Quick Start Guide v4.3. Hosted Exchange

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1 Quick Start Guide v4.3 Hosted Exchange

2 Contents Chapter 1 Overview of your Reseller Account The Message Exchange Platform...p2 Password...p2 Contact Information...p2 Billing...p2 White Label...p2 Technical Support...p2 Chapter 2 Getting Started - Manage Cloud Adding an Organisation...p3 Adding Domains...p3 Adding Users...p4 Adding Mailboxes...p5 Add Mail Enabled Contacts...p6 Creating Distribution Groups...p6 Add Members to Distribution Groups...p7 Display Name...p8 Mailbox Permissions...p9 Chapter 3 Outlook Web Access and Outlook Anywhere Outlook Web Access... p10 Outlook Anywhere... p10 Setting up Outlook Anywhere for PC... p11-15 Setting up Outlook for Mac... p15-16 Chapter 4 Outlook Licences End-User Licence Download... p17 Chapter 5 End-User Client Dashoboard... p17 Chapter 6 Support Requesting support... p18 Appendix I Contacts MX Record Change Detail... p19 Contact Us... p20 MessageStream Hosted Exchange Quick Start Guide v4.3 1

3 Chapter 1 Overview of your Reseller Account The Message Exchange Platform Please sign in using the User Name and Password given to you by the Sales Team at; https://manage.messageexchange.com Our control panel provides greater usability to our partners; it provides access to all of your services. You will find details about your account under the Reseller menu located on the left, including access to your online services such as Microsoft Exchange 2010 and Sharepoint Available services are listed in tab order under the following headers: Password Original allocated passwords can be changed here. Each Reseller account is enabled with one username and password. Contact Information Please update any changes to your contact details here, including any changes to your alternative emergency contacts. Billing Our Wholesale mailbox pricing levels can be found here, along with more details regarding the Special Partner Billing Method we have employed, giving you total flexibility on how many client mailboxes you pay for at the end of the month. Current and past invoices can be quickly accessed which can be settled via credit/debit card payment. These details can also be securely stored for future payments. Our Billing schedule will issue invoices on the 26th, the 27th or the 28th of each month. White Label Your white label URL can be located within your reseller dashboard. The link will appear as follows: https://manage.messageexchange.com?sn=12345 This unique URL can be used to direct your clients to the control panel if you so wish, where they can manage forwarding, address book entries etc. Linking of a webpage can be done using a simple meta refresh tag under one of your website s pages as follows: <meta http-equiv= refesh content= 1;url=https://manage.MessageExchange Alternatively it is possible to link a sub-domain through your web server. In IIS an additional website can be used with the required host header, i.e. hostedexchange.domain.com, pointing to a url path, rather than a directory on the server. Technical Support Here is where you can issue new support ticket requests. These will be answered within our normal business hours of 9am pm Monday to Friday. There is also an option to request Emergency out-of-hours support here. MessageStream Hosted Exchange Quick Start Guide v4.3 2

4 Chapter 2 Getting Started - Manage Cloud Before selecting any chargeable solutions ie Hosted Exchange 2010 or SharePoint 2010, you must add Organisations/Domains and Users to the platform. This can be done via the Manage Cloud tab within the control panel. Adding an Organisation To register a new Hosted Exchange organisation, select the Manage Cloud tab located on the left-hand side of the screen, then select the Add Organisation link. From within this screen you will be able to enter the name - the organisation list displays the status of the set up which may take several minutes to complete. When the set up is complete, the organisation status will show Running, and you will be able to add domain names and mailboxes. Adding Domains Domain names must also be added to allow mailboxes to be created. Adding domain names is easy, simply select the Manage Cloud tab and click the Add Domain option, selecting the organisation that you wish the domain to be linked to. MessageStream Hosted Exchange Quick Start Guide v4.3 3

5 Adding Users Users are also registered under the Manage Cloud tab. To add a user to an organisation, you must first click the desired organisation name - this will display it s properties along with a row of tabs below - one of which will be Users. Selecting this tab will reveal the option Add Users. Click this option and input user information, as in the screen below: Your Display name is the name you will use within the address book. This is optional. Input address and password before clicking the Add User button. MessageStream Hosted Exchange Quick Start Guide v4.3 4

6 Adding Mailboxes In order to add mailboxes, a deployment must first be created. Click on the Exchange 2010 tab, then click on Add Exchange Deployment. From here, you ll see a New Exchange deployment window. Select the organisation from the drop down list and click Add Deployment. The new details will now be visible and you can select the new exchange deployment by clicking the applicable row. This will bring up a the list of tabs below; click on the Mailboxes tab then Add mailbox. You will now see the Add mailbox window. Select a user from the dropdown list and click the Add Mailbox button to complete the process. PLEASE NOTE: You are also able to Add New User from the Select User menu. MessageStream Hosted Exchange Quick Start Guide v4.3 5

7 Add Mail-enabled Contacts Mail-enabled contacts allow external addresses to be added to distribution groups so that both external and internal addresses can receive the same . In order to add a mail-enabled contact, click the Mail-Enabled Contacts tab within the Exchange deployment: a list of current external contacts is displayed. Click the Add mailenabled contact. In the pop-up window, enter the FULL address of the external contact you are adding to your organisation. Once done click the add mail contact button - the form will disappear and the address will appear in the list of external contacts. Once this has been done, the contact will be available to add to distribution groups. Creating Distribution Groups Distribution groups allow you to assign an address, ie. to a number of recipient mailboxes. To add a distribution group address, select the Exchange deployment and click the Distribution groups tab and click Add Distribution Group. Enter the name into the Address section and select the desired domain name. Once added you may then link individual mailboxes to the group by clicking the members icon. MessageStream Hosted Exchange Quick Start Guide v4.3 6

8 Add Members to Distribution Groups People in an organisation will often have a primary address and one or more alternative addresses at different domains. For example, may also have an alternative address of but still require mail that is sent here to be redirected to his primary Exchange mailbox - It is possible to add up to 10 different addresses per mailbox. This is also managed via the Distribution Groups tab - click the Edit Members icon to the right of the desired distribution group. The window above will appear, where you can simply select members and move them in and out of the distribution group as required. MessageStream Hosted Exchange Quick Start Guide v4.3 7

9 Display Name Mailbox users may alter the way their name is shown via the control panel. This can be done in two different ways: Via Manage Cloud Within the Manage Cloud tab, click your desired organisation. From here, click the Users tab, and select the Address Book icon. In the pop-up window, there is a General section where you can change your Display Name. Via Exchange 2010 Within the Exchange 2010 tab, click your desired deployment and select the mailboxes tab. Clicking the Edit icon will bring up a pop-up window. In the General Setttings section, you can edit your Display name. MessageStream Hosted Exchange Quick Start Guide v4.3 8

10 Mailbox Permissions After selecting an organisation from the list, go into the mailbox tab. To the right of each mailbox listing is a lock icon. Clicking this icon will open up the mailbox permissions window where you can grant other addresses send as or full access permissions to your chosen mailbox. Full Access Permissions When assigning full access to a mailbox, you simply select the users you want to give the permissions to in the Users with NO Permissions list and move them over the Users with Full Access list. This will give the selected user full access to the mailbox as if they were logged in as the user. With these permissions in place, they can not only send mail but can also move, create and delete mail. These permissions are undone in the same way - as long as you click to Submit Changes. PLEASE NOTE: when a mailbox has been given full access, they are also assigned send as permissions as default. Send as Permissions Similarly, if a mailbox is granted send as permissions, that mailbox user has the ability to send as though they are logged in as the selected mailbox user. The mailbox user with permissions assigned can do this by opening up Outlook/OWA, creating a new and clicking the send as button - this then gives them a choice of mailboxes, granted permissions have been assigned. MessageStream Hosted Exchange Quick Start Guide v4.3 9

11 Chapter 3 Outlook Web Access and Outlook Anywhere Outlook Web Access Exchange mailbox users can access their from anywhere using the Outlook Web Access (OWA) facility. This may be accessed using any web browser from the following url: owa.messageexchange.com or https://cas.messageexchange.com/owa Alternatively, you can add a C-NAME entry to your domain s DNS records to personalise the OWA web address. For instance, you could create a record of or which needs to point to owa.messageexchange. com in the DNS C-NAME record. Outlook Anywhere Introduction Outlook Anywhere (OA) will allow you to create a direct link to the Hosted Exchange Server without the need to use a VPN tunnel. OA encapsulates RPC in HTTP when connecting to the Server. DNS You will need to slightly alter the DNS settings for each and every domain that will be hosted. A C-NAME entry of autodiscover.yourdomain.com should be created and pointed at autodiscover.messageexchange.com ( yourdomain.com being your domain name). Supported operating systems and Outlook versions. Unfortunately, Outlook 2003 is not compatible with Exchange Hosted Exchange 2010 supports the use of Outlook 2007 SP1, Outlook 2010, Office for Mac 2011 (preferred), Entourage Office 2008 for Mac (limited compatibility and is not supported by our helpdesk). The following screenshots are based upon XP, Vista, Windows 7 and Mac Before setting up OA, ensure that Windows and the Outlook installation is fully updated to the latest releases Windows/MAC. For mailboxes that have been selected to include an Outlook licence, you can download the software from the control panel when logged in as the specific user. All downloads and installations of Outlook are strictly controlled by Microsoft and must adhere to the Microsoft Outlook terms included within the Hosted Exchange Agreement. MessageStream Hosted Exchange Quick Start Guide v4.3 10

12 Setting up Outlook Anywhere for PC This article is focused on IT staff with an advanced knowledge of Operating Systems and the Messaging Application Program Interface (MAPI). Screenshots are from Vista and Windows 7 and applies to Windows XP SP3 aswell. 1. Go into the control panel and start the Mail applet. Vista requires that you open the following Icon (A) first, then (B): (A) And Then (B) 2. Click ADD a profile Give it a useful name in the Profile Name field then OK 3. Click on Manually configure settings. Then Next. MessageStream Hosted Exchange Quick Start Guide v4.3 11

13 4. Select Microsoft Exchange and then Next. 5. Fill in the relevant fields; in the User name enter the full address, and do NOT at this stage Check Names. Click on More Settings. MessageStream Hosted Exchange Quick Start Guide v4.3 12

14 6. We will now Configure the connector to the server. Choose Exchange Server and Next. You may get the following. Click OK. Then Cancel 7. The following screen will appear, click on the Connection tab. Tick Outlook Anywhere and press the Exchange Proxy Settings MessageStream Hosted Exchange Quick Start Guide v4.3 13

15 8. On the Proxy Settings page, fill in the fields as below. Ensure that the Proxy authentication is set to Basic and there is a tick in all boxes. PLEASE NOTE: If operating system is XP, please un-tick this box. Press OK twice until you are back on the Exchange Settings page. 9. Click Check Name - if you have configured the Connection Settings correctly, you will be prompted for a user name and password. MessageStream Hosted Exchange Quick Start Guide v4.3 14

16 9. Put in your full address and the agreed password. Click on the OK button. 10. A line should appear under the Exchange Server and the user name (as below). This confirms successful connections, settings and authentication. Setting up Outlook for Mac 1. Open Outlook 2011 for Mac. From the top menu, click the Tools option, then select Accounts from the dropdown menu. 2. The Account window will open. If this is the first account to be added to Outlook, click Exchange Account from the two options. If another account already exists on Outlook. Please click the small + sign at the bottom left, and then select Exchange. MessageStream Hosted Exchange Quick Start Guide v4.3 15

17 3. A box will drop down where you will be asked to enter your account information. In order for your account to set up automatically, you must have the autodiscover records added to your DNS settings. Enter the mailbox address in the Address box and the same in the User Name, with your account password created when adding the mailbox in the control panel. Tick the box Configure Automatically, and the press the Add Account button. 4. After a few seconds, you should be presented with the alert as below. Tick the Always use my response for this server, and press the Allow button. After a short while, your account will authenticate and you will return to the Account screen, which can be closed by clicking the small x in the top left. You ll then see any mail on the server starting to sync with this installation of Outlook - this may take a few minutes to complete, depending in the amount of messages held on the server. MessageStream Hosted Exchange Quick Start Guide v4.3 16

18 Chapter 4 Outlook Licences End User License Download Mailbox plus Outlook offers additional Microsoft Outlook 2013/2010/2007 client download and license keys. To obtain a license key the mailbox user must log in to the control panel, https://manage.messageexchange.com with their address and password. Once connected, mailbox users must agree to the Microsoft Software License Agreement and after doing so will be provided with a link to download the software and the relevant license keys (located under the Dashboard). Chapter 5 End-User Client Dashboard Using the URL https://manage.messageexchange.com/ end-users are able to sign-into the MessageExchange portal to access the following details: Desktop settings Confirmation of the exchange server they are attached to, along with their username and password. Any aliases they have on their main address. Individual public folder permissions and their root folder name. The end-users are able to change their password here, update their address book entry and also add in additional aliases. MessageStream Hosted Exchange Quick Start Guide v4.3 17

19 Chapter 6 Support Requesting Support To request help, select the New support ticket link once you have selected the Technical Support option from the main menu. Simply fill in the details and submit. Once a reply has been given, you should find outstanding tickets, or new messages from the dashboard area. If your issue is urgent, please call and you will be routed to the first available technician, who will gladly assist you. Our support hours are 9am 5.30pm Monday Friday excluding English Bank Holidays. Outside these hours we operate a 24 hour emergency technician call back service. This is linked directly to an on-call technician who may not be on-site, and therefore should not be used for any other purposes other than in instances of system outages. Please allow up to 1 hour for a response by telephone or . This facility is available via your control panel under Technical Support. MessageStream Hosted Exchange Quick Start Guide v4.3 18

20 Appendix I MX Record Change Details Once set-up is completed your client MX records will need to be changed to the following; inboundcluster1.messageexchange.com pref10 inboundcluster2.messageexchange.com pref10 inboundcluster3.messageexchange.com pref20 inboundcluster4.messageexchange.com pref20 DNS You will need to alter the DNS settings for each and every domain that will be hosted. A CNAME entry of autodiscover.yourdomain.com should be created and pointed at autodiscover. messageexchange.com (yourdomain.com being your domain name). Shared mailbox facilities ie Calendar etc and Out of Office will not be available without this entry. SPF Records We recommend setting up an SPF (Sender Policy Framework) record for any domain added to the system. This will help with the relaying and authentication of your mail and reduce the likelihood of your mail being identified as possible spam by some ISP/mailservers. Please contact the domain host, web developer or owner of the domain and ask them to log into the control panel provided and set-up the following SPF record: include:spf.messageexchange.com The SPF record should resolve to: v=spf1 include:spf.messageexchange.com -all Or, if you have existing SPF records, it should resolve to: v=spf1 ip-your previous spf record details include:spf.messageexchange.com -all Important: If an existing SPF record exists, then you need to add include:spf. messageexchange.com into the current record before the -all part of the syntax as in the second example above. Any other servers that are allowed to send for the domain will have to be included this way as well. For example, you may have a CRM system that sends directly, so this IP address or hostname should also be included. SPF records can be complicated, so if in doubt, speak with the domain hosting company that handles the domain. MessageStream Hosted Exchange Quick Start Guide v4.3 19

21 Contact Us: If you have a question or enquiry, please contact our team on one of the numbers below for quick, friendly and efficient help. Sales and Pre-Sales Support: By phone: By Customer Support By phone: By Billing/Accounts Payable By phone: By MessageStream Head-office Giacom World Networks Ltd 1 Priory Court Saxon Way Hessle HU13 9PB United Kingdom Main switchboard: +44(0) Fax: +44(0) MessageStream Hosted Exchange Quick Start Guide v4.3 20

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