Understand the end user experience including some lesser known features Help you understand the basic architecture and functional design Site mailboxes are designed for project teams They bring documents and emails together in Outlook and SharePoint Admins have the tools they need to deploy and support site mailboxes The simplest experience is in Office 365

• 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 (e.g., [email protected]) • 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

Site Mailbox Membership

Owners Members

Shared Storage

Exchange Site Mailbox SharePoint Site

IW Views

Outlook SharePoint

Management

Provisioning Lifecycle

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Provisioning

Out of the box – from SharePoint site Customized self-service provisioning from Outlook Creating SMs with provisioning systems

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Deletion

Site mailbox is deleted together with SharePoint site Site deletion can be manual or policy driven Site mailboxes are only marked for deletion in Exchange

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 (email, doc) The closed state represents in-place archiving for the project

• •

Restore the site connection Be accessed by any users

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Used by users in Office 365

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Be created with an email address prefix

Enabling site mailboxes in SharePoint and Exchange

SharePoint 2013 pre-reqs   User profile synchronization configured for farm SSL-enabled web application Exchange 2013 pre-reqs   AutoDiscover 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

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

Get/Set-SiteMailboxProvisioningPolicy

Diagnostics and troubleshooting

• • • NDR on failed upload (sent for failed upload only to prevent data loss) Using Outlook folder view to see sync issues between Exchange and SharePoint Viewing “site mailbox properties” from their Outlook client

Test Oauth setup   Verifying Oauth setup and permissions for the service app principal Test-SiteMailbox –sharepointurl “http://contoso.com/site1” –UseAppTokenOnly Verifying Oauth setup and permissions for the user principal Test-SiteMailbox –sharepointurl “http://contoso.com/site1” -RequestorIdentity [email protected]

Check sync status   Getting sync status Get-SiteMailboxDiagnostics sitemailbox1 -BypassOwnerCheck | fl Manually initiating sync Update-SiteMailbox sitemailbox1 – BypassOwnerCheck Unlink/relink  Unlink and relink with a new SharePoint site Set-SiteMailbox sitemailbox1 -SharePointUrl $null Set-SiteMailbox sitemalbox1 -SharePointUrl “http://contoso.com/site1”

Pinning unpinning Site mailboxes are shown in Outlook if each of the following is true:     The user’s personal mailbox is on Exchange 2013 and he/she is using Outlook 2013 Pro Plus User is in the SharePoint site’s default owner or member group as an individual user (not through a security group) – this applies to sites with unique permissions and sites with inherited permissions The site mailbox is pinned for the user (A site mailbox is pinned automatically when a user is added to it if that user’s personal MBX resides in the same premises as the site mailbox.) The user has not exceeded the limit of 10 site mailboxes pinned to Outlook

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 Be mindful of Individuals can sync site documents 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

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 six hours 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-SiteMailbox 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 minutes Publish doc via Outlook (Document only)   Triggers sync after publish Also triggered on other OLK actions such as create or delete new folder/message SM App 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 Maintenance job (D)  Triggers a sync if the site’s URL has been changed