Exchange Enterprise Demo Guide

Enterprise Demo Guide
Last Update: February 19, 2013
Contents
The new Exchange is designed to help you increase user productivity and keep your organization safe, while maintaining the control you
need.
Move to the cloud on your terms with flexible migration options.

Help your users do more on any device, manage increasing volumes of email, and work together more effectively as teams.
Help protect business communications and sensitive information to address internal and regulatory compliance requirements.
This document provides demonstrations of many features available with the new version of Exchange.
Sections include:
Setup Instructions
Demo 1: Remain in Control, Online and On-premises
Demo 2: Do More, On Any Device
Demo 3: Keep Your Organization Safe
2
Microsoft Confidential
Setup Instructions
Microsoft Exchange Demo Guide
Setup Instructions
Setup Requirements
Office 365 E3 trial tenant.
Tenant administrator account username and password.
The new Microsoft Office Outlook.
Internet connection for tenant provisioning and demonstration.
Windows 8 demonstration host computer.
All times referenced in this demo use the Pacific Time zone.
Prepare your Office 365 tenant demo environment

1. Set up an Office 365 E3 trial tenant with demo content pre-provisioned within.
a. Visit the www.MicrosoftOfficeDemos.com website.
b. Log in with the appropriate credentials
c. Visit Create Demo page and follow instructions from there.
i. Note: the provisioning tool may take up to 24 hours to complete. When finished, you will receive an email to let you
know that provisioning has completed.
Prepare your demo computer and demo personas
1. Install Microsoft Office on your demo computer. If you already have the new Microsoft Office installed, continue to the next step.
a. From your demo computer, open an Internet browser and browse to http://portal.microsoftonline.com.
b. Sign on to your tenant using your administrator credentials.
c. In the right navigation, under admin shortcuts, click Download software.
d. On the Office desktop apps page, click install.
e. In IE10, in the download manager, click Run.
This will stream the installation files to your computer.
3
Setup Instructions
2. On the demo computer, create an Outlook profile for Sara Davis

a. In Windows 8, on the start screen, type mail. There is no text box to type into, you just need to begin typing to open Search.
b. Under the Search results, click Settings as the results source (instead of Apps).
c. On the Settings results page, click Mail.
d. In the Mail window, on the General tab, click Add.
e. In the Profile Name box, type a descriptive profile name, and then click OK. For example, Sara Davis Contoso Tenant.
f.
On the Auto Account Setup page, use the information below to complete the account information, and then click Next.
Your Name
Sara Davis
E-mail Address
SaraD@yourtenantname.onmicrosoft.com
Password
pass@word1
g. If prompted, in the Microsoft Outlook dialog box, click Allow.

h. On the Configuring page, wait for the profile to be created, and then click Finish.
i.
In the Mail window, click Prompt for a profile to be used.
j.
Click OK.
3. Configure Sara Davis Inbox.

a. Open Outlook and log on using the Sara Davis profile.
b. In the Windows Security dialog box, in the Password box, type pass@word1, click the Remember my credentials check box,
and then click OK.
c. Close the Welcome to Office dialog box.
d. Add contacts to favorites for People peek.
i. In the bottom navigation, click People.
ii. In the contacts list, right-click Justin Harrison and then click Add to Favorites.
iii. Repeat the previous step and add Judy Lew, Jamie Campbell, Heidi Steen, and Angel Garcia to favorites.
e. Link a contact.
4
Setup Instructions

i. In the contacts list, click Alex Darrow.
ii. In the preview pane, next to Edit, click the ellipsis, and then click Link Contacts.
iii. In the Linked contacts for Alex Darrow window, in the LINK ANOTHER CONTACT box, type AlexD and then press
Enter.
iv. Click Alex Darrow and then click OK.
f.
Add shared calendars to Sara Davis mailbox.

i. In the bottom navigation, click Calendar.
ii. In the ribbon bar, click Open Calendar, and then click Open Shared Calendar.
iii. In the Open a Shared Calendar dialog box, in the Name box, type Brian Johnson and then click OPEN.
iv. Perform the same steps and add Molly Dempsey.
v. In the folder pane, click the SHARED CALENDARS check box to remove the shared calendars from the preview pane.
g. In the bottom navigation, click Mail.

h. Verify that the Inbox view is set to Date and that Show as Conversations is not selected. This is the default view.
i.
Close Outlook.
4. Turn off Pop-up Blocker in Internet Explorer 10.

a. Open Internet Explorer.
b. In Internet Explorer 10, press Alt, in the menu, click Tools, point to Pop-up Blocker, and then click Turn off Pop-up Blocker.
This is turned off for the demo to avoid additional dialog boxes that may be distracting.
5. Download the demo docs used in the demonstrations.
a. On you host computer, open Windows Explorer, and create a folder named DemoDocs. You can create the folder in any
location you like. In the demo guide, this location will be referred to as C:\DemoDocs.
b. Open or switch to Internet Explorer.
c. In the Address box, type https://yourtenantdomain.sharepoint.com/shared%20Documents/DemoDocs, and then press Enter.
For example, https://contoso.sharepoint.com/shared%20Documents/DemoDocs
d. If not already signed in, sign in using you tenant administrator credentials.
5
Setup Instructions
e. On the DemoDocs page, next to Project Falcon Customer Data, click the Open Menu ellipsis.
f.
In the document preview, click the Open Menu ellipsis, and then click Download a Copy.
g. In the download manager, click the Save menu, and then click Save as.
h. In the Save As window, browse to the DemoDocs folder, and then click Save.
i.
In the top right of your IE window, click your tenant administrator name, and then click Sign Out.
6. Create cached history. Cached searches will be referenced in the demonstration.

a. In Internet Explorer, in the Address box, type http://mail.office365.com.
b. Sign on to Outlook Web App as SaraD@yourtenantdomain with a password of pass@word1
c. Above the message list, next to new email, click search.
d. In the search box, type North and then press Enter.
e. In the search box, type Northwind and then press Enter.
f.
Click new email.
g. In the To box, type All Employees and then press Tab.

h. Type Azizh and then press Tab.
i.
Type AnneW and then press Tab.
j.
Type AllieB and then press Tab.
k. Type AlexD and then press Tab.

l.
Click DISCARD and then, in the discard message dialog box, click discard.
m. In the top navigation, click Calendar.

n. Click new event.
o. In the Subject box, type Test 1.
p. In the Location box, type Starbucks Los Angeles, and then click Search Bing.
q. Click the first location found and then click OK.
r.
Click SAVE.
s.
In the Subject box, type Test 2.

6
Setup Instructions
t.
In the Location box, type Starbucks Seattle, and then click Search Bing.
u. Click the first location found and then click OK.

v. Click SAVE.
w. In the Subject box, type Test 3.
x. In the Location box, type Starbucks Dallas, and then click Search Bing.
y. Click the first location found and then click OK.
z. Click SAVE.
aa. In the calendar, in the agenda view, right-click Test 1 and then click delete.
bb. Delete Test 2, and Test 3.
cc. In the top navigation, click Outlook.
7. Sign in to Microsoft Lync as Janet Schorr.
a. On the Demo computer, open Lync.
b. In the Sign-in address box, type JanetS@yourtenantdomain.onmicrosoft.com, and then click Sign In.
c. In the Password box, type pass@word1, and then click Sign in.
d. In the Do you want us to save your Lync sign-in info dialog box, click Yes.
Sara Davis will interact with Janet Schorr using Outlook Web App IM in Demo 2.
7

Scenario
The new Exchange enables you tailor your solution based on your unique needs and helps ensure your communications are always available
while you remain in control; on your own terms - online, on-premises, or a hybrid of the two.
Contoso Corporation, a fictitious company, is planning an upgrade from on-premises Exchange Server 2010 to the new Exchange. The
global administrator wants to minimize the time spent upgrading the email system while ensuring the integrity of the companys data. This
demo will show how the new Exchange offers flexible and powerful migration options and management tools.
The global administrator also wants to decrease the amount of time and resources spent on managing the companys messaging system and
reduce administrative overhead and helpdesk burden for common support requests. This demo will show how the new Exchange provides
admins with an easy-to-use web-based interface for common tasks. It will also highlight how admins can allow their organizations users to
perform common tasks like managing contact information and distribution groups without IT assistance, as well as delegate specialist users to
perform specific organizational tasks without requiring full administrative control.
8
Before you Begin

The goal of this demo is to provide an overview of the new rich and power management capabilities available with the new Exchange and
show how IT administrators can decrease the amount of time spent managing their messaging systems while maintaining control. The demo
will cover the following features:
Exchange Deployment Assistant

Exchange Administration Center
Exchange migration tools
Outlook Web App Options
Role-based Access Control model
Managing Apps for Outlook and Calendar Sharing
New Local Move Mailbox Request
User experience during Online Mailbox Move
9
Demo Exercise
Speaker Script
Steps
In this demonstration, well look at some of the Management and

Control features available in the new Exchange.
Organization Administrator (Global Admin)
To kick off this demonstration, lets start at the beginning before
the new Exchange is even installed in your organization. After all, you
need to get Exchange up and running before you can manage it!
Exchange Deployment Assistant

1. Open Internet Explorer.
2. In the Address box, type
http://technet.microsoft.com/exdeploy2010
The new Exchange provides not only a set of robust management

tools out of the box, but resources to help organizations plan their
deployment. For example, on this web page here, theres an
Exchange Deployment Assistant which asks organization
administrators some questions about their current and desired
Exchange environments, in order to provide them with customized
instructions they can use to get Exchange up and running.
Lets imagine that Contoso is currently an Exchange 2010 onpremises organization planning to become a hybrid Exchange
organization running some users on-premises and others in the
cloud. Lets select our intended hybrid deployment, and specify that
Contoso is currently on Exchange 2010. Then well answer a few
questions about our deployment, such as whether the company will
share a single domain, calendar free/busy information, etc. For
simplicitys sake, well say yes to everything. And with that, we now
3. Click Hybrid (On-Premises +Cloud)

4. Click Exchange Server 2010.
5. Under Do you want to configure an Exchange Online
Archiving-ONLY deployment?, click No, and then click Next
.
6. Review and answer the questions and then click Next .
7. Review your answers and the list of steps available in the left
navigation.
8. Click Next
through the remaining pages and review the
tasks that are made available in order to complete a hybrid
deployment.
[Demoer can tailor this to customer if possible]

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Speaker Script

Steps
have a comprehensive deployment assistant wed be able to use to

think about all of the different aspects of configuring our hybrid
organization!
Now, lets say Contoso has successfully deployed the new Exchange.
Where should our org admin go to manage it? In the new Exchange,
the web-based Exchange Administration Center (EAC) is a single
administration user interface which IT admins and those delegated
administrative capabilities can use to manage many aspects of
Exchange.
The EAC was developed to be fast and simple for advanced
administrators or helpdesk and IT generalists alike. The simplified
Exchange Administration Center (EAC)
interface is contextual and informative while providing rich and

powerful administration tools for managing servers, settings, and
policies.
Here at the top of the EAC, we can see feature panes for all of the
different aspects of the new Exchange that the EAC allows
administrators to manage here in a single place. This includes feature
panes for things like Recipients, Mail Flow, and Organization settings,
where you could go to configure things like free/busy sharing with
other organizations and deployment of Apps for Outlook across the

2. In the Address box, type http://portal.microsoftonline.com
and then press Enter.
3. Log on as SaraD@yourtenantdomain.onmicrosoft.com with a
password of pass@word1
4. In the Office 365 admin center, in the upper right, click the
Admin menu, and then click Exchange.
5. Point to the tabs at the top of the recipients feature pane and
the management feature panes in the left navigation.
company.
If we click into the Recipients feature pane, youll notice that just like
in other feature panes, the EAC has further tabs of granular settings
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Speaker Script
that admins can control within in this case Contosos user

Steps
6. In the navigation pane, click Recipients.
mailboxes, distribution groups, resources, etc. In particular, the

mailboxes portion is where an Exchange admin can view, create, and
manage aspects of mailboxes. This includes not only user mailboxes
but resources mailboxes, shared mailboxes, and site mailboxes, which
well discuss a bit later in the demo. If we click on a users name,
youll see that in granular settings pages like this, the EAC often
provides a details pane with contextual data, as well as the ability to
perform quick, common actions without opening a pop-up window.
Admins are able to modify these settings and more without causing
downtime to the users mailbox. For example, we can click here to
7. In the list of users, click Alex Darrow.

8. Point to the details pane.
see a users Unified Messaging mailbox configuration.

While looking at the list of mailboxes and the details pane for one of
them, admins can also click the search icon, which opens the search
input box. As the admin types, the search box provides suggested
types of properties the admin might want to search against with that
text. For example, youll see that a search on Da brings up
suggested searches against display name, alias, first name, and last
9. In the details pane, under Phone and Voice Features, under

Unified Messaging, click View details.
10. Click cancel.
11. Above the list of mailboxes, click Search
.
12. Type Da in the search field and watch dropdown appear
name. This helps admins more quickly find what theyre trying to find,
and also helps them learn the query language for the EAC to more
easily perform more powerful searches. They could also use
advanced search options if they want to go basic the basic input.
Next, if we click on the Compliance Management feature pane, youll
notice that this single console allows Exchange admins to manage a
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Speaker Script
variety of settings including Data Loss Prevention policies,
eDiscovery searches, etc. all from a single administrative interface.
Well dive deeper into this Compliance Management feature pane in
a later demo.

Steps
13. Next to the search box and the refresh icon, click the ellipsis
() and then point to Advanced search.
14. In the left navigation pane, click compliance management.
Now, when we showed the Exchange Deployment Assistant, we

showed a target hybrid configuration since we know that many
customers want to stay in hybrid or on-premises setups indefinitely.
But, for those who wish to move aggressively or urgently to the
cloud, if we click back to the Recipients feature pane, here we can see
that Exchange offers options that will help guide organizations
through the data migration process to the cloud. This is the same
interface that admins can use to move mailboxes around onpremises between servers.
RBAC-Delegated User in Outlook Web App Options Sara Davis
So, now lets say that Contoso has successfully deployed the new
15. In the left navigation, click recipients.

16. Click the migration tab.
Exchange and migrated the users it wants to its new infrastructure.

Since there are many aspects of Exchange which can be configured,
Exchange provides IT with a couple of ways to offload some of the
administration tasks to end users as it feels is appropriate.
[RBAC- Sara Davis Outlook Web App Options]
First, IT can allow end users to manage many of their own userrelated settings, and some organizational settings, through their
individual Outlook Web App options. If we click this gear icon here
and select Options from the dropdown menu, well get to that page.
Now youll see some of the user self-service options that Contosos IT
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Speaker Script
department has allowed Sara to manage. One of the things youll

Steps
1. In the top navigation, click Outlook.
notice front-and-center is a preview of the photo people across the

organization will see across the new Office as Saras sender photo, on
her contact card when clicking on her name, etc. By clicking edit
2. In the upper right corner, click Settings

Options.
and then click
she can change this photo, as well as update her contact information
in these other fields here. For example she can add another phone
number. Since many calls to the Help Desk in organizations today are
about changing personal contact information, Saras ability to make
updates herself in her Outlook Web App options can actually help
offload a significant amount of burden from the Help Desk.
3. On the my account tab, click Edit information.
Besides being able to modify her contact information, there are other
4. In the left navigation pane, click contact numbers.

5. In the Home phone box, type 425-555-9877 and then click
save.
important settings Sara can manage. Clicking into groups allows her
to view and even create, delete, or update distribution groups that
she either owns or is a member of. Creating a new group is as easy
as clicking the + button, giving the group a name and an email
address, selecting the members, and choosing whether the group is
open to join and leave. Next, this phone feature pane gives her a
place to view and manage the phones and other devices connected
to her Exchange account. This page is important because it allows her
to recover her device password, or even remotely wipe or block the
device if it has been lost or stolen, helping her better protect her
personal as well as company data. From all of the feature panes and
tabs here within Saras Outlook Web App options, you can see that
these are just a few examples of the types of user settings IT can
delegate to users to manage themselves based on company and IT
6.
7.
8.
9.
10.
11.
12.
13.
14.
In the left navigation pane, click groups.

Under distribution groups I own, click New.
In the Display name box, type Summer IT Interns.
In the Alias box, type SummerITinterns
Scroll down and click Closed: Members can be added only by
the group owners.
Click save.
In the left navigation pane, click phone.
In the results pane, click the mobile devices tab.
On the mobile phones tab, point to each icon to display the
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Speaker Script
policy.

Steps
command associated with each icon.
RBAC-Delegated User in Exchange Administration Console

(Sara Davis)
In addition to allowing self-service management of user features in
Outlook Web App options, the new Exchange also allows IT to
delegate administrative tasks as it deems appropriate to the right set
of users within the organization, thanks to the Role-Based Access
[RBAC-Delegated Admin User] EAC
Control (RBAC) model. RBAC helps offload IT and helpdesk burden

by empowering specialist users to perform specific tasks often
related to their role in the organization without providing them with
full administrative control over the entire Exchange environment.
By clicking Admin and then Exchange, Sara can access a view of the
Exchange Administrative Console (EAC) that contains just the set of
tasks she has been delegated access to manage by her IT
department.
In fact, one of the first tasks that Sara can manage here in the EAC is
actually what tasks can be delegated to other specialist users like
herself with this RBAC model. If we click the Permissions feature pane,
15. In the top navigation, click Admin and then click Exchange.
we can see that out-of-the-box, the new Exchange comes set up with
certain RBAC role groups, or logical groups of administrative tasks
defined, already created. Specialist users can be added to these role
groups to manage just that set of tasks. For example, if we click the
Help Desk RBAC role group, we can see that it contains tasks like
managing user self-service options or read-only views of all of the
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Speaker Script

Steps
users in the organization and some of their properties. The

membership listing for this role group shows which users have been
16. In the left navigation pane, click permissions.
assigned the ability to manage these tasks by IT. The Discovery

Management role group consists of tasks an HR or Legal employee
might need to manage, like putting users mailboxes on In-Place
Hold or performing an eDiscovery search.
Organizations can go beyond these out-of-the-box RBAC Role
Groups and create custom groups based on business requirements.
17. In the role list, click Help Desk.

18. Point to the details pane and description information.
For example, if Contoso wanted to create a role group to manage

distribution groups, the EAC provides a quick wizard to do so by
clicking this + button. We can give the new role group a name, say
DG Management. We can add the Distribution Groups role, add the
19. In the roles list, click Discovery Management.

20. Point to the details pane and description information.
right people to whom we want to delegate this role/task lets say Allie
Bellew, and click save. And with that, weve created a new role
group!
In addition to delegating the management of organizational settings
and ability to perform administrative tasks, RBAC Role Groups can be
used to delegate management of a whole set of end user
productivity settings. For example, if we click on the Organization
feature pane, we see that Sara is a member of a Role Group that can
manage which Apps for Outlook are installed for the organization.
She is also allowed to install new ones, which she can do by clicking
this + button here. Youll notice that there are three options for
how to install an app: she can peruse the Office Marketplace for
21.
22.
23.
24.
Click New.
In the Name box, type DG Management.
Under Roles, click Add.
In the role list, click Distribution Groups, click add, and then
click ok.
25. Under Members, click Add.
26. In the Select Members windows, click Allie Bellew, click add,
and then click ok.
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Speaker Script
additional apps that she might wish to deploy for Contoso. If Contoso
has developed a custom app, Sara could point the installer to an
internal location where the app is being stored, by copying the
internal URL into this field here. Or she could select this last option
and directly load an XML file that contains all the code for the app.

Steps
27. In the Role Group window, click save.
28. In the left navigation pane, click organization.
29. In the results pane, click the apps tab.
30. Click the More menu next to New.
Lets say that Sara wants to go ahead and see if there are any new
Apps for Outlook on the Office Marketplace that she thinks Contoso
might benefit from having installed. Shell select the Add from the
Office Store option, which will take her to the Office Marketplace
directly. While there are apps she could deploy to add bring rich
content into other Office applications like Word or Excel, shell focus
on Outlook apps at the moment.
Sara sees the LinkedIn for Outlook app, and decides to take a closer
look. When she clicks into the details, she gets a description of the
app, screenshots showing it in action, details such as number of
downloads, ratings, and reviews, and, of course, the ability to
31. Click Add from the Office Store.
download the app with the click of a button. Once the page is done
loading, Sara is done! The LinkedIn for Outlook app is now installed.
When she refreshes the list of Apps for Outlook, she can see it now
included, and she or an admin can scope who in the organization
this app will be available for.
While in the Organization feature pane, Sara can also manage
32. On the Office and SharePoint Apps page, scroll down to the
Outlook section, and then click LinkedIn for Outlook.
Contosos calendar sharing settings. Exchange incorporates

federation to enable secure free/busy and calendar sharing with
33. Click Add.

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Speaker Script
other Exchange organizations, as well as internet calendar publishing
to enable sharing with non-Exchange recipients. Sara can manage all
of these settings and levels of sharing for Contoso here in the
Sharing tab.

Steps
34. In the App Installation dialog box, click yes.
Wait for the app to finish installing.
35. Close the Acquire Apps for Outlook tab.
36. Review the addition of the app in the Apps list.
First, if Contoso wants to make meeting scheduling simpler between

it and a trusted partner or vendor company with which its employees
collaborate frequently, Sara can use this top Organization Sharing
section here to set up a federation-based organizational sharing
relationship. This type of relationship will allow users in each
37. Click the sharing tab.
company to securely see calendar information of users in the other,

as if they were all in the same company, without requiring individual
calendar sharing invitations between users. This makes scheduling
meetings between trusted companies as simple as scheduling
internally at Contoso!
If Sara clicks the + button to set up an organization relationship,
youll see that when defining the organization sharing settings, Sara
can specify what level of calendar detail Contoso is willing to share by
default between the two organizations, and even which subsets of
Contoso users Sara wants this organizational sharing to cover.
In this next section, Sharing Policies govern how Contoso users are
also allowed to make individual calendar sharing invitations to other
external recipients, outside the scope of any sharing relationships set
up with specific trusted companies. You can see that theres already a
38. Under Organization Sharing, click New.
Default Sharing Policy which allows Contoso users to share their

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Speaker Script

Steps
calendars at will with individual Exchange or non-Exchange users

outside the company. If we click into this policy, we can see the levels
of detail Contoso users are able to share with each of the methods
39. Click the Enable Free/Busy information sharing check box.

40. Click cancel.
(anonymous Internet Calendar Publishing, and Federated Calendar

Sharing with other Exchange organizations). If Sara wanted to, she
could edit the Federated Calendar Sharing setting so that it included
subject/location data for calendar items, as well as the free/busy time
information.
If Sara wanted, she could create a new Sharing Policy to enable
41. Under Individual sharing, double-click Default Sharing Policy.
different levels of detail sharing for different subsets of users within

Contoso, or to let some users engage in the Internet Calendar
Publishing but not others. This would just require a bit more granular
configuration of the sharing rules within the Sharing Policy.
And this concludes our management and control demo. Youve seen
some real-life examples of how features in the new Exchange help
administrators more easily and effectively manage Exchange while
42. Click cancel
staying in complete control of their environment.

Thank you.
43. Log off the Exchange Admin Center and close the browser
window.
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Speaker Script

Steps
20

Scenario
The new Exchange helps your users be more productive by helping them manage increasing volumes of communications across multiple
devices and work together more effectively as teams.
Contoso Corporation has just implemented the new Exchange and the new Outlook. Contoso chose to migrate to these new products
because they operate at a fast pace, like many companies, and the ability to share information, communicate, and collaborate quickly with
people inside and outside their organization is essential.
Contosos employees are increasingly wanting access to email and business information from anywhere. This demo will show how the new
Exchange gives users like Sara Davis the freedom to access their email, calendar, and contacts with an always available Outlook experience,
while keeping Contosos data secured.
Like many others at Contoso, Sara has found it hard to manage increasing volumes of email. Ill show you, in this demo, how new features in
the new Exchange help Sara accomplish more and save time by centralizing all of her daily activities, projects, and communications in an
easy to navigate way. This demo will also highlight how the new Exchange makes it easier for Sara to connect and collaborate with others, by
giving her a more intuitive way to find the right people, schedule time, and share content.
Sara also loses a lot of time switching between applications and information stored in attachments in her email. This demo will show how the
new Exchange can be customized by integrating relevant, web-based Office Apps directly into Outlook and Outlook Web App, so users like
Sara spend less time switching between apps and more time getting work done.
21
Before you Begin

The goal of this demo is to provide an overview of many of the new productivity-enhancing features in the new Outlook, especially the work
virtually anywhere features in Outlook, Outlook Web App, and Exchange. The demo will highlight the following features:
Sender Photos
Conversation View
Quick Actions
Inline Reply
Pop-up MailTips
Retention Policies
In-Place Archive
Apps for Outlook
Always Move Messages in This Conversation
Ignore Conversation
Voicemail in the inbox
Site Mailboxes
Outlook Web App compatibility with Firefox, Safari, and
Chrome
Integrated Instant Messaging
Me Card
Smart Search
IRM-protected messages
Webready Document Viewing (Office Web App viewing?)
Enhanced Contact Card
People Hub
People Search
Outlook Web App Options
Call Answering Rules
Mobile Device Options (other name?)
Remote Wipe
Calendar Views
Quick Compose Form
Places
Calendar Overlay
Calendar Sharing
Outlook Web App in Cached Mode
22
Demo Exercise
Speaker Script
Steps
In this demonstration, well look at the productivity enhancing
[Sara Davis Outlook Inbox]
features available in the new Exchange.

Lets start somewhere that probably looks very familiar to you: Saras
1. Open Outlook, in the profile menu, click Sara Davis and then
click OK.
inbox in the new Outlook, on a Windows 8 machine. One of the first

things you see is how the new Outlook looks more modern,
attractive, and engaging, while still providing Sara with the
professional communication and collaboration experience she needs.
2. If necessary, in the left navigation, click Expand the Folder

Pane.
In fact, the cleaner interface hides distractions like unnecessary lines,

scrollbars, and borders, helping Sara focus her attention on the
important content in her inbox and be more productive. Those
navigational pieces arent gone, though. You see the new Outlook is
dynamic, and provides Sara with buttons for contextual actions such
3. In the folder pane, expand Inbox.

4. Point to the messages in the message list.
as delete when she moves her mouse over emails.

Outlook also makes content readily available to Sara when she needs
it, but doesnt distract her when shes reading her email. For example,
instead of pinning calendar and contacts to the right side of Outlook,
Sara now gets them available as peeks. She can hover over the word
Calendar and get a peek into upcoming events, and even click
around to different days or months. She can do the same with
People, to see her favorite contacts and quickly initiate a search. So
you see, Sara can get rich information about her Calendar and
5. In the bottom navigation, point to Calendar.

6. In the calendar peek, click different days to change the
events.
7. Point to People.
People without ever leaving her inbox, and without taking up space
when she doesnt need them. This is particularly important for
23

Speaker Script

Steps
devices where screen space is really at a premium.

This visual overhaul is not just limited to the new Outlook. Youll see it
appear throughout all of Microsofts Office products, as well as
Windows 8, which reflects a focus on the way that people like Sara
interact with their technology, not just the actions they can perform
with it. You notice fluid motions and richer animations that reinforce
actions Sara takes, like when she switches over to her Calendar, and
when she changes her calendar view from full week to work week
view. The same thing happens when she switches to the People Hub.
Speaking of the People Hub, you may notice that its no longer called
Contacts. Instead its called People, which reflects a renewed focus
that all of the Office products are making on personalizing and
8. Click Calendar.
9. In the menu, click Home.
10. In the upper right, click the push pin
to keep the ribbon
bar open for the rest of the demo.
11. In the ribbon bar, click WORK WEEK and then click WEEK.
12. In the bottom navigation, click People.
humanizing the communications and collaborations experience. At

the end of the day, all of these people that Sara interacts with are
human beings, not just email addresses or phone numbers, and the
new Exchange and the new Outlook help recognize this and tailor
Saras experience accordingly. For example, Sara sees photos
everywhere. Theyre not just in contact cards in the People Hub, but
available when Sara switches back to her Inbox. Photos of all the
email senders and recipients help Sara more quickly identify and
13. In the bottom navigation, click Mail.

14. With first email selected, in the reading pane at the bottom of
the message, click the up arrow
connect with her colleagues and contacts.

Looking at Saras inbox, youll notice she has a lot of email waiting for
to expand the People Pane.
her.
24

Speaker Script

Steps
Looking closely, we can see there are lots of messages from different
conversations, different threads a lot of stuff has piled up for Sara,
some read and some unread items, like many people have in their
inbox. Thats because the email here is arranged by date. While many
people do like to arrange their information by date, Outlook and
Exchange have this option you can click to change to a Conversation
View. The Conversation View is the default in Outlook. And as soon
as Sara selects this option, her Inbox becomes a lot more
manageable the scroll bar is even gone! This is all the messages
that are in the Inbox. Other messages havent disappeared, theyre all
15. In the message list, click the By Date menu and then click
Show as Conversations.
16. In the Microsoft Outlook dialog box, click All mailboxes.
still there. Whats happened is weve put them into context.

Conversation View takes all of the messages and groups them by the
discussion and conversation that youre having. Much like when you
talk to other people, you dont have sentences that are disconnected
from the previous sentence or the sentence after it. Email is the same
way. They are connected to the previous email you had and other
emails in that conversation. In order to put them into context, and
help people better manage all of their messages, we do the same
thing.
So in this case, Sara is looking at the top email conversation, Review
Proposal for Tailspin Toys. This arrow here, if I click it, will show us all
the messages from that conversation.
One of the first things youll notice is that not only can we see the
date and time that a message was received in this conversation, but
17. In the message list, click the Review Proposal for Tailspin Toys
conversation
18. Expand the conversation to show all emails in the
conversation.
25

Speaker Script

Steps
we also see messages from other folders, in this case the Sent Items
folder and the Tailspin Toys folder.
This way, if Sara likes to keep her Inbox clean and file emails away
into folders, such as this one from Aziz Hassouneh, that are a part of
that Review Proposal for Tailspin Toys conversation, it brings those
emails into view in her Inbox. It looks as if they are in her Inbox, even
though they are actually in the Tailspin Toys folder.
19. Point to the email from Aziz Hassouneh shown as being

located in the Tailspin Toys folder.
This helps solve the problem of when you get an email and youre
trying to find older messages to understand the whole conversation,
but those messages are stored in various folders. No matter which
folder youre looking in, Conversation View will show you all the
messages that are associated with that conversation in the view.
Youll also notice that when you look at the reading pane, you have
the full conversation, just as youre always used to.
The other thing youll notice are these dots and lines, which are what
we call the reply trail. The reply trail shows which messages are
replies to preceding messages, and if the conversation has split for
20. Point to reply trail (the dots/lines)
example, if somebody replied to an email that was not the most

recent response. With Conversation View, even with a split
conversation, you still see the pieces from each conversation fork and
indicators that help you understand the conversation flow.
So in this conversation, theres a proposal for a partnership with
Tailspin Toys being drafted, and people are communicating on this
26

Speaker Script

Steps
thread about the latest version of the document. If Sara wants to

reply that she has the latest Tailspin Toys proposal and include
everybody in the company, she can simply click Reply All at the top
of the email conversation, add the All Employees email group, and
type her response inline in the reading pane. Being able to reply
inline like this saves her screen space, helps her avoid issues with
popping up new windows, and saves her time as she triages her
email.
Additionally, the improved Conversation View in Outlook will save
21. Click the newest email in the thread from Bonnie Kearney.
22. In the preview pane, click REPLY ALL.
23. In the To box, type All Employees and then press Ctrl+K.
Saras Inline replies as part of the conversation she replied to. This
means that if Sara opens another email before sending this response,
her draft will be kept right here waiting for her along with the rest of
the original conversation when shes ready to return to it she
doesnt have to go searching for it in the Drafts folder! She can just
pick up where she left off and continue typing her message before
sending it off.
24. In the email thread, click the next message from Aziz
Hassouneh.
Before sending this response, one thing Sara notices is that there is a
warning, or MailTip, that has popped up, like an early warning system
to help Sara avoid making mistakes.
25. Click the newest message from Bonnie Kearney which now
reads [Draft] in the Subject line.
If you look closer, youll notice that this MailTip lets Sara know that
that some members of All Employees are actually outside the
26. In the message body, type I have it.
organization. So even though Sara might not have known this (she
just replied-all to an alias she probably thought only included
everyone from within the company) she can now see that there are
27

Speaker Script

Steps
actually people outside the company and she may want to rethink
sending this attachment to the whole group. In this case, maybe its
better to send the attachment to her manager Janet Schorr for
27. Point to the Some members of All Employees are outside of

your organization MailTip.
review before sending it to the group. Notice that when we remove

the alias that had the warning associated with it, the MailTip also
disappears. Now Sara goes ahead and sends the email off to Janet.
Now weve shown one example of where this early warning system,
or MailTips, can be helpful, but there is a whole range of situations
you can have a MailTip for anything from people being out of the
office, to attachments being too large, to custom MailTips that are
designed to show up by the IT administrator in situations that are
defined for their particular business needs.
So Sara is done responding to the email. The next thing you might
28. Remove all recipients from the To and Cc boxes, and then, in
the To box, type JanetS and then press Ctrl+K.
29. Click Send.
notice in this Review Proposal for Tailspin Toys email is that theres a
retention policy here. Retention policies can automatically be set on
the server and applied to some or all email. So in this case her Inbox
default deletion time is 6 months.
However, there may be multiple retention policies that are designed.
In this case, when youre dealing with a partnership agreement, there
may be legal needs, regulatory needs, to hold those messages for a
longer period of time than what might be the standard retention
period.
So if you notice, theres a retention policy up here, and Sara has the
30. In the reading pane note the Retention Policy information in
28

Speaker Script
option to go and change the automatic deletion to a later date. So

Steps
the message header.
although her Inbox default deletion time might have been 6 months
from now, she can say Were doing a partnership agreement that is
expected to run for the next three years, so I want to reference this
email throughout that period of time. By choosing that, her mail is
now set to a 3 year Partnership Policy timeline.
Now Sara can take those Review Proposal for Tailspin Toys messages
and file them in folders, or she can also archive them to remove
clutter from her folders. The new Exchange and the new Outlook
31. In the ribbon bar, click Assign Policy.
provide Sara with access to her In-Place Archive. Sara no longer has
to worry about putting files into her .PST to make sure that shes
keeping her mailbox small, and then worrying that when she tries to
connect from another location, say over the web, that she wont be
32. Use the cursor to point to the different policies and then click
the Partner Policy (3 years) policy.
able to access that information because its stored in a local .PST file.
By putting her .PSTs, indeed all of her archived information, into her
In-Place Archive available in Exchange, Saras able to take
information that she might no longer need, and she can hold on to
those messages for regulatory reasons without taking up space within
33. In the folder pane, point to the Online Archive mailbox.
her mailbox. She has access to that archive from anywhere that she
logs in with Outlook on a PC, as well as Outlook in the browser,
tablet, or phone.
And, when Sara wants to return to those emails and respond to
them, she can interact with her In-Place Archive just like any other
folder. She can expand conversations like this Budget Forecast for
29

Speaker Script

Steps
Tailspin Toys thread, and respond to Tony in the finance department

just like she can with any other email.
Lets move on through Saras mailbox.
If we take a look, the next email in Saras Inbox is a conversation
about the companys recreational soccer team she is a member of.
The team dinner has been scheduled for a few days from now, at a
restaurant downtown. The email has an address written in the email
body, and Sara notices that the Exchange has understood its an
address and translated it into a physical map to insert in this area
above the body of the email. This lets Sara see the restaurants
location without leaving her inbox. Sara can quickly decide if the
dinner will be too far away from home, or if shell be able to attend.
34. Expand the ONLINE ARCHIVE mailbox to display the folders

in the archive.
35. Click the Tailspin Toys folder.
36. Click the Budge Forecast for Tailspin Toys email.
37. In the reading pane, point to Reply.
38. In the folder pane, click Inbox.
The email also has a suggested appointment written in the email

body, and Sara notices that Exchange has understood its a date and
surfaced that date/time with a button to let Sara easily add the dinner
appointment to her calendar without ever leaving her inbox.
This map and quick add-to-calendar functionality in Saras soccer
dinner email is just one example of the new Apps for Outlook
available in the new Exchange. These apps are a whole new line of
custom applications that are developed across Outlook and Outlook
Web App using shared APIs in the new Office. These apps launch
based on email content, bridging the inbox and relevant applications
to make it easier for Sara to access useful and contextual application
data at the right time, from a single location directly within her email
Inbox. She can get, or act on, the information she needs without
39. In the message list, click the Company Soccer Team

conversation.
40. In the reading pane, click Bing Maps and interact with the
map.
41. In the Bing Maps pane, click show you around.
42. Click Suggested Meetings; this may be displayed as
Suggested Meet with the ellipsis if the reading pane is not
large enough to fit the text.
43. Click SCHEDULE MEETING.
30

Speaker Script
opening any additional applications or windows.
Now that shes gotten the information she needs for the soccer team
dinner, Sara may decide that holding onto this email in her inbox isnt
very useful for her. Now, she could just drag this over to his
Recreation folder and leave it there, but later emails in that
conversation would still arrive in her inbox. Instead, Sara can use
Exchange and Outlooks ability to Move Always.

Steps
44. Review the new appointment and note the scheduled date
which was detected in the email.
45. Close the appointment window.
46. In the Microsoft Outlook dialog box, click No.
Move Always will not only put the selected messages in the desired
folder, but all new messages that come in as part of this same
conversation will be automatically moved to that folder as well. That
way, if Sara likes to use her Inbox as the place to keep track of her
critical work, she can know that recreation items she identified would
automatically end up in that folder and she can look at them on her
own schedule instead of having them show up directly in her inbox.
Think of it as setting an automatic rule on the server for the messages
that you define.
47. Right-click the Company Soccer Team conversation, point to

Move, and then click Always Move Messages in This
Conversation.
48. In the Microsoft Outlook dialog box, click the Dont show this
message again check box, and then click OK.
But in this case, lets say that Sara is completely done with this email
thread, or its one of those reply-all disaster threads thats gotten out
of control. Instead of Always Move, which will keep putting those
emails in her selected Inbox folder, Sara can press the Ignore button
so that all of those emails and all future emails in this conversation
will all be sent directly to Deleted Item. Sara wont have to keep
deleting them herself. Its like a mute button for troublesome email
49. In the Always Move Conversation window, expand Inbox, and

then click the Recreation folder.
50. Click Cancel.
threads.
31

Speaker Script

Steps
Having handled that soccer team thread, Sara now moves on to a

voicemail she received from Alex Darrow, a Marketing Assistant
working on the Tailspin Toys partnership. Here you can see the
Unified Messaging voicemail in the Inbox view in Outlook.
This message was sent to Sara, and youll notice that there is an inline
player where she can click Play to hear the message. Theres also a
voicemail preview the system has provided. Listening and reading,
Sara learns that Alex wants to discuss the Tailspin Toys proposal.
51. Right-click the Company Soccer Team conversation and then

click Ignore.
52. In the Ignore Conversation dialog box, click Ignore
Conversation.
With voicemails and their previews right here in her inbox, Sara gets
notified when she gets a voicemail even if shes on a device and not
at her desk at work. She can choose what voicemails to listen to in
what order, and the preview lets her decide if she needs to take
action. This could be valuable if somebody called while Sara was in a
meeting she no longer has to leave the meeting and answer the
53. In the message list, click the Voice Mail email from Alex
Darrow.
call, or let it go to voicemail and then later go and get it. And she can
continue to access her voicemails whenever she wants to.
The next item Sara sees in her inbox is this one here with the subject
Youre Now an Owner of the Project Falcon Team Mailbox, which is
54. Note the Voice Mail Preview in the body of the message.
letting Sara know that shes been added by her manager to a Site
Mailbox about Contosos new long-term initiative called Project
Falcon. Site Mailboxes in the new Office allow users to store
documents and emails related to group projects in project-specific
folders that span SharePoint and Exchange. This is a great way for
Sarah to manage her project data and communications for
32

Speaker Script

Steps
compliance and eDiscovery. The new Outlook and SharePoint both

provide a synchronized view of all Site Mailbox documents and
emails. This way, Sara can access all of her important project-related
materials from whatever application she happens to be working in at
the moment SharePoint or Outlook. Not having to switch contexts
to access relevant materials makes Sara more productive, so she can
spend less time searching for the right content and more time acting
55. In the message list, click Youre Now an Owner of the Project
Falcon Team Mailbox.
on it.
If you look at the navigation pane, you can see that Sara is already a
member of another Site Mailbox for Tailspin Toys. Sara has this
Updated Budget email here with an attachment that was only sent
to her. Sara knows this information would be useful to the rest of her
teammates. But instead of forwarding the attachment by email to a
team distribution list, here in Outlook, Sara can just drag the
56. In the reading pane, point to the different content items in

the team mailbox email.
attachment she received over to the Documents folder of the

Tailspin Toys Site Mailbox, and it will automatically sync up to the
corresponding team site on SharePoint and stored for later access
and retrieval. If we right-click on Documents, we can easily jump to
the team site and see the attachment has finished uploading. Now,
everybody on the team can access the latest version of the
attachment from SharePoint without Sara ever having to leave
Outlook. This simple flow makes it easier for the team to stay on top
of the latest changes and avoid issues that arise from emailing
multiple versions of a document around.
57. In the folder pane, expand the Tailspin Toys team mailbox.
58. In Saras primary Inbox, in the message list, click the Updated
Budget for Tailspin Toys email.
33

Speaker Script
Sara can also right-click and drag the voicemail from Alex into the
inbox of the Tailspin Toys Site Mailbox, thereby copying it to make it
available to the rest of the group without sending more email to the
inboxes of individual team members. Her colleagues will see theres a
new email in the Tailspin Toys Site Mailbox, and be able to check it
separately from their own email, keeping their inbox more focused
on individual-related items. Whats great about this feature is that any
new member that gets added to the Northwind team will have this
Site Mailbox appear in their Outlook, so they can look back and get
caught up with the projects past communications.
Later that day, Sara has headed to the airport to catch a flight for a
business trip. While shes waiting at the gate for her flight, she wants
to make productive use of her spare time. Theres an internet caf
across the hallway, so she walks over to an internet kiosk and uses
Internet Explorer to log into Outlook Web App with her usual login
name and password.
The first thing youll notice when Sara opens her Outlook Web App

Steps
59. In the preview pane, drag the Tailspin Budget-Update.xlsx to
the Documents folder in the TAILSPIN TOYS site mailbox.
60. Under the Tailspin Toys site mailbox, right-click Documents,
and then click Open in Web Browser.
If necessary, sign in using
SaraD@yourtentant.onmicrosoft.com with a password of
pass@word1.
Wait for the document to finish uploading. You may need to
click the Documents library in the left navigation or refresh
the page to see the document in the web part on the home
page.
61. Close Internet Explorer.
62. Switch to Outlook.
64. In the message list, right-click and drag the Voice Mail from
Alex Darrow into the TAILSPIN TOYS site mailbox Inbox.
65. Release the right mouse button and then click Copy.
66. Under Tailspin Toys, click Inbox.
67. Close Microsoft Outlook.
inbox is that it has a more rich, engaging, and professional interface,

just like the new Outlook and the rest of the new Office products.
Youll also notice that Conversation View is a default part of the
experience here, and in general the Inbox in Outlook Web App looks
just like Saras inbox in the new Outlook. She has a very similar
experience on the web to the one she has on the desktop. And Sara
will have this same premium web experience whether she uses
[Sara Davis Outlook Web App Inbox]
34

Speaker Script

Steps
Internet Explorer or any modern browser.

And you can see that Saras Outlook Web App Inbox is synchronized
with her Outlook on her work PC, so she has a seamless experience
across the desktop client and the web. This means that her inbox
stays up-to-date. For example, heres that voicemail from Alex
Darrow Sara had in Outlook. She also has a rich experience, including

69. In the Address box, type http://mail.Office365.com and then
press Enter.
70. Sign in to Outlook Web App as
SaraD@youronlinedomain.onmicrosoft.com with a password
of pass@word1
IRM-protected messages like this Candidate Interview email here

from her manager Janet Schorr as well as access to her In-Place
Archive too. And thats not all. All of her Apps for Outlook work too!
This is important because if Contoso creates any custom apps, they
only have to write and install them once for the experience to be
pushed out to Outlook Web App as well. So in the end, Sara truly has
access to all of her important Exchange information, from almost
anywhere.
This other email Sara sees from her manager Janet is marked as
urgent, because Janet has asked Sara to contact her immediately
about her analysis of Northwind Traders, a company Contoso is in
the process of acquiring. Now normally Sara might click the reply
button and do an in-line reply like she did earlier in Outlook. But in
this case, because instant messaging is integrated with Outlook Web
App, she can see from this green presence bar next to Janets picture
that she is online and available to chat. So instead of replying by
email, she can contact Janet immediately by instant message by
selecting reply by IM.
71. In the message list, click the Voice Mail from Alex Darrow.
72. In the message list, click the [Hiring]: Candidate Interview
email from Janet Schorr.
73. In the folder pane, click and then expand Personal Archive.
75. In the message list, with the Review Proposal for Tailspin Toys
35

Speaker Script
In this case you can see that Sara has her own instant message
presence set when she logged in, and right now shes set to Available

Steps
message selected, in the reading pane, point to the Action
Items app.
right here next to her photo at the top right of the screen. Exchange
automatically sets her presence based on the appointments in her
calendar, but Sara can manually choose another presence status if
she wants. If shes not happy with the photo she has in the system,
she can click this button right here to change it. In the window that
76. In the message list, click the Northwind Update Reply ASAP
message from Janet Schorr.
77. Point to the exclamation point in the message.
opens, she can click browse to upload an alternative photo into the
system so that it shows up both in her experience and for anybody
else that receives an email from her.
The next thing Sara needs to do is find an attachment about the
Northwind Traders acquisition that she received a while back from
Bonnie Kearney, Senior VP of Sales/Marketing. When she clicks the
search icon, the search box appears and she can begin typing
North. While shes typing, youll notice that the improved search
78. Click the ellipsis next to FORWARD and then click reply by IM.
79. In the new IM window, type I saw your email, what is the
issue? and then press Enter
80. In the upper right corner, click Sara Davis.
81. Point to the different presence options.
capabilities in the new Exchange provide search suggestions to help

her auto-complete her search terms. When she finishes typing
Northwind Acquisition, she can see the set of search results have hit
highlighting to show Sara where her search terms were found. She
can also use these refiners in the left-hand column to narrow the
search even further. For example, she wants to include her In-Place
Archive. And heres the email from Bonnie Kearney that Sara needs!
82. Under the photo of Sara Davis, click change.

83. Point to Choose File.
84. Click cancel.
Together, all of these search enhancements help Sara spend less time
typing and re-typing search parameters, and more time finding the
right email and acting on it.
36

Speaker Script

Steps
Sara was looking for this Northwind Acquisition Details email because
of its attachments. You can see that with the new Exchange, her
Outlook Web App provides a preview of the photo she received, but
what she really is looking for is this Northwind Acquisition Outline
PowerPoint right here. And, thanks to Office Web Apps, Sara can
preview this PowerPoint attachment in a web browser without having
to save it to the local kiosk machine at the airport, or even rely on the
85. Above the message list, click search

86. In the search box, type Nor
PowerPoint application actually being installed. This way, Sara gets a

high-fidelity preview of the PowerPoint attachment on the web, in
exactly the same format it was created.
87. Continue typing thwind Acquisition and then press Enter.
Having caught herself up on the details of the Northwind Acquisition

Outline, Sara closes the attachment and returns to the email. There
she can see all the other recipients of the email and their instant
88. In the left navigation, click Entire mailbox and archive
message presence icons, and she notices her colleague Garth Fort
was on this email. Sara can click on Garths name to get a hover card,
which she can use to quickly get a bit more information about him or
click to communicate by email, IM, or meeting request. Clicking here
expands the hover card to show Sara a full contact card with all of
Garths information from the company directory. Sara actually wants
to add this contact information to her personal contacts, which she
can easily do just by clicking this button.
When she flips over to her People Hub and scrolls down to the [G]
section, Sara can see the listing for Garth Fort she just added which
has only his company directory information, including work phone
89. Click the Northwind Acquisition Details message from Bonnie

Kearney that contains attachments.
90. In the reading pane, review the message and attachments.
91. Point to the Northwind Acquisition Outline.pptx attachment
and then click Preview.
37

Speaker Script

Steps
number. Sara can also see that just above it there is a partial entry
she had created entered when she exchanged cell phone numbers
with Garth while working on a project a while back. If Sara goes back
92. Close the PowerPoint Web App window.
into the contact card for Garth Fort, she sees that Exchange has
suggested she link this new Garth Fort company directory entry with
the existing Garth entry, so shell see only one single contact card
with all of Garths contact information going forward. That single card
networks like LinkedIn.
93. In the Northwind Acquisition Details email recipients, point to

Garth Fort.
94. In the contact card, click down arrow to expand card.
Having created her single contact card for Garth Fort, Sara thinks it
95. Click ADD and then click add to contacts.
can consolidate information from different sources like the company

directory, Outlook contacts, imported contacts, and even social
might be a good idea to follow up on the original project they had

worked on together. Immediately, a MailTip appears letting Sara
know that Garth is out of the office on vacation. So, she decides she
should follow up with another person on his team who worked on
96. In the contact window, click Save.
that project, Alex Darrow. She begins typing, and the improved
people search capabilities in the new Exchange provide Sara with a
set of prioritized results. You can see these are not just in alphabetical
order Exchange is actually sorting the results by relevance to Sara,
based on the frequency and type of communications shes had with
each contact. In this case, Alex Darrow is a few entries down since
97. In the top navigation, click People.

98. Scroll down to G.
99. In the My Contacts list, click the second Garth Fort.
100.
In the My Contacts list, click the first Garth Fort.
Sara hasnt talked with him in a little while. Sara can also expand
Alexs listing to choose between multiple email addresses Sara has
consolidated for him from multiple sources, like she just did with
Garth Fort. Sara selects Alexs corporate email, types a quick
101.
In the My Contacts list, click second Garth Fort.
102.
In the detail pane, under Linked Contacts, click
Manage
38

Speaker Script
message, and sends it off.
Next, Sara goes to her calendar to check what her schedule looks like

Steps
103.
104.
105.
Under SUGGESTED LINKS, click Garth Fort.

In the Garth Fort contact card, click link. Click OK.
Review the contact card showing the linked contacts.
106.
107.
108.
In the Garth Fort contact card, click Send mail

Point to the Automatic reply MailTip.
Click Remove Recipient.
over the next few days. The first view she sees is how she left her
calendar the last time she looked at it, in month plus agenda view.
This view can be particularly useful for when Sara has fewer items on
her calendar and they are spaced out across the month. Here, the
month view portion lets Sara get an at-a-glance sense of how dense
her month looks and where her calendar items fall throughout the
month, including the first few calendar items of each day. The
agenda view portion is new in Outlook Web App and lets her see
events formatted as an ordered list. This offers Sara additional
context on whatever day she has selected from the month view, and
109.
In the To box, type A
If the list of cached names does not appear, click Search
contacts & directory.
a more granular view of particularly busy days, without losing a sense

for how they fit with the rest of her calendar. As Sara switches from
today to another day, the agenda automatically updates based on
110.
In the Alex Darrow contact, click the down arrow in
the contact to display the additional email addresses.
the day shes selected. When Sara has more items on her calendar,
Click AlexD@youronlinetenantdomain
or if she wants to get a granular view of a given days events in a
111.
traditional grid view, Sara can of course switch to using a week view,
112.
In the Subject box, type How is the project going?
and then click SEND
work week view, or even the day view.

Sara also has the option of looking at other calendars overlaid with
her own primary calendar. When clicks this button here, she can see
the list of all the additional calendars she can view, with a toggle she
113.
In the top navigation, click Calendar.
can use to easily show or hide them on the calendar surface. Besides
her own family calendar, you can see Sara can toggle on her
39

Speaker Script

Steps
colleague Mollys calendar, which Molly has made available to Saras

entire team for easier collaboration. Saras colleague Brian Johnson at
Tailspin Toys in Los Angeles has also shared his calendar with Sara so
they can more easily schedule phone calls and occasional in-person
meetings with each other throughout the project. Since Exchange
enables secure external calendar sharing between Exchange
114.
Point to the agenda view in the right navigation.
115.
Click different days to see the agenda view change.
organizations, Sara and Brian are able to share and view each others
calendars as simply as if they were both in the same organization.
Sara could also show/hide see any calendars that she subscribed to
on the internet. Internet calendar subscriptions are useful because
they provide access to non-Exchange calendars which are being
published over the internet, and they can be viewed along with
Exchange calendars in a consistent fashion.
In this case, since Sara and her colleague Molly Dempsey are
116.
In the top right, click week, click work week, and then
click day.
117.
Click week.
traveling to Los Angeles for business, Sara wants to set up an inperson meeting with Brian from Tailspin Toys to discuss some details
of the partnership. So she toggles off the unrelated calendars and
118.
In the folder list, click the Family Calendar check box.
119.
In the folder list, click the Molly Dempsey check box.
goes back to her calendar. Here, Sara could look at her and Brians
calendars overlaid and manually find a time that works for both. For
example, it looks like 2:00pm on Tuesday works for the two of them.
However, Exchange provides a scheduling assistant in the meeting
request form which will help Sara find a time to meet with Brian as
well as any other attendees, and plan the rest of the meetings
details, all in one place. So, she clicks the new event to launch the
120.
In the folder list, click the Brian Johnson (TAILSPIN)
check box.
40

Speaker Script

Steps
form and get started. She types Discuss Tailspin in Person in the
subject line and then clicks add attendees. Here, she adds both
Brian from Tailspin as well as her coworker Molly, and you see their
free/busy information appear side by side in this day view. Youll also
notice that because of external calendar sharing, Sara sees the
free/busy information for Brian just as clearly as she can for her
internal coworker Molly. If she selects the 2:00pm on Tuesday time
we saw earlier, youll notice that Molly has a conflict. Sara could flip
121.
In the folder list, click the sports team iCal (optional if
setup) check box.
from one day to the next to find a time that works for all three, but
this scheduling assistant can help her do this more quickly. So Sara
clicks on this week button up here, and youll see the free/busy grid
change. What you see now is a graphical representation of how free
or busy a given time block is for all of the added attendees for the
meeting. Saras own calendar is indicated in blue. When more of a
cell is shaded, that means more attendees have conflicts. An unshaded cell means that all attendees are available. Using this view,
122.
Clear the check boxes for each other calendar except
Brian Johnsons.
Sara can more easily see that 11:00am on Thursday is a better

option. So she clicks the cell to select that time, and youll see the
meeting time is updated.
With attendees added and a date/time selected, Sara could send off
the meeting request. But there are a few additional things Sara could
do to enrich the meeting request. First, if this meeting were back in
the office, she could add a room to the meeting. She can click add a
room and see a list of free and busy conference rooms appear. She
could choose one manually, or she could choose to add any
123.
In the top left, click new event.
124.
In the Subject box, type Discuss Tailspin in Person
125.
In the top navigation, SCHEDULING ASSISTANT.
126.
In the add attendees box, type Brian Johnson, and
then click Search contacts & directory.
127.
In the add attendees box, type MollyD, and then click
41

Speaker Script
available room so that the first available room at the selected time is
added for her. In this case, shell let the system choose for her and
youll see that Conf Room Crystal is added under the list of
attendees, and its free/busy information is now factored into the
availability grid. If Sara goes back to the day view, the room has its

Steps
Molly Dempsey.
128.
Click the When menu and then click Tuesday for the
week following the current date.
129.
Click the time menu, scroll the time up or down, and
then click 2:00 PM
own free/busy column. Sara can click this check mark to accept the
scheduling information and get back to the main meeting request
130.
In the top navigation, click week .
131.
In the calendar, click 11:00 AM on Thursday.
form.
The other thing Sara can do to enrich the meeting request is add a
geographical location instead. She clicks the location field and delete
the conference room, then shell want to list the Starbucks she has in
mind for the meeting with Brian and Molly. As Sara begins typing
Starbucks, Exchange provides her with a list of places she has
previously used, prioritized by relevance just like people search
results are when Sara types recipient names to add to an email. You
132.
Point to date and time boxes which are now updated
with the new schedule.
can tell Sara likes her coffee, since she has a few other Starbucks
shes previously used. But in this case, shes never been to the
Starbucks here in Los Angeles where shes going to meet Brian. So
she keeps typing Starbucks Los Angeles, CA 90010, and additional
location capabilities in the new Exchange let her click the search icon,
to actually resolve her typed location against physical addresses using
133.
134.
In the lower left, click add a room.

Click Building 1 Rooms.
135.
Click Any available room in Building 1 Rooms.
Bing Maps. And this is not a static map, either. Sara can very easily
interact with it to find the right Starbucks shes looking for in this
case, this one at 3680 Wilshire Blvd and even zoom in to get a
street view of what the area looks like nearby. When Sara clicks ok,
42

Speaker Script

Steps
this location information is inserted as a rich object into the location

field of her appointment form. So when Sara hovers over it with her
mouse, she can actually see a card pop up with the business address.
136.
In the upper left, click OK.
137.
In the Location box, delete Conf Room Crystal.
138.
In the Location box, type Starbucks
And just like contact cards, the new Exchange stores these Places, so
they can become prioritized options for her to select from when
typing in the location field in the future.
Having added all of the information she needs to the meeting
request, Sara can click this envelope button to send it off to the
attendees and add it to her own calendar.
If Sara wants to check out the latest status on one of her other
meetings, like this Tailspin Toys Proposal Review + Lunch meeting
here, all she has to do is click and shell see a peek of the meetings
information. If she clicks Accepted, she can see the full form with all
of the required and optional attendees. If shes the meeting
organizer, she can see whether theyve accepted the meeting
invitation or not. And, if the meetings location has been resolved
against physical addresses using the internet, the map pivot will
appear as well. Sara can click this pivot to see the meetings location
on a map and interact with it to get more context on the area,
including moving the map around, zooming in/out, getting a street
view, clicking to get directions, etc.
Saras been able to get a good deal of work done at the internet caf
kiosk while waiting for her flight. Before she boards the plane,
139.
In the Location box, complete typing Starbucks Los
Angeles, CA 90010
140.
Click Search Bing.
If necessary, in the Enable Location Services dialog box, click
Allow once.
141.
Interact with the map.
142.
In the search results list, click the Starbucks, 3680
Wilshire Blvd location.
143.
Click OK.
144.
In the Location box, point to the Starbucks location.
however, she wants to set things up so that calls to her work phone
43

Speaker Script

Steps
number get redirected while shes on her business trip. With

Exchange, its easy for Sara to set up a Call Answering Rule, which lets
her manage her voicemail the same way that shes used to managing
her email. Sara could set up rules for how things are handled, what
messages people receive, and what actions are taken when she
receives a voicemail or when someone calls her.
Sara can go into her Outlook Web App options and create a new
rule to be able to take particular actions. This rule wizard looks a lot
like the email rule wizard, and it works in much the same way. In this
case, Sara will specify that if her calendar says she is out of the office,
such as while she is on this business trip, thats when this rule will
145.
Click SEND.
146.
In the folder pane, click the Brian Johnson (TAILSPIN)
check box to remove the calendar from view.
147.
In the Calendar, in the Tuesday column, click Tailspin
Toys Proposal Review + Lunch.
148.
In the calendar peek, under EDIT, click Accepted
apply. She can then say transfer the call, and she can choose to
automatically transfer it, either to a manually-entered phone number,
like if she actually wanted to send it to her own mobile phone while
shes on the go, or in this case she can send all calls to her colleague
149.
Click map.
150.
Close the appointment window.
Molly Dempsey. That way, Molly can handle any important issues
Sara might have missed during her absence. All of this and much
more is available as part of Call Answering Rules, so that people can
manage their phone and their voicemail the same way theyre used
to managing their email: all in one place.
[Sara Davis Outlook Web App Options]
Sara can also manage her mobile devices personal and workprovided ones here in her Outlook Web App options. She clicks
phone and then mobile devices, and in this tab, she could see any
devices she had added that were configured to synchronize with her
44

Speaker Script

Steps
Exchange account. She can also disable the sync relationship, access
her device recovery password, and initiate a remote device wipe in
case she has lost her phone and wants to make sure nobody else can
access her data. While Sara can wipe her phone herself if she needs
to, there could be times where her company needs to do the wipe
instead, for example if Sara leaves the company.
151.
Sara would also come to Outlook Web App options if she wanted to
Settings
and then click Options
152.
In the left navigation, click phone.
153.
On the voice mail tab, under call answering rules, click
New.
154.
In the New Call Answering Rule window, in the Name
of rule box, type Forward calls to Molly.
155.
Under If a caller reaches my voice mail, and, click the
Select one menu, and then click If my automatic replies are
turned on.
156.
Under Do the following, click the Select Options.
157.
In the options window, click Call Transfer.
158.
In the Call transfer window, in the For box, type
MollyD.
159.
Click the Press the menu and then click 1.
160.
In the Phone number box, type 52003, and then click
save.
161.
In the options window, click ok.
162.
In the New Call Answering Rule window, click save.
manage her Site Mailboxes. She goes here to site mailboxes, and
under my site mailboxes she sees those she is already a part of and
has access to, including the Tailspin project and the Project Falcon
project she was just invited to join.
Lastly, Sara can also check on her Apps for Outlook, i.e. the apps
which show in emails based on content, and provide appropriate
actions or information to her right there in the email. In the
navigation pane, click apps This page not only shows her which
apps are active for her account, but the IT department can let Sara
manage her apps depending on company policies. For example, in
addition to apps IT rolls out to the Company, Sara could be allowed
to add new apps for herself by clicking the add button here. There
are options for how Sara can be allowed to have. She can be given
permission to shop in the Office Marketplace for new apps. She could
also be allowed to add an app from a URL that her company
provided, if the company had a custom line-of-business app it had
163.
In Outlook Web App, in the upper right corner, click
Click the mobile devices tab.
developed. If Sara had developed one of these apps herself, she
45

Speaker Script

Steps
could be allowed to select this last option and add it from a file on
her desktop. Of course, at any time Sara can click this disable
button to get rid of any of these apps if she no longer wants it active
for her account.
One of the last things to note is that the new Exchange provides Sara
with offline access to her account using Outlook Web App in the
browser. This means that if Saras internet connection cuts out, or she
brings her laptop into an elevator, shell still be able to open emails,
accept meeting requests, view upcoming appointments on her
164.
In the left navigation, click site mailboxes.
165.
In the left navigation, click apps.
166.
Next to Add, click the More (arrow) menu.
calendar, and look up contact details just like shes used to doing
with the rich Outlook client on her PC. To give you a sense for what
this looks like, you can see that when I unplug the Ethernet cable or
turn on Airplane Mode on my device, I can still click into this email.
So, whether Sara is connected using the rich new Outlook client or
Outlook Web App in her favorite browser, and even if shes lost her
internet connection, the new Exchange offers Sara better anywhere
access to her email, calendar, and contacts than ever before.
46

Speaker Script

Steps
167.
In the list of installed apps, click Action Items.
168.
In the details pane, point to Disable.
169.
In the top navigation, click Outlook.
170.
In Outlook Web App, in the upper-right corner, click
Settings.
171.
In the Settings menu, click Use mail offline.
17. In the dialog box, read the information and then click yes.
18. In the dialog box, click add to favorites.
19. In the Add a Favorite dialog box, click Add.
20. In the folder pane, point to Synchronizing.
21. At the bottom of the browser window, review the message
and click Yes.
Wait for the mailbox to finish Synchronizing. If you wish to
continue without finishing synchronization, be aware that
some messages may not be available offline.
22. On the demo computer, disable your network connection.
This can be done either by removing your network cable, or
by disabling your WiFi card. Alternatively, from the Start
screen, type ncpa.cpl and then press Enter.
In the list of Network Connections, locate network adapter
connecting to the Internet, right-click the adapter, and then
click Disable.
23. Switch to Outlook Web App.
24. In the Inbox, click different messages to show that email is still
available when disconnected from the network.
47

Speaker Script

Steps
25. If you disabled your network adapter, go to the Network
Connections window, right-click the disabled adapter, and
then click Enable.
48

Scenario
The new Exchange is designed to keep your organization safe by enabling you to help protect business communications and sensitive
information, helping you more easily address internal and regulatory information management requirements.
Like many companies, Contoso Corporation has seen the explosive growth of information management requirements both inside and
outside the organization. Contoso chose to implement the new Exchange, the new Outlook, and the Outlook Web App to help provide tools
that enable self-service and automated data governance. This demo will show how organizations like Contoso can help protect their
confidential and sensitive business data and inform users of internal policies with Data Loss Prevention (DLP) capabilities.
The ability to immutably retain and discover data across the organization is an essential part of ensuring internal and regulatory compliance
for Contoso, yet it can be costly, especially if it requires the company to use 3rd party tools that create a separate store of data. This demo will
show how the new Exchange simplifies the process and saves organizations time by allowing compliance officers like Denis Dehenne to run
in-place eDiscovery searches across Exchange, SharePoint, Lync, and file share content from a self-service, user-friendly interface.
Additional features discussed in this demo are the In-Place Archive, as well as enhancements in the new Exchange which help organizations
defend against malicious malware, spam, phishing attacks, and other email threats.
49
Before you Begin

The goal of this demo is to provide an overview of the benefits of the features in the new Exchange which help keep organizations safe and
help protect sensitive business information. The demo will highlight the following features:
Exchange Administration Center

Antimalware/Antispam
Data Loss Prevention Policies
Policy Tips in Outlook
DLP Policy Override
DLP Policy Reporting
Archive/Retention Policies
Role-based Access Control model
Transport Protection Rules
In-Place Hold
In-Place eDiscovery Search and Export
50
Demo Exercise
Speaker Script
Steps
In this demonstration, well look at how the enhanced features in the

new Exchange help keep your organization safe and protect sensitive
information.
Organization Administrator (Global admin)
To kick off this demonstration, lets begin by taking a look at the
enhancements the new Exchange provides for helping protect
organizations like Contoso from external threats. If we log into the
Exchange Administration Center as the global admin, youll see one
of the first organizational management categories provided is this
Protection feature pane here. This is the part of the EAC where
admins can come to manage Exchange Online Protection settings for
Organization Administrator in EAC

1. If necessary, open Internet Explorer.
2. In the Address box, type http://portal.microsoftonline.com ,
3. Log onto your tenant as SaraD@yourtenantdomain
4. From the Office 365 admin center, click Admin and then click
Exchange.
5. In the left navigation, click protection
anti-malware and anti-spam. Exchange admins can control these

settings as they need, just like the settings in the other areas of the
single, common management interface the EAC provides.
The next thing well take a look at is how the new Exchange allows
organizations to better prevent their users from accidentally sending
information where it shouldnt go. Data Loss Prevention (or DLP) is
particularly important to Contoso, and one of its more sensitive
projects is Project Falcon, which involves credit card information.
Contosos management wants to make sure that this sensitive
information is properly protected.
If we take a look here on the Exchange Administration Console, you
51

Speaker Script
can see there is a DLP tab where Exchange administrators can
manage what action is taken on sensitive content in emails through

Steps
6. In the left navigation, click compliance management.
7. In the results pane, click the data loss prevention tab.
DLP Policies. DLP Policies are easy-to-manage packages that specify

how the system will both detect and protect the information based
on organizational and/or regulatory requirements. Rule conditions
can be simple, such as any emails to or from a particular user. Or
they can be broader or more sophisticated using the full power of
Exchange Transport rules. When a DLP Policys conditions are met,
the actions taken can range from the softer side (where users might
be informed of practices they should follow) to the stricter side
(where policies are enforced regardless of user action).
The new Exchange includes some DLP Policy templates out of the
box including PCI-DSS payment card industry standards and GLBA
financial industry standards which admins can easily use to create
8. Click the New menu and then click New DLP Policy from
template.
powerful Policies to help protect their organization. If I click this

button and select New DLP Policy from Template, you can see how
easy it is to get started. I can give the Policy a name, say U.S. PII
Policy, and then down here is the list of templates. If I select U.S.
Personally Identifiable Information (PII) Data, you can see I get a
description of what types of sensitive information this template is
configured to detect in this case, things like U.S. Social Security
Numbers and drivers license numbers. Then if I click here, I can tell
the system whether to enact the Policy full-on, or whether to first put
9. In the Name box, type U.S. PII Policy

10. In the Choose a template list, scroll down, and then click U.S.
Personally Identifiable Information (PII) Data.
11. Click More options.
it in a testing mode that doesnt impact the way messages are sent
and received, since thats often the way companies approach and
52

Speaker Script

Steps
deploy compliance solutions For this demo, Ill tell it to test without
sending notifications. I can save it, and just like that, Ive created a
DLP Policy for the organization!
12. Click save.
If I go back into our policy, we can take a look and see how this policy
is built on top of Exchange transport rules, which enforce policy by
automatically acting on email meeting specified criteria while in
transport through Exchange. Leveraging transport rules lets the new
Exchange offer flexible and rich DLP Policy options for admins, while
still being easy and familiar to manage as a package. When I dive into
one of these rules, U.S PII: Scan email sent outside - low count, you
can first see the conditions upon which the rule will fire as part of this
policy: if the recipient is outside the organization and the data is of a
13. In the DLP policies list, double-click U.S. PII Policy.

14. In the left navigation, click rules.
15. In the Rules list, double-click U.S PII: Scan email sent outside low count.
certain type. If I click here, you can see this low count rule only
applies if there are 1 to 9 instances of that type of data. This is
because the DLP Policy template is set up to react differently
depending on the volume of numbers included in the email. If, say, a
16. In the Rule window, click the US Individual Taxpayer

Identification Number (US ITIN) or US Social Security
Number (SSN) or link.
few numbers are sent accidentally during the course of business, then
the template allows the message to be sent but with a warning to the
user, and an incident management report will be sent to the
Compliance Officer Denis. But, if I click here into this other high
count rule, youll see that if there are more than 10 instances of
sensitive data, the system will block the user from sending without a
forced override and justification. So you see, DLP Policies are flexible
and can take different actions in a very granular way.
17. Click cancel.

18. Click cancel.
19. In the rules list, double-click U.S PII: Scan email sent outside high count.
20. In the Rule window, click the US Individual Taxpayer
Identification Number (US ITIN) or US Social Security
Number (SSN) or link.
53

Speaker Script
Organizations can also set up their own DLP Policies from scratch
and use the same rich rules engine to granularly handle sensitive
data. Here are the rules for this custom DLP Policy that Contosos

Steps
21. Click cancel.
22. Click cancel.
23. Click cancel.
compliance officer, Denis Dehenne, has set up to help protect Project

Falcons sensitive information using the credit card sensitive
classification type.
24. Under Data loss prevention policy, double-click the PCICreditCard policy.
First, you can see that the rule will act on any email sent internally or
externally with credit card formatted data. When we click on the
credit card string, you can see how easy it is to add or modify credit
card formats or other sensitive information types. Next, you can see
that this rule will scan for this type of data in the subject line, body,
and even attachments included with the email.
Next, you can see the actions that will be applied when the conditions
are met. One of these actions includes showing DLP Policy Tips to
users who trigger this credit card DLP Policy. DLP Policy Tips help
empower users to be compliant by providing a granular notification
in Outlook when they may be violating corporate policies. They can
be soft warnings like mentioned earlier with the low count rule of our
25. In the left navigation, click rules.

26. In the rules list, double-click Notify In Outlook:Internal
Recipient Credit Cards.
27.
28.
29.
30.
In the Rule window, click Credit Card Number.

In the select sensitive information types window, click Add (+).
In the add sensitive information types window, click cancel.
In the select sensitive information types window, click cancel.
31. Next to Notify the sender with a Policy Tip, click Block the
message, but allow the sender to override and send.
PII (U.S.) Policy, or strictly enforce sending behaviors based on how

the admin has set up the DLP Policy.
In our case, when somebody tries to email internally about with credit
card information, well have the DLP Policy provide an override
option. That means the DLP Policy Tip alerts the user about company
policy and provides them the option of sending anyway if they wish,
54

Speaker Script
knowing that their actions will be audited if they proceed. For our
Policy, the user will be able to see why the Policy Tip is showing up,
provide a link to read more about the related company policies, and
explain what will happen if they press send.
Contoso set up this DLP Policy so that when a user chooses to
override and send an email internally with credit card information,
Exchange will send an incident management report to the
compliance officer Denis Dehenne. We can also have it apply rights
protection to the email. By clicking on this link, we can see a list of
available IRM protection templates that could be applied before
delivery to the recipients. Well select Do Not Forward so emails
referencing Credit Card numbers cannot be forwarded. We will also
click here Audit this rule with severity level so that the users action is
logged in the incident management reports.
Next, we can see that this DLP Policy has been set up so that it will
simply block emails with credit card information from being sent
externally, until either the sensitive content or external recipients are
removed from the email.
So you see, DLP Policies can be set up with strict and soft controls.
Policy Tips help protect an organizations sensitive information while
minimizing the impact the companys Policies have on the way users
conduct their business.
Lastly, if administrators want to expand their collection of DLP Policies

Steps
32. Click cancel.
33. Next to Generate incident report, point to Send report to.

34. Click add action.
35. Click the Select one menu and then click Secure the message
with and then rights protection
36. In the select RMS template dialog box, click the RMS template
menu, click Do Not Forward, and then click ok.
37. Scroll down to Audit this rule with severity level.
38. Click the menu and then click Low.
39. Click save.
40. In the warning dialog box, click ok.
41. In the Edit DLP policy window, double-click Notify in

Outlook:External Recipient Credit Cards.
42. Next to Notify the sender with a Policy Tip, click Block the
message.
43. Click cancel.
44. In the Rule window, click cancel.
45. In the edit DLP Policy window, click save.
beyond what is built-in, they have a couple of options. DLP Policies

55

Speaker Script

Steps
will be extensible, so administrators could install more specific

templates offered by security partners, which could be tailored for
certain industries or geographies. Administrators can also create their
own DLP Policies.
Well take a look at this credit card DLP Policy in action from a user
perspective in a moment.
Another aspect of managing data is managing its retention so as to
address regulatory requirements and help avoid exposing the
company to undue risk. Companies like Contoso can control
expiration of email through default retention policies, where any
incoming email is automatically stamped with the desired retention
period. Users can also have the option to apply different email
retention policies to email as appropriate. Out of the box, Exchange
provides some retention policies of different lengths, and companies
can modify this list, and even create additional retention policies,
based on their organizational requirements.
In the Compliance Management feature pane of the Exchange
Administration Console, we can see all of the Retention Tags Contoso
has currently in place, including the inbox deletion time of 6 months
which is set as the mailbox default. Lets say that instead of 6 months,
Contoso wants to purge data after 3 years. To create this longer
duration, we can go ahead and change this to apply that longer
period of three years to all new incoming emails.
Exchange also lets organizations like Contoso create custom Archive
and Retention Tags, to allow users to retain data for shorter or longer
46.
47.
48.
49.
Click the retention tags tab.

In the list of retention tags, double-click Inbox Default.
In the Retention period box, change 180 to 1095.
In the Comment box, change the text 6 months to 3 years
56

Speaker Script
than our new 3-year minimum if appropriate. There are a couple set
up already, such as this one for acquisitions and this one for
partnerships. In this case, it makes sense to create a new tag that
users can apply to Project Falcon-related emails. Well make it 5 years
to align with Contosos 5-year development plan. This way, emails
about Project Falcon can be retained for longer than the 3-year
default period.
If we click the new button, you can see we have a choice of whether
this rule will automatically be applied to all items in all folders of the
mailbox, just a specific folder like the Inbox or Deleted Items folder, or
whether it can be applied at will by users on a per-item or folder
basis. Well choose that last option so users can apply this just to
Project Falcon-related items. Well call it Project Falcon, and well
make the action be to Delete after 5 years (1,825 days). And just like
that, weve created the Retention Tag.
Before we see this new Retention Tag in action, however, we need to

add this tag to the Contoso Company Retention Policy so that it is
made available to employees like Sara.
Now that Denis has put a set of protection and compliance settings in
place for Contoso, lets move to Saras mailbox to see those settings
in action.

Steps
and then click save.
50. In the Retention tags list, click Acquisitions.

51. In the Retention tags list, click Partnership Policy
52. Under Retention tags, click the New tag menu.
53. In the New tags list, click Applied by Users to Items and
Folders (Personal).
54. In the New Tag window, in the Name box, type Project
Falcon.
55. Under Retention action, click Delete and Allow Recovery.
56. Under Retention period, in the When the item reaches the
following age (in days) box, type 1825, and then click save.
57. Click the Retention Policies tab.
58. Double-click the Company Retention Policy.
59. On the Company Retention Policy page, under Retention
Tags, click Add (+).
57

Speaker Script
For this demonstration, well go ahead and make sure this policy
change is activated right away so that we can see it in Outlook.

Steps
60. In the Select Retention Tags list, scroll down, click Project
Falcon, click add, and then click ok.
61. On the Company Retention Policy page, click save.
62. Close Internet Explorer.
63. Open Windows PowerShell.
64. At the PowerShell command prompt, type the following and
then press Enter.
$cred = Get-Credential
65. In the Windows PowerShell Credentials Request window, type

your tenant administrator username and password, and then
click OK.
then press Enter.
$Session = New-PSSession -ConfigurationName
Microsoft.Exchange -ConnectionUri
https://ps.outlook.com/powershell/ -Credential $cred Authentication Basic -AllowRedirection

then press Enter.
Import-PSSession $Session

then press Enter.
Start-ManagedFolderAssistant SaraD

58

Speaker Script

Steps
then press Enter.
Get-PSSession | Remove-PSSession
In-Place Archive and DLP Policies (Sara Davis)

So here we are in Saras Outlook inbox. You can see that here she
has a critical email about the 5-year long-range development plan
for Project Falcon. Sara wants to apply a longer retention policy to

70. Open Microsoft Outlook.
71. In the Profile Name menu, click Sara Davis.
this email. She simply goes up and selects Retention Policy. And what
that does is bring up our item-level retention policies pushed out by
the Administrator. She can see a few options, including the policy we
72. In the message list, click the 5-year Long-Range Plan from
Tony Krijnen email.
just set up specifically for Project Falcon, which is a 5-year policy.

Now the expiration date changes. This email will now be kept for a
period of 5 years.
73. In the ribbon bar, click Assign Policy, and then click Project
Falcon (5 years).
Now, lets say that Sara is responsible for the return on investment
calculations for Project Falcon. And, though the numbers look
promising for Contoso, shes decided its a good idea to edit the
numbers to make them look even better. She wants to fill her
colleague in with a quick email. So she clicks new and starts typing a
quick message:
Hey Im pretty sure well get the Project Falcon funding

were looking for. I made sure of it with the calculations I
included in my spreadsheet, if you know what I mean.
The first part isnt so bad, but well see later how the second part
could cause problems.
74.
75.
76.
77.
In the ribbon bar, click New Email.

In the To box, type AzizH and then press Ctrl+K.
In the Subject box, type New project coming
In the message body, type Hey Im pretty sure well get the
Project Falcon funding were looking for. I made sure of it
with the calculations I included in my spreadsheet, if you
know what I mean.
59

Speaker Script

Steps
78. Click Send.
With Project Falcon on her mind, Sara thinks its a good time to send
one of the project documents which happens to contain a bunch of
credit card numbers to her manager for review, and well see our
DLP Policy come into play. Sara begins another new message, but
she accidentally adds an external recipient jim@fabrikam.com instead
of her internal manager, Janet Schorr. She types Project Falcon info
in the subject line and then adds this Project Falcon customer data
attachment. And look what happens once shes added the
attachment: Sara gets the Policy Tip we set up earlier that educates
her that her email contains sensitive content. It wasnt the body or
even attachment name that triggered the note. Exchange analyzed all
of the content of the message, including the attachment.
If Sara hovers here, she can see what type of sensitive content was
discovered, in this case, credit card information in the attachment.
Sara can also use this link to go read more about Contosos policies.
If she felt like the Policy was inaccurate or incorrectly applied, she
could use the report button to provide feedback to the
administrator on what is referred to as a false positive. The admin
can then update the Policy to better reflect company policy.
79.
80.
81.
82.
83.
In the ribbon bar, click New E-mail.

In the To box, type jim@fabrikam.com
In the Subject box, type Project Falcon info
In the menu bar, click Attach File.
In the Insert File window, browse to C:\DemoDocs, click
Project Falcon Customer Data.xlsx, and then click Insert.
84. Point to the Policy Tip.
85. Point to the Learn more link.

86. Point to Report.
Since the recipient is external, the DLP Policy is strictly enforced and
Policy Tip states that the message simply cannot be sent until she
either removes the sensitive content or the external recipient. She
cannot send the email and break policy.
If Sara removes the external recipient, and adds her manager Janet
instead, you can see that since Janet is an internal recipient, the Policy
60

Speaker Script
Tip updates. It still alerts Sara that shes included sensitive
information, but the DLP Policy now allows her to override the policy
and continue to send the email, but it will be IRM-protected before
delivery to her manager, and her action will be audited with an
incident management report sent to the compliance officer Denis
Dehenne.
So you see, this DLP Policy and the Outlook Policy Tip is a great way
for Contoso to educate users and help prevent an accidental leak of
sensitive or personally identifiable information and ensure proper
oversight particularly in a situation where a user might overlook
sensitive content in an attachment or an external recipient that is in
the TO: list.

Steps
87. Remove jim@fabrikam.com from the email.
88. In the To box, type JanetS and then press Ctrl+K.
89. In the Policy Tip, click override.
90. Click Send.
DLP Policies, In-Place Hold (Denis Dehenne)

When we switch over to our compliance officer Dennis Dehennes
inbox, one of the first things you see is the incident management
report about the override Sara just did of the credit card DLP Policy in
[Denis Dehennes Outlook Web App Inbox]
order to send the Project Falcon information to her manager. This
incident management report gives Denis information on what policy
Sara was overriding, what sensitive information was detected, and
other information he may need to use to consider possible
92. In the Address box, type http://mail.Office365.com and then
modifications to the policy based on user feedback.
press Enter.
93. Log onto your tenant as DenisD@yourtenantdomain with a
Now, seeing an incident management report related to Project
password of pass@word1.
Falcon, Denis is reminded about how this project and its information
are pretty sensitive. It might be a good idea to keep track of data
related to Project Falcon. With previous versions of Exchange,
compliance officers like Denis could enable holds and perform
61

Speaker Script

Steps
searches across email data. The new Office communications and

collaboration products have revolutionized information management
by allowing organizations to retain and discover data not only from
Exchange, but SharePoint, Lync, and file shares as well, thanks to the
new In-Place Hold and eDiscovery technology. This means that Denis
can place a granular hold on any emails, documents, instant message
conversations, and file share data pertaining to Project Falcon,
helping to ensure Contosos employees are following policies and
helping the organization be compliant with any regulatory
requirements it may be subject to.
To put an In-Place Hold on this electronic content, well start by
going to our eDiscovery Center in SharePoint, where hold and
searches on cases like Project Falcon can be managed. Well create a
new case for Project Falcon and apply the Discovery Case template
[eDiscovery using SharePoint Server]
from the list of SharePoint site options. As simply as that, weve set up
94. In Internet Explorer, in the Address box, type
a case on which we can perform preservation and searches.
https://yourtenantdomain.sharepoint.com/sites/ediscovery,
Now, well go ahead and create an In-Place Hold not only on Sara
95. On the Legal Discovery Center page, click Create new case.
Daviss mailbox, but of those other types of locations I mentioned
96. On the New SharePoint Site page, in the Title box, type
where Project Falcon data might be stored. Under Identify and
Project Falcon.
Preserve, well click new item. On the page that comes up, we can
97. In the URL name box, type projectfalcon.
specify the mailboxes, SharePoint sites, document libraries, and file
98. Scroll down and review the remaining items on the page and
shares we want to include. For mailboxes, lets add Saras mailbox, the
then click Create.
Project Falcon Site Mailbox, and the distribution group for the project.
99. On the Identify and Preserve page, under Discovery Sets, click
With the new Lync, since instant message conversations are stored in
new item.
the new Exchange, theyll automatically be included when we add the
100.
On the Discovery Set page, in the Discovery Set
desired mailboxes. Well also add the SharePoint document library
Name box, type Project Falcon.
and team site for Project Falcon. Now well enter the term Falcon in
101.
Click Add & Manage Sources.
62

Speaker Script
the free-text filter box, to scope the data set just to those items in the
mailboxes and sites related to Project Falcon. Well apply the filter,
and well begin to get some metrics on how much data across those
sources meet the criteria weve specified. Well select the In-Place
Hold option, click save, and were taken back to our Project Falcon
case home page. Our data set is now being held!
In-Place Hold user edits (Sara Davis)

Here we are back in Saras mailbox.
Now, not too long after she emailed her colleague about making
sure that our ROI numbers are too good to pass up, Sara realizes
that it may not have been the best idea to send an email implying
fraudulent activity about Project Falcon. Shes a bit nervous, so she
goes over to her Sent Items folder to find the worrisome email: Hey
Im pretty sure well get the Project Falcon funding were looking
for. I made sure of it with the calculations I included in my
spreadsheet, if you know what I mean. She might want to remove
those last two sentences. Now Sara will go ahead and save the email,
confident that shes saved herself from getting in trouble.
Sara then proceeds to the Project Falcon team site and edits the
actual Excel spreadsheet to reflect a more realistic return on

Steps
102.
In the Mailboxes box, add the following user alias
(one per box):
SaraD
AlexD
KatieJ
ProjectFalcon1
103.
For each mailbox, click Check Mailbox and verify that
the mailbox name is resolved.
104.
In the Locations box, type the following URL:
https://yourtenantdomain.sharepoint.com/sites
/contoso/Departments/sm/projectfalcon
105.
Click Check Location.
106.
Click OK.
107.
In the Filter box, type Falcon.
108.
Click Apply Filter.
109.
Under In-Place Hold, click Enable In-Place Hold.
110.
Click Save.
111.
112.
113.
Switch to Outlook and Sara Davis Inbox.

In the folder pane, click Sent Items.
Double-click New project coming.
114.
In the ribbon bar, click Actions
.
115.
In the menu, click Edit Message.
116.
Select the text I made sure of it with the calculations I
included in my spreadsheet, if you know what I mean and
then delete the selected text.
117.
In the Quick Access Toolbar, click Save
.
63

Speaker Script
investment for the project. She saves the document, confident that
editing the document will save her from trouble.
eDiscovery Center (Denis Dehenne)

Now we can proceed to our compliance officer Denis Dehenne,
whos been tasked with performing an internal audit of all Project
Falcon-related matters at Contoso. So lets move back to the Project
Falcon case home page and show you how the cross-product
discovery capabilities work in the new Office.
Under Search and Export he can select new and open a new
eDiscovery search. He could specify a new set of mailboxes,
document libraries, etc., but hell perform this search against the hold
he created earlier. Hell go ahead and specify particular terms on
which he wants to scope this audit, in this case project NEAR(20)
falcon. And then hell click search.

Steps
118.
Close the message.
119.
Switch to Internet Explorer.
120.
Press Ctrl + Shift + P to open a new browser in an
InPrivate session.
121.
In the Address box, type
https://yourtenantdomain.sharepoint.com/sites
/contoso/Departments/sm/projectfalcon and then press
Enter.
122.
Sign in as
SaraD@yourtenantdomain.onmicrosoft.com with a password
of pass@word1.
123.
Under Documents, click Project Falcon Budget.
124.
In the menu, click EDIT WORKBOOK and then click
Edit in Excel Web App.
125.
In cell E2, next to Partner Revenues, change the value
to 7,500,000, and then press Enter.
Notice the graph has updated.
126.
In the menu bar, click Project Falcon.
Wait for the document modification information to update.
127.
Close Internet Explorer.
[Denis Dehennes EAC and eDiscovery Portal]
128.
Switch to Internet Explorer and the Project Falcon
case site.
64

Speaker Script
The system will now go and search across emails and instant message
conversations in Exchange, documents stored in SharePoint, and file
shares, based on the sources and keywords specified. Its important
to note that this search includes IRM-protected emails, emails on
which the specified mailboxes were included in BCC or on distribution
groups, and any SharePoint items.

Steps
129.
Under Search and Export, under Queries, click new
item.
130.
On the New Query page, in the Name box, type
Project Falcon Audit.
131.
In the Query box, type project NEAR(20) falcon, and
then click Search.
And here we see the results. Our discovery search results provide us
with some metrics on how many items from the different types of
sources were discovered, and if we scroll down here, we can actually
see an item-level preview list of results. You can see in the Exchange
results tab there are a bunch results from searching Exchange, as well
as refiners to scope the results just to things like email, meetings,
contacts, tasks, notes, and Lync instant messages. We can hover over
any of the Exchange results, such as this email here, to get a peek, or
we can click on it and get a full preview using Outlook Web App.
This other tab shows the SharePoint results, including sites and
documents from SharePoint document libraries. We can similarly
refine the SharePoint results by document type, site, etc. And, we also
get peeks at the metadata and can open SharePoint sites in the
browser, or document results in the Microsoft Office client to see the
full document itself.
Its important to note that because of the In-Place hold that Denis put
on Sara Daviss mailbox and the other sources of data, these search
results contain not only the current versions of the emails and
documents, but any other versions modified along the way were held
as well once the in-place hold was enabled. This means we could
132.
Under Sources, review the number of items found in
the searched locations.
133.
Under Query Statistics, expand project NEAR(20)
falcon.
134.
Expand the sub items and review the items listed for
each query string.
135.
On the Exchange tab, review the list of discovered
items.
136.
Point to one of the emails to see the email peek.
137.
Click the email to open a preview in a new tab or
window.
138.
Close the tab.
65

Speaker Script
look through multiple iterations of the documents and sites we see
here in the SharePoint tab. This also means that, unfortunately for
Sara but luckily for Contoso, the Exchange search results contain
Saras original message that she edited, as well as the version she
modified. While Saras experience wasnt impacted by the in-place
hold, and she could delete and edit items like she was used to, the
preservation hold enabled Contoso to retain any data related to its
important project, for situations like this where they wanted to
perform an audit.
And speaking of providing search results, these In-Place eDiscovery
features of the new Office dont just make it much simpler for Denis
to find the right set of data, they also make it easy for him to wrap
that discovered data up as a set and export as a package. This makes
it easy for Denis to provide the relevant data to Contosos internal
auditors in this case.

Steps
139.
Click the SharePoint tab and review the list of
discovered items.
140.
Under File Extension, point to the filter options.
141.
Point to Project Falcon Budget spreadsheet to view
the object peek.
142.
Click Project Falcon Budget.
143.
At the bottom of Internet Explorer, click Open.
144.
Close Microsoft Excel.
145.
Switch to Internet Explorer and the Project Falcon
Audit.
146.
Click the Exchange tab.
147.
Point to the two New Project coming emails found in
Sara Davis mailbox.
To do this, Denis presses this export button here, which takes him to
a page where he can make some selections about how to export the
data. For example, he can remove duplicate items, or remove all IRM
protection from items, depending on the requirements for his search
results. Hell keep the defaults, and press export. Denis can specify
where to save the data set, and get the export started.
And this concludes our demonstration on how the new Exchange is
designed to help keep your organization safe. Youve seen some
real-life examples of how new features supporting Data Loss
Prevention, Archiving, In-Place Hold and eDiscovery can dramatically
simplify what can otherwise be extremely time consuming and costly
66

Speaker Script

Steps
processes for companies like Contoso.

148.
At the bottom of the New Query page, click Export.
149.
On the Export page, select the Remove duplicate
Exchange content check box.
150.
Review the remaining options and then click OK.
151.
Under Export Downloads, click Download Results.
The Download Results link will download all content
associated with the search as well as the report files.
152.
In the Application Run dialog box, click Run.
153.
In the Discovery Download Manager window, click
Browse.
154.
In the Browse For Folder window, expand click My
Documents, and then click OK.
155.
In the Discovery Download Manager, click OK.
The download may take five to seven minutes.
156.
When the download completes, click the Export
Location link.
157.
Review the reports that have been downloaded.
67

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Enterprise Demo Guide

Last Update: February 19, 2013

Move to the cloud on your terms with flexible migration options.

Microsoft Exchange Demo Guide

Office 365 E3 trial tenant.

Tenant administrator account username and password.

The new Microsoft Office Outlook.

Internet connection for tenant provisioning and demonstration.

Windows 8 demonstration host computer.

Prepare your Office 365 tenant demo environment

Microsoft Exchange Demo Guide

2. On the demo computer, create an Outlook profile for Sara Davis

g. If prompted, in the Microsoft Outlook dialog box, click Allow.

In the Mail window, click Prompt for a profile to be used.

3. Configure Sara Davis Inbox.

Microsoft Exchange Demo Guide

Add shared calendars to Sara Davis mailbox.

g. In the bottom navigation, click Mail.

4. Turn off Pop-up Blocker in Internet Explorer 10.

Microsoft Exchange Demo Guide

6. Create cached history. Cached searches will be referenced in the demonstration.

Click new email.

g. In the To box, type All Employees and then press Tab.

Type AnneW and then press Tab.

Type AllieB and then press Tab.

k. Type AlexD and then press Tab.

m. In the top navigation, click Calendar.

In the Subject box, type Test 2.

Microsoft Exchange Demo Guide

u. Click the first location found and then click OK.

Demo 1: Remain in Control, Online and On-premises

Microsoft Exchange Demo Guide

Demo 1: Remain in Control, Online and On-premises

Demo 1: Remain in Control, Online and On-premises

Microsoft Exchange Demo Guide

Before you Begin

Exchange Deployment Assistant

Demo 1: Remain in Control, Online and On-premises

Microsoft Exchange Demo Guide

In this demonstration, well look at some of the Management and

Exchange Deployment Assistant

The new Exchange provides not only a set of robust management

3. Click Hybrid (On-Premises +Cloud)

[Demoer can tailor this to customer if possible]

Demo 1: Remain in Control, Online and On-premises

Microsoft Exchange Demo Guide

have a comprehensive deployment assistant wed be able to use to

Exchange Administration Center (EAC)

interface is contextual and informative while providing rich and

1. Open Internet Explorer.

Demo 1: Remain in Control, Online and On-premises

Microsoft Exchange Demo Guide

mailboxes, distribution groups, resources, etc. In particular, the

7. In the list of users, click Alex Darrow.

see a users Unified Messaging mailbox configuration.

9. In the details pane, under Phone and Voice Features, under

Demo 1: Remain in Control, Online and On-premises

Microsoft Exchange Demo Guide

Now, when we showed the Exchange Deployment Assistant, we