Cloud. Hosted Exchange Administration Manual

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1 Cloud Hosted Exchange Administration Manual

2 Table of Contents Table of Contents... 1 Table of Figures Preface Telesystem Hosted Exchange Administrative Portal Hosted Exchange Service Accessing Hosted Exchange Administrative Portal Home (Dashboard) Dashboard Subscribe Service Dashboard Subscriptions Dashboard Account Management Dashboard Service Management Exchange Accounts Hosted Service Management General Settings Resources Add- Ons Exchange Organizations Mail Domains MailBoxes Mail Flow Settings Advanced (Mailbox Settings) Permissions Set Password Personal Archive Settings Unified Messaging Automatic Replies Distribution List Membership Creating New Mailboxes Creating New Bulk MailBoxes Mail Contacts Add Mail Contact Page 1 of 53

3 7.6.2 Add Bulk Mail Contact Distribution List List Members Address (Distribution Lists) Advanced (Distribution Lists) Send As Company Disclaimer Group Actions Journaling Usage Report Web Hosting Usage Report Exchange Hosting Organization Usage Reports MailBox Usage Report Change Password Manage Passwords for All Mailboxes Subscriptions Outlook Web App Sign In to OWA OWA Interface OWA Settings Account General Contact Location Contact Numbers Organize E- Mail New Rule Editing a Rule Deleting a Rule Groups Joining Groups Leaving Groups Group Details Page 2 of 53

4 15.3 Settings Mail Settings Calendar Settings Appearance Text Messaging Notifications Reminders Automatic Processing General E- Mail Name Resolution Accessibility Sent Items Regional Password Phone Mobile Phones Text Messaging Block or Allow Index Page 3 of 53

5 Table of Figures Figure 1 Administrative Portal Login... 9 Figure 2 System Navigation Pane Figure 3 Dashboard Subscribe Service Figure 4 Dashboard Subscriptions Figure 5 Dashboard Account Management Figure 6 Dashboard Service Management Figure 7 Exchange Accounts Page Figure 8 General Settings Figure 9 Subscription ID Tabs Figure 10 Resources Page Figure 11 Add- Ons Page Figure 12 Exchange Organizations Page Figure 13 Exchange Mail Domains Page Figure 14 MailBoxes Page Figure 15 MailBoxes Buttons Figure 16 Mail Flow Settings Figure 17 Advanced Settings for MailBox Figure 18 Mailbox Permissions Figure 19 Set Password Figure 20 Personal Archive Settings Figure 21 Automatic Replies Page Figure 22 Distribution List Membership Page Figure 23 Add Bulk MailBox Figure 24 Mail Contacts Page Figure 25 Add Mail Contact Figure 26 Add Bulk Mail Contact Figure 27 Distribution List Page Figure 28 Distribution List Members Page Figure 29 Distribution List Addresses Figure 30 Distribution Lists Advanced Settings - General Settings Figure 31 Distribution Lists Advanced Settings - Restrictions Figure 32 Distribution Lists Advanced Settings - Delivery Reports Figure 33 Distribution Lists Advanced Settings - Limits Figure 34 Distribution Lists Advanced Settings - Other Figure 35 Distribution List Send As Configuration Figure 36 Disclaimer - Appended Disclaimer Figure 37 Disclaimer - Exception Figure 38 Group Actions for Commands Figure 39 Journaling Figure 40 Usage Report - Web Hosting Figure 41 Usage Reports Web Hosting Page 4 of 53

6 Figure 43 Change Password for the Admin Portal Session User Figure 44 Subscriptions Figure 45 OWA Sign In Figure 46 OWA Interface Figure 47 OWA General Settings Figure 48 OWA Contact Location Figure 49 OWA Contact Numbers Figure 50 OWA Create New Inbox Rule Figure 51 OWA New Rule Additional Options Figure 52 OWA Editing Rules Figure 53 OWA Editing Rules Additional Options Figure 54 OWA Joining Groups Figure 55 OWA Leaving Groups Figure 56 OWA Group Details Figure 57 OWA Delete Text Message Settings Page 5 of 53

7 1 Preface This guide is intended for end users of the Telesystem Hosted Exchange. This guide provides information regarding the features available in the Telesystem Hosted Exchange Administrative Portal and information about how to manage the services on a domain for domain administrators. This guide also provides content regarding the management of the Outlook Web App (OWA). OWA access is available to all users. Page 6 of 53

8 2 Telesystem Hosted Exchange Administrative Portal Telesystem Hosted Exchange Administrative Portal is a web based control panel that allows the customer to manage their purchased services, order new services, request technical support and manage billing. Client account is an end- user account associated with the provider or reseller account. The client account user can login to the Telesystem Hosted Exchange Administrative Portal to manage the products and services they have purchased. The Telesystem Hosted Exchange Administrative Portal is herein referred to as Administrative Portal, Admin Portal, Portal, Control Panel. Page 7 of 53

9 3 Hosted Exchange Service Admin Portal allows access to Hosted Exchange services and features through its Hosted Exchange Control Panel. Hosted Exchange is designed for all sizes of businesses wanting to start or grow their Hosted Exchange business while minimizing ongoing support costs. Hosted Exchange Admin Portal fully automates and controls service delivery on Microsoft Exchange 2007/2010 hosting/non- hosting/2013, manages billing, and provides a self- service control panel to users. Page 8 of 53

10 4 Accessing Hosted Exchange Administrative Portal To access the Admin Portal, launch a web browser and navigate to the login page (https://machpanel.mytelesystem.net). Enter your user name in an address format along with your password then click the Login button. Figure 1 Administrative Portal Login If this is the first time you have logged into the Admin Portal you must change your password. The password must be alpha- numeric (example: 1PassW0rD). Page 9 of 53

11 5 Home (Dashboard) The Home screen or Dashboard of the Admin Portal provides an overall view of the domain services and quick access to popular features such as creating user addresses and updating passwords. The Dashboard is presented immediately upon login. You can also navigate to the Dashboard by clicking on the Home link from the System Navigation pane statically located on the left hand side of the page: Figure 2 System Navigation Pane 5.1 Dashboard Subscribe Service The Subscribe Service section of the Dashboard provides links to manage your Exchange Hosting services and Add- Ons. Figure 3 Dashboard Subscribe Service 5.2 Dashboard Subscriptions The Subscriptions section provides a high level overview of your current subscriptions. Figure 4 Dashboard Subscriptions Clicking on the links will provide more detailed subscription information. For more information regarding Subscriptions see Section 11 Subscriptions. Page 10 of 53

12 5.3 Dashboard Account Management The Account Management section provides access to account Contact Information and the ability to change the password for the Admin Portal login. Figure 5 Dashboard Account Management 5.4 Dashboard Service Management The Dashboard s Service Management section provides the following information: Subsc.ID Title Usage Quota Options The account subscription ID. The account title. This data is not applicable as mailboxes can be added and removed dynamically. Links to Add and Manage. From here you can add new mailboxes, distribution lists, or contacts by clicking on the Add link then choosing from a submenu. Users can also click on Manage to access the Service Management screen (see Section 7 Hosted Service Management) or choose a specific mailbox from the drop down box to view Mailbox Settings (see section 0 MailBoxes). Figure 6 Dashboard Service Management Page 11 of 53

13 6 Exchange Accounts To view Exchange accounts, navigate to the following path using the navigation options available in the System Navigation pane on the left- hand side of the screen: Figure 7 Exchange Accounts Page The list displays the following information: Subsc.ID: It is the unique ID for each subscription. Mail Domain: The name of the SMTP domain. In order to have multiple 2 nd level domains you must subscribe to a Standard or Enterprise package. Package: Indicates which one of the 3 available packages your organization selected. Mailboxes: Total number of exchange mailboxes created in the organization. Options: Click on Service Management link to manage Exchange Server service. Click on the Service Management link for any account to show options to manipulate and manage the corresponding exchange account. The link is located on the right- hand side under Options. Page 12 of 53

14 7 Hosted Service Management Hosted Exchange activates a rich, web based interface for the management of hosted service. Using the web interface, the provider and the end- user may perform routine management tasks without the need to directly access the exchange server or active directory. To view Exchange organizations, navigate to the following path: Click on the Service Management link for any account to show options to manipulate and manage the corresponding exchange account. Currently available management modules include: General Settings Exchange Mail Domains MailBoxes Mail Contacts Distribution List Company Disclaimer Group Actions Page 13 of 53

15 7.1 General Settings The General Settings tab displays the following information about the Exchange Account: Subscription ID Service Type Package Description Package Edu-discount package Sign Up Date Status Mail Domain Provider Figure 8 General Settings Clicking on the Subscription ID will provide access to options for Upgrading and Downgrading as well as additional details regarding the account through the Resources, Add- ons, and Exchange Organizations tabs. Figure 9 Subscription ID Tabs Page 14 of 53

16 7.1.1 Resources The Resources tab provides a list of the features associated with the account and a detailed view of the usage allocations associated with each feature. The feature headings include: Limits Permissions Mailbox storage settings Folder storage settings Outlook Web Access settings Personal archive settings Other restrictions Wireless Services Figure 10 Resources Page Page 15 of 53

17 7.1.2 Add- Ons The Add- ons tab provides access to add and manage any Add- On features for the account. Users must be granted permissions in order to access the Add- On Resource button. Figure 11 Add- Ons Page Exchange Organizations The Exchange Organizations tab provides a view of any organizations associated with the Exchange Account. This page will list the following information about the organizations: Organization Name Mail Domain MailBoxes Status Options Displays name of the organization. (Links back to the Service Management screen.) Displays the mail domain name. Links back to the Service Management screen. Displays the number of mailboxes in use for the organization. Shows if the organization is active or disabled. Provides a link to the Service Management screen and an option to delete the organization. Figure 12 Exchange Organizations Page Page 16 of 53

18 7.2 Mail Domains The Mail Domains tab is accessible by navigating to the following path: It displays information about domains associated with the Exchange Account. The following information is provided: Mail Domain Type Default Options The domain name associated with the account. Clicking on the domain name will provide access to manage the domain by allowing users to set a default domain (if more than one domain is associated with the Exchange Account) and set the domain type (Authoritative, External Relay, Internal Relay). Displays the type of domain that is configured. Options include Authoritative, External Relay, and Internal Relay. Shows a check- mark indicator for the domain that has been selected as the default domain. If only one domain is assigned to the Exchange Account then that domain is automatically the default domain. Provides options for Delete or Set default in regard to the domain. New SMTP domains can also be added from the Exchange Mail Domains tab using the settings below the list of current domains. Figure 13 Exchange Mail Domains Page Page 17 of 53

19 7.3 MailBoxes The MailBoxes tab displays all of the mailboxes currently configured on the Exchange Account. From this tab, you may also add a new MailBox, Add Bulk MailBox, Add Bulk Linked MailBox, and access Group Actions. Additional information about the new MailBox button, Add Bulk MailBox button and Add Bulk Linked MailBox button can be found in the following section: 7.4 Creating New Mailboxes Information available on the MailBoxes tab includes: Display Name User Principle Name Type Litigation Hold Enabled Status Options The mailbox name as it displays in OWA and in the From: address when sending mail. The primary address for a particular user in the event that multiple addresses/aliases are used. The address. Displays User Mailbox Displays Yes or No to indicate if this feature is enabled. Displays the status of each mailbox (Active, Disabled, On Hold). Provides access to download the user profile, modify the litigation hold, disable the mailbox, and delete the mailbox. Figure 14 MailBoxes Page Litigation Hold is used by organizations that are required to preserve electronically stored information such as , which could be relevant to a legal case. This setting allows for: Users to be placed on hold and keep mailbox items in an unaltered state. Preservation of mailbox items that may have been deleted or edited by users. Preservation of mailbox items automatically deleted by messaging records management. Keeping the litigation hold transparent from the user. Enabling discovery searches of items placed on hold. Page 18 of 53

20 Clicking on the Display name link for an individual mailbox will provide access to updating General Settings, Mail Flow Settings, Advanced settings, Permissions, Password, Personal archive settings, Unified Messaging, Automatic Replies, and Distribution List membership for an individual mailbox. Figure 15 MailBoxes Buttons Mail Flow Settings The Mail Flow Settings provide access to update Forwarding, Limits, and Restrictions for each mailbox. The Forwarding options allow a user to have messages forwarded to a mail contact with no copy left in the local inbox, or forward messages to a mail contact while also keeping a copy of the message. Limits are available to determine the maximum size of incoming and outgoing messages as well as the maximum number of recipients a message may be sent to. Restrictions allow the admin to filter who may send messages to a mailbox. Options include the ability to accept message from all senders on only senders from a list (mail contacts list) and to reject message from no senders, or only senders from a list (mail contacts list). Figure 16 Mail Flow Settings Page 19 of 53

21 7.3.2 Advanced (Mailbox Settings) The Advanced option provides access to the Storage Quotas, Mailbox features, and Microsoft SPLA Type Details for each mailbox. Administrators may set warning thresholds at a defined point to notify users when their mailboxes are getting full. The Microsoft SPLA Type drop- down allows the administrator to adjust the type of account a particular mailbox is configured as. If you make changes here, ensure you click the Save button at the bottom of the page in order for the changes to take effect. Figure 17 Advanced Settings for MailBox Page 20 of 53

22 7.3.3 Permissions The administrator has the ability to configure a user s mailbox to send messages as other domain users. You have the option to: Send On Behalf Send As Full Access Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. Send As will allow a user to send a message as another user and the recipient will not be cognitive about who initiated the message. If the recipient replies it will go to the user who shows in the From field. When you grant the Full Access permission to a user, they can open and read the contents of a specified mailbox. Figure 18 Mailbox Permissions Set Password The set password feature is where a mailbox password can be reset for a user. The password must be alpha- numeric (example: 1PassW0rD). An option to Send allows the administrator to send an notification to a user that the password has been reset. This would require that the user has an address that they are able to access in order to receive messages such as a recovery address. NOTE: The new password will display in this message. Figure 19 Set Password Page 21 of 53

23 7.3.5 Personal Archive Settings By enabling Personal Archive Settings you can create an archive of mailbox content and define the limits of how much data to archive. Figure 20 Personal Archive Settings Unified Messaging Unified Messaging is not currently support Automatic Replies The Automatic Replies allows the domain administrator to access the automatic replies that are setup for each mailbox. Automatic replies can be configured separately for senders inside the organization and outside of the organization. Figure 21 Automatic Replies Page Page 22 of 53

24 7.3.8 Distribution List Membership This section displays which Distribution Lists a mailbox is part of. Administrators can edit which distribution lists a mailbox is assigned to from here. Figure 22 Distribution List Membership Page 7.4 Creating New Mailboxes To create a new mailbox, navigate to the following path: 1. Click on the Service Management link under the Options column. 2. Go to the MailBoxes tab. 3. Click on the Add New MailBox button 4. Fill in the required fields (fields marked with asterisks are required) and any other desired fields. 5. Click on the Add Mailbox button at the bottom of the form to complete the mailbox creation process. NOTE: In the event that a mailbox is deleted and must be re- added to the system, allow for up to 5 minutes before re- entering the mailbox. This is due to an automated management process through Exchange. Page 23 of 53

25 7.5 Creating New Bulk MailBoxes The Add Bulk MailBox option on the MailBoxes tab (see section 0 Page 24 of 53

26 MailBoxes) allows you to upload a CSV file with information for the desired MailBoxes. Navigate to the following path to access this option: When you click on the Add Bulk MailBox button you will be presented with the options for uploading the data. A link to download a Sample CSV file is also available. It is recommended that you create your new users using the CSV file and follow the guidelines setup through the sample CSV file to ensure all of the necessary data is populated into the hosted exchange configuration for each MailBox. Then use the Browse button to locate the updated file on your local or network drive and upload the file to the system to have the desired MailBoxes created. Figure 23 Add Bulk MailBox Page 25 of 53

27 7.6 Mail Contacts The Mail Contacts tab allows for mail contacts and bulk mail contacts to be added to the system and managed. These mail contacts are available for all mailboxes. A search option is available in order to locate specific contacts at the top of the tab. By clicking on the Display Name for a mailbox, the system will provide access to the General settings and mail Flow Settings for that specific mailbox. Shared Contacts are available with a Standard or Enterprise package only. Options are available to Add Mail Contact and Add Bulk Mail Contact as well. Figure 24 Mail Contacts Page Add Mail Contact When adding a single mail contact you will be required to enter the name and external . The Internal field is optional. You may also choose to Hide from Exchange Address Lists. This prevents the entry from appearing in the global address list or other address lists. One reason for doing this is if you have administrative mailboxes that you use only for special purposes. Figure 25 Add Mail Contact Page 26 of 53

28 7.6.2 Add Bulk Mail Contact This section allows you to create multiple exchange mail contacts. To do this, provide a comma separated list (.csv) of mail contacts that you wish to setup for the selected organization. The link labeled Sample CSV file will provide you with a direct download to a CSV with all of the required Mail Contact field headers provided and an example contact to get you started. The first 3 columns (DisplayName, External , and HideFromAddressLists) are all required fields when adding bulk mail contacts, the remainder are all optional. It is highly recommended that you use the Sample CSV file to populate your Bulk Mail Contacts. Once you have your CSV file saved to your local computer or network drive, use the Browse button to locate the file and then upload it to add the contacts to the system. Figure 26 Add Bulk Mail Contact Page 27 of 53

29 7.7 Distribution List The Distribution List tab lists all distribution lists on the domain. A distribution list is a feature that allows you to maintain a list of addresses and send messages to all of them at once by sending the message to the distribution list s address only. The following information is provided for each distribution list: Display name List Members Status Options Name of the distribution list that is displayed in OWA. address for the distribution list. The number of addresses on the distribution list. Displays whether the distribution list is currently active or disabled. Provides an option to delete the distribution list. You also have the option to filter the distribution lists and a section to add a new distribution list. Figure 27 Distribution List Page Page 28 of 53

30 There are four types of distribution lists that can be created in the Hosted Exchange Admin Portal. Based on the type of distribution list, the following settings are required: Simple Room Security Dynamic Display Name X X X X Primary ( address for the distribution X X X X list) Managed By (user who will manage the list) X X X X Include these recipient types (specifies who will X receive s) State/Province X Department X Company X Clicking on the Display Name or Address provides access to additional distribution list properties that can be managed. This includes List Members, Address, Advanced, and Send As List Members The List Members section provides a view of users associated with a distribution list. Users can be added and removed from lists here. Figure 28 Distribution List Members Page Page 29 of 53

31 Address (Distribution Lists) The Address section provides a list of addresses assigned to distribution lists. The addresses can be edited, deleted, or set as the primary distribution list address from here. New addresses can also be configured under the Add Address section. Enter the desired address and choose the domain from the drop- down menu. If you wish to make the new address the Primary address for the distribution list, place a check in the box labeled Primary. Figure 29 Distribution List Addresses Advanced (Distribution Lists) From the Advanced section, domain administrators may view and update General Settings, Restrictions, Delivery Reports, Limits and Other settings for the distribution lists assigned to the domain. Under the General Settings, administrators can update the Display Name of the distribution list and view which users manage the list. Figure 30 Distribution Lists Advanced Settings - General Settings Page 30 of 53

32 The Restrictions section allows administrators to select whether or not to require all senders to be authenticated. Administrators may also choose to restrict messages by choosing accept or reject specified senders from a list of domain users using the Accept message from and Reject message from sections. Figure 31 Distribution Lists Advanced Settings - Restrictions The Delivery reports section allows the administrator to select if a delivery report should be sent, and who it may be sent to. Options include: Send delivery reports to group manager, Send delivery reports to message originator, and Do not send delivery reports. Figure 32 Distribution Lists Advanced Settings - Delivery Reports The Limits section allows administrators to set the maximum receiving message size for the distribution list. You may also choose for the maximum size to be unlimited by checking the box labeled Unlimited. Figure 33 Distribution Lists Advanced Settings - Limits Page 31 of 53

33 The Other section allows administrators to select options to Hide (the distribution list) from Exchange Address Lists and Send out- of- office message to originator. The Hide from Exchange Address Lists option allows you to prevent the list from appearing in the global address list or other address lists. One reason for doing this is if you have administrative mailboxes that you use only for special purposes. Figure 34 Distribution Lists Advanced Settings - Other Send As From the Send As section, users may assign a list member addresses as the address showing in the From: field of an . Recipients will only see that address when reviewing messages. Figure 35 Distribution List Send As Configuration Page 32 of 53

34 7.8 Company Disclaimer The Company Disclaimer tab is where a disclaimer can be added that will display on s sent from the domain. A check box is available to enable the disclaimer when checked, or disable the disclaimer when unchecked. Enter the text as you would like for it to be displayed in the section labeled Appended Disclaimer. Figure 36 Disclaimer - Appended Disclaimer You may also choose to not publish the disclaimer if the subject or body of the contains specified words in the section available under the Appended Disclaimer. Figure 37 Disclaimer - Exception Page 33 of 53

35 7.9 Group Actions From the Group Action tab, administrators can search/filter commands based on the status of the command. Status options include: ALL Canceled Completed Failed Pending Figure 38 Group Actions for Commands 7.10 Journaling Journaling keeps track of the changes that will be made in a journal or log before committing them to the server. In the event of a system crash, journaling allows for faster recovery and lowers the risk of data corruption. Administrators can set the scope for journaling to Global, Internal, and External. Figure 39 Journaling Page 34 of 53

36 8 Usage Report Web Hosting The Usage Report for Web Hosting provides access to reports about web hosting services. The report data can be filtered by Package Name or Domain Name. The results may be displayed in the portal or exported to Excel. Figure 40 Usage Report - Web Hosting Page 35 of 53

37 9 Usage Report Exchange Hosting The Usage Report for Exchange Hosting provides access to Organization Usage Reports and MailBox Usage Reports. These reports provide information about the mailboxes currently available on your Exchange domain. Access the Usage Report from the System Navigation section under the Service Director Figure 41 Usage Reports Web Hosting 9.1 Organization Usage Reports Organization Usage Reports provide a summary view of the mailboxes on your domain. The following information about the domain is available: Organization Name Product Name Edu-discount Package Accepted Domains Mailboxes Distribution Lists Contact Lists Public Folders (Standard or Enterprise Only) Wireless Accounts Mailbox Usage (MB) Public Folder Usage (MB) (Standard or Enterprise Only) This report can be displayed in the portal or exported to Excel. Note: When exporting to Excel, ensure you allow popups from MachPanel. Page 36 of 53

38 9.2 MailBox Usage Report The MailBox Usage Report provides detailed information about each mailbox on a domain. This information includes: Organization Name MailBox Edu-discount package Microsoft SPLA Type Mailbox type Disabled POP3 access allowed IMAP access allowed MAPI access allowed Exchange ActiveSync access allowed OWA/HTTP access allowed Outlook License Enabled BlackBerry Archiving Unified Messaging Allowed MailBox Usage (MB) Issue warning at (MB) Prohibit send at (MB) Prohibit send and receive at (MB) Last Updated This report can be displayed in the portal or exported to Excel. Reports are refreshed in 6 hour increments and can be exported to Excel. Note: When exporting to Excel, ensure you allow popups from MachPanel. Page 37 of 53

39 10 Change Password The Change Password area can be located by navigating to the following path: This link provides you with the option to change the password for the Admin Portal login you are currently using. A notification can also be configured to be sent to a specified address. Figure 42 Change Password for the Admin Portal Session User 10.1 Manage Passwords for All Mailboxes Passwords for other mail accounts can be modified from the following location: Home>>Exchange Hosting>>Exchange Accounts 1. Click on the Service Management link. 2. Go to the MailBoxes tab. 3. Click on the Display Name or Address of the desired mailbox. 4. Click on the Set Password button. 5. Enter the required information. 6. Click the Set Password button at the bottom of the screen. Page 38 of 53

40 11 Subscriptions To access Subscriptions navigate to the following path: Users have options to view All Subscriptions, Expired Subscriptions, and Expiring Subscriptions. Figure 43 Subscriptions The Subscription information is divided into the following tabs: General Info Resources Add- ons Exchange Organizations These tabs display the same information that can be found in the following sections of this guide: 7.1 General Settings Resources Add-Ons Page 39 of 53

41 12 Outlook Web App Outlook Web App (OWA) provides all users with access to their Hosted Exchange Mailboxes from anywhere Internet service is available. Users can log in to OWA by accessing the following URL from a web browser: https://mail.domain.com (mytelesystem.com users go to https://mail.mytelesystem.com). NOTE 1 : You may need to add a security exception for your browser in order to navigate to this page or click on the Proceed Anyway button. NOTE 2 : The following features are all available only with a Standard or Enterprise package: Shared Address Lists Shared Contacts Shared Tasks Shared Calendar Group scheduling Mobile Notifications Mobile Browse Mobile Synchronization Page 40 of 53

42 13 Sign In to OWA The sign in screen will advise you to choose if you are accessing OWA through a public or private computer. Users will also have the option to use the light version of OWA. The light version includes fewer features. This option is typically used from computers/devices with a slower internet connection or with a strict browser security setting. The sign in credentials required are the full address and the password for that address. If the full address is not entered with the Fully Qualified Domain Name (FQDN) users will receive a message that The user name or password you entered isn t correct. Try entering it again. Figure 44 OWA Sign In Page 41 of 53

43 14 OWA Interface Once you are signed in you will be presented with the Outlook Web App interface. OWA will present users with folder list, mailbox preview, and message preview panes similar to using Microsoft Outlook. Users can also access Calendar, Contacts, and Tasks through the available options at the bottom, left- hand corner of the page. Figure 45 OWA Interface From the Options menu at the top, right- hand corner, you can set Automatic Replies, Change Your Password, Create an Inbox Rule, change the OWA theme, or access additional settings. Page 42 of 53

44 15 OWA Settings 15.1 Account From the Account section of the OWA Settings you will have access to General, Contact Location, and Contact Numbers. If POP, IMAP, or SMTP access has been configured for your account through the Hosted Exchange Administration Portal there will also be a link available to view those settings General This section allows you to view your general account information. The Display can be viewed but it cannot be edited by a user. This must be updated via the Hosted Exchange Admin Portal by the administrator. Figure 46 OWA General Settings Contact Location You do have the option to add a physical address to your account information. From the contact Location users can add a street, city, state/province, zip/postal code, Country/Region, and Office. Figure 47 OWA Contact Location Page 43 of 53

45 Contact Numbers From the Contact Numbers section, you have the option to add a Work phone, Fax, Home phone, and Mobile phone. Figure 48 OWA Contact Numbers Organize E- Mail This section allows you to choose how mail will be handled. Rules will be applied in the order shown. If you do not want a rule to run, you can turn it off or delete it New Rule To setup a new rule you will need to click on the New button or the down arrow immediately to the right of it. Clicking on New will generate a pop- up box with drop- down box options that will allow you to specify how you want a rule to behave. Figure 49 OWA Create New Inbox Rule There is also a link that is labeled More Options that will allow you to add conditions, actions, and/or exceptions to the rules as well. Page 44 of 53

46 Figure 50 OWA New Rule Additional Options Once you have configured the desired options, click Save to keep your new rule Editing a Rule To edit a rule, highlight it in the list of rules and then click on the Details button. Figure 51 OWA Editing Rules You will be presented with the current options for the rule. Click on the drop- down box to modify the criteria for the rule, or click on the name to add/remove the contacts/ addresses that the rule applies to. Page 45 of 53

47 Figure 52 OWA Editing Rules Additional Options Click Save to keep the changes you made or Cancel if you wish to retain the rule as is Deleting a Rule To delete a rule, highlight it in the list of rules, then click on the delete button:. A warning popup will ask you if you are sure you want to delete the inbox rule. Click Yes to delete the rule, click No to keep the rule Groups A group is a collection of two or more people in an organization s shared address book. You can join or leave a group and also view information about the groups you belong to. Page 46 of 53

48 Joining Groups To join a group click on the Join button. A popup box will appear. Select the group you want to join from the list by scrolling through the list or using the search box. Once you find the group, click on the Join button at the top, left corner. Figure 53 OWA Joining Groups NOTE: Users must be granted permission by the administrator to join groups Leaving Groups To leave a group click on the name of the group in the list of groups you belong to and then click on the Leave button. Figure 54 OWA Leaving Groups NOTE: Users must be granted permission by the administrator to leave groups. Page 47 of 53

49 Group Details Clicking on the Details button will provide you with a popup box that shows additional information about the group. From this popup box you can view the following information: Group Display Name Group Address Description Owners Members Total Members Membership Requests From the details box you can also leave the group by clicking on the Leave button at the bottom. Figure 55 OWA Group Details Page 48 of 53

50 15.3 Settings From the Settings section you can manage mail, calendar, general, sent items, regional, and password settings Mail Settings The mail settings provides you with options to modify your e- mail signature, message format, read receipts, reading pane, and conversations E- mail Signature The E- mail Signature setting allows you to use a rich text editor to create or modify your signature that will be placed at the end of outgoing messages. There is a check box that allows you to Automatically include my signature on messages I send. By enabling this check box the signature will always appear on outgoing message. If it is not checked, you will need to click on the Insert Signature button when you create a new message Message Format The Message Format allows you to select if you want to have the Bcc and From fields available when you compose a message. You can also select the format a message is in when you compose a new message. Options include HTML and plain text. The default message font can also be selected from the Message Format Read Receipts Choose how to respond to requests for read receipts from this section. The following options are available: Ask me before sending a response (default) Always send a response Never send a response Reading Pane Choose when items should be marked as Read. The following options are available: Mark the item displayed in the Reading Pane as Read o A sub-option allows you to configure how many seconds before marking the item as read Mark the item as Read when the selection changes Don t automatically mark items as Read Conversations Sort messages in the conversation Reading Pane in this order: Newest message on top Newest message on bottom Also, choose how to sort the messages in List View in an expanded conversation: Match the sort order of the Reading Pane Show the conversation tree Page 49 of 53

51 An option is also available to hide deleted items Calendar Settings The Calendar Settings are divided by Appearance, Text Messaging Notifications, Reminders, and Automatic Processing Appearance From here, choose how your calendar should look. You can choose which days are part of your work week, and the hours you are at work. The first day of the week can be set via a drop- down menu and hours can be divided into 15- minute or 30- minute increments Text Messaging Notifications The Text Messaging Notifications allows you to add a cellular phone number to OWA. From there you can configure notifications to be sent to you via text messages. The notification options available are: Notifications when your calendar is updated Notifications for meeting reminders Daily Calendar agendas To stop text messaging notification go to Options>Phone>Text Messaging and click on the Delete Settings button. For more information see section 16.2 Text Messaging. NOTE: Text messaging rates from your cellular phone provider do apply Reminders The Reminders settings allow you to configure if you want to show reminder alerts and to set when the reminder will display. You can also enable the option to play a sound when a reminder is due. By default a reminder will occur 15 minutes before it is due Automatic Processing Automatic Processing allows you to control how meeting requests, responses, and notifications are handled. The following options are available for Automatic Processing: Automatically place new meeting requests on my calendar, marked Tentative Delete meeting requests and responses that have been updated Automatically process requests and responses from external senders Delete notifications about forwarded meetings Page 50 of 53

52 15.5 General The General Settings section allows you to manage E- mail name resolution and accessibility E- Mail Name Resolution The E- Mail Name Resolution allows you to set where you want OWA to check first when resolving names. The following options are available: Global address list Contacts Accessibility If you have low vision and use a screen reader or high contrast settings, you can select the check box in the Accessibility Setting labeled Use the blind and low vision experience to optimize your viewing experience in the future. To update this setting, save your changes and sign out Sent Items You can choose whether message sent by someone else on your behalf appear in your Sent Items folder. When a person sends a message as someone else, recipients do not see who actually sent it. For example, if Hank sends a message as Ozzie, the message appears to come directly from Ozzie. When a person sends a message on behalf of someone else, it is clear who sent the message. For example, if Hank sends a message on behalf of Ozzie, the message header says From Hank on behalf of Ozzie Regional Regional Settings allow you to choose your language, the date and time formats to use, and your time zone Password The Password section is where you can change your password for your E- mail address. Enter your current password, type a new password, and then type it again to confirm it. After saving, you might need to re- enter your user name and password and sign in again. You will be notified when your password has been changed successfully. Page 51 of 53

53 16 Phone The Phone Option allows you to modify information about mobile phones and text messaging associated with your E- mail account Mobile Phones Use Mobile Phone to remove a phone from a list, access your device recovery password, initiate a remote device wipe or block your phone if you lose it. To add a new phone to the list click on the link labeled configure the phone to synchronize with Microsoft Exchange. To remove a mobile phone from the list highlight it and then click on the delete option Text Messaging Text Messaging lets you send text message notifications to your mobile phone. To read more about calendar notification that can be sent to your mobile phone via text please see section Text Messaging Notifications. In addition to configuring notification for calendar events, you can also setup notifications for incoming message. This is done using the New Inbox Rule menu. For more information about E- mail rules please see section Organize E- Mail. From this section you can also delete the settings to stop text messaging notifications. To do this click on the Delete Settings button. You will see the following pop- up notification: Figure 56 OWA Delete Text Message Settings Click Yes if you want to delete your text notification settings or No to keep your current settings. Page 52 of 53

54 17 Block or Allow The Block or Allow option is where you can adjust your Junk E- Mail Settings. By default the system is set to Automatically filter junk e- mail. You can change this setting to Don t move e- mail to my Junk E- Mail folder. You may also setup a Safe Senders and Recipients list. Any addresses added to this list will prevent the e- mail server from moving messages from these address or domains to your Junk E- Mail folder. A Blocked Senders list is also available. Any e- mail messages from the addresses or domains added here will automatically be sent to the Junk E- mail folder. NOTE: If you are having trouble receiving e- mail messages you should check this list to ensure a sender or domain is not blocked. Page 53 of 53

55 18 Index Advanced (Distribution Lists) Distribution Lists, 29 Advanced (Mailbox Settings), 20 Automatic Replies, 22 Change Password, 37 Manage Passwords, 37 Company Disclaimer, 32 Creating Mailboxes Creating New Bulk MailBoxes, 24 Creating New Mailboxes, 23 Creating New Mailboxes, 23 Mailboxes, 23 Dashboard Account Management, 11 Service Management, 11 Subscribe Service, 10 Subscriptions, 10 Dashboard Subscribe Service, 10 Distribution List, 27 Distribution List membership, 23 Address, 29 Exchange Accounts, 12 Exchange Mail Domains, 17 Exchange Organizations, 16 General Settings, 14 Group Actions, 33 Home (Dashboard), 10 Hosted Service, 11, 13 Company Disclaimers, 32 Distribution List, 27 Exchange Mail Domains, 17 General Settings, 14 Add- Ons, 16 Resources, 15 Group Actions, 33 Mail Contacts, 25 MailBoxes, 18 Hosted Exchange Service, 8 Journaling, 33 List Members, 28 Mail Contacts, 25 Add Bulk Mail Contact, 26 Add Mail Contact, 25 Mail Domain, 12 Mail Flow Settings, 19 MailBox Usage Reports, 36 MailBoxes, 18 Organization Usage Reports, 35 Outlook Web App, 39 Block or Allow, 52 Calendar Settings, 49 General Settings, 50 Groups, 45 Interface, 41 OWA Settings, 42 Password, 50 Phone Options, 51 Regional Settings, 50 Sent Items, 50 Settings, 48 Sign In, 40 Personal Archive Settings, 22 Send As Distribution Lists, 31 Service Management, 12 Set Password, 21 Subsc.ID, 12 Subscriptions, 38 Unified Messaging, 22 Usage Report, 35 Exchange Hosting, 35 MailBox Usage Report, 36 Organization Usage Reports, 35 Web Hosting, 34 Page 54 of 54

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