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Shared Services Email - Technical Resources

Documents are provided to support Agency Technical staff as they prepare for migration to and/or support the Shared Services Email Offering. Documents and links to support the Implementation staff during and after migration are available on the Customer Readiness page.

Shared Services Email provides a structured, collaborative approach for customer engagement, outlined in the Agency Re-Engagement Plan. Read Mike Ricchio’s letter to CIOs dated 3-4-2011.

Shared Services Email: The New User Experience is a short and easy to use document that provides an overview of beneficial features that users will experience in the new Shared Services Email offering.

Agency migrations began May 22, 2011. The Agency Implementation Order was updated June 27, 2012.

Microsoft Exchange 2010 Management Tools and Resources:

    Link

    Description

Exchange 2010 development guidance from Microsoft This information may be helpful to agencies that have identified applications which need to be modified to coexist with the SSEP offering.
Exchange 2010 Server Management Tools Guide from Microsoft The Microsoft Exchange Server management tools installation walkthrough by Microsoft.
Exchange 2010 with SP3 Media from Microsoft The media that can be used when agencies are installing their Server Management Tools. The Shared Services Email Offering is using Service Pack 2, required effective March 11, 2012.
Exchange 2010 SP3 – Update Rollup 3 Administrative workstation after being installed should be updated to match the Shared Services Email offering version.
Group Policy Templates from Microsoft to Configure RPC/HTTPS for Outlook 2007 and Outlook 2010 Settings Current .adm files for setting up group policy templates are available to download from Microsoft.
Microsoft Outlook 2010 and 2007 Solution Center
Microsoft Service Packs Solution Center
Users must be running any of the following versions of Microsoft Outlook in order to connect to the Exchange 2010 environment:
  • Outlook 2007 Service Pack 2 with the latest updates and hot fixes. At a minimum agencies should have the April 26, 2011 hot fix package.
  • Outlook 2010, with Service Pack 1 when available.




ActiveSync Tools and Resources:

ActiveSync provides push synchronization of contacts, calendars, tasks, and email between the Shared Services Email service and ActiveSync enabled devices (e.g. smart phones and tablets).

This service is available to agencies that have completed readiness activities, including signature of the most recent SLA which incorporates support for ActiveSync.

    Link

    Description

ActiveSync Sample Communications This document is a sample communication to help agencies with their rollout of ActiveSync.
ActiveSync Policy and Implementation Considerations This document is a compilation of things for agencies to consider as they develop their ActiveSync policies.
CTS ActiveSync Policy and Procedures
(Policy) (Procedures)
These documents are CTS policy and procedures for ActiveSync.
ActiveSync Readiness Checklist This document will help an agency track their readiness activities.
ActiveSync FAQs This document contains answers to frequently asked questions.
ActiveSync Decision Tree
(CTS version) (Modified FL version) (DFW draft version)
These documents are sample decision trees created for various rollouts of ActiveSync.
ActiveSync Approved Device List This document contains the list of devices that have been certified to meet Washington State’s Security Standard.
ActiveSync End User Guide This document is a template to assist agencies with developing their End User training / guide.
ActiveSync Access Request Form
(CTS version) (Sample Agency draft version)
These documents are a template to assist agencies with developing their Access Request Form.
ActiveSync Backup Best Practices This document is a template to assist agencies to communicate the importance of and procedures for regular backups.
ActiveSync System Administration Guide This document provides instruction to agency system administrators for managing ActiveSync delegation.
ActiveSync System Administration Policy Matrix These documents provide instruction to agency system administrators for managing ActiveSync delegation and applying the appropriate policies to devices.
ActiveSync Device Test Matrix This document is used to test devices for the Approve Device List.
ActiveSync CTS Service Desk Ticket Information This document details the specific information CTS Service Desk will request when an agency submits a request for ActiveSync assistance.



Additional Resources:

    Link

    Description

Exchange 2010 Retention Policy Instructions This document provides guidance to agencies wishing to set parameters for automatic deletion of items.
Public Folder Replication Preparation Instructions This document provides guidance to agencies preparing for public folder replication.
BlackBerry Calendar and Contacts Reset Instructions These instructions may be helpful for users migrating from BlackBerry 2003 to 2010.
Network Utilization Estimator UPDATED 5/18/2011
This calculator has been prepared as a template that can estimate the workload for more specific scenarios, as identified in the Agency Pre-Cutover Readiness Guide.

To estimate the required bandwidth expected to be consumed by Outlook users, agencies can use the guidance found at http://technet.microsoft.com/en-us/library/cc540453(EXCHG.80).aspx.
Allowed Characters for Aliases and other Exchange 2010 Objects This document provides a list of allowed, disallowed, and partially allowed characters to assist agencies in appropriate naming of objects to work with the validation features of Exchange 2010.
SSEP Blocked File Type Guide version 3 This document defines the list of file types which will be blocked for the SSEP offering. In addition, it provides the procedures for agencies to block additional file types at their discretion. Updated April 20, 2012
Agency Delegated Administrator Guide version 3 This document will assist agencies in setting up and establishing the delegation authorities in the new Exchange environment. Updated 2/14/2012
Agency Delegated Model version 2 This document includes an outline of options available as part of each delegation.
Agency Exchange Cutover & Post Cutover Guide Version 7 This document will define and walk an agency through all the key activities during and after the migration to the SSEP offering. This document supports the efforts of the Agency Implementation Coordinator. Updated 04/30/12
Issue Paper: Malformed Email Messages Exchange 2010 is more RFC-compliant than previous versions; some incoming email messages may not be received as expected. This issue paper provides an explanation of the issue and recommendations.
Issue Paper: Outlook “Sync Issues” Folder Outlook users may receive error messages in the Sync Issues folder. Microsoft has logged this issue as resolved. This document provides an explanation of the behavior, and recommendations.
Sample Script: Mailbox Migrations version 2 This sample PowerShell script can be used by agencies to migrate mailboxes from Exchange 2003 to Exchange 2010. Updated April 20, 2012
Sample Script: Mailbox Migration Monitoring This sample PowerShell script can be used by agencies to generate status notifications during migrations of mailboxes from Exchange 2003 to Exchange 2010.
Sample Create User Script This document provides guidance to agencies creating new mailboxes.
Sample Script to Identify Users Not in a Specified Security Group This document provides guidance to agencies identifying users not in a specified security group.
SMTPWatch Sample Script This document provides guidance to agencies identifying applications using SMTP relay.
CTS Service Desk Ticket Information This document details the specific information CTS Service Desk will request when an agency submits a request for Exchange 2010 assistance.
Template: Migration User List This template may be used by agencies to submit their migration wave user lists to the project team.
Symantec's Compatibility Chart This document includes the Compatibility Charts for Enterprise Vault, Compliance Accelerator, and Discovery Accelerator.
Agency Exchange Decommission Guidance Available upon request*
This document will define and walk an agency through all the key activities in preparation for decommissioning their servers.