Michael Van Horenbeeck - PowerPoint Presentation

Michael Van Horenbeeck
Michael Van Horenbeeck

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Technology Consultant Xylos Exchange Online Archiving notes from the field EDC301 Agenda Introduction to Exchange Online Archiving Provisioning process Working with archives Challenges Troubleshooting ID: 526271 Download Presentation

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Slide1
Slide2

Michael Van HorenbeeckTechnology ConsultantXylos

Exchange Online Archiving:notes from the field

EDC301Slide3

Agenda

Introduction to Exchange Online ArchivingProvisioning processWorking with archivesChallenges

TroubleshootingSlide4

Introduction

What is Exchange Online Archiving?Slide5

Exchange Online Archiving primer (EOA)

Archive mailbox hosted in Office 365 EXOVirtually no difference in how on-premises archive works vs. cloud archive

Not the same as Exchange Hosted Archives (EHA ┼)

Exchange Hosted Archives tied in with Forefront Online Protection for Exchange (FOPE)

EOA is

not

journaling

Primary user’s mailbox can still be stored on-premises

Hybrid functionalitySlide6

Hybrid EOA ArchitectureSlide7

Requirements

Exchange 2010 SP2+ or Exchange 2013 on-premisesDirSyncPlays an important role in the provisioning process

(Partial) Hybrid Deployment*

Hybrid deployment empowers remote mailbox/archive moves

* Mail flow not needed per-se. Recommendation is to setup full hybrid anyway (little extra effort)Slide8

Why [Hybrid] Online Archiving?

Ideal for well-connected environmentsNo on-premises storage required for archivesPotential money saver

Leverage hybrid deployments

Works pretty much the same way as on-premises archives

Leverage existing retention policies & tagsSlide9

Provisioning

A closer look at the process behind the creation of an online archiveSlide10

High Level Provisioning Process

Multi-step process:

User

Mailbox

Enable

‘remote’

Archive

DirSync

Create

Exchange

Archive

DirSync

Activate

User

ArchiveSlide11

State prior to provisioning archive:

On-premises mailbox:

Cloud mail-enabled

user:Slide12

Step 1 - Activating the Online Archive

Through Exchange Admin Center:Or via PowerShell:

Enable-Mailbox –Identity

UserA

RemoteArchive

ArchiveDomain

tenant.mail.onmicrosoft.comSlide13

What happens in this step?

On-premises user object gets a few new attributes:msExchArchiveGuid

msExchArchiveName

msExchElcMailboxFlags

msExchRemoteRecipientTypeSlide14

State after enabling the remote archive

On-premises mailbox:

Cloud mail-enabled user:

Because

DirSync

hasn’t run yet, Office 365 EXO has no way of knowing an on-premises attribute has changed.Slide15

Step 2 – Directory Synchronization

Either wait for Directory Synchronization to happen automatically (default every 3 hours)Alternatively, force a synchronization:

Start-

OnlineCoexistenceSyncSlide16

What happens in this step?

DirSync synchronizes the attributes that were added earlier to the MEU in Windows Azure AD:Slide17

State of the mailbox/MEU after DirSync

On-premises mailbox:

Cloud mail-enabled user:

Archive is now enabled in Office 365. On-premises Exchange, however, doesn’t ‘know’ this yet…Slide18

Step 3 – Directory Synchronization (2)

Just like in Step 2, wait for synchronization to happen automatically or force a synchronization with PowerShell.‘Export’ to on-premises AD is important step here:Slide19

What happens in this step?

DirSync gets the updated msExchArchiveStatus attribute for the user and exports (writes) it to local Active Directory:Slide20

State of the mailbox/MEU after DirSync (2)

On-premises mailbox:

Cloud mail-enabled user:

Archive is now active, both in Office 365 as on-premises.Slide21

Archives in Outlook and OWASlide22

Archives in Outlook

Added as a ‘secondary’ mailbox through Autodiscover.Initial

Autodiscover

performed against the on-premises Exchange environment

Based on

Autodiscover

results,

s

econd

Autodiscover

request to Exchange Online for connection info.

No different from on-premises archiveSlide23

Autodiscover response:

<

AlternativeMailbox

>

<Type>Archive</Type>

<

DisplayName

>In-Place Archive - Mark Spencer</

DisplayName

>

<

SmtpAddress

>

94a1a0e0-b24d-4b8a-8bed-491f715ae9d2

@exchangelabonline.mail.onmicrosoft.com</

SmtpAddress

>

<

OwnerSmtpAddress

>mspencer@exchangelab.be</

OwnerSmtpAddress

>

</

AlternativeMailbox

>Slide24

Archives in OWA

Similar process as in Outlook, except for Exchange performing the AutoD requests:Slide25

Working with archives

From an eagle’s perspectiveSlide26

Retention tags

Retention tags combine a (configurable) retention age and a specific (pre-defined) action.Can be applied to both folders and individual itemsSlide27

What happens if an item gets ‘tagged’?

Item (folder/message/calendar entry) gets a few new MAPI properties:PR_ARCHIVE_DATEPR_ARCHIVE_PERIOD

PR_ARCHIVE_TAGSlide28

Retention Policies

Combine one or more retention tags in a policy which can be applied to individual mailboxes:

Get-

RetentionPolicy

“name” | Select –

ExpandProperty

RetentionPolicyTagLinks

|

ft

Name -AutoSlide29

Managed Folder Assistant (MFA)

Mailbox Assistant which processes items in a mailbox Throttle-based (work-cycle)Default work-cycle is 1 day

Configurable

Stamps items with retention settings and takes configured action on items past their retention period. Slide30

Additional resources

For more information on the MFA process or designing retention policies / tags:

EDC.304 “Retention policies in the Real World: notes from the field” ~ Tony RedmondSlide31

Challenges / Tips

Common challenges when deploying Exchange Online ArchivesSlide32

Archive provisioning (large archives)

When the MFA kicks in after enabling an archive there is potentially a huge amount of data that will be ‘archived’.

Can potentially cause Outlook to “hang” while items are being archived.

Described here: http

://support.microsoft.com/kb/2800346Slide33

Archive provisioning – ct’d

Cause: OST resync – items that are being processed by MFA are synced by Outlook > potentially high number.

Workaround: use OWA or Outlook in Online modeSlide34

Bandwidth considerations

Question: how much data will you move to Office 365?Difficult to predict how much data in a mailbox is subject to retention policy / tagSlide35

Bandwidth considerations

Script to ‘estimate’ the potential size of an archive*:

Estimate-

ArchiveSize

Agelimit

365

Currently limited and not 100% accurate. Sums up the PR_MESSAGE_SIZE MAPI property of items past the specified retention time (

Agelimit

).Slide36

Outlook & foreground operations

Users sometimes tend to drag & drop messages from mailbox to archive (or vice versa).Outlook treats these operations as a ‘foreground’ operation which means it will execute them immediately.Depending on size of the message, available bandwidth and connection latency this will freeze up Outlook for multiple seconds. [

Not responding…

]Slide37

Outlook & foreground operations

No fix for this issue. User education is crucial. They should not manually move messages unless absolute no other option.Rely on the “Exchange way of things”

Retention Policies & Tags + MFASlide38

Outlook & Authentication

The archive is added to the Outlook profile as a secondary mailbox.Secondary mailbox is located in Office 365 which only supports basic authentication for Outlook.No/failed authentication results in:Slide39

Outlook & Authentication

If you are leveraging AD FS, make sure AD FS is highly available. No AD FS = no archive.Users must

use UPN in authentication prompt:Slide40

Initial archive: cloud or on-premises?

Immediately enabling a cloud archive takes more time to get data to ‘the cloud’Consider enabling on-premises archive first and then performing a remote mailbox [

-

archiveonly

]

Can easily be automated

Relatively transparent to the userSlide41

Remote mailbox moves

Leverage the power of the Mailbox Replication Service.Better performance than e.g. PST imports – especially in Office 365.

Less error-prone than PST importsSlide42

High-level archive move process

Initiate moveMove starts, first creates hierarchy, then copies over the content, then finalizes the move

DirSync

needs to run to mirror the changes of the Archive moveSlide43

Performing mailbox moves

Think about retention policies & retention tags!Use the built-in scripts to export & re-import tags to Office 365 (or vice versa):

$

exscript

\Export-RetentionTags.ps1

$

exscript

\Import-RetentionTags.ps1Slide44

Performing mailbox moves ct’ed

Although migrating archives, make sure that if user is UM-enabled you also have UM policies setup in Office 365.Slide45

Migrating 3rd party archiving solutions

Do not always offer the native ability to interface with Office 365 > other 3rd

party tooling might be required.

Sometimes the only option is to export to PST

Because of performance/error reasons, better to import on-premises first and then perform remote mailbox move to EXO.Slide46

Archives & Active Directory

Even though data is stored in cloud, the link between on-premises & cloud is strong

When an item gets removed on-premises, it automatically gets removed in Windows Azure AD as well (after

DirSync

).

Take this into account for your Disaster Recovery plans!Slide47

Example: OU accidentally removed

Scenario:OU was removed from AD. Forest converged within 15 minutes (no roll-back possible). Within these 15 minutes, DirSync also ran…

Result: mailboxes gone, archives gone (disabled).Slide48

OU Accidentally removed – ct’d

Potential issues afterwards:User has an empty archive after AD restore

The admin can observe the following error:

Solution:

request support to merge the old and new archive (but within retention period!)Slide49

Troubleshooting

What to do when everything goes South…Slide50

Possible/observed issues

Disconnected archivesSeveral causes, most commonly DirSync

Archive connectivity issues (errors in Outlook)

Autodiscover

not working properly

Network connectivity issues

Outlook is sensitive

Items not being moved after retention period

Not very common, but a real * to troubleshoot

Exit-procedures

How to retain or export data when someone leaves the companySlide51

MFCMAPI

Can be used to verify if retention policies/tags are applied successfully:Slide52

Diagnostic Logging

Start with increasing event log level:

Set-

EventLogLevel

"<

id>"

–level Expert

"

MSExchange

Assistants\Assistants

"

"

MSExchangeMailboxAssistants

\Service

"

"

MSExchangeMailboxAssistants

\

Email_Lifecycle_Assistant

"

"

MSExchangeMailboxAssistants

\ELC Library

"Slide53

Mailbox Diagnostic Logging

Export-

MailboxDiagnosticLog

–Identity <id> -component MRMSlide54

Forcing the MFA to run

You can force the Managed Folder Assistant to immediately start processing a mailbox:

Start-

ManagedFolderAssistant

–Identity <mailbox

>

Particularly handy for testing or to immediately start archiving data.Slide55

Take-awaysSlide56

Take-aways

Great solution if you don’t want to move primary mailbox but still want “large” amount of disk spaceProvisioning can potentially take a while (~6 hours by default)

Avoid enabling empty archives in EXO for large mailboxesSlide57
Slide58

©

2014

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.

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