Joe Hoegler

Kraft Kennedy

Exchange 2016 Upgrade Scenarios

August 17, 2017

#ILTAG131

INTRODUCTION

JOE HOEGLER

– Practice Group Leader, Infrastructure &

Enterprise Systems at Kraft Kennedy

– Microsoft Certified Master | Exchange

2010

– Microsoft Certified Master | Office 365:

Exchange Online

– Microsoft Certified Solutions Master:

Messaging

– Advised over 120 law firm clients totaling

over 120,000 users on recent Exchange

projects, including almost 50% of Am

Law 20

– Exchange TAP participant since 2011

– Frequent ILTACON, ILTA Roadshow, and

ILTA webinar speaker

SESSION AGENDA

• Current Law Firm Messaging System Landscape

• Exchange 2016 Architecture and Design Considerations

• Exchange 2016 Compelling Reasons for Law Firms

• Exchange Online Migration Options

• Law Firm Concerns

• ILTA Member Panel Discussion

MICROSOFT’S CORPORATE VISION

• According to Satya Nadella, Microsoft’s vision is to be

mobile-first, cloud-first

• These inter-dependent and inter-enabling components drive

innovation at Microsoft

• As of 2016 server platforms, products are developed and

validated in the Microsoft Cloud at scale then packaged for

on-premises use

ONGOING RELEASE CADENCE

CURRENT LAW FIRM MESSAGING SYSTEM

LANDSCAPE

MESSAGING SYSTEMS – 2016 ILTA SURVEY

7

MESSAGING SYSTEMS – 2016 ILTA SURVEY

8

EXCHANGE 2010 TODAY?

• You must upgrade to:

– Exchange 2016

– Exchange 2013

– Exchange Online

– Gmail, Notes, GroupWise, cc:Mail

9

EXCHANGE 2016 DESIGN CONSIDERATIONS

EXCHANGE 2016 ARCHITECTURE

11

EXCHANGE 2016 SUPPORTED PLATFORMS

• Operating System

– Windows 2012, Windows 2012 R2, and Windows 2016

• Exchange

– Coexistence with Exchange 2010 SP3 RU11 and/or Exchange 2013 CU10 or later only

• Outlook

– Outlook 2010 SP2 (with hotfixes), Outlook 2013 SP1 (with hotfix), or Outlook 2016

– RPC/HTTPS and MAPI/HTTP supported

• Active Directory

– Minimum: Windows 2008 R2 domain/forest functional level as of Exchange 2016 CU3 and later

– Recommended: Windows 2012 R2 or Windows 2016 domain/forest functional level

• Deprecated

– Outlook 2007, Entourage 2008 Web Services

– MAPI/CDO (yes, it’s dead…)

• Note supportability about reintroducing legacy Exchange versions

12

MICROSOFT PREFERRED ARCHITECTURE

• Single namespace, unbound model

• Layer 4 load balancing without affinity/persistence

• Physical server deployment– 2U commodity servers

• 4 database copies, 2 in each of 2 data centers– 1 copy lagged by 7 days

• JBOD storage

• Exchange Native Protection

• No dedicated replication networks

• Witness in third data center

• ReFS volumes with BitLocker encryption

13

PLANNING IS KEY

• High Availability and Site Resiliency

• Virtual vs. Physical Deployment

• Sizing – Compute, Network, Storage

• Server Topology and Specifications

• Namespace Planning

• Load Balancing

• Coexistence and Migration

• Decommissioning

14

DESIGNING EXCHANGE 2016

• Understand design requirements for high availability, site resiliency, etc.

• Complete sizing calculations

– Need user message profile and average message size

– Determine required storage capacity

– Verify achievable IOPS from capacity match user load

– Verify Background Database Maintenance based on database copy count

– Determine megacycles and CPU count – don’t forget ActiveSync devices!!!

– Determine memory requirements

15

VIRTUALIZING EXCHANGE 2016

• Size for physical then virtualize

• CPU and RAM requirements significantly increased from Exchange 2010– Virtualization still provides benefits but need to understand cost vs. benefit

• Ensure accurate user message profile data before sizing– Do not assume either value – you will undersize or oversize

– Consider issues of oversizing when virtualizing

– Jetstress is critical to validate the design

• Virtualizing Exchange != server consolidation– Choose virtualization for availability/flexibility benefits

16

DESIGNING EXCHANGE ONLINE?

17

EXCHANGE 2016 COMPELLING REASONS FOR LAW FIRMS

TOP 5 EXCHANGE 2016/ONLINE FEATURES FOR LAW

FIRMS

1. In-Place Hold

2. In-Place eDiscovery

3. Data Loss Prevention

4. Search Enhancements

5. Document Collaboration

19

IN-PLACE HOLD

20

IN-PLACE EDISCOVERY

21

DATA LOSS PREVENTION

22

SEARCH ENHANCEMENTS

• Faster performance

• More accurate/complete results

• Search suggestions with “fuzzy”

matching, tailored to you

• Search refiners

23

DOCUMENT COLLABORATION

• Integrated with OneDrive for Business

– Send an attachment as a file or link

– Access anytime, anywhere and from any device

• Streamlined attachment view

– View attachments inline within a message

• Frictionless collaboration

– Edit attachments and reply in a single view

• Make attachments smarter

24

EXCHANGE ONLINE MIGRATION OPTIONS

MIGRATION OPTIONS

• Native Cutover or Staged

• Native Hybrid

• Third Party Tools

• Office 365 Import Service

26

NATIVE CUTOVER

• Cutover Migration

– Available for Exchange 2003 and above

– All mailboxes migrated to Exchange Online at once

– Maximum of 2,000 mailboxes but realistically under 200

mailboxes

– Leverages RPC/HTTPS (Outlook Anywhere) connectivity to on-

premises Exchange

– No access to public folders until migration of that data

27

NATIVE STAGED

• Staged Migration

– Available for Exchange 2003 and Exchange 2007

– Mailboxes migrated to Exchange Online over time

– Leverages a web-based management tool

– Mail forwarding used to facilitate coexistence between on-

premises Exchange and Exchange Online

– No access to on-premises public folders for migrated users

28

NATIVE HYBRID

• Available for Exchange 2010 and above

– Exchange 2007 with an additional hybrid server

• Most recommended option when possible

• Leverages remote mailbox move requests to Exchange Online

• Seamless coexistence between on-premises Exchange and Exchange

Online via hybrid coexistence

• Access to on-premises public folders available for migrated users

29

NATIVE HYBRID

30

On-premises environmentExchange 2016-based hybrid

deployment

Exchange 2013-based hybrid

deployment

Exchange 2010-based hybrid

deployment

Exchange 2016 Supported Not supported Not supported

Exchange 2013 Supported Supported Not supported

Exchange 2010 Supported Supported Supported

Exchange 2007 Not supported Supported Supported

HYBRID COEXISTENCE

• Rich coexistence between on-premises Exchange and Office 365

– Unified GAL, shared free/busy, secure mail flow between mailboxes in both environments

• Azure AD Connect facilitates unified GAL

• Exchange Federation facilitates shared free/busy, MailTips, search, etc.

• Receive/Send Connectors facilitate secure mail flow

• Technically separate from authentication (Password Sync vs. ADFS)

– Identity Federation vs. Exchange Federation

31

EXCHANGE FEDERATION

• Establishes trust between on-premises Exchange and Microsoft Federation Gateway

• Enables organization relationships between on-premises Exchange and Office 365 to facilitate rich coexistence

• Makes on-premises Exchange and Office 365 seem like a single Organization instead of separate

• Seamless user experience between platforms

• Office 365 has automatic implied trust with MFG– Exchange Federation creates trust for on-premises

32

THIRD PARTY TOOLS

• Generally unnecessary except for cross-platform or complex migrations

– Novell GroupWise

– Lotus Domino

– Multi-forest or multi-tenant

– Other hosted messaging systems

• Advanced filtering, auditing, reporting

• Common options: BitTitan MigrationWiz, Quest Software On Demand

Migration for Email

33

OFFICE 365 IMPORT SERVICE

• Import PSTs into Exchange Online, documents into SharePoint Online

• Network upload

– Free

– Upload to Azure depends on size, connectivity; ingestion from Azure to Office 365 is 1 GB/hour

• Drive shipping

– $2 USD/GB ($2,000 USD/TB)

– Upon receipt of drive, processed in 1 business day then similar speed to network upload

34

LAW FIRM CONCERNS

WHICH ONE?

36

COMMON OBSTACLES

• Data sovereignty and geographic data locality

– U.S. Government vs. Microsoft re: Ireland data center – Microsoft

won!

• Data privacy and control

– U.S. Government / Microsoft access, control options with BYOD

• Client requirements and/or compliance regulations

37

COMMON OBSTACLES

• Service availability (99.9% for Exchange Online)

• Costs

– Costs may be higher for firms that have longer upgrade cycles

• General fear and uncertainty

– “The Internet is scary!” – Unnamed legal client in Houston, TX

38

ACCESS TO DATA

39

WHERE IS MY DATA?

40

OFFICE 365 UPTIME

41

ILTA MEMBER PANEL DISCUSSION

SPEAKERS

Joe Hoegler

Practice Group Leader

Kraft Kennedy

Chris Vitale

Director of Information

Technology

Holwell Schuster &

Goldberg, LLP

Janet Anderson

IT Project Manager and

Database Administrator

McKool Smith PC

AmLaw 15 Firm Based in

Los Angeles, CA with

Approximately 3,000

Users

QUESTION #1 • Why did you pick Exchange 2016

or Exchange Online?

QUESTION #2 • What is your firm’s position on

the security risks of Exchange

Online, especially blind

subpoena?

QUESTION #3 • What was the biggest benefit

accrued as a result of your

migration?

QUESTION #4 • What was the biggest issue you

encountered before or during

your migration?

QUESTION #5 • What is one thing you wish you

had known prior to beginning

and completing your migration?

THANK YOU!