Curious facts about email

While browsing around, I ended up following a link that took me to an Exchange hosting company, Intermedia.NET (by the way, I’m in no way affiliated with this company). What I found curious and decided to blog about is that the Intermedia.NET site displays in the footer some Industry Facts about email and messaging systems in general. Hoping that I don’t violate some sort of copyright stuff, here’s the list of those curious facts:

  • “Microsoft Exchange is the dominant email server for middle market companies”
  • “A week without E-mail is more stressful and traumatic than either a minor car accident or divorce”,, John McPartin, CFO IT June 22, 2004
  • “Email administrators spend an average of 2 full days/week managing email server backups, 1 full day/ week recovering archived messages and attachments for end users”
  • “31% consumers rely on spam blocking software”, E-Quad News
  • “60% of an organizations’ intellectual property is in the Email System”, StorageInc. Magazine, Greg Arnette September 2003
  • Osterman Research: “The typical user stores more than one-half of his/her critical business information within the confines of the messaging system”
  • “Worldwide storage of compliant records will increase from 376 petabytes in 2003 to more than 1,600 petabytes in 2006”
  • “Average corporate E-mail user sends and receives about 10 megabytes of data per day”, John McPartin, CFO IT June 22, 2004
  • “Estimated cost to recover email from up to 823 back-up tapes… $1.1 million – $1.7 million”, NewGov Solutions, Christopher Mauldin, 2003
  • “It takes 77 minutes a week for an employee to manage his/her mailbox, such as cleaning out old messages, filing old messages or attachments, etc”
  • “62% of Fortune 1000 are standardized on or moving to Exchange.”
  • “It takes 27 minutes for a user to delete or archive enough messages in order to be able to use the messaging system again after hitting a ‘quota Limit’”
  • “It takes 8.2 minutes for a user to find an email that is older than two weeks”
  • “In 2001, the average business user spent 2.6 hours per day reading and managing email”, Ferris Research
  • “In 2003 SPAM Cost US Businesses $10 – $87 Billion Dollars”, Ferris Research/Nucleus Research
  • “60% of business critical information is stored within corporate messaging systems, up from 33% in 1999”, StorageTek Survey
  • “The average business user receives 25 email messages per day; increasing 10% per year”, IDC, Worldwide Email Usage Forecast 2002-2006
  • “Email traffic is growing between 10%-25%”, IDC, Worldwide Email Usage Forecast 2002-2006
  • “A typical 3,000-user email system will handle more than one terabyte of message traffic annually”, IDC, Worldwide Email Usage Forecast 2002-2006
  • “Managing a typical email system for a 100 person company takes 85% of a senior technician’s time”

Document update: “The Role of Groups…”

Microsoft updated today the document The Role of Groups and Access Control Lists in Microsoft Exchange 2000 Server Deployment. It’s a quite interesting reading for all the people still using Exchange 5.5. Among other things, the document discusses the differences between Distribution Lists and Windows Distribution groups, as well as some considerations for migration and upgrade to Exchange 2003.

By the way, if you’re planning an Exchange migration to a different forest/organization you should have present that there is no way of migrating Distribution Lists using only the tools provided by Microsoft. That’s why I decided to write a script that does the job. For complete instructions on how to use it and to download it, please read the article at or at this blog.

Messaging webcasts for September

As usual, Eileen Brown is the first to post the available messaging & collaboration webcasts for the next month. Here’s the list:

  • Microsoft Executive Circle Webcast: Messaging and Collaboration Security: Meeting the Challenge Thursday, September 08, 2005 – 11:00 AM – 12:00 PM Pacific Time Joe Licari, Director, Product Management, Microsoft Corporation Business systems are interconnected in order to get maximum value from the information technology (IT) infrastructure and to enable efficient employee collaboration. As a result, messaging and collaboration servers that enable e-mail, document sharing and instant messaging have become mission-critical infrastructure components in business environments around the world. Attend this webcast to understand the threats facing these servers and how you can protect them with Microsoft Internet Security and Acceleration Server and Sybari Antigen. This 100-level session is appropriate for business and IT managers who want to learn what solutions Microsoft offers to help them protect messaging and collaboration servers.

  • Microsoft Executive Circle Webcast: A Conversation with Avanade: Business Justifications for Modernizing Your Collaboration Platform Wednesday, September 21, 2005 – 8:00 AM – 9:00 AM Pacific Time Rita Seroski, Director of Infrastructure Solutions, Avenade How are companies getting the most out of their IBM Lotus Notes investment? Find out by joining us for this webcast. We discuss the real-world experience of a partner that has helped companies migrate from Notes or coexist with a Notes and Microsoft Windows server environment. Learn how a partial or total migration that is virtually transparent to customers and partners is achieved while the value of information currently on Domino Servers is maintained.

  • TechNet Webcast: Exchange Performance Monitoring Analysis and Tuning (Level 300) Thursday, September 15, 2005 – 8:00 AM – 9:30 AM Pacific Time Paul Bowden, Program Manager, Exchange Server Development Team, Microsoft Corporation Are you getting all the performance out of Exchange Server 2003 that you’d like? During this session, which was highly rated when presented at Tech•Ed 2005 in Orlando, Florida (TechEd ID: MSG368), we explore all aspects of performance tuning for Exchange server 2003, covering Windows, Exchange, and system resources. Understand and learn best practices, registry tweaks, and performance monitoring that can help your Exchange environment run more smoothly.

  • TechNet Webcast: Defining and Monitoring Desired Configuration Across a Messaging Service (Level 300) Wednesday, September 21, 2005 – 11:30 AM – 12:30 PM Pacific Time Edhi Sarwono, SYSTEMS DESIGN ENGINEER, Microsoft CorporationRobbie McAlpine, SR PROGRAM MANAGER, Microsoft Corporation Do you consider it a challenge to monitor a configuration across a messaging service? This webcast presents a new solution: the Desired Configuration Monitoring (DCM) Solution Accelerator, which will be released in September. Learn about the DCM Solution Accelerator, how configuration manifests are generated, how the configuration check is processed and about the resulting reports of non-compliant services. The Solution Accelerator provides tools to alert users of differences or non-compliance between their present configuration and baseline or desired configuration. It also provides environmental configuration data to aid configuration management.

  • TechNet Webcast: Securing Your Exchange Server with Antigen and ISA Server (Level 200) Wednesday, September 21, 2005 – 11:00 AM – 12:30 PM Pacific Time Peter Eicher, Senior Product Manager, Microsoft Corporation Every enterprise needs inter-site communication, but it opens conduits for everything from bandwidth-gobbling spam to malicious attacks that can cripple your organization. This webcast shows how to use Sybari Antigen and Microsoft Internet Security and Acceleration (ISA) Server to protect Microsoft Exchange Server from viruses, worms, spam and external attacks. Product managers from the ISA Server and Antigen teams discuss best practices for common Exchange deployment types, emphasizing configuration and tuning Antigen and ISA Server. This session is appropriate for information technology professionals who have a surface-level understanding of ISA and Antigen, and are ready to take their knowledge to the next level.

  • TechNet Webcast: Exchange 2003 Disaster Recovery Solutions (Level 300) Thursday, September 22, 2005 – 9:30 AM – 11:00 AM Pacific Time Rand Morimoto, Author, President, Convergent Computing Are you encountering problems with Microsoft Exchange Server failures, database corruption, site failures or LAN/WAN failures? To deal with these and similar problems, join Rand Morimoto as he presents best practices for Microsoft Exchange Server 2003 clustering, dial tone Exchange recovery strategies, non-Microsoft software replication utilities, snapshot Storage Area Network solutions and geo-clusters. Learn how to determine the best recovery solution for your needs. Gain tips, tricks, and best practices for these technical solutions, and see how other technical solutions improve Exchange Clustering for disaster recovery.

  • TechNet Webcast: Message Hygiene with Exchange Server 2003 (Level 300) Tuesday, September 27, 2005 – 11:00 AM – 12:30 PM Pacific Time Scott Schnoll, Technical Writer, Exchange User Education Team, Microsoft Corporation Viruses, worms, spam and other unwanted email have become a destructive reality that many administrators of Microsoft Exchange routinely face. This session, one of the top-rated breakout sessions (MSG342) from Tech•Ed 2005 in Orlando, Florida, provides recommendations and guidance for slowing and stopping the unwanted messages entering your Exchange 2003 environment. Learn how the Exchange Intelligent Message Filter supplements existing anti-spam features in Exchange 2003, as well as how Virus Scanning API 2.5 provides greater protection and administrative flexibility against malicious and harmful messages.

  • TechNet Webcast: Exchange Best Practice Analyzer (Level 300) Wednesday, September 28, 2005 – 9:30 AM – 11:00 AM Pacific Time Kevin Remde, TechNet Presenter, Microsoft Corporation The Microsoft Exchange Server Best Practices Analyzer Tool (ExBPA) is an automated health check and troubleshooting tool. ExBPA collects configuration settings and performs network and protocol tests in an Exchange topology. Join this webcast to learn about the new version of the tool that was released in March 2005. We discuss enhancements such as scheduling and baseline support. See how to use ExBPA with Microsoft Operations Manager 2005. At the end of the presentation, we talk about future enhancements to the ExBPA tool.

  • TechNet Webcast: Managing Exchange Service Levels with the SLA Scorecard Solution Accelerator (Level 300) Wednesday, September 28, 2005 – 11:30 AM – 12:30 PM Pacific Time Sanjiv Sharma, SYSTEMS DESIGN ENGINEER, Microsoft CorporationKarri Alexion-Tiernan, PROGRAM MANAGER, Microsoft Corporation Learn about the solution and architecture of the service-level agreement (SLA) Scorecard Solution Accelerator for a Microsoft Exchange Server 2003 and Microsoft Operations Manager (MOM) 2005 environment. The solution accelerator can set SLAs, administer outages, and analyze performance and trend reports across the messaging services. During this webcast we introduce a solution accelerator that leverages MOM 2005 data to create management-level availability reports and manage outages. We also look at long term trend analysis that compares predefined SLA levels to actual availability.

  • TechNet Support Webcast: Lotus Notes Connector Configuration (Level 200) Wednesday, September 21, 2005: 10:00 A.M. Pacific time Gayle Heizer, Support Engineer, Microsoft Corporation This Support WebCast discusses the directory synchronization (DirSync) process between Microsoft Exchange Server 2003 and Lotus Notes. This WebCast discusses common issues that occur when Microsoft Exchange Connector is configured for Lotus Notes. This WebCast also discusses how to troubleshoot these issues.

  • Microsoft Office System Webcast: Tips and Tricks for More Effective Meetings: Anytime, Anywhere (Level 100) Thursday, September 08, 2005 – 9:00 AM – 10:00 AM Pacific Time Andrew Reed, Senior Training Specialist, Pacific Technical Consulting Is your definition of a team meeting “wasted time?” Learn how the Microsoft Office System can help dramatically increase meeting effectiveness and maximize quality time with your colleagues and customers. Take a brief walk-through of key Microsoft Office System products such as Outlook 2003, OneNote 2003, and Live Meeting—Microsoft’s Web conferencing service that helps you run and participate in interactive meetings around the world in real time. Learn new ways to schedule meetings, share related documents, take and repurpose meeting notes, and stay on top of meeting-related tasks and action items.

  • Microsoft Office System Webcast: Top 10 Tips to Save Time in Outlook (Level 100) Tuesday, September 13, 2005 – 9:00 AM – 10:00 AM Pacific Time Evan Archilla, Senior Training Specialist, Projectline Services Improve the way you manage information, communicate with others and organize your work using a single resource. The new and improved features of Microsoft Office Outlook 2003 and Microsoft Exchange Server 2003 work together to help you effectively manage and organize your e-mail and share information. Join us for this informative webcast to learn some of our favorite tips and tricks for getting the most out of Outlook 2003.

  • Microsoft Office System Webcast: Scheduling Tips for Increased Productivity and Results with Outlook and Mission Control (Level 100) Thursday, September 15, 2005 – 9:00 AM – 10:00 AM Pacific Time Brian Stuhlmuller, Executive Vice President, Mission Control Do you want to leave work earlier? Learn to use Mission Control’s principles and practices for scheduling with Microsoft Office Outlook. Schedule yourself in a whole new way that enables you to be more focused and productive. In this webcast, discover how your familiar and common habits for scheduling can actually become obstacles to productivity. Learn how to build new scheduling habits that enable you to accomplish what is most important to you and deal effectively with the demands of the current work environment.

  • Momentum Webcast: Creating Business Value Through Collaboration (Level 100) Tuesday, September 6, 2005 – 11:00 AM – 12:00 PM Pacific Time Bill Malone, Technology Specialist, Microsoft Corporation What is collaboration and how can it help your business? In this webcast, we look at collaboration as a means instead of an end. Collaboration tools, and more specifically a collaboration environment, can lead to dramatic increases in business value. Collaboration facilitates more effective business processes and decreases information technology support requirements and costs. Attend this webcast to learn more about the Microsoft approach to collaboration and the innovations Microsoft brings to the market to help organizations work together more effectively.

  • TechNet Webcast: Securing Collaboration Beyond E-Mail (Level 200) Thursday, September 15, 2005 – 11:00 AM – 12:30 PM Pacific Time Neha Sharma, Senior Product Manager, Microsoft Corporation Is your implementation of Microsoft Windows SharePoint Services safe? SharePoint benefits your organization because you can share information and documentation, and can reduce messaging overhead. But SharePoint can also allow users to bypass traditional antivirus and content scanning, and could provide an exploitable network security vulnerability. To ensure comprehensive network protection, your organization must adopt a layered defense strategy that encompasses communication policy, user training, and consistent application of security technology. Attend this webcast to understand existing and potential threats to corporate networks, and how to deploy practical protection for Windows SharePoint Services and Microsoft Office SharePoint Portal Server.

Exchange 2003 SP2 CTP available on August 19

According to a post by Harold Wong, followed by an article by Mary Jo Foley, a Community Technology Preview (CTP) of Exchange 2003 Service Pack 2 will be available on August 19th.

Please be aware that CTP releases of any product will not display the stability of a shipped Microsoft product. Customers may encounter problems with Exchange Server 2003 SP2 that could possibly result in a loss or destruction of data. Some of the mobility features contained in this CTP download are not yet available for testing, pending availability of Windows Mobile 5.0 devices that have the Messaging & Security Feature Pack installed.  Those devices will be available later in 2005 and 2006.  Also some of the security features in SP2 are only available when used with Outlook 2003 SP2 which will not release until later in 2005.  This build is available only in English.

Let the countdown begin. The download will be available here.

Microsoft hires 2 ex-IBM

The Microsoft Exchange team has brought aboard two highly respected developers known for their expertise in collaboration software.

Julio Estrada, a former star at Lotus Development who went on to launch Kubi Software, has joined the Exchange Server team, industry sources said.

Also joining Microsoft is Bob Congdon, who was at IBM until recently. Congdon’s Web log, updated July 29, indicates that he has left IBM for Microsoft. At IBM, Congdon most recently worked on WorkPlace Designer. In the early days of Notes, he was at Lotus subsidiary Iris Associates, where he worked on Lotus Domino Web Server.

Related links:

Message limits and slow links

Exchange Server 2003 in conjunction with Outlook 2003 are particularly adequate for branch office scenarios, because they provide nice features, such as offline mode and traffic compression.

Anyone who is responsible for managing a link with reduced bandwidth is probably concerned in keeping large traffic away from the link. That’s why setting message limits is considered a good practice in your messaging infra-structure. The main problem, till now, was that those limits were only enforced at the server side, meaning that if a user that is only allowed to send 2MBytes sends a message larger than that, the message will travel all the way till the server side, before being rejected.

The good news is that Microsoft has recently released 2 hotfixes, one for Exchange and the other for Outlook 2003 which allow overcoming this limitation.
Here are the KB articles: