CB Exchange Server Sync
Online Documentation

1. Introduction

Microsoft Exchange Server is the most popular communication, collaboration and email messaging application today. It delivers the must have services like mail server, calendar, task manager and contacts manager. Companies can use it by installing it on their servers or can take advantage of the cloud services.

Usually a user has his own email account with mails, tasks, contacts and appointments but is not uncommon the scenario when a user has two or more mailbox accounts within same or different instances and versions of Exchange Server. The demand to keep mailboxes items synchronized leads to a problem.

Connecting Software proposes a solution to this issue providing a tool which allows to synchronize multiple Exchange Mailboxes. For example if you need to synchronize one user on two or more exchange servers, even different versions of Exchange Server so that the user and the external party(in most cases customers) are not aware that you are using two Exchange Servers or two mailboxes, then for this purpose CB Exchange Server Sync Tool is an ideal solution.

The CB Exchange Server Sync Tool is an application dedicated to synchronizing Microsoft Exchange user folders. Users and folders can be located either on the same version and instance of Exchange Server or they can be located on different instances.

The tool uses a windows service which performs the synchronization between mailboxes in periodic runs. The tool also provides a graphical user interface to set up the synchronization properties such as connection string to the data source, target folders and synchronization period.

The synchronization process runs in parallel with Microsoft Exchange Services in a non-blocking mode, therefore not influencing whatsoever in the general performance of Exchange Server itself.

Key features:

  • Synchronize email folders
  • Synchronize contacts
  • Synchronize tasks
  • Synchronize calendar
  • Synchronization between different Exchange versions
  • Custom configuration of each synchronized user
  • One-way and two-way synchronization

2. How It Works

The CB Exchange Server Sync consists of two basic components:

Connecting Software SaaS portaltakes care about configuration, subscription management and monitoring.

CB Exchange Server Sync cloud serviceis responsible for synchronization process. The Connecting Software SaaS portal is also responsible for configuration of mailbox pairs.

What is the mailbox pairing?

Pairing is necessary for the CB Exchange Server Synchronization Service to know which users/folders have to be synchronized. This pairing will be explained in details in the following chapters.

WARNING: Service is operating on Exchange mailbox level. The service is creating, modifying and deleting items. We are not responsible for recovering the mailbox to the initial state. Please test the service in your test environment first and create backups before implementing to the production environment.

3. System Requirements

Cloud Service Model

  • Internet access to our portal (https://saas.connecting-software.com/)
  • Exchange Web Services (EWS) accessible from the internet with a trusted SSL certificate
  • At least two Exchange mailboxes (users)

4. Purchase

To purchase the CB Exchange Server Sync product, visit our webpage @ www.connecting-software.com and choose “CB Exchange Server Sync” from the products menu as shown below.

Figure 1: Connecting Software Homepage

From the “CB Exchange Server Sync” product page shown below in Figure 2, click the pricing tab to view the pricing page with the available purchase plans as shown in Figure 3.

Figure 2: CB Exchange Server Sync Product Page

Scroll down the page and click “Try Now” to get your free trial to test the product first or you could purchase a paid subscription as shown below in Figure 3 by clicking “Buy Now”.

Figure 3: CB Exchange Server Sync Purchase Plans

Complete your purchase profile and place your order by clicking the “Place Order” button

Figure 4: CB Exchange Server Sync Order Confirmation

Once done, you will see an order confirmation on the screen

Figure 5: CB Exchange Server Sync Order Confirmation

You will get 2 emails from us. An order confirmation email and a guidelines email.

Figure 6: Order confirmation and guidelines emails

Click the link pointing to our SaaS portal from step 1 in the guidelines email to access your SaaS portal and configure your “CB Exchange Server Sync”.

5. Login to SaaS portal

After clicking the link shown before in Figure 6 pointing to our SaaS portal [https://saas.connecting-software.com/], you need to login to your SaaS portal account if you have one already or create a new one.

Figure 7 – SaaS Portal Homepage

Now, you need to configure “CB Exchange Server Sync”.

6. Configuration

The following chapter describes the configuration process of “CB Exchange Server Sync”. There are two different methods that can be used to configure your synchronization pairs, using the configuration wizard or by manually configuring the server, pairs and folders.

6.1 Important Concepts

6.1.1 Deciding the Synchronization pair configuration

The CB Exchange Server Sync can be configured in two ways:

6.1.1.a Service Account Configuration

6.1.1.b Direct Credentials Configuration

6.1.1.a Service Account Configuration

Service user (also known as root user) is the user on each side of the synchronization part which is granted access to all the other synchronized users which are to participate in the synchronization. Thus, each user wishing to participate in the synchronization process needs to grant this service user Owner permissions.

Any exchange user can become a service user if other users grant them the ‘Owner’ permission level of their folders. This principle with a single service user is implemented in order to simplify the process and to avoid password exposure of the participating users

Figure 8: Service Configuration using a Service User

This way of configuration is more suitable for users synchronizing more than one pair because it will save time when it comes to configuring the service in addition to that fact that there is no need to store the password of each individual exchange user participating in the synchronization process.

Currently, the above concept can be implemented via impersonation or by granting owner permission to the service user as explained below:

a. Impersonation

Impersonation allows the service user (service user) to impersonate another user. Impersonation is the way to go when you need access to multiple mailboxes, as it enables you to easily grant access to each mailbox in database.

We strongly recommend this method, as granting owner permissions and dealing with the private items synchronization for each individual user might be an onerous process. When using impersonation, private items are synchronized by default.

For more information about impersonation, please see the following Microsoft MSDN articles:

– https://msdn.microsoft.com/en-us/library/office/dn722377(v=exchg.150).aspx 

– https://msdn.microsoft.com/en-us/library/office/dn722376(v=exchg.150).aspx 

b. Granting owner permission to the service user

There are two possibilities how to grant the appropriate permission to the service user – via Microsoft Outlook or PowerShell script directly on Exchange Server. We will describe the procedure “how to grant owner permission to calendar folder for service user via MS Outlook” as an example:

1. From Outlook, go to your Calendar tab, right click your calendar and click Properties as shown below in Figure 9.

Figure 9: Calendar Properties

From the calendar properties dialog shown below in Figure 10, click the Permissions tab, click “Add” button to display the “Add Users” screen. Select your service user from the list of users and change the permission level to “Owner” form the Permission Level options list.

Figure 10: Calendar Properties Dialog

If you did everything correctly, your properties window will look like the one shown in Figure 11 below aside of course from the name of the service user which is in this example “Test User02”.

Figure 11: Granting the Service User an Owner Permissions

NOTE: Please, contact your system administrator for assistance in case the Permissions tab in the Properties window isn’t available. Repeat the steps discussed in this section for every folder which will be synchronized by the root user.

Private Items Synchronization

If you want private items to be fully synchronized you need to set up the permission so that the Delegate can see your private items. To do that, click “File” from Outlook’s main menu to display the “Account information” screen shown below in Figure 12, click “Account Settings” and choose “Delegate Access”.

Figure 12: Outlook Account Information

As shown below in Figure 13, from the “Delegates” screen, click “Add” to select a user, select the required user and click “ok”

Figure 13: Delegates

From the “Delegate Permissions” dialog, choose the desired permissions and enable the option “Delegate can see my private items” as shown in Figure 14 below.

Figure 14: Delegate Permissions Screen

6.1.1.b Direct Credentials Configuration

There is also a possibility to configure the synchronization pair without a pre-configured Exchange servers. This way of configuration might be suitable for users that want to synchronize only two mailboxes, in this case, they do not need to create another service (root) user for each Exchange server party. There is no need as well for any settings on the Exchange side.

6.1.2 Primary & Replica Concept

Regardless of the way you want to configure your sync pairs, the first user of the synchronization pair is the “Primary Account” while the second user is the “Replica Account”.

The Primary and Replica accounts are used to deal with conflict situations. Please see following table.

Primary and Replica Concept
CaseAction on Primary AccountAction on Replica AccountEffect on Primary AccountEffect on Replica Account
1Deleting an itemDeleting the same itemItem will be deletedItem will be deleted
2Updating an itemUpdating the same itemItem will be updatedItem will be updated by Primary account updates and replica account updates will be lost
3Updating an itemDeleting the same itemItem will be deletedItem will be deleted
4Deleting an itemUpdating the same itemItem will be deletedItem will be deleted

For example, if an item is deleted from the primary account but updated at the replica account, then the item will be deleted from the replica account as shown in case 4 in the above table. In other words, actions done at the primary account are overriding actions done at the replica account, except when an item is deleted form the Replica account as shown in case 3 in the above table.

Example: You have a ClientA (Primary account) and a ClientB(replica account)

Case 1 – ClientA deletes item; ClientB deletes same item; Item is deleted on both accounts

Case 2 – ClientA updates item; ClientB updates same item; Item is updated on both accounts

Case 3 – ClientA updates item; ClientB deletes same item; Item is deleted on both accounts

Case 4 – ClientA deletes item; ClientB updates same item; Item is deleted on both accounts

6.2 Using the configuration wizard

The CB Exchange Server Sync wizard is a new streamlined way of synchronizing pairs.
After logging in, you will be redirected to the configuration page. If for some reason you lost the link or forgot how to get there, the wizard can always be accessed through the dashboard quick links section.

Figure 15 – Dashboard quick links section

6.2.1 Service Activation

You start by activating a license (if you haven’t already). If you purchased a trial or a regular subscription you should have received an activation code via e-mail. To activate the service, Copy the activation code from the e-mail you received as shown in Figure 6 earlier and paste it into the “Activation Code” field in the “Service Activation” window and press the “Activate Token” button. A confirmation message will be displayed confirming that the service was activated successfully.

Figure 16 – Configuration Wizard – Activating the service

Figure 17 – Configuration Wizard – Service activated

Once done, you are ready to configure the service.

6.2.2 Pair Configuration

Once you have decided which way of configuration you want to go, you can configure the CB Exchange Sync via the wizard as shown below.

Figure 18 – Configuration Wizard – Choosing the type of configuration

6.2.2.a Pair configuration via Service Account configuration
Exchange Server configuration

If you decided to go with the “Service Account configuration” way, you have to configure the servers and then later the mailbox pairs.

You can choose between a new server configuration or an already existent one.

Keep in mind that if you choose to create a new configuration, when you click to go to the next step that server configuration will be saved.

Figure 19 – Configuration Wizard – Server configuration

To use an existing server, just select it from the Exchange Server list.

To create a new Exchange server, choose “New” from the Exchange Server list and provide the following info:

  • Server alias: an alias for your server configuration for easier identification.
  • Service user name: The user name of the service user.
  • Service e-mail address: The e-mail address of the service user.
  • Password: The password of the service user.
  • Use impersonation: indicates whether the service user has the impersonation rights.

Once done, click the “Test connection” button. Thanks to the Auto discovery feature that works with Office 365, you don’t need to worry about the Exchanged Server URL and version information.

NOTE: The auto-discover feature is available only for Office365 Exchange Server. For on-prem version, it’s not technically possible to do so because the service is out of the domain (and network) where the Exchange server is installed.

If connection was successful you should see the following

Figure 20 – Auto discover

If for some reason the “Test Connection” fails, then you will need to fill in the additional fields:

Figure 21 – Auto discover failed window

If you don’t know your EWS URL, please contact your administrator.

  • Server version: The version of the Exchange server. If you don’t know the version of the Exchange server, please contact your administrator.

After finishing both servers configuration, the next wizard step will take you to the pair configuration.

Pair configuration

Figure 22 – Configuration Wizard – Pair configuration using service account

  • First server: This is the alias we gave to the Exchange Server service user configuration that we configured previously.
  • First user filter: Using the filter you can easily search for the exchange user participating in the synchronization pair. You need to type at least 3 letters from the email address of the user and the list will display all email addresses matching your search text.
  • First User: choose the first user from the list of users displayed in the First User List.
  • Follow the previous 3 steps to setup the Second Server & Second User of the synchronization pair.

6.2.2.b Pair configuration via direct credentials

If you choose “Direct Credentials” configuration, you have to configure both mailbox pairs directly.

Figure 23 – Configuration Wizard – Direct Credentials Configuration

All fields are required:

  • User name: The user name of the first user.
  • E-mail address: The e-mail address of the first user.
  • Password: The password of the first user

When you click ‘Test Connection’ the feature ‘Auto discover’ will try to find your URL and server version. Please refer to the section discover. If it is not successful you will have to fill in these fields as well:

If you don’t know your EWS URL, please contact your administrator.

  • Server version: The version of the Exchange server. If you don’t know the version of the Exchange server, please contact your administrator. Once you fill in the information above, please test the connection as a successful connection is required to be able to save the synchronization pair.

After you have configured your pairs, you will need to set its synchronization settings. Keep in mind that if you choose to go to the next step that the pair and its settings will be saved.

6.2.3 Synchronization settings

Figure 24 – Configuration Wizard – Pair Settings configuration

  • Polling interval: The synchronization service needs to check the Exchange server for new changes since the last synchronization. This number indicates how often to check for updates

NOTE: A shorter interval results in faster and more precise synchronization, but it increases traffic.

  • Start date of sync: All items created or modified on that date and later will be synchronized. Any item created or modified before that date will not be synchronized.

NOTE: It’s possible to leave the “start date of sync” blank, however if you don’t set the “start date of sync”, then the synchronization process will synchronize all items it finds on the exchange server.

  • Synchronization type:
    • First-To-Second: Changes made at the first user will be replicated to the second user but not the opposite.
    • Second-To-First: Changes made at the second user will be replicated to the first user but not the opposite.
    • Bidirectional: Changes made at any user will be synchronized with the other user.

Going to the next step will save your pair and its settings, and you will then be able to map the folders you want to synchronize.

6.2.4 Folder mapping

In this step you can map mailbox folders and public folders.

Figure 25 – Mailbox and Public folders in outlook

Mailbox folders are the standard folders that you see on your mailbox, such as calendar, inbox, contacts, tasks and any folders you have created there as well (See 1 in the figure above).

Public Folders are an easy way to share content with multiple user and groups. These folders are often at the core of business processes and, if you add the ability to receive mail directly to the folder you can easily streamline your business process. You can for example, organize projects into their own dedicated folders, specify business unit folders for sharing content specific to it, create team tracking calendars that everyone has access to by creating a calendar folder or even create contact repositories (See 2 in the figure above).

Figure 26 – Configuration Wizard – Folder mapping for mailbox folders

Choose the type of folders you want to map (step 1 and 2) then choose a folder from each mailbox and click pair (steps 3, 4 and 5 in the image above). Keep doing this for all the folders you want paired. Every time you pair a folder, it will show up on the list (step 6).

Figure 27 – Folders mapped

After mapping a folder pair, you can see it in a list:

  1. First User folder name
  2. Second User folder name
  3. Include subfolders – Chose whether to map subfolders as well
  4. Delete folder pair

Figure 28 – Configuration Wizard – Folder mapping for public folders

You can also map public folders. For this you click the ‘load public folders’ for both users (step 1 and 2) and then you do the same steps done earlier for the mailbox folders; choose first user folder, second user folder and then click pair. Keep doing this until you are done with all the mappings.

NOTE: All the pairs created in the wizard will have their sync settings equal to the pair previously created. You can later edit any of them and change its synchronization start date or any other settings.

When you are done you can proceed to the last step. Keep in mind that when you click ‘Finish’ you won’t be able to go back and change your settings, everything will be already created.

For more info please refer to this section (Folder mapping).

6.2.5 Starting the Sync

Figure 29 – Starting the Sync

In the final step you can choose whether to start synchronizing the just created pair. You can also choose whether you want to create additional pairs (if you are creating pairs with service configuration) or leave the wizard. Please refer to the sync pair settings section for more info.

6.3 Navigating the Dashboard

After having an active configuration, this configuration can be accessed through the SaaS Configuration menu or through the SaaS Dashboard:

Figure 30 – CB Exchange Server Sync on Dashboard

In the Dashboard you will find quick links (1) as well as your configurations (2). Keep in mind that by clicking ‘Go to Configuration’ (3) you will be redirected to the Pair configuration page where you can start/stop your pairs.

Each configuration has information about traffic consumption, number of subscriptions, batteries and users:

Figure 31: CB Exchange Server Sync Service Information

  1. Service icon/name
  2. Name of your configuration
  3. Link to the Configuration’s list page (where you can start/stop the configuration)
  4. Available traffic – takes into account all active subscriptions traffic and available batteries
  5. Battery in use – The specific service is using a battery at the moment
  6. Number of available subscriptions (both active and future)
  7. Number of available batteries
  8. Number of users

6.3.1 CB Sync Traffic Self Service Analysis Section

Clicking anywhere on the configuration box (2) will redirect you to the CB Sync Traffic Self Service Analysis Section. This section gives you a way to analyze the traffic consumption throughout the month and see which items are consuming more traffic when being synchronized. The last section shows tips and general issues/solutions of traffic consumption on CB Exchange Sync.

Figure 32 – CB Sync Daily Traffic consumption and valid subscriptions

  1. Configuration link – click to go to your configuration settings page
  2. Daily traffic for the past 7 days
  3. Active battery for this configuration
  4. Traffic information for current month for all active subscriptions

            a) Month period
            b) Percentage of available traffic
            c) Monthly, used and remaining traffic

6.3.1.a Top 10 most consuming items

6.3.1.b Traffic Consumption Tips

6.3.2 Valid Subscriptions

6.3.3 Available Batteries

6.3.4 Other Information

6.3.1.a Top 10 most consuming items

Scrolling down, the next section gives information about which items are consuming the most traffic. The user can use this information to later decide which items should be banned from synchronization.

Figure 33 – CB Sync Top 10 most consumed items section

    1. Item type and link to the item
    2. Start date for calendar items or creation date for other items
    3. Last time the item was updated
    4. Item’s user account
    5. Item’s size in megabytes
    6. The real consumption of the item in megabytes (counts download, upload and additional network overhead).
    7. Times the item was synched

6.3.1.b Traffic Consumption Tips

Scrolling down more, in the next section you can find additional information about traffic consumption problems:

Figure 34 – CB Sync Traffic consumption tips section

6.3.2 Valid Subscriptions

Scrolling down to the next section, the user is able to find all active and future subscriptions. For each subscription a monthly traffic graphic can be seen as well as other important information.

Figure 35 – Valid Subscriptions

Expanding a subscription, you could see useful information, like start and end dates, the number of sync pairs, the activation code and other details about the subscription.

Figure 36  -Subscription Details

  1. Subscription’s validation date
  2. The day the subscription was activated
  3. Subscription plan
  4. The number of sync pairs
  5. The activation code
  6. Monthly traffic information
      a) Available traffic percentage
      b) Monthly plan (start date – end date)
      c) Available, used and remaining traffic for the month

6.3.3 Available Batteries

Scrolling down more, in the next section the user can see all the available batteries for the configuration. These batteries are spent only when all valid subscriptions’ traffic is spent for that month. Keep in mind that this section is only shown for services that use traffic. Each battery has the following information:

Figure 37 – Configuration Available Batteries

  1. Battery percentage
  2. Total battery traffic
  3. Remaining battery traffic
  4. Activation code

6.3.4 Other Information

In the last section, you can find more info, for example, batteries that have all their traffic spent or subscriptions that are already expired.

Figure 38 – Other Information

6.4 Manual Configuration

All steps done via the wizard earlier could be achieved manually as explained next.

6.4.1 Service Activation

To activate the service, choose “Activate service” option from the main menu to display the “Service Activation” dialog as shown in the figure below.

Figure 39 – Service Activation

Copy the activation code from the e-mail you received as shown in figure 6 earlier and paste it into the “Activation Code” field in the “Service Activation” window and press the “Activate” button. A confirmation message will be displayed confirming that the service was activated successfully.

Figure 40 – Service Activated Successfully

6.4.2 Pair configuration

6.4.2.a Pair configuration via Service Account

To be able to create a pair via service account, you first need to have a server configured.

Server Configuration

You need to login to your portal account first as explained before. From the portal main menu, navigate to Configuration -> CB Exchange Server Sync -> Server configuration to display the Server Configuration screen shown below in Figure 41.

Figure 41 – CB Exchange Server Sync – Server Configuration

To create a new pre-configured Exchange server, click “Create Exchange Server” (1). You need to fill in every field in the “Root Exchange User Configuration” form shown below in Figure 42.

Figure 42 – Root Exchange User Configuration

Please refer to the Exchange Server Settings section explained earlier for more info.

After you fill in the needed information you need to test your connection before you could save the configuration as shown below in Figure 43.

Figure 43 – Test Connection Success

Now we click “Save” to save this service user information. In the following section we will focus on the pair configuration.

Pair Configuration

To be able to configure your synchronization pairs, navigate to Configuration -> CB Exchange Server Sync -> Pair configuration. From the Pair configuration page shown below, click “Create New” (1) to create a new synchronization pair.

Figure 44 – Pair Configuration Page

After clicking the “Create New” link, the pair synchronization settings page will be displayed as shown below. You have two different options there, choose the ‘Using Service User’ one for configuring pairs using a service account.

Figure 45 – Pair Configuration via Service account

Please choose the server alias, and the users for the pair. Please refer to section for more info.

6.4.2.b Pair configuration via direct credentials

To be able to configure your synchronization pairs, navigate to Configuration -> CB Exchange Server Sync -> Pair configuration. From the Pair configuration page shown below, click “Create New” (1) to create a new synchronization pair.

Figure 46 – Pair Configuration Page

After clicking the “Create New” link, the pair synchronization settings page will be displayed as shown below. You have two different options there, choose the ‘Using Direct credentials’ option:

Figure 47 – Pair Configuration via Direct Credentials

Please fill in the username, email address, and password for each user in the pair. Please refer to this section for more info.

6.4.3 Synchronization Settings

For each configuration pair you create you have to fill in the synchronization settings.

Figure 48 – Pair configuration synchronization settings

NOTE:
“Items to sync” will become obsolete. Use folder mapping for better control over the sync.

Fill in the polling interval, the start date of sync, the synchronization type and the optionally include subfolders if needed. Please refer to section (Synchronization Settings) for more info.

Once done save your sync pair and procced to the folder mapping before starting the sync pair.

6.4.4 Folder mapping

Once you saved your pair, a new entry will be listed under the sync pairs as shown below.

Figure 49 – CB Exchange Server Sync Pairs

Before starting the sync, you need to configure the folder mapping. Please refer to the Folder mapping section in this document for more info.

6.4.5 Starting the Sync

Once you are done with the folder mapping. You can start the sync by clicking the start button shown below.

Figure 50 – Starting the Sync

Please refer to the sync pair settings section for more info.

6.5 Public folder pair configuration

Public folders are designed to provide a shared access to items and an easy and effective way to collect, organize, and share information with other users in your workgroup or organization. Public folders help organize content in a layered hierarchy that is easy to browse. Users will see the full hierarchy in Outlook, which makes it easy for them to browse for the content they are interested in.1

The CB Exchange Server Sync allows you to create a synchronization pair for two public folders, however these must be of the same type.

To create public folder pair, navigate to Configuration -> Sync pairs then click Create Public Folder Pair (see the figure below).

[1] https://technet.microsoft.com/en-us/library/jj200758(v=exchg.150).aspx

Figure 51 – Create Public Folder Pair

After clicking the Create Public Folder Pair button, you will be redirected to the Create Public Folder Synchronization Pair. The configuration process is similar to the mailbox pair configuration, but instead of users, you need to choose public folders. Select the Exchange server for the first public folder and click on the Load folders button. A list of available public folders will be populated. Repeat the same process for the second public folder.

Figure 52 – Create public folder page

1. First Server – The server to get the folders from

NOTE: only servers configured without impersonation will be show in the list

2. Load Folders – shows all public folders in the specified server (see image below)

3. Second Server – The server to get the folders from

NOTE: only servers configured without impersonation will be show in the list

4. Load Folders – shows all public folders in the specified server (see image below)

5. Polling interval – specify how often the service should query for the changes in Exchange server

6. Start day of sync – specify the maximum age of items to be synchronized based on their creation date

7. Synchronization type – specify the type of the synchronization. Possible values are:

a) First-to-Second – items from the first public folder will be replicated to the second public folder, but not vice versa

b) Second-to-First – items from the second public folder will be replicate to the first public folder, but not vice versa

c) Bidirectional – items will be synchronized from both public folders

Figure 53 – Loaded folders in public folder creation page

When the public folders are loaded for both servers, you need to select one folder of the same type for the specified Exchange server. When satisfied, you can save the public folder pair.

NOTE: Synchronization of recurring items sometimes does not work properly in older versions of Exchange Server (for example, in Exchange 2010 SP2, a “Internal Server error” can occur).

6.6 Sync Pair settings

After saving a pair or by navigating to Configuration -> CB Exchange Server Sync -> Pair configuration you are redirected to the Pair configuration page. This page shows the list of pairs that you have created.

Figure 54 – Sync Pairs Page

  1. Create pair – Creates new pairs (refer to Pair configuration)
  2. Create Public Folder Pair – Creates a public folder pair (refer to Creating public folder pair)
  3. Start selected – Starts Synchronizing all checked pairs
  4. Stop Selected -Stops Synchronizing all checked pairs
  5. Delete Selected – Deletes all checked pairs
  6. List of pairs – All pairs you have created

Each pair has its information as well as a list of actions you can perform:

Figure 55: Synchronization Pair List

  1. Pair Id
  2. Type of synchronization (mailbox or public folders)
  3. First User
  4. Second User
  5. Status of the synchronization
NOTE: 
If you click “Start”, the synchronization will start running and the status will be changed to “StartedYou can stop the synchronization only if it’s in the “Started” status. You can only start the synchronization if the service is activated, to see how to activate the service please navigate to “Activating the Service” section of this document.

 6. Actions

Figure 56 – Synchronization Pair Actions

If a pair status is ‘Stopped’ you can see a certain list of actions:

  1. Edit Pair  edits your pair configuration and its settings
  2. Start Synchronization  starts synchronization of the pair
  3. Folder Mapping  goes to folder mapping
  4. Ban Item List  goes to ban items list
  5. Delete  deletes the configuration pair

If the pair status is ‘Started’ you see a different list of actions:

  1. View Pair Information – show the pair information
  2. Stop Synchronization – stops synchronization of the pair

6.6.1 Folder mapping

There are users which want to synchronize more specific folders (e.g. second calendar, folders under the root etc.). For these cases there is folder mapping. The configuration of the synchronization pair is the same as above except you will not select any of the standard folders (Items to Sync). Once the sync pair is saved you are able to proceed to folder mapping click to the folder mapping icon – see the image bellow.

Figure 57 – Accessing Folder Mapping

A screen as bellow will be shown:

Figure 58 – Folder Mapping pairs list

  1. Create folder pair – Creates a new folder pair
  2. Turn on selected – Activates all checked folder pairs
  3. Turn off selected – Disactivates all checked folder pairs
  4. Delete selected – Deletes all checked folder pairs
  5. List of folder pairs – All folder pairs you have created for this pair configuration
6.6.1.a Creating a folder pair

To create a new folder pair click Create folder pair. The screen like bellow will show. Please, make sure that the root (service user) has appropriate permission to the root folder.

Figure 59 – Folders mapping window

To create folder pair select one folder from the left mailbox and one folder from the right mailbox. You are able to specify type of the synchronization, start date of the synchronization and other settings, which are available for the synchronization pair. The settings are default the same as in the parent synchronization pair.

6.6.1.b Folder pair Actions

For each folder pair you can see its information as well as a list of actions:

Figure 60 – Folder pair list

  1. First User folder name
  2. Second User folder name
  3. Synchronization Type
  4. Polling
  5. Status
  6. Actions

Figure 61 – Folder pair Actions

  1. Edit Folder Pair  edits your folder pair configuration and its settings
  2. Turn on/off folder synchronization  starts/stops synchronization of the folder pair
  3. Delete  deletes the folder pair

6.6.2 Ban items list

Since the recent release there is new feature called the ban item list. This feature takes care about banning items, which are failing in synchronization due the restriction or different settings of the Exchange servers. These items are consuming your data volume even if the Exchange servers do not accept them. Once the service identify that the specific item is failing with the listed error message, it will be put to the ban list and the changes to that specific items will not be synchronize until you delete those items from the ban list.

To see you banned items navigate to “Ban item list” icon  . Please note that your synchronization pair needs to be stopped.

Figure 62 – Ban item list

The list of banned items looks like following figure.

Figure 63 – List of banned items

The table with the banned items contains following columns:

  • Owa link to the item – clicking will open a new tab showing you your item in exchange
  • Size of the item in mega bytes
  • Owner of the item
  • Error code of the item
  • Error message

If you want to keep the banned item synchronizing when you have solve the problem you can delete them by clicking on the delete button.

7. Troubleshooting

7.1 Configuration Logs

To help troubleshooting performance issues if any, we provide a couple of logs capturing information that could become handy. To view available logs, please navigate to Configuration -> CB Exchange Server Sync -> Show Logs to display the CB Exchange Server Sync Logs Page as shown below in Figure 64. There are four level of messages:

  • Debug: Shows debug information for errors occur during the synchronization process.
  • Error: Shows errors occur during the synchronization process
  • Warning: Shows warnings generated by the synchronization process
  • Info: Shows information regarding the synchronization process.

Figure 64 – CB Exchange Server Logs

7.2 SaaS Platform Logs

To view available logs, please navigate to Logging -> Show Logs to display the Portal Logs Page as shown below.

Figure 65 – Logs page

7.3 Creating a ticket

If you ever need help with your service or want to contact us, please navigate to Support -> Contact and fill in the form.

Figure 66 – Contact form page

7.4 Release Notes

To help our clients to keep up with our improvements and new features we have a release notes page. To see it, please navigate to Support -> Release Notes where you will be able to see the changes made for each version.

Figure 67 – Release notes page

7.5.1 Folder calendar synchronization failed because no results were found. The timestamp will be reverted

The synchronization process is trying to resolve the service user mailbox and if it fails, then the above mentioned error occurs. The error could occur due to various reasons, but in most of the cases it happened when the e-mail address is not correct or the e-mail address used by the service user is not a primary e-mail address.

7.5.2 Some items are not being synchronized

This could happen because of two reasons:

  • Due to the “Start Day of Sync” field, as explained earlier, items created before that date will be skipped by the synchronization process even when those items are modified later on, after starting the synchronization.
  • Due to items’ privacy. By default, we don’t synchronize private items you could enable this feature via “Delegate Access” option. However, only new private items which are created after enabling this feature will be synchronized.

7.5.3 Pair Synchronization Types

There are three types of synchronization:

  • First-To-Second: Changes made at the first user will be replicated to the second user but not the opposite.
  • Second-To-First: Changes made at the second user will be replicated to the first user but not the opposite.
  • Bidirectional: Changes made at any user will be synchronized with the other user.

Examples of Synchronization type:

First to Second: ClientA -> ClientB

  • If ClientA creates a calendar entry, then it gets created on ClientB
  • If ClientA updates the calendar entry, then it gets updated on ClientB
  • If ClientA deletes the calendar entry, then it gets updated on ClientB
  • If ClientB creates/deletes/updates a calendar entry, IT WILL NOT create/delete/update on ClientA

Second to First: ClientA <- ClientB

  • If ClientB creates a calendar entry, then it gets created on ClientA
  • If ClientB updates the calendar entry, then it gets updated on ClientA
  • If ClientB deletes the calendar entry, then it gets updated on ClientA
  • If ClientA creates/deletes/updates a calendar entry, IT WILL NOT create/delete/update on ClientB

Bidirection: ClientA <-> ClientB

  • If ClientA creates a calendar entry, then it gets created on ClientB
  • If ClientA updates the calendar entry, then it gets updated on ClientB
  • If ClientA deletes the calendar entry, then it gets updated on ClientB
  • If ClientB creates a calendar entry, then it gets created on ClientA
  • If ClientB updates the calendar entry, then it gets updated on ClientA
  • If ClientB deletes the calendar entry, then it gets updated on ClientA

7.5.4 Cannot find Office365 EWS URL

As explained earlier, the EWS URL of Office365 is https://outlook.office365.com/ews/Exchange.asmx or simply “Office365” as the service is capable of auto discovering the EWS URL.

7.5.5 Deleting a pair and recreating it with different start date of synchronization

As explained earlier, once you set the start date of synchronization for any pair, you are not able to synchronize older items even when you delete the pair and recreate it again with an earlier date because the service already skipped those items and it remembers the last time of synchronization.

7.5.6 How to find correct Exchange Server version

The correct settings of the Exchange Server version is very important for synchronization process. You have several possibilities how to discover your Exchange Server version.

  1. Contact your IT administrator
  2. Use Microsoft Outlook

   a) Press and hold CTRL while you right click the Outlook icon in the notification area – right of the task bar
discover3

Figure 68 – Outlook try icon

  b) Click Connection status

  c) Scroll to the right and you will see Version columns

discover4

Figure 69 – Outlook Connection Status

   d) Compare the version number with the bellow table

Microsoft Exchange ServerVersion
20078.0.685.24 or 8.0.685.25
2007 SP18.1.240.006
2007 SP28.2.176.002
2007 SP38.3.83.006
201014.0.639.21
2010 SP114.1.218.15
2010 SP214.2.247.5
201315.0.516.032

3. Use new feature of the Exchange server configuration in our SaaS portal – Discover your version. You are able to do it in you Exchange Server configuration.

discover1

Figure 70 – Discover your Exchange Server version button

Make sure that your connection is successfully configured and then press Discover your version link. Our platform will try to discover your version – after this is done dialog with information of your version will pop up and the Server version field will be automatically filled up (see the picture bellow)

discover2

Figure 71 – Exchange Server Discovery Results

7.5.7 Folder Calendar synchronization failed…time-stamp will be reverted

Symptoms:

While the synchronization service is running, items were not synchronized and you received the following error message in the service logs “Folder Calendar synchronization failed because the number of items to import and the imported items are different. The time-stamp will be reverted.”

Resolution:

The reason for this error is that the Exchange Server(s) version provided was not correct. To resolve this issue, please verify that the Exchange server version for each exchange server is correct. If you do not know the version of the Exchange Server(s), please contact your administrator or use outlook to get this information as described on this link https://www.msoutlook.info/question/277. Once you know the correct Exchange Server(s) version, stop the service, edit the configuration and change the Exchange Server version and finally start the service again.

For more information on how to work with the service please read this manual or visit CB Exchange Server Sync’s YouTube playlist on this link https://www.youtube.com/playlist?list=PLl5S2lo_UloKG0fpHZC3_dtpWRpCC4m1L

7.5.8 Auto-discover feature could not detect the Exchange server version

Symptoms:

While configuring the service the auto-discover feature could not detect the exchange server version for the on-prem exchange server.

Resolution:

The auto-discover feature is available only for Office365 Exchange Server. For on-prem version, it’s not technically possible to do so because the service is out of the domain (and network) where the Exchange server is installed.

For more information on how to work with the service please read this manual or visit CB Exchange Server Sync’s YouTube playlist on this link

https://www.youtube.com/playlist?list=PLl5S2lo_UloKG0fpHZC3_dtpWRpCC4m1L

7.5.9 Traffic is consumed very fast

Why are recurring events dangerous?

The more duration an event has the bigger the attachment it creates. Then, when the synchronization happens, or you get an error like “The file attachment exceeds the maximum supported size. Cannot open attachment” or you burn all your traffic in one item’s synchronization. It is recommended that recurring meetings have as less duration as possible.

Reduce traffic usage by increasing polling interval

Polling interval indicates how often the service need to check for changes on the Exchange server(s). Smaller intervals are better for faster and better synchronization, but it increases the traffic. Recommended value for the polling interval is 300 seconds – “5 minutes”.

Synchronizing items with big attachments

Another way to burn your monthly traffic really fast is to have items with big attachments. Whether it is an email or a meeting, items with big attachments consume a lot of traffic to be able to synchronize. It is recommended that any items that support attachments, those attachments are smaller as possible.

7.5.10 Attachment exceeds the maximum supported size

Issue: Some items are not synced, traffic is consumed fast and you get an error message reading “The pair of original item AAMkA…………………….vFAAA= cannot be updated due: The file attachment exceeds the maximum supported size. Cannot open attachment”.

Reason: This could happen when CB Exchange Sync tries to sync an Exchange item with a large size. For example a calendar item with large attachment size. CB Exchange Sync read the item from one Exchange successfully but couldn’t insert it or update it to the other Exchange due to size limitation. As CB Exchange sync fails, it tries more times with the same item on the next iterations or when the item is updated causing traffic consumption. Please note that Microsoft Exchange also convert recurring calendar events to hidden attachments that are attached to those events which could grow in size.

Resolutionyou could solve the above problem in 2 ways:

  • Ensure that the size limitation is the same on both exchange and sufficient to cover the situations listed above. This solution won’t reduce the traffic.
  • Ensure that items on exchange don’t exceed a certain size and use recurring meeting with less duration as possible.

7.5.11 Specified object / folder was not found in the store

Issue: Some items are not synced and you get an error message reading “ErrorItemNotFound: Specified object was not found in the store” or “ErrorFolderNotFound: Specified folder was not found in the store.”

Reason: You might have missed granting the “owner” permission to the specified folder(s) for synchronization.

Resolution: To resolve this error, you would need to grant the “owner” permission to the root (service) user for the folders that need to be synchronized.

7.5.12 The remote server returned an error: (403) Forbidden

Issue: Failed to connect to Microsoft Exchange with an error message (403) Forbidden. No sync is possible with the Exchange server returning the error mentioned.

Reason: There could be a couple of reasons behind this error. One of the reasons could be that something is blocking the connection to the Exchange Web Services.

Resolution: perform the following steps to ensure that connections to Exchange Web Services are not blocked:

1. Go to https://testconnectivity.microsoft.com/
2. Choose Microsoft Exchange or Office 365 based on your Exchange installation
3. Click the Service Account Access radio button
4. Click Next
5. Select the test you want to run 

Figure 72 – Troubleshooting Connection to Exchange Server

6. Fill the required info and click the “Perform Test” button

7.5.13 Configuring impersonation in Exchange 2010

    Before you can configure impersonation, you need:

      • Administrative credentials for the Exchange server.
      • Domain Administrator credentials, or other credentials with the permission to create and assign roles and scopes.
      • Exchange management tools. These are installed on the computer from which you will run the commands.

      To configure impersonation for all users in an organization

        1. Open the Exchange Management Shell.
        2. Run the New-ManagementRoleAssignmentcmdlet to add the impersonation permission to the specified user. The following example shows how to configure impersonation to enable a service account to impersonate all other users in an organization:

            New – ManagementRoleAssignment – name: impersonationAssignmentName – Role: ApplicationImpersonation – User: serviceAccount

                Name – The name of the assignement, for example CbSync
                Role – In your case ApplicationImpersonation
                User – The service account you want to use as impersonator

                    To configure impersonation for specific users or groups of users

                      1. Open the Exchange Management Shell.
                      2. Run the New-ManagementScope cmdlet to create a scope to which the impersonation role can be assigned. If an existing scope is available, you can skip this step. The following example shows how to create a management scope for a specific group.

                            New – ManagementScope – Name: scopeName – RecipientRestrictionFilter: recipientFilter

                                Name – The name of the scope
                                RecipientRestrictionFilter –  defines the members of the scope. You can use the properties of the Identity object to create the filter. The following example is a filter that restricts the result to a single user with the user name “john.”

                                    Name – eq “john”

                                        3. Run the New-ManagementRoleAssignment cmdlet to add the permission to impersonate the members of the specified scope. The following example shows how to configure a service account to impersonate all users in a scope.

                                            New – ManagementRoleAssignment – Name: impersonationAssignmentName – Role: ApplicationImpersonation – User: serviceAccount – CustomRecipientWriteScope: scopeName

                                                Name – The name of the assignement, for example CbSync
                                                Role – In your case ApplicationImpersonation
                                                User – The service account you want to use as impersonator
                                                CustomRecipientWriteScope – the scope’s name you just created previously

                                                  After your administrator grants impersonation permissions, you can use the service account to make calls against other users’ accounts. You can verify role assignments by using the Get-ManagementRoleAssignment cmdlet.

                                                  7.5.14 Configuring impersonation on Office365 UI for exchange

                                                  1. Login to your Office365
                                                  2. Go to the Admin Panel

                                                      Figure 73 – Admin panel in office 365

                                                      3. Click Admin Centers

                                                      Figure 74: Office 365 Admin Centers

                                                      4. Click Security and Compliance menu

                                                      Figure 75 – Office 365 Security & Compliance

                                                      5. A new tab will open, click on permissions and then click on go to Exchange admin center

                                                      Figure 76 – Permissions menu

                                                      6. A new window will open. Now click on Discovery Management

                                                      a) Choose to add new role
                                                      b) Add the ApplicationImpersonation
                                                      c) And click ok

                                                      Figure 77 – Adding new permission

                                                      7. With the ApplicationImpersonation role selected click add members

                                                      a) Choose your user to use as impersonator
                                                      b) Click add
                                                      c) Click Ok
                                                      d) Click Save

                                                      Figure 78 – User selection for impersonation

                                                      7.5.15 Activating a new code

                                                      To active a new activation code you will need to go to:

                                                      A pop up will show up asking for your code:

                                                      You will find your code in the email you received after your purchase. Something similar to:

                                                      If you Don’t have an active subscription, just put there your token and press Activate.

                                                      If you Have an active subscription already you will be asked if:

                                                      You will be prompted with two options:

                                                      1. Activate from now (activate subscription now and have both active at same time)
                                                      2. Activate from DATE (when your current subscription ends, you will activate this new one)

                                                      1. Keep in mind that you can see all your subscriptions in the Dashboard. Learn more at Valid Subscriptions

                                                      8. Conclusion

                                                      This document described how to configure and run CB Exchange Server Sync as a service. It explained the important concepts to better configure the service. It explained how to configure the service easily via the configuration wizard and manually as well. The document also listed important troubleshooting information for most common issues.