1. SPC2012 – IT-Pro
11/14/2018
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

2. Overview of ECM for teams with Site Mailboxes
SPC Developer
11/14/2018
SPC173
Overview of ECM for teams with Site Mailboxes
Alfons Staerk
Program Manager, Exchange
Adam
Program Manager, SharePoint
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

3. Demo
Alfons the IW needs a place for his team to work on a presentation!

4. The Talk Today - Agenda
Context: Enterprise content management (ECM) in SharePoint 2013
Context: A tour of how teams collaborate in SharePoint
Site Mailboxes in depth
Architecture of Exchange and SharePoint for suite scenarios
Lifecycle and policy of sites and mailboxes
Getting started with Site Mailboxes

5. ECM and Team Sites Overview

6. Exchange and SharePoint
Welcome to the world of suite-wide scenarios!

7. Enterprise Content Management
Create
Control
Protect
Create and organize content easily with the help of relevant discovered information
Manage content policy, information architecture and taxonomy
Reduce risk and manage compliance with centralized eDiscovery tools
Personal
Team
Organization

8. Demo
The Team Site in SharePoint

9. Site Mailboxes in Depth

10. Team Sites and Site Mailboxes
Tech Ready 15
11/14/2018
Team Sites and Site Mailboxes
“When I create a SharePoint site with a Site Mailbox the tools I need are automatically provisioned for me and my team!”
Team Spaces for collaboration
Sites for small teams working on projects now simple to create, share, and follow
All of the project together in a single site shared with the team: feed, documents, messages, schedules, tasks, notes, video
Teams stay more connected with feeds
Access from your phone, Surface, iPad, and PC
Site Mailboxes add easy filing and sharing for s and documents
Project mail and documents together in Outlook and SharePoint
Managed together from SharePoint site on a single retention schedule
eDiscovery and hold for all project content, including mail
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

11. Demo
Site Mailboxes in action – Let’s get to the details!

12. Integrated Views and Access for Users
IW Views
Site Mailbox
Outlook
SharePoint
Membership
Management
Shared Storage
Owners
Members
Provisioning
Lifecycle
Exchange Site Mailbox
SharePoint Site

13. Data Storage and Access for Documents
2. Outlook passes URL of doc to right client app.
3. Office Doc Cache takes URL and checks if a offline copy exists or whether to connect to server.
1. User double clicks on doc in Outlook.
4. Doc is opened. Client application works directly against SharePoint doc. App never realizes doc was opened via Site Mailbox link.
Synced
offline
Recently
Cached
On Server
Key Takeaways:
Exchange and Outlook store links to SharePoint docs, not docs themselves.
Office Document Cache ensures seamless sync and access, regardless of how doc was opened.

14. Site Mailboxes Lifecycle

15. Site Mailbox Lifecycle Management
Creation
Dramatically simple shared space creation
Integrated with SharePoint Sites Hub
Active Use
Team is working on project
Actively contributing content
Accessible through Outlook and SharePoint
Closure
Project is closed
Content is kept for referencing (“archive” state)
Accessible through SharePoint only
Deletion
Content is being deleted from Exchange and SharePoint stores
Lifecycle of a Site Mailbox is controlled through SharePoint policy
The scope of the policy is the SharePoint site and Site Mailbox (=project), not the individual item ( , doc)
The closed state represents in-place archiving for the project

16. Demo
Site Mailboxes: Creation and Management

17. Ways to provision a Site Mailbox
Out of the box – from SharePoint site
Users create a new site, ensure that it has members and owners
Site owner installs Site Mailbox app (the Site Mailbox app can also be found in SharePoint apps)
Any user who clicks on the app will kick off provisioning of the Site Mailbox
Customized self service provisioning from Outlook
Outlook can be pointed to a URL that points to the generic self-service provisioning page for sites or a customized page that also installs the site mailbox app
Creating Site Mailbox with provisioning systems
Automated provisioning systems can create the SharePoint site and install the Site Mailbox app
After that they will create a new Site Mailbox and link it to the SharePoint site

18. So how do you get started with Site Mailboxes?

19. Getting Started: Deployment Guidance
Office 365 – easiest experience
For new tenants Exchange and SharePoint are already configured for Site Mailboxes
Creating a SharePoint site and installing the Site Mailbox app is all customers need to do
On premise upgrade strategy
Upgrade SharePoint farm and Exchange servers that host Site Mailboxes
SharePoint 2013 for sites, Exchange 2013 to host Site Mailboxes
Deploy SharePoint user profile synch and set up Oauth trust between SharePoint and Exchange and configure Site Mailboxes
Users can access Site Mailbox content through the SharePoint site
Upgrade user mailboxes to Exchange 2013 and roll-out Outlook 2013
User mailboxes on Exchange 2013, Outlook Professional Plus 2013
Users get access to Site Mailbox through the Outlook client

20. Thank You!

21. MySPC
Evaluate this session now on MySPC using your laptop or mobile device:

22. 11/14/ :22 AM
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
© 2010 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

23. Other Interesting Reference Slides

24. Fitting into the larger Exchange picture
Tech Ready 15
11/14/2018
Fitting into the larger Exchange picture
Working towards a shared outcome/purpose
Working together on shared deliverables
Need to get all the tools we need to be successful
Working together as a team
Team appears as virtual identity (eg
Working on shared queue of incoming requests
Answering as the virtual identity, not the individual
Working on behalf of a virtual entity
History of public conversations
Accessible to everyone
Discoverable/searchable for everyone
Not in the inbox
Public, unobtrusive conversations
Delivering information into the inboxes of a group of people
Direct communications with a group
Site Mailboxes
Shared Mailboxes
Public Folders
Distribution Lists
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

25. Useful links Site Mailbox overview
Automating Site Mailbox provisioning
Setting up on-premise Site Mailboxes

26. Overview of Exchange Cmdlets
Site mailbox provisioning (get/set/new/remove)
Set-Sit boxProvisioningPolicy
Set-OrganizationConfig –Sit boxCreationURL
Set-MailboxDatabase –IsExcludedFromProvisioning:$true
New-Sit box –DisplayName –SharePointUrl
Test Oauth
Test-Sit box –sharepointurl –UseAppTokenOnly
Test-Sit box –sharepointurl –RequestorIdentity
Get sync status
Get-Sit boxDiagnostics –BypassOwnerCheck
Update-Sit box – BypassOwnerCheck
Link/unlink
Set-Sit box -SharePointUrl $null
Set-Sit box -SharePointUrl
Remove site mailboxes that are marked for deletion
Get-Mailbox MDEL:* | Remov box

27. Ways to provision a Site Mailbox
Out of the box – from SharePoint site
Users create a new site, ensure that it has members and owners
Site owner installs Site Mailbox app (the Site Mailbox app can also be found in SharePoint apps)
Any user who clicks on the app will kick off provisioning of the Site Mailbox
Customized self service provisioning from Outlook
Outlook can be pointed to a URL that points to the generic self-service provisioning page (…/_layouts/15/SelfServiceCreate.aspx?Context=Site) for sites or a customized page that also installs the site mailbox app Set/Get-OrganizationConfig –Sit boxCreationURL “
Creating SMs with provisioning systems
Automated provisioning systems can create the SharePoint site and install the Site Mailbox app
After that they will create a new Site Mailbox and link it to the SharePoint site New-Sit box –DisplayName “Matter CS85001“ –SharePointUrl "

28. Site Mailbox provisioning
Tech Ready 15
11/14/2018
Site Mailbox provisioning
SharePoint
Exchange/ECP
Outlook
Get ECP endpoints for target mbx
EWS, as SP app principle
Open ECP user session for provisioning flow (URL and site name provided with URL)
Launch provisioning UI
Check whether SM app is installed on site
REST, as EX app principle
Verify pre-requisites
Get SP URL, check whether there is already a SM set
REST, as EX app principle
Set original SP URL, SM address in site property bag
REST, as EX app principle
Write back configuration information
Complete provisioning
Oauth as app principal
Oauth on behalf of user
User session
Redirect back to SharePoint site
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

29. Document and membership synch
Tech Ready 15
11/14/2018
Document and membership synch
SharePoint
Exchange
Outlook
Get doc list changes since last synch
REST, as EX app principle
Update doc metadata
(author, date, size, checked out)
Document
sync
Get default owner group members
REST, as EX app principle
Add to EX’s SM owner list
Get default member group members
Add to EX’s SM member list
Member
sync
Oauth as app principal
Oauth on behalf of user
User session
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

30. Document publish/delete
Tech Ready 15
11/14/2018
Document publish/delete
SharePoint
Exchange
Outlook
Upload/delete document
Publish/delete document
CSOM, on behalf of user
Get doc list changes since last synch
REST, as EX app principle
Update doc metadata (author, date, size, checked out)
Oauth as app principal
Oauth on behalf of user
User session
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

31. Showing Site Mailboxes in Outlook
Site mailboxes are shown in Outlook if
The user’s personal mailbox is on Exchange 2013 and he is using Outlook 2013
User is in the SharePoint site’s default owner or member group as a individual user (not through a security group)
The user’s personal mbx is on the same premise as the site mailbox
The user hasn’t exceeded the limit of 10 site mailboxes pinned to Outlook
Site mailboxes can be unpinned (closed) and re-pinned from Outlook

32. End User Diagnostics
End user can open site ‘mailbox properties’ from their Outlook client to
View who has been synced to the member and owner list of the site mailbox
See when the last sync has happened and whether it was successful
Start a manual document and membership sync if required
Send diagnostics logs to their account
End users can switch to the folder view in Outlook to get to see details about previous sync issues
End users will get a NDR message if publishing to the SharePoint document library should fail

33. Site Mailboxes pre-reqs (on-prem)
SharePoint 2013 pre-reqs
User profile synchronization configured for farm
SSL enabled web application
Exchange 2013 pre-reqs
AutoD setup
Proper RBAC roles to access and manage Site Mailboxes
Mapping
A SharePoint farm points to exactly one Exchange forest where Site Mailboxes will be provisioned
Multiple SharePoint farms can point to the same Exchange forest
The SharePoint farm must point to a server that is on Exchange 2013

34. Provisioning script will (on-prem)
SharePoint
Install Exchange Web Services API to Global Assembly Cache (GAC)
Establish Oauth trust with Exchange
Grant permissions to Exchange server app principal
Enable Site Mailbox feature on SharePoint farm
Set Exchange target domain (either AutoD for arbitration mbx or a specific mbx – needs to be on Exchange 2013 server)
Exchange
Create partner app for SharePoint
Establish Oauth trust with SharePoint
Grant permissions to SharePoint server app principal

35. Which documents are synced from SharePoint?
Tech Ready 15
11/14/2018
Which documents are synced from SharePoint?
Site owners can control which libraries are synced to the site mailbox
Only lists of type ‘document library’ are synced
Only document libraries that are pinned to the Quick Launch menu of the SharePoint site are synced
Watch out for:
Asset libraries
Document libraries with required metadata, required check in, required records
Individuals can sync site documents Sync with to gain offline access to the documents
Users need to click the Sync button on a document library in any SharePoint site if they want offline access to the document content
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

36. Which document properties are synced?
Properties that are synched from SharePoint:
Subject: SharePoint file name
From: SharePoint last modified by
LastModifiedBy: SharePoint last modified by
ReceiveTime: SharePoint last modified time
Document size: SharePoint document size
Checked out to (new): SharePoint checked out to

37. Which members are synced from SharePoint?
Site owners can control which users should get access to the site mailbox through Outlook
Only individual users (no security groups) in the default owner/member group of the SharePoint site will be synced
This is true of both sites with unique permissions and of sites with inherited permissions
Only users who have a Exchange mailbox in the org will be synced

38. Triggers for Synchronization
Tech Ready 15
11/14/2018
Triggers for Synchronization
Provisioning UI or Cmdlet (Doc+ Membership)
Triggers initial doc and membership sync
Will retry for 1 min
Successful sync will add Site Mailbox to mbx table
Cmdlet also tries to logon to Site Mailbox directly to get it into mbx table
Mailbox assistant (D + M)
Syncs docs and members every 6 hrs
Scoped to active Site Mailboxes who are in the mbx table
Will retry on next sync if failed
Sync now button or Update-SM Cmdlet (D + M)
User driven, triggers immediate sync
Update-Sit box  project1 -BypassOwnerCheck
Site Mailbox is open in Outlook/SM app (D + M)
If one or more users has Site Mailbox open in Outlook or the Site Mailbox app, sync will be triggered every 15 mins
Publish doc via Outlook (Document only)
Triggers sync after publish
OWA logon denied (Membership only)
Access denied from Site Mailbox app will trigger membership sync
Subsequent retry should work if the user is on the site’s default owners or default members group 
© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.