User Guide. Time Warner Cable Business Class Cloud Solutions Control Panel. Hosted Microsoft Exchange 2007 Hosted Microsoft SharePoint 2007

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1 Chapter Title Time Warner Cable Business Class Cloud Solutions Control Panel User Guide Hosted Microsoft Exchange 2007 Hosted Microsoft SharePoint 2007 Version 1.1

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3 Table of Contents Table of Contents... 3 Chapter 1: Introduction... 5 Planning Checklist... 5 User Control Panel... 5 Additional Resources... 5 Chapter 2: Getting Started with Exchange... 7 Setup Overview... 7 Accessing Your Account... 8 Setting Up the Client... 9 A. Download Client... 9 B. Install Client C. Configure Client D. Moving Mail from Internet Mail Accounts E. Moving Existing Outlook Mail to New Account Connecting to Mobile Devices ActiveSync BlackBerry Access Chapter 3: Configuration Overview Editing Your Information Changing Password Changing Password Hint Chapter 4: Managing Services Hosted Exchange View Configuration Outlook Web Access Forwarding Out of Office Assistant (requires Premium mailbox) Mailbox Rights Delegation Mobile Device Remote Wipe (requires Premium mailbox) BlackBerry Access Overview Kill Device Microsoft SharePoint Overview SharePoint Access... 36

4 Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 4 trademarks are the property of their respective owners.

5 Chapter 1: Introduction The purpose of this guide is to provide instructions on how users can set up and manage the following Time Warner Cable Business Class Cloud Solutions services: Hosted Microsoft Exchange and Microsoft SharePoint. This guide focuses primarily on how to use the Cloud Solutions user control panel. For specific details on using clients, including Microsoft Outlook, Entourage and SharePoint, please go to for links to additional resources. The following topics are discussed in this chapter: Planning Checklist User Control Panel Additional Resources Planning Checklist Before you start the setup process for Exchange, you should perform the following tasks: Requirement Ensure your computer is setup with the following: 1. Windows XP with Service Pack 2 or higher, or Mac OS X version or later 2. Outlook Web Access requires Internet Explorer 6.0 or later or Firefox 3.0 or later 3. Internet connection, broadband speeds recommended Mobile device access requires mobile devices with data plans in place* *Please contact your administrator to see if your mailbox type will allow you to set up mobile device access. User Control Panel You can manage your Cloud Solutions services online by logging in to https://connect.appsonline.com. The user control panel is organized into the following areas: Configuration: View and edit your account information as well as changing your password. Services: View details on services that your administrator has enabled for you. Help: Access online help for using the control panel. Client Download: Access links to download client. Additional Resources Please visit for additional resources on managing and using Cloud Solutions. For further assistance, please contact your company administrator. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 5 trademarks are the property of their respective owners.

6 Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 6 trademarks are the property of their respective owners.

7 The following topics are discussed in this chapter: Setup Overview Accessing Your Account Setting Up Client Connecting to Mobile Device Setup Overview The typical steps required to set up Hosted Exchange are provided in the diagram below. Setting Up Exchange 1. Access Account 2. Prepare DNS 3. Add Users Admin Admin Admin *4. Set Up Client 5. Update DNS *6. Connect Mobile Device Admin/User Admin Admin/User *Steps applicable to Premium mailboxes Most of the activities in setting up Exchange are performed by your administrator. Your administrator may ask that you perform the steps indicated in light blue, Steps 4 and 6. If you have any questions, please contact your administrator. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 7 trademarks are the property of their respective owners.

8 Accessing Your Account Once your company s administrator sets up your mailbox, you will receive a welcome with your username, password and link to the user control panel for Cloud Solutions. To access your account: 1. Click on the login page URL in your welcome or else go to https://connect.appsonline.com. 2. Enter the User Name and Password provided in the welcome . Click Log In. 3. Go to the Configuration section and click on the Password Hint icon. 4. Select from the list of security Questions and type in the Answer. Click Save. 5. If you wish to change your password, click Change Password. Enter your old and new passwords. Click Save. NOTE: The password used to log in to the control panel is the same one that is used to access your Time Warner Cable Business Class Exchange account. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 8

9 Setting Up the Client If you have been set up with a Premium mailbox, you can use a free copy of the following Microsoft s client for Windows and Mac: Outlook 2007, Outlook 2010, Entourage 2008 and Outlook 2011 for the Mac. For more information on these products, please visit or If your company is already using Outlook 2010 or Outlook 2011 for the Mac, or you do not wish to change your current client, then please proceed directly to B. Connect Client. A. Download Client To access the client: 1. Go to https://connect.appsonline.com and log in with your user ID and password. 2. At the bottom of the home page, click on Download Outlook and Entourage Media link. 3. Review the terms and conditions for downloading and using the client. If you agree to the terms and conditions, select I Accept and click Continue to Download Page. 4. Click on the client that you wish to download. When prompted, select the Save option. Note the location where you save the file. Due to the large size of the file (over 200 MB for Windows clients and over 400 MB for Mac clients), it will take some time to download, depending on the speed of your Internet connection. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 9

10 B. Install Client This section provides an overview of how to install the client. To install a Windows client: 1. Browse to the location of the file you downloaded in the previous section. The file name will be either Outlook2007.zip or Outlook2010.zip. Double click to open the file. If you receive a security question about wanting to run this file, click Run. 2. Select all the files in the folder by selecting Ctrl A on your keyboard. All the files will be highlighted. Click on the Extract icon at the top. 3. Specify a location where you want the files to be extracted. Note the location where you save the file. Select Extract. 4. Go to the folder with the extracted files. Click on the setup.exe file to start installation. 5. When prompted, enter the product key. NOTE: You will need to obtain the license key from your administrator. 6. Follow the instructions in the wizard to complete the installation process. To install a Mac client: 1. Extract files onto your computer if the ZIP file was downloaded. 2. Click on the Office Installer icon to start installation. 3. Follow the instructions in the wizard to complete the installation process. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 10

11 C. Configure Client You will now need to configure the client to connect to the Time Warner Cable Hosted Exchange server. This section provides instructions on configuring: Outlook 2010 for Windows Outlook 2007 for Windows Manual Configuration (Windows Clients) Outlook 2011 for Mac Entourage 2008 Mac Mail Outlook 2010 for Windows Configuration 1. Click the File tab, select Info and then click Add Account. NOTE: If this is your first time using Outlook, begin with Step Enter a Mailbox Name (e.g., Main Company ), Address and Password. The address is the one that your administrator created for you. The password is the same one that is used to access the control panel. Click Next. 3. If a security prompt appears, select Don t ask me about this website again and click Allow. 4. When prompted for Username and Password, enter your address for the Username. 5. Microsoft Outlook will search for auto-configuration settings to automatically connect to your Exchange mailbox. Once this is done, click Finish. You can now open a new profile in Microsoft Outlook. 6. Repeat for each computer that needs to be connected to your Exchange mailbox. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 11

12 Outlook 2007 for Windows Configuration 1. Click Start, then Control Panel and Mail. Click the Show Profiles button to begin the profile creation process. NOTE: If this is your first time using Outlook, go to Step Click Add and type in a name to refer to the profile (e.g., Main Company ). Click OK. 3. In the Add New Account window, enter your Name, Address and Password. The address is the one that your administrator created for you. The password is the same one that is used to access the control panel. Click Next. 4. If a security prompt appears, select Don t ask me about this website again and click Allow. 5. When prompted for Username and Password, enter your address for the Username. 6. Microsoft Outlook will search for auto-configuration settings to automatically connect to your Exchange mailbox. Once this is done, click Finish. You can now open a new profile in Microsoft Outlook. 7. Repeat for each computer that needs to be connected to your Exchange mailbox. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 12

13 Manual Configuration (Windows Clients) 1. Click Start, then Control Panel and Mail. Click the Show Profiles button to begin the profile creation process. 2. Click Add and type in a name to refer to the profile (e.g., Main Company ). Click OK. 3. In the Add New Account window, click on Manually configure server settings or additional server types box in the lower left corner. Click Next. 4. Select Microsoft Exchange. Click Next. 5. In the Microsoft Exchange Settings dialog box, enter the following information: Microsoft Exchange Server: Enter ex-003.mail.navisite.com Used Cached Exchange Mode: Checked User Name: Enter your address or display name 6. In the Microsoft Exchange dialog box, click on the Connection tab. Check the Connect to Microsoft Exchange using HTTP box. Click on Exchange Proxy Settings. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 13

14 7. In the Microsoft Exchange Proxy Settings dialog box, enter the following information: https:// Enter anywhere.appsonline.com Connect using SSL only: Checked On fast networks : Checked On slow networks : Checked Proxy Authentication: Select NTLM Authentication 8. Click OK and then click OK again to close the Microsoft Exchange dialog box. 9. Click Next and then Finish. If a security prompt appears, select Don t ask me about this website again and click Allow. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 14

15 Outlook 2011 for Mac Configuration 1. On the Tools menu, click Accounts. 2. In the lower-left corner of the Accounts dialog box, click Add and then click Exchange. 3. Enter the following information: Address: Enter the address your administrator created for you Authentication Method: Select User Name and Password User Name: Enter your address Password: Enter the password you use to login to the control panel Configure automatically: Check this box Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 15

16 4. Click Add Account to have Outlook automatically detect the Exchange server settings. 5. If a security prompt appears, select Always use my response for this server box and click Allow. 6. When the process of adding the account is completed, the account appears in the left pane of the Accounts dialog box. A green indicator next to the account name shows that the account is connected. Default Account Company Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 16

17 Entourage 2008 Configuration 1. Select Tools from the menu bar and then Accounts. Click on the Exchange tab. 2. Click New and select Exchange. In the Account Setup Assistant window, click Configure Account Manually. 3. In the Account Settings dialog box, enter the following information: Account name: A descriptive name to identify the mailbox account (e.g., My Company ) Name: Display name (e.g., Steve Johnson) Address: Enter the address your administrator created for you Select Use my account information Account ID: Enter user#domain.com. You must use # between the user name and domain. This field is limited to 20 characters. Domain: Enter mail Password: Enter the password you use to login to the control panel Save password in my Mac OS keychain: Check this box if you wish to save the password on the computer Exchange Server: Type in This DAV service requires a secure connection (SSL): Check this box 4. Click OK to save settings. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 17

18 5. Select the Advanced tab and enter the following information: Public Folders Server: Enter mail.appsonline.com/public This DAV service requires secure connection (SSL): Check this box LDAP Server: Enter ldap.appsonline.com Server Requires Login: Check this box LDAP Server Requires SSL: Check this box Override Default Port: Check this box and enter port value of 636 Search Base: Enter the following (replace DOMAIN with your company s domain name) ou=your-domain.com,ou=hosting,dc=mail,dc=navisite,dc=com 6. Click OK to complete setup. s will be synchronized between the Exchange Server and Entourage. Mac Mail Configuration 1. Start the Mail app and complete the Welcome to Mail wizard. 2. Enter Name, Address and Password. The address is the one that your administrator created for you. The password is the same one that is used to access the control panel. Click Continue. 3. Searching for mail servers for the specified address text will appear, followed by the Account Summary page. 4. You can confirm settings via the Preferences \ Accounts page in the Mail, Address Book, and ical applications. Automatic setup is recommended; however if setup needs to be done manually, use the following settings: External/Internal Server anywhere.appsonline.com Server Path /EWS/Exchange.asmx Port 443 Use SSL Checked Address Book, ical Check the boxes as necessary Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 18

19 D. Moving Mail from Internet Mail Accounts If your company is switching from an Internet-based application, such as Gmail, Yahoo Mail or Hotmail, messages, calendars, contacts and tasks can be moved to your Time Warner Cable Business Class Exchange account. NOTE: If you are switching to Time Warner Cable Business Class Exchange from a Microsoft Exchange platform, please contact your administrator for assistance. The first step is to configure Outlook to receive s from the Internet mail account by following these steps: 1. Go to the Tools menu and click Account Settings. 2. On the tab, click the New button. 3. On the Choose Service page, confirm that Microsoft Exchange, POP3, IMAP, or HTTP is selected. Click Next. 4. In Auto Account Setup, select Manually configure server settings or additional server types. Click Next. 5. In Choose Service, select Internet and click Next. 6. In Internet Settings, enter the account details for the user s Internet account. If the outgoing server requires authentication, after entering the SMTP server information, click More Settings and select the Outgoing Server tab. Check the My outgoing (SMTP) requires authentication box and provide the authentication details. Select OK. 7. After entering all the information, click Test Account Settings to confirm that Outlook can connect to the your existing mail servers. 8. Click Next and Finish. The Internet is now shown in Outlook s Accounts listing. Click Close. 9. Outlook will now connect to the existing account and download messages to a.pst file on the user s computer. After setting up Outlook to receive s from the Internet mail account, follow these steps to move information: 1. In Outlook, click the folder icon to see a folder view. 2. To copy contacts, click Contacts, select a single contact, press CTRL+A to select all of them, and then drag them to the Contacts folder. 3. To copy calendar, click Calendar, and choose View, Current view, View all Appointments, highlight one appointment, and then press CTRL+A to select all appointments. Drag them onto the Calendar icon under Mailbox 4. To copy messages, highlight one message, press CTRL+A to select all , and then drag it to your inbox under Mailbox at the top of your mail items. 5. To copy tasks, highlight one task, press CTRL+A to select all tasks, and then drag them to your tasks under Mailbox at the top of your mail items. 6. To copy any additional folders, select the folder and drag it onto Mailbox at the top of your mail items Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 19

20 E. Moving Existing Outlook Mail to New Account If your company is already using Outlook, messages, calendars and contacts can be moved from your current account to the Time Warner Cable Hosted Exchange account by following these instructions. To create a.pst file of the messages, calendars and contacts from the current account: 1. Open Outlook using the profile associated with your existing account. 2. Select File and then Import and Export. (In Outlook 2010, select File > Open > Import.) 3. Select Export to a File and click Next. 4. Select Entire Mailbox to Export. If this option is not shown, select Personal Folder File (.pst) or Outlook Data File (.pst). Click Next. 5. Select the items to be exported. To include subfolders, check the Include subfolders box. Click Next. 6. Click Browse and select where the file should be saved and click Open. Since you will need access to this file, note this location. In the Options section, select how duplicate items should be handled. Click Finish when done. 7. Log out of Outlook. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 20

21 To import the.pst file to your new account: 1. Open Outlook using the profile associated with the your new Time Warner Cable s account. 2. Select File and then Import and Export. (In Outlook 2010, select File > Open > Import.) 3. Select Import from another program or file and click Next. 4. Select Personal Folder File (.pst) or Outlook Data File (.pst). Click Next. 5. Click Browse and select where the file should be saved and click Open. Click Next. 6. Check the Include subfolders box and Import items into the same folder in box. From the dropdown list, select your Time Warner Cable Hosted Exchange address. Click Finish. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 21

22 Connecting to Mobile Devices If you have a Premium mailbox type, you can connect your mobile device to the Exchange server for anytime, anywhere access to your s, calendars, contact lists and tasks using Microsoft ActiveSync. If you need to connect to a BlackBerry device, go to the BlackBerry Access section. ActiveSync ActiveSync allows you to access Exchange through mobile devices that are compatible with ActiveSync, which includes iphone, ipad, Windows Mobile, Android and Palm devices. ActiveSync is included with Premium mailboxes and can be used to automatically synchronize , contacts, calendar and other information from Exchange to mobile devices. Configuration settings for connecting mobile devices to ActiveSync are as follows: Username / [your address] Password: [your password] Server: anywhere.appsonline.com Requires SSL: [if available, yes/checked] The actual steps for setting up different mobile devices will vary based on the operating system and version, device type and data plan provider and the setup instructions provided in this section should be used as a reference. Configure Android Devices 1. Go to the Settings page and select Accounts & Sync option. 2. Select Add Account. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 22

23 3. When prompted, enter the following information: User Name / [your address] Password: [your password] Server: anywhere.appsonline.com Use secure connections (SSL): checked Accept all SSL certificates: checked 4. To synchronize calendar and contact data, check Sync calendar from this account and Sync contacts from this account. Select Next to start data synchronization between the phone and Exchange. Configure iphone 1. From the home screen, select the Settings icon. 2. Go to Mail, Contacts, Calendars. 3. Select Add Account. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 23

24 4. Select Microsoft Exchange. 5. When prompted, enter the following information: / User Name: [your address] Password: [your password] Server: anywhere.appsonline.com Domain: [leave blank] Description: [account description] 6. Select which folders to synchronize between the iphone and Exchange (i.e., Mail, Contacts, Calendars). 7. Select Save and data synchronization with the Time Warner Cable Hosted Exchange server will begin. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 24

25 Configure Windows Mobile 1. From the App list, go to Settings. 2. Select & Accounts. 3. Select Add an account and then select Outlook. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 25 trademarks are the property of their respective owners.

26 4. Enter your Address and Password and then select Sign In. 5. Exchange information will be synchronized to the phone and you are finished setting up ActiveSync. If account settings are not found, then try these additional steps: Perform the following actions to verify the information and then select Sign In. Field address Password User Name Domain Action Verify your address is correct Select Show Password and verify the password is correct Verify your user name is correct. The user name is what appears before sign (e.g., for address johnd is the user name) This field should be empty. If account settings still are not found, then select Advanced and perform the following actions: Go to Server and enter anywhere.appsonline.com Select Show All Settings and verify that Server requires (SSL) connection setting is enabled Select Sign In Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license Time Warner Cable. All rights reserved. All other trademarks are the property of their respective owners. Page 26

27 BlackBerry Accesss The BlackBerry Access add-on allows you to access Exchange with your BlackBerry device. This add-on, only available with Premium mailboxes, provides connectivity to the BlackBerry Enterprise Serve (BES) for real-time synchronization between a BlackBerry device and Time Warner Cable Hosted Exchange. NOTE: The BlackBerry service is an optional add-on service. Please contact your administrator to find out whether your account has been enabled with BlackBerry Access. Your administrator should have given you a BlackBerry activation password. If you have not received this, please contact the administrator. If you did receive the password, you need to configure your BlackBerry device within 48 hours of when your administrator assigned the service to you. To configure your BlackBerry device: 1. Perform a hard reset of the BlackBerry device to restore the phone to factory default settings. A hard reset will erasee all stored dataa so back up any data you wish to save. For details, see the device s owner manual. 2. From the BlackBerry device s home screen, select Applications and then Options. Next go to Advancedd Options and then Enterprisee Activation. 3. Enter your Address. For the password, enter the BlackBerry activation password that your administrator provided to you. Open Menu and click on Activate. 4. The BlackBerry Enterprise Server will verify the password and confirm verification. This may take several minutes. 5. After the service is enabled, initial synchronization begins. This process can take five to thirty minutes, depending on the amount of information on the server. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license Time Warner Cable. All rights reserved. All other trademarks are the property of their respective owners. Page 27

28 Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 28 trademarks are the property of their respective owners.

29 Chapter 3: Configuration The following topics are discussed in this chapter: Overview Editing Your Information Changing Password Changing Password Hint This chapter describes how you can view and modify your account information in the Configuration section of the user control panel. Overview To view your user account information: 1. Go to https://connect.appsonline.com and log in using your ID, or address, and password. 2. From the home page, go to the Configuration section and click on the Overview icon. 3. Your information is shown, including contact information, title, department and other direct reports. This information will also be shown in your company s Exchange Address Book. Editing Your Information To edit your user account information: 1. Go to https://connect.appsonline.com and log in using your ID, or address, and password. 2. From the home page, go to the Configuration section and click on the Edit icon. 3. After you have made the appropriate edits, click Save. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 29 trademarks are the property of their respective owners.

30 Chapter 3: Configuration Changing Password To change your password: CAUTION: By changing your password in the control panel, you will also change the password for your account. You may need to update your Exchange passwords that are saved on your computer or mobile device to the new one. 1. Go to https://connect.appsonline.com and log in using your ID, or address, and password. 2. From the home page, go to the Configuration section and click on the Change Password icon. 3. Enter your old and new passwords. Click Save. Changing Password Hint We recommend that you create a password hint if you wish to use the Forget Password featuree of the control panel. To create a password hint: 1. Go to https://connect.appsonline.com and log in using your ID, or address, and password. 2. Go to the Configuration section and click on the Password Hint icon. 3. Select the question you wish to use as the password hint from the Question drop down box. 4. Enter the answer to the question in the Answer field. 5. Click Save. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license Time Warner Cable. All rights reserved. All other trademarks are the property of their respective owners. Page 30

31 Chapter 4: Managing Services The following topics are discussed in this chapter: Hosted Exchange BlackBerry Access Microsoft SharePoint This chapter describes how you can view, modify and/or access your services from the user control panel. Hosted Exchange Based on the services that are assigned to you by your administrator, you will see all of some of the options in the Hosted Exchange section of your home page as described in this section. View Configuration If you click on the View Configuration icon, you will be able to see details on your Exchange account, including: Header Mailbox Information Mailbox Access Options Other Options & Login Information Mail Server Information Mailbox Limits Details Information on your account s storage. Depending on the mailbox type, can be up to 25,000 MB (or 25GB) Indicates the options available with the mailbox type that was assigned to you by your administrator. Information on distribution lists as well your address and user name that should be used when setting up your client. Information on mail servers that you may need when first setting up . Indicates the number of days in which deleted s are available from the server (set at 30 days) and maximum size (set at 51.2 MB). Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 31 trademarks are the property of their respective owners.

32 Chapter 4: Managing Services Outlook Web Access Access your Outlook online by either clicking on the Outlook Web Access icon or going to https://mail.appsonline.com. Forwarding You can forward your incoming s to one external address. To enable this option: 1. In the Hosted Exchange section, click on the Forwarding icon. 2. Click on the Enable Forwarding box and enter the Forwarding Address. If you wish to have copies of the forwarded s saved on the Exchange server, select Save Copies of Forwarded Messages. Click Save. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 32

33 Chapter 4: Managing Services Out of Office Assistant (requires Premium mailbox) Whenever you are out of the office, you can set up an automatic response to be sent to everyone who sends you an . You can set up an out of office response within Outlook directly (Tools > Out of Office Assistant) or by following these steps in the control panel: 1. In the Hosted Exchange section, click on the Out of Office Assistant icon. 2. Select I m currently out of the office and type in the out of office message in the text box. Click Save. 3. When you are back in the office or wish to disable the notification, then go back into the Out of Office Assistant screen and select I m currently in the office. Cloud Solutions User Guide (CS_EXCH2007_USER-0911) Page 33

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