When a new version of a software application is released it doesn’t exactly get the same reception as a new release of the iPhone or of an updated sports car. In fact, new applications and software updates are always tested for bugs and potential incompatibilities before going into a production environment.

Luckily, Exchange Server 2010 has been out for some time now and there are many new features of Exchange Server for email administrators to employ to make their jobs easier – features such as email archiving, retention and discovery that all administrators will appreciate. Administrators who must be able to produce archived emails on demand or within specific time constraints will benefit greatly from Exchange Server 2010. Whether the needs are for legal purposes or for other reasons administrators know that being able to produce documents on demand can save their companies, and themselves, valuable time.

Here then are the first four of ten new features and reasons to try Exchange Server 2010.

1. Exchange Server 2010 has a new feature entitled “Personal Archive” that will allow end users to administer their own archived emails, thereby freeing up more time for administers to work on administrative tasks.When users view their primary mailbox folders in Outlook they can also view this special mailbox that contains their archived email. Retention policies can be specified which will allow emails to be automatically retained within the Personal Archive mailbox without requiring further administrative attention. In addition, an import capability also exists which allows the importing of previously stored data from .pst files into Exchange Server. Personal Archives can be used as a secondary storage mailbox for users to store email messages that are of special significance to them. Email messages can be moved or copied between the primary mailbox and their personal archive mailbox. It obviates the need for .pst files which have been known to be accessible to users other than the owners of those files. Thus, Personal Archive mailboxes are another way to help administrators indirectly manage risk in their environment.
2. With the additional retention management policies included with Exchange Server 2010 administrators can now automate the archival and deletion process of their email messages. A Legal Hold feature is also included that can place on hold emails which have been edited or have been entirely deleted. This can help administrators meet the requests of any legal proceedings. In Exchange Server 2010, the Legal Hold can be used to:             
   • Give users the ability to place their own legal holds on email.
   • Keep email messages “frozen” and unalterable.
   • Protect mailbox messages from being deleted or edited.
   • Protect mailbox messages against automatic Messaging Records Management (MRM) deletion.
   • Avoid needing to suspend MRM in order to protect email messages.
   • Allow discovery searches of email messages while in “Legal Hold” state.
3. Exchange Server 2010 includes a new e-discovery mechanism which makes it easier for administrators to troubleshoot email messaging issues, comply with auditor requests, and can help administrators address pending legal requests. Various email message types can be specified as targets to be searched for during the e-discovery process. Email searches can be performed on both the user’s primary mailbox and the user’s archived mailbox. In addition, the e-discovery feature can be accessed through a new web-based multi-mailbox search capability. The e-discovery authority can also be delegated to other members of the administrator’s team to help offload the work of the administrator.
4. These days it is taken for granted that most everyone has at least one mobile device with them. I often see people checking their email in places that I never used to see before, such as while walking to catch a train or a bus. With the explosion of mobile devices and with all of our habits in place it is hard not to be reaching for your iPhone or other mobile device to check your email even while on vacation. And for those of us who must get their email but also remain mobile there is an Exchange Server feature for just that situation.The Microsoft Exchange ActiveSync feature and Exchange Server 2010 allow users to work from almost anywhere and still remain productive. Exchange ActiveSync and Microsoft Exchange Server 2010 give users the ability to automatically synchronize their email, contacts, and calendar items with a multitude of mobile devices. And with a universal inbox users can also expect to receive input from their voicemail, RSS subscriptions and instant messaging applications. Access to all your mobile input is free and is already included in your Exchange Server 2010 software.

In Part 2 I’ll speak about the other Exchange Server 2010 features which you can benefit from.

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