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MailTips and group metrics
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All of us have stories about an unbelievable but all too common mistake that we have made with email. Maybe you sent a message to the wrong user containing sensitive or other information that they shouldn t have received, or answered a note where you were blind carbon copied and caused the original sender trouble when the other recipients realized that you were copied. Microsoft refers to situations like this as unfortunate messaging scenarios, whereas administrators might use slightly more robust terms to describe the 12
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result of user mistakes that cause system performance to suffer, mail queues to accumulate, or lots of calls to flow to the help desk. It s unfortunate, but humans make mistakes all the time. Early email systems operated on a simple send and forget principle. You dispatched messages into the void and hoped that they d arrive. As time went by, features such as Out of Office notices (OOF in Microsoft parlance), delivery and read receipts, and nondelivery notifications were incorporated to give users feedback about what happened to their messages after they were sent. Exchange 2010 introduces a variation on that theme with a feature called delivery reports, which allows users to see the path of a message within an Exchange organization, including the expansion of distribution groups into individual members to receive the message, delivery to servers, and delivery to external connectors for transmission to other email systems. However, worthy as these features are, they are all after the fact. Messages have to be sent before users can be informed that the message has been delivered, that someone is out of the office, or that their email won t be delivered because a recipient s mailbox quota is exceeded. Enter MailTips, a new feature implemented as an Exchange 2010 Web service and designed to provide users with feedback about common problems before a message is sent. The idea is that warning users that messages might not be delivered or read will make users more productive and less likely to call the help desk to complain that their emails didn t arrive. It will also reduce system resources by eliminating the need to process messages that will fail. Microsoft hopes that MailTips will help people use email more intelligently. The feature works well even if it is only supported by OWA 2010 and Outlook 2010 when connected to an Exchange 2010 mailbox. MailTips operate on a mixture of data originating from the following sources:
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Active Directory (for example, whether or not a recipient is restricted, and the maximum size of attachments supported by the organization) Information Store (mailbox quotas, out of office notices, custom MailTips) Group metrics (metadata generated by the CAS, including the total number of recipients and the number of external recipients in a group)
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The group metrics data are stored in a cache on Exchange 2010 CAS servers. If MailTips are configured for an organization, on Sunday (you cannot change the day that this operation occurs), the Group Metrics service executes within the Microsoft Service Host process on every mailbox server that is configured to generate group metrics data to count the number of recipients in every group in the organization, including dynamic distribution groups. On the other days of the week, the service generates incremental data for the number of recipients in groups that have been added or changed (event 14024 is logged when this happens). The reason why Offline Address Book (OAB) servers generate group metrics data
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is that some MailTips data (including group metrics) are distributed with the OAB, so it s obviously necessary to generate the data before it can be included in the OAB. Exchange automatically configures mailbox servers that generate the OAB to generate group metrics data. Servers other than those that generate the OAB can also be used to produce the group metrics data. Although this won t be important for small organizations, because they likely only need to use the server that generates the OAB for this purpose, larger organizations might want to spread the load, especially if they have highly distributed sites that have limited network connectivity. You cannot control the generation of group metrics data or change its schedule with EMC. Instead, you use the Set-MailboxServer cmdlet. For example, to enable group metrics generation on a server:
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