Migration guide. Business

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1 Migration guide Business June 2013

2 Contents Introduction 3 Administrator Migration What You Need to Get Started 1. Importing PST Files 2. Exporting PST Files End User Migration Using Outlook What You Need to Get Started The Migration Process Change DNS Settings and Update MX Records 1.1 Add Autodiscover CNAME Record to DNS Records via the TELUS UC Management Centre 1.2 Change DNS Settings and Update MX Records via Your Domain Registration Company Create User Accounts 9 3. Provision User Accounts with Business Download Microsoft Outlook (Business Professional Users Only) 9 5. Configure Your Desktop Mail Client to Connect to Your TELUS Mailbox 9 6. Move Your and Information From Your Old Mailbox to Your New TELUS Outlook Mailbox 6.1 Migrating to Outlook From a Microsoft Outlook Client 6.2 Migrating to Outlook From Microsoft Exchange 6.3 Migrating to Outlook From Webmail Phase Out Your Old Mail Account Synchronizing Your Smartphone (Optional) For More Information 14 14

3 Introduction This document takes you through the process of migrating mail from your current mail account to your new Business Account hosted by TELUS. When migrating mailboxes, your users can follow the steps outlined in the Outlook Migration section. Alternatively, customer administrators can choose to migrate mailboxes for their users using the Administrator Migration section of the control panel. Administrator Migration What You Need to Get Started. In order to migrate the mail in your old mail account to your new account you will need: Your TELUS account ID: Your account ID was ed to the address you gave TELUS prior to ordering service and is also listed on your work order. If you are unable to locate your account ID, please call for help. A copy of your existing users.pst files. You will need to ensure that your users have been added to the UC Management Centre with Business and have logged into that mailbox for the first time. An FTP client or understanding of the File Transfer Protocol (FTP). If you do not have an FTP client, you can download one of the freely available clients from the web (i.e. Filezilla). The User Interface allows Exchange Service Administrators to import and export Exchange mailboxes. This process involves the mailbox being saved as a PST file and saved on a FTP server for export/import. To access the Mailbox Import & Export screen, select from the main menu Services > Exchange > Mailbox Import/Export. The screen will display the user s FTP logon details for logging onto the server where the exported mailboxes will be saved. This directory will also contain the Import folder where mailboxes that are to be imported onto a Cortex user should be saved. The screen is split into two sections: Export Mailboxes select this link to export any of your users mailboxes. Import Mailboxes select this link to import an mailbox PST file into an existing Exchange user s Mailbox. Business migration guide 3

4 1. Importing PST Files. The Import Mailbox feature, imports an external data file (.PST) into a user s existing mailbox. Before proceeding with the import, ensure the incoming file is stored on the FTP server under folders MailboxImport. 1. Visit TELUS.com/manageuc and log in as an administrator. 2. Choose Services from the top menu bar and select Exchange > Mailbox Import/Export. 3. Select Import Mailboxes. All users that are provisioned with an Exchange mailbox will be displayed. Within the Mail Import Export screen select Import Mailboxes. 4. Select the user(s) whose mailbox will be updated with the external data file by selecting Edit. A drop down list will appear for the user in the Import File column and the Import box will be automatically checked for the user. 5. Search and select the relevant import file that is to be added to the user s mailbox and select Update. 6. Select Import Mailboxes. The table will be updated and the date & time of the import will be displayed beside the customer in the Last Import field. To view how the import process is progressing, select Refresh Status. 7. Once the import file has been imported into the user s mailbox successfully, the provisioning status will change to green. When the user logs onto their system, they will be able to view the additional s that have been imported. Business migration guide 4

5 2. Exporting PST Files. The Export Mailbox feature, exports the data from a user s mailbox so that it can be imported into another mailbox. 1. Visit TELUS.com/manageuc and log in as an administrator. 2. Choose Services from the top menu bar and select Exchange > Mailbox Import/Export. 3. Select Export Mailboxes. All users that are provisioned with an Exchange mailbox will be displayed. 4. Select the users whose mailboxes are to be exported into a.pst file by checking the Export box. Alternatively click on Select All to select all users that are displayed on the current page or Select Collection to select all user mailboxes that are attached to the Customer. 5. Select Export Mailboxes. The export process will commence and the date & time of the request will be inserted beside the user in the Last Export field. To view how the process is progressing select Refresh Status. NOTE: Do not select F5 as this will collapse the Export Mailboxes section. 6. Once the mailbox(es) have been exported successfully to the FTP server, the provisioning status will change to green. 7. The exported mailbox will appear on the FTP server under folder MailboxExport. Depending on your system configuration settings, the.pst file may have been compressed into a.zip file. Business migration guide 5

6 Important You should follow the procedures in this document in the order they are listed. Doing so will provide a smooth migration to TELUS. If you need help during your migration, contact TELUS at End User Migration Using Outlook. What You Need to Get Started. In order to migrate the mail in your old mail account to your new account you will need: Your TELUS account ID: Your account ID was ed to the address you gave TELUS prior to ordering service and is also listed on your work order. If you are unable to locate your account ID, please call for help. Access to your old mail account, including the Web address you use for checking mail, your address, user name, and password. (Option for new accounts) If you have an existing domain name (such as yourcompany.com ) that you will use with your TELUS account you have two options: 1. DNS externally hosted: you will require contact information for the company where you registered the domain name and access to your online account. 2. TELUS Hosted DNS: Contact support at and have a representative configure your account to have TELUS host your domain. The Migration Process Change DNS settings and update MX records Create user accounts Provision user accounts with business 4 Download Microsoft Outlook 2010 / 2011 (optional) 5 Configure your desktop mail client to connect to your TELUS mailbox 6 Move your and information from your old mailbox to your new TELUS mailbox 7 8 Phase out your old mail account Sync your smartphone to your business account Business migration guide 6

7 1. Change DNS Settings and Update MX Records. You need to update your DNS records to point to TELUS in order for your domain name to work with your TELUS account. Where you make these changes depends on who you want to maintain them: If TELUS hosts your DNS refer to 1.1 Add Autodiscover CNAME record to DNS Records via the TELUS UC Management Centre. If you d like to transfer your DNS Record Control to TELUS for Management, contact support at and have a representative configure your account to have TELUS host your domain. If you d like to continue to have your Domain Registration Company Manage your Domain Records (Recommended Method) refer to 1.2 Change DNS Settings and Update MX Records via Your Domain Registration Company. Note Please refer to WHOIS service to find your DNS server provider/administrator. For example 1.1 Add Autodiscover CNAME Record to DNS Records via the TELUS UC Management Centre. Note These records may have been pre-configured depending on when your account was set up. 1. Visit TELUS.com/manageuc and log in as an administrator. 2. Choose Services from the top menu bar and select DNS > DNS Management. 3. On the left hand side under DNS Management > New DNS Entry. continued on next page Business migration guide 7

8 4. Select Record Type CNAME from the drop-down menu and enter the following: Alias: Autodiscover.mycompanydomain.com Host: Autodiscover.Exchange.Telus.com 5. Click Provision and log out. 1.2 Change DNS Settings and Update MX Records via Your Domain Registration Company. Contact your domain registration company and request that they change the list of records as shown in the following table: Type Priority Destination MX 10 mx21.exchange.telus.com MX 10 mx22.exchange.telus.com MX 10 mx24.exchange.telus.com MX 10 mx25.exchange.telus.com CNAME Autodiscover.exchange.telus.com Notes Replace domainname in the source strings in the table above with your company domain name. Due to the distributed nature of DNS, it will take several days for the DNS changes to redirect. The time it takes to redirect is usually 2 days, but it can be as long as During this time, your mail may be delivered to either the old server that used to serve your domain(s) or the new Exchange server mailboxes. Business migration guide 8

9 2. Create User Accounts. For information on how to create user accounts, refer to the UC Management Centre Customer Admin Guide. 3. Provision User Accounts With Business . For information on how to provision user accounts with Business Service, refer to the Business Service Set-Up Guide. 4. Download Microsoft Outlook (Business Professional Users Only). Professional Business users have access to download either Microsoft Outlook 2010 & 2013 (if you are a PC user) or Microsoft Outlook 2011 (if you are a Mac user). 1. From the Home Page, select Services from the top menu bar, then select Exchange > Download Outlook. 2. Follow the instructions to download and install Microsoft Outlook 2010 or 2011 onto your computer Configure Your Desktop Mail Client to Connect to Your TELUS Mailbox. Different desktop mail clients have different procedures for connecting to Exchange. Refer to the Business Desktop Client Configuration Guide for information on how to configure your desktop mail client to connect to your Business Account. Move Your and Information From Your Old Mailbox to Your New TELUS Outlook Mailbox. 6.1 Migrating to Outlook From a Microsoft Outlook Client. If you have been using a Microsoft Outlook client to manage your , follow these steps to migrate your mail to TELUS. If you were previously using Microsoft Outlook to connect to your old mail account, then your messages are stored in a.pst file on your local computer. Business migration guide 9

10 1. From your new TELUS mailbox, select the File tab in Outlook, select Open > Outlook Data File, and then select your old.pst file. If there are multiple folders, you can open each one and then return to the main screen to close and open another one until you find your file. 2. If you do not see any.pst files, then the files are not located in the default location on the hard disk and you will need to search to find them. How you locate the file depends on your operating system: 1. If you are running Microsoft Windows XP, click the Start menu, choose Search, select all files and folders, type *.PST in the all or part of the file name field, and then click Search. 2. If you are running Windows Vista or Windows 7, click the Windows icon, type *.PST in the Start Search field, and then click Search Everywhere. 3. Once you have located the.pst file, sign in to Outlook 2010 using your new TELUS Business account. 4. Select the File > Open > Outlook Data File, and then navigate to the.pst file you found in the previous step. 5. Outlook will open your locally stored mail. To move your old mail account s contacts, calendar, tasks, and messages from your old local.pst file to your new TELUS Exchange system: 1. If you want to copy your contacts, click Contacts in your old mailbox, select a single contact, press CTRL + A to select all of them, and then drag them to the Contacts folder in the new mailbox. 2. You can follow the same process to copy over calendar items, s and tasks. Business migration guide 10

11 6.2 Migrating to Outlook From Microsoft Exchange. If you have been using Microsoft Exchange to manage your mail, use the following process to migrate your mail from your old Exchange account to your new TELUS Exchange Account. 1. In Outlook 2010, select the File tab, and click Add Account. 2. In the Auto Account Setup, type your TELUS account name, address, password, and then click Next. 3. If you see a security prompt, select the Don t ask me about this website again check box, and then click Allow. 4. When prompted for your Username and Password, use your address for Username. 5. Microsoft Outlook will now discover your settings and configure itself to connect to your old Exchange Service mailbox. Once this is done, click Finish. The old Exchange Mailbox will appear in the Outlook Navigation Pane under your new mailbox. To move your old mail account s contacts, calendar, tasks, and messages from your old exchange mailbox to your new TELUS Outlook account: 1. In Outlook, click the folder icon in the lower left side of the screen to see a folder view. 2. If you want to copy your contacts, click Contacts in your old mailbox, select a single contact, press CTRL + A to select all of them, and then drag them to the Contacts folder in the new mailbox. 3. You can follow the same process to copy over appointments, s and tasks. Business migration guide 11

12 6.3 Migrating to Outlook From Webmail. If you have been using a Webmail solution to manage your , use the following process to migrate your mail to Outlook: 1. In Outlook, select the File > Add Account. 2. In the Auto Account Setup, select the Manually configure server settings or additional server types check box, and then click Next. 3. In Choose Service, select Internet > Next. 4. In Internet Settings, enter the old mailbox account details into the fields for the user and logon information. 5. For server information, use the following values for your Post Office Protocol (POP) and Simple Mail Transfer Protocol (SMTP) server names: a. Type the appropriate name of your old mail account s POP server into the Incoming mail server field. b. Type the appropriate name of your old mail account s SMTP server into the Outgoing mail server (SMTP) field. Note Companies occasionally change their POP and SMTP server names. Contact your old mailbox account company s support team if you need help identifying their mail servers. 6. Click More Settings. a. Select the Outgoing Server tab, and then select the My outgoing server (SMTP) requires authentication check box. b. Select the Advanced tab. i. Select the This server requires an encrypted connection (SSL) check box, and confirm the Incoming server (POP3) field changes to 995. ii. If your old mail account s server uses SSL encryption, from the Use the following type of encrypted connection drop-down field, select SSL. c. Click OK to return to the mail wizard. Business migration guide 12

13 7. When you have configured everything properly, click Test Account Settings to confirm that Outlook can connect to your old mail servers. 8. Click Next > Finish to complete the wizard. 9. Your old account will appear as a new entry in your Outlook s Accounts listing. Click Close to dismiss the Account Settings window. 10. Outlook will connect to your old account. To move your old mail account s contacts, calendar, tasks, and messages from your old webmail mailbox to your new TELUS Exchange system: 1. In Outlook, click the folder icon in the lower left side of the screen to see a folder view. 2. If you want to copy your contacts, click Contacts in your old mailbox, select a single contact, press CTRL + A to select all of them, and then drag them to the Contacts folder in the new mailbox. 3. You can follow the same process to copy over calendar items, s and tasks. 7. Phase Out Your Old Mail Account. Confirm that your TELUS account is fully functional and you have performed the following tasks: Your TELUS account is activated and mailboxes have been created for everyone. You have downloaded Outlook and have configured it to connect to your TELUS account (Business Professional users only). Your old account is configured to automatically forward new mail to your TELUS account, and you have an auto-reply message requesting that people contact you at your new TELUS mailbox. You have connected Outlook to your old mail account, and downloaded and copied your s, contacts, tasks, and calendar items. continued on next page Business migration guide 13

14 For More Information Determine where a local.pst file is: If you have been using Outlook and have an existing.pst file, ensure you have opened the file and transferred its contents to your Exchange account. If you have a mobile device, ensure you have configured it to work with your TELUS account. If you have registered a domain name (such as yourdomain.com ) and want to use it with your TELUS Business Class account, ensure you have added your domain name to your account, created aliases that use your domain name, and changed the DNS records accordingly. At this time, if you no longer want to use your old mail account, contact the company hosting the account to close it. Note In order to minimize any disturbance in communications, we recommend that you wait to close your old mail account until you are confident that all your contacts are using your new TELUS address to communicate with you. 8. Synchronizing Your Smartphone (Optional). Different mobile devices have different procedures for connecting to Exchange. Refer to the UC Management Centre s mobile device settings. Instructions can be found under Services > Exchange. Business migration guide 14

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