Planning for Large Mailboxes with Exchange.docx

Planning for Large Mailboxes with Exchange.docx

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PlanningforLargeMailboxeswithExchange

WhitePaper:

PlanningforLargeMailboxeswithExchange2007

TopicLastModified:

2009-01-22

TomDiNardo,SeniorTechnicalWriter,MicrosoftExchangeServer

July2008

 Summary

ThiswhitepaperprovidesanoverviewofthebenefitsofdeployinglargemailboxeswithMicrosoftExchange Server 2007. Italsoprovides planningguidancetohelpyousuccessfullyimplementthedeploymentoflargemailboxes.

Note:

Toprintthiswhitepaper,clickPrinterFriendlyVersionintheWebbrowser.

 Appliesto:

Microsoft Exchange Server 2007

TableofContents

∙Introduction

∙BenefitsofLargeMailboxes

∙BenefitsforUsers

∙BenefitsforAdministrators

∙LeveragingExchange2007FeaturestoAddressChallenges

∙PerformanceandScalability

∙StorageConsiderationsforMaximumMailboxSize

∙OutlookOnlineModevs.CachedMode

∙ClientUsabilityandMailboxManagement

∙ClientThrottling

∙RapidDisasterRecoverywithLargeDatabasesandMultipleDatabases

∙OperationsManagement

∙Conclusion

∙AdditionalInformation

 Introduction

Thevolumeofe-mailthatusersreceiveonadailybasiscontinuestoincrease.Concurrentwiththisincreaseinthenumberofe-mailmessagesthatusersreceive,thesizeoftheaveragee-mailmessagealsocontinuestoincrease.Withtheincreaseinboththesizeandnumberofe-mailmessagesthatusersreceive,theamountoftimethatknowledgeworkersmustspendmanagingthisincreasingamountofe-mailissignificant.Asusersspendmoretimetryingtokeeptheirmailboxorganized,theiroverallproductivityisreduced.Additionally,becauseusersareforcedtospendthistimemanaginge-mailtostayunderlowquotas,theseusersbecomeincreasinglyfrustratedwiththeinabilityoftheirInformationTechnology（IT）departmentswithintheirorganizationstooffermailboxsizesthatmatchorexceedthemailboxsizesofferedbytheprovidersoftheirpersonale-mailaccounts.Thisuserfrustrationcanposeasignificantthreattocorporateintellectualproperty,aswellasregulatorycompliance,ifusersmovetheircorporatee-mailtoonlineweb-basede-mailastheirprimarybusinesse-mail（whichhasgreaterthan1gigabytemailboxlimits）.

EarlierversionsofExchangedidnotscalewellenough,atalowenoughcostpermailbox（becauseofexpensivehardwareandrecoveryoptions）toallowITadministratorstheabilitytomatchtheeverincreasingmailboxsizesofpersonale-mailaccounts.Exchange 2007offersdramaticperformanceandscalabilityimprovementswhencomparedtopriorversionsof Exchange.Longrecoverytimeshavebeenasignificantimpedimenttotheadoptionoflargermailboxsizes.Theintroductionofclustercontinuousreplication（CCR）offerstheabilitytorapidlyrecoverfromoutagesatalowcost.TheseperformanceandrapidrecoveryimprovementsenableITdepartmentstodeploylargemailboxeseasilyandatalowcost.Increasedmailboxsizesimproveend-userproductivityandsatisfaction,reduceITadministrativecosts,improvesecurity,andhelpmeetbusinessandregulatorycompliancerequirements.

Note:

Thephraselargemailboxcanmeandifferentthingstodifferentpeople.Inthiswhitepaper,largemailboxesaredefinedasbeinglargerthan1gigabyte（GB）intotalsize.

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 BenefitsofLargeMailboxes

DeployinglargemailboxeswithExchange 2007offerssignificantbenefitsforboththeenduserandtheITadministrator.

BenefitsforUsers

WhenyoudeploylargemailboxeswithExchange 2007,inmostcasesuserscanhaveaccesstoayearormoreoftheire-mail,voicemail,andfaxmessagesnativelyfromeitherMicrosoft Office Outlook 2007 ServicePack1（SP1）ortheversionofOutlook Web AccessthatisincludedwithExchange 2007.ConsiderthefollowingbenefitsthatuserscanleveragebymaintainingmailintheirExchange mailbox:

∙ImprovedaccesstoExchangeinformationfromanywhereandfromanydevice   Byretainingmailintheuser'smailbox,aseamlessexperiencecanbemaintainedforaccessingdatathatwouldpreviouslyhavebeenmovedto.pstfiles,archivedviaathird-partyarchivingsolution,ordeletedtostayunderastoragequota.ByretainingthisdatainExchange,userscanleverageWindows Mobilepowereddevices,Outlook 2007,andOutlook Web Accesstoeasilyaccessandactonthisdatafromanywhere.

∙Improvedsearch   TherehavebeensignificantimprovementstothesearchfunctionalityofferedwithExchange 2007andOutlook 2007.Additionally,userswithWindowsMobile6devicesnowhavetheabilitytosearchtheirentiremailbox.Userswhomustsearchin.pstfilearchivesandthird-partyarchivingsolutionsmustperformthesamesearchmultipletimes. AlthoughWindowsDesktopSearchworkswelltoimprovesearchcapabilityon.pstfiles,thisisonlyusefulatauser'sprimaryworkstation.Byretainingmoremailinauser'sinbox,theimprovementsincontentindexingandsearchwithExchange 2007 canbeleveragedbyanyclient,makingrapiddiscoveryofuserinformationpossible.

∙Reducedmailboxmanagement   Byallowinguserstohavelargemailboxes,theyareabletospendlesstimemanagingtheirmailboxestocleanupolditems.

∙Increasedproductivityforremoteworkers   HavingExchange-basedaccesstomoree-maildataallowsremoteworkerstosecurelyaccesstheirExchange datafromInternetkiosks,computersatremoteclientlocations,theirWindowsMobile6devices,andfromhome.Whene-maildataisstoredinasecurelocation（Exchange）andisaccessedinasecurefashion（Outlook Web Access,OutlookAnywhere,andWindowsMobile）,securityrisksinherentinstoringinformationinnon-ITmanagedlocationsare reduced.

∙Eliminated.pstfiles   Fromanend-userperspective,theabilitytolivewithout.pstfilesoffersasignificantincreaseintheusabilityofthee-mailsystem.Usersnolongerneedtoconcernthemselveswithhavingtoregularlypurgee-mailfromtheirmailboxestostayunderlowstoragequotalimits.Thereisnolongertheriskthatcriticale-mailstoredina.pstfilewillbelostduetocorruptionofthe.pstfileoradiskfailure.Eliminationof.pstfilesalsoensuresthatclientperformanceissuesduetoaccessing.pstfilesoverthenetworkareremoved.Travelingworkerswillnolongerbeunabletoretrieveacriticale-mailfroma.pstfilethatisstoredontheirdesktops.Additionally,travelingworkersnolongerneedtoworryaboute-maildatalossiftheirportablecomputerislostorstolen.

∙Eliminatedthird-partyarchivingstubfiles   Theprimaryend-userbenefitofeliminatingstubfileswhenusingthird-partyarchivingsolutionsisprovidingaconsistentmailboxexperiencefrommultipleclients（includingWindowsMobile）.Thedeploymentandmanagementofadditionalthird-partyOutlook add-insarerequiredtomaketheuseofstubsolutionsworkwithOutlook.Although somesolutionsofferaccesstothearchivethroughOutlook Web Access,noneofthosesolutionsofferWindowsMobiledeviceaccess. Inmostcases,stubfileitemsizeisfrom10to15kilobytes（KB）.Theamountofusabledatacontainedinastubfileofthatsizeisminimal, usuallyafewparagraphsorless.Someofthearchivalsolutionprovidersrecommendastubfilesizefrom1to2KB,whichonlycontainsthemessageheaderinformation.Ifyouareretainingafewmonthsofstubfiles,thenumberofsearchhitstoreviewthemisrelativelylow. Therefore, locatingthedesiredmessagewithouthavingtomaketoomanysearchesthrough thearchiveisrealistic.However,ifseveralhundredthousandmessagesareretained,theprobabilityofsuccessfullylocatinga specificmessageischallengingwhenyoudo nothaveasignificantportionofthemessagebodyavailable.Asaresult,usersprobablyneedtogotothearchivemultipletimesand retrievemanymessagestofindthedesiredmessage.Third-partyarchivingsolutionssolvetheproblemofsupportingmailboxesthatcannotbeboundbysizelimitsandregulatorycompliancerequirementsforarchivalofalle-mailtraffic.However,whendeployed,thesesolutionsshouldbeconfiguredtomovethee-mailcontentoutofthemailboxwithoutretainingstubfilesinthemailbox.

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BenefitsforAdministrators

BydesigninganenvironmenttosupportlargemailboxeswithExchange 2007,administratorstakestepstoreducecostsandimproveITdepartmentagility.DeployinglargemailboxeswithExchange 2007offersthefollowingbenefitstoadministrators:

∙PositionsITforhighavailabilityandrapidrecovery   HighavailabilityanddisasterrecoveryhavebeencomplexareasinearlierversionsofExchange.TheExchange 2007 CCRfeatureeasilyallowsadministratorstoofferahighavailabilitysolutiontotheirorganizationwhilealsomovingawayfromtimeconsumingandcomplexrecoveryprocedures.CCRoffersasynchronousreplicationofabackupcopyoftheproductiondatathatcanberapidlyenabledshouldafailureoftheproductionserveroccur.WhenCCRisdeployed,standardrecoverytimesasfastastwominutesarenowpossible.

∙PositionsITtoreduceoreliminate.pstusage   Because.pstfilesarenotgenerallymanagedbyITpros,thesefilesarelocatedultimatelyonknowledgeworkersportablecomputers,desktops,orfileshares;oreveninpublicfolders.The.pstfilescanbecomeasignificantburdentoorganizationsbyimpactingserverandnetworkperformance,reducingusability,andincreasingsupportcosts.Generally,.pstfilesarenotbackedup,therebyincreasingtheriskofdataloss.Microsoftdoesnotsupportaccessto.pstfilesovernetworks.Alargepercentageofknowledgeworkerperformanceissuesinvolveaccessing.pstfilesstoredonfilesservers.Additionally,because.pstfilesareinherentlyportable,theyposeadatasecurityris