared documents.
- Outlook Web Access permits Email
contents, Fax messages, and the contents of Public Folders to
be accessed on the Internet as web pages, from standard browsers
such as Netscape's Navigator or Internet Explorer. (Performance
suffers unless this system is installed on a separate server
computer.)
- Windows 2000's new Active Directory
can be tied into Exchange, automating the management of Exchange
mailboxes. Exchange can be used to execute programs on the server
based on programmed instructions. Windows 2000 was designed with
Exchange as its Email system, and Outlook 2000 as the preferred
Email client.
Exchange and the Internet:
MS Exchange requires some sort of "24/7"
permanent connection to the Internet to work properly as Internet
Email, such as a boadband Cable Modem, DSL, or T1 line. Although
it is possible to configure a machine to send and receive Email
at regular intervals, establishing this intermittent connection
with an ISP can cost as much as a DSL connection would.
Not all broadband connections today include
a "hard" TCP/IP address. Although an Internet connection
with a permanent fixed IP address would be preferred, it is possible
to emulate this function (with SMTP Backup protection) from Dynamic
DNS providers such as tzo.com.
Users of services such as this should expect to move DNS service
for their domain to take full advantage of the features available.
An Exchange office system, once placed on the
Internet, is a full-fledged Email system than could be accessed
from anywhere in the world. Users can connect to Exchange from
the road, other offices, or from home. They can connect with
standard Email software (Eudora, Netscape's Email client), from
an Internet Explorer web browser, or with Outlook. The full range
of services available to a user in the office can also be experienced
(although slower) from the Internet.
To connect Exchange to the outside world, the
computer (and version of Exchange) will need to be assigned a
TCP/IP address on the Internet. This addresses could be the appropriate
port numbers on a single IP address (such as the address for
the router), directed to an internal IP address on the office
network. The ISP that gives DNS support for your domain name
(www.[yourdomainname.com]) will need to be instructed to "point
the MX record" (Mail eXchanger) for that domain name to
this IP address. When this is done, all Email going to that domain
will be sent to the specified IP address. Note that a second
address should be added to the MX Record for SMTP backup; this
is a subscribed service and is not available from many ISP's.
SMTP Backup
Companies that rely on Email (and who does
not?) will not want to trust their Internet connection for all
their Email service. Exchange servers are most often configured
as the SMTP (Simple Mail Transfer Protocol) target for a domain's
Email service. (The "MX Record" points to the the office
Exchange server.) If the broadband connection would fail, Email
sent to your office could not go thru and the sender will receive
a "server not available" error message. This is
clearly not acceptable.
SMTP Backup is a service where a fallback SMTP
server will collect Email until the main server is back on the
Internet. Once this happens this point, all stored Email will
be delivered automatically. SMTP Backup is a crucial part of
any Exchange installation from SoftProse Technology, Inc.
Name the Email Service
As a final touch, your Domain Name ISP should
give your Email system a unique name. One basic way to name an
Email system is:
mail.[yourdomainname.com]
There is no registration fee
required for this from the Internic domain name authorities,
because you already OWN the domain name. (Sub-domains are not
regulated.) (Your domain name ISP may wish to charge a certain
setup fee for pointing the MX record and for supporting the IP
address with a DNS "A" address record entry.) Allow
48 hours (or more...) for this address to propagate around the
Internet before expecting it to work for every one.
Outlook Web Access Browser Services:
Outlook Web Access is a rich browser environment
that imitates the Microsoft Outlook program over the Internet
from any web browser. (However, Internet Explorer is strongly
suggested for use with this program.) Outlook Web Access (OWA)
has serious perfomance problems if it is installed on the same
server as the copy of Exchange, and a separate server is strongly
suggested. OWA solves
Installing Exchange:
Exchange can be set up on an existing Windows
2000 Server computer, which can run Exchange as an additional
service. (Look for
"Titanium" Exchange 2003, running on Windows 2003 Server
in June of 2003.) It is better to place this service on it's
own separate server, if the office will be of any size and will
make extensive use of Email. A separate server (Windows 2000
Professional is fine for an OS) should also be considered for
the OWA feature, again if used at all extensively.
Exchange should be installed and configured
by a networking professional. This is a major program with a
great many features and settings. However, once the installation
is complete, it should be able to be maintained by in-house staff
with a few basic instructions.
SoftProse Technology, Inc. can install
and configure Exchange 2000 on your Windows 2000 server, with
full documentation on the processes involved. A base installation
of Exchange 2000 software starts at five users, and can be upgraded
to support thousands of users.
MS Exchange
Server is sold in a number of "flavors" These are,
currently, the "Standard Server" and the "Enterprise
Server".
Standard VS Enterprise Editions
The difference is in the amount of data that
an installation of Exchange can store- Standard Server will support
up to 16 Gigabytes of data, while the storage ability of the
Enterprise version is unlimited. As a rule of thumb, companies
with up to 20 users should be able to make effective use of Standard
Edition for a number of years. An organization that wishes to
make full use of Exchange for more than 20 users should only
consider starting with the Enterprise edition.
From Microsoft: "Exchange 2000 Server
(standard edition) is designed for small to medium sized businesses
and has a 16 gigabyte data store limit."
If every user stored fifty Word
documents, and each doc was 1mb in size-
50mb of documents per user X 20 is 1 Gig of space.
Over time, 500mb of Email & attachments can accumulate, or
10 Gigs.
If used heavily for collaboration, this could increase dramatically.
It is our opinion that for a 20-user company Standard Edition
would be viable for a few years before disk space becomes an
issue.
(An upgrade at that time would not be unexpected.)
For a system larger than 20 users, only Enterprise Edition should
be considered.
Exchange is free with Microsoft Small
Business Server (SBS)?
Note that Microsoft Small Business Server (SBS)
is really and truly designed for SMALL businesses. It comes with
the standard edition of Exchange, and is designed to run all
SBS services on a single CPU. (The SBS implementation of SQL
Server 2000 also lacks Replication, a major database function.)
SoftProse Technology, Inc. is not convinced that Microsoft's
SBS offering actually provides value to business that are experiencing
growth. Business over 20 users may find SBS to be more of a liability
than an asset.
WHY are users storing documents on my
Email System?
Exchange is NOT a standard
Email system. It is a collaborative data environment. It is also
a central REPOSITORY for Email, as with an IMAP server. Email
received by an Exchange server may never leave the server, unless
a user chooses to move or delete it. Therefore, all mail received
by all users would need to be capable of being stored by the
system. In addition, Public Folders and other collaborative services
available with Exchange are ideal places to manage project-based
information. These folders, again, reside as part of the message
store.
When Outlook is set up, there is a choice to receive messages
to the Inbox in Exchange, or to the Inbox in the "Personal
Message Store" on the local computer. Messages stored on
the local computer (in a *.PST file) are difficult to back up.
(Microsoft has a function to go the other way, however- A *.OST
file is a backup on the Local Machine from the Exchange message
system.) If a user's hard drive blows up, they are often distraught
to find the new computer no longer has their Email. In addition,
users who connect to the server from outside the office (especially
with OWA, Exchange's browser client) expect to find their full
Email environment waiting for them.
The power of Exchange is leveraged when user's
Email is stored on the Server, and this can occupy enormous amounts
of space. UNLIMITED storage capacity is needed for larger installations;
therefore Exchange 2000 Enterprise Server becomes a more appropriate
choice.
Software Costs Estimates
Below estimates are for
software only, based on Microsoft's standard pricing. Note that
special non-profit and educational pricing is available from
Microsoft and major resellers.
Standard Server (up to 16 Gig Data Storage)
Installations of 20 users with Exchange Standard Server start
at approx. $2500, plus a computer and a Windows 2000 operating
system. (Professional, Server, etc.)
Enterprise Server (Unlimited Data Storage)
Installations of 25 users with Enterprise Server start at approx.
$6,500.
A 100-user system will be approx. $12,500
Inquire with Microsoft or major resellers for volume purchases
of additional licenses; systems with thousands of users are possible.
Which Windows Operating System for Exchange
Server 2000?
Windows 2000 Server is preferred. The popular "5-user"
Windows 2000 Server system is fine as users will not be "logging
in" to the server (so they will never use the 5 licences).
Windows 2000 Server is our preferred operating system for this
application, although Microsoft says that Windows 2000 Professional
is acceptable as well.
The new Exchange 2003 will work best with Windows
2003 Server, although it will continue to be supported on other
Windows 2000 OS platforms.
Which Computer should Exchange be on?
Exchange Server should be installed on its own computer, for
any but the smallest companies. (Sometimes Exchange becomes a
little processor intensive, and may require service. Life is
much less exciting if it is on it's own CPU.)
There should be at least 40 Gigs of RAID memory available for
even a small system. RAID can now be either SCSI or IDE type.
Estimate at least 1 Gigabyte memory per user, to avoid growth
problems. For 100 users, try to have at least 100 gigs of RAID
available.
New hot-swap IDE RAID systems are available
in 200 Gigabyte sizes with Level 5 support for around $1000.
Please enquire.
The CPU processor should be a P4, 2gigs or faster. A single processor
system is fine. Memory should be 512mb or higher; 1 Gig is standard
for servers. Add a fast 3-Com network card for a 1000BaseT or
100Base-T network. Servers should have a UPS Battery Backup with
Power Control. (Shuts down the server before the battery dies
if power is off too long.)
Security:
Exchange Server should
NOT be exposed to the Internet to permit full Outlook access
for "outside" users. This simply opens to many security
holes. (This problem is resolved with the upcoming "Titanium"
Exchange 2003, and Outlook 11 Client. Microsoft introduces secure
HTTP access for all Outlook protocols.) The solution is either
to use a VPN (with attendant client configuration problems),
or permit access only with a web browser using OWA- Outlook Web
Access. To secure OWA from password-grabbing software, enable
"Microsoft Authentication" for the OWA connection in
IIS. Although only IE on a Windows machine can connect, connections
will be encrypted.
Note that OWA, if used at all extensively by staff, should be
run on it's own computer. Stats for this are about the same as
for the server- A P4 2 gig CPU, 1gig Ram, 1000BaseT or 100Base-T
3-Com network card. Nothing cached here needs backup; look at
(inexpensive) fast Raid 0 IDE cards for additional performance.
OWA servers must work very hard to deliver Outlook-type web pages;
this is processor-intensive work. A fast machine is very helpful
in resolving user complaints.
Implementing a VPN? Look at hardware assistants, such as the
encrypting 3Com network cards or router-based VPN systems.
Anti-Virus:
Exchange Email should be checked at the server for virus infestations
before the users see it. A popular and cost-effective anti-virus
solution for Exchange is GFI Anti-Virus. GFI also has clever
and effective add-in's for Exchange, including GFI FAXMaker enterprise
fax product- A hot company with the tech crowd. See their offerings
at http://www.gfi.com.
We also like anti-virus solutions from http://www.ca.com, in their InoculateIT line.
CA's InoculateIT Workgroup Edition would be ideal for all your
client and server machines, and they have a system for Exchange
Server as well. See our Anti-Virus
Proposal.
Backups:
Backup are a big issue. Exchange systems can get very large.
Large systems are difficult to back up. Now try to explain to
a user why a major system failure lost all their Email.
Exchange requires special plug-in's to work
with major software such as CA's ArcServe or Veritas's Backup Exec. These "Exchange Agents"
normally sell for about $800 for each Exchange Server, along
with the base cost of about $500 for the backup software itself.
Older tape backup systems such as DAT and even
DLT are being overwhelmed by the backup needs of services such
as Exchange. SoftProse Technology, Inc. is excited about the
new VXA-2 tape technology from ExaByte. Their $1000 tape drives
and super-durable VXA tape technology can back up, with hardware
compression, as much as 160 Gigabytes on a single tape. Call
ExaByte
at 800 392-2983 (800-EXABYTE) for pre-sales support.
Please contact us for pricing
on an Exchange implmentation for your company.
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