Over past few years , we have focused on MS Exchange as a platform . Due to this relentless focus, we have developed a high degree of expertise on MS Exchange . As a result, we have many implementations where the Customers are using MS Exchange as a Messaging & Collaboration Platform rather than as a simple Messaging Platform. Let us understand how we implement MS Exchange

1)    Basic MS Exchange Implementation

Most of the MS Exchange implementations at Customer locations are restricted to what we label as Basic level which covers the following areas:

·Create mailboxes as per Windows 2003/2008 users

·Create Global Address List for internal users

·Setup internal messaging

·Setup internal user groups like Sales, admin, etc.

·Implement Outlook features for individual users like Calendar, Tasks, Personal      Contacts

·Setup External Messaging

2)    Advanced MS Exchange Implementation

Our expertise in Exchange allows us to implement various advanced features as follows

A)       Collaborative Applications i)        Shared Contacts Every Organization , large or Small , has Contacts Lists.   Based on our interactions with cross section of Customers , we find that Contacts lists are not  given the priority  they deserve . Within a single Organization , contacts are stored in multiple formats like

Excel sheet

Access Database

Outlook Contact list

Outlook Express Address Book

Digital Diary

Visiting cards folder

Disadvantages:

•        The above leads to islands of information.

•        It leads to absence of information sharing

•        Too often , the contact information is incomplete in terms of details since a defined structure is absent

•        For any change in contact information eg. tel. no., email id, multiple people have to update information leading to immense productivity loss

•        With messaging becoming more and more important ,  people are sending emails from their PC . If individuals are to maintain their contacts records, this means huge waste of time

Techgyan has implemented Shared Contacts Lists for its Customers using MS Exchange Server . Its advantages are:

•        A single defined Database for storage of Contacts Information

•        Structured field like name, Company, designation, office address, home address , telephone   nos, mobile nos, pager no., fax no, email address , website address

•        Information relevant to the contact can be put .eg. his likes/dislikes, birthday , payment procedure in a Company , Nature of business of the Contact's Company

•        Direct email address by clicking on send mail

•        Launch into website of the contact by clicking on   the web address

•        Security , since the data cannot be easily copied and taken out (like in .xls, .dbf, etc)

•        Creation of various email lists eg. Suppliers, Top Customers , Prospects can be done which immensely help in doing direct mailing exercise

•        Immediate view  of Contacts category wise

  Most importantly , data once entered  is immediately available to everyone (based on permissions given) . Customers where Techgyan has implemented shared contacts  have mentioned that SHARED Contacts has become the MOST USEFUL application for the Customer since Company specific Contacts are the most crucial data for any Organization. 

           ii)       Group Calendaring

If a person’s schedule is required to be made available to others, his Calendar can be published so that all can view the same.

This would also be useful if a Team is working on a project. A Team Calendar with access rights only for a Team can be published.

           iii)   Task Allocation

This enables electronic allocation of a Task to anyone who is a part of Global Address List.

Using Task Allocation, a Manager can easily save 30 to 60 minutes a day as compared to one to one task allocation.

           iv) Meeting Planner

Using a meeting planner, one can schedule a meeting within members of Global Address List simply by finding the time most suitable to all for a meeting. Saves a lot of time traditionally spent on coordinating a meeting

         v)   Team Folders

 We  create Team Folders for Contacts in the Public Folders eg. A Team folder for Sales Contacts with user rights given only to Sales. Within Team Folders, we can create Distribution Lists.

         vi)   Distribution Lists

A Distribution List enable users to group various Contacts together within a Contacts Folder

E.g.  “Customers in South Mumbai” . These could be say 50. While sending a mail, the name of Distribution list will appear i.e. Customers in South Mumbai. If this is selected, all the people in this list will get the mail.

          vii)      Rules & Junk Mail

You can set Outlook to automatically file away certain messages as soon as they arrive. This nifty approach to message management is called a rule. Basically, you define characteristics for Outlook to look for in all incoming messages and tell the program what to do with messages that match those criteria

           viii)     Access Rights for Personal & Public Folders

 For all Personal Folders, the user has the rights to give permission for access to his folders. The admin. is not involved in this.

 For Public Folders, the author has the rights to give permission.

           ix)  Offline Synchronization of Exchange Folders

 Here we synchronize the personal and public folders such that they are available even when Exchange Server is unavailable. Data entered in offline mode will get synchronized with Server Data once the user gets connected to the Server.

This is very useful for mobile users who carry their laptops.

             x)       Delayed Delivery of Mail

 This is true for Users available in Global Address List.

              xi)  Setting Calendars for resources

Important resources like Conference room, Company Car , Guest house, etc. can be assigned a Calendar . The booking of these resources can be done very efficiently .

B) SPAM CONTROL

MS Exchange has a very effective Spam filter . We do the setup in such a manner that the updates to the Worldwide Spammers list happens in real time giving you a very efficient anti spamming solution.

     C) EMAILS on the move (Please click on the link )

Remote MS Exchange Services

Recently Techgyan has started offering Remote MS Exchange Services. These services are all offered over the Internet. Some of the services include:

• Server sizing
• MS Exchange Implementation
• Post implementation support

We have in fact completed a MS Exchange 2007 implementation for a mid sized Company based in Bangalore ( about 1000 km from our base in Mumbai). The Customer was extremely satisfied with what we achieved without a single On Site visit. Please check on the link below to view the copy of the Customer reference letter .

Remote MS Exchange reference letter

We firmly believe that using the  offshore (remote) model of MS Exchange implementation , we can help many Customers adopt MS Exchange in a very cost effective manner. 

If you want to understand how MS Exchange can make a difference to your Company, please click on the "Submit" button below and fill up the required details. On receipt of your inquiry, we shall get in touch with you .