Working with Mail (Hosted Exchange)

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1 TM Control Panel User Guide Working with Mail (Hosted Exchange) 1 Working with Mail (Hosted Exchange) TM offers Microsoft Exchange hosting as a powerful messaging solution allowing you to create and manage mail services on the domain. That includes creating mail user Accounts, mail lists, redirects, etc. You can use the mail services via Microsoft Office Outlook installed on your computer or via web interface - Outlook Web Access (OWA). Go to Hosting > Configuration & Administration > Exchange > Setup to get information about how to configure your mail client to connect to your Exchange Server and how to connect Microsoft Outlook Express to the Exchange Server.

2 TM Control Panel User Guide Working with Mail (Hosted Exchange) 2 Managing Mailbox Mailbox is a storage area where the messages for a single user are kept. With TM Control Panel you can set up a mailbox for your domain and configure your mailbox. To manage Exchange mailboxes in CP, go to Hosting > Configuration & Administration > Exchange > Mailboxes. On the Mailboxes screen, you can see the list of existing mailboxes if you have any. From the list, you can obtain the following information about each of your mailboxes: Display name of the mailbox; Login under which a Service User gets access to the mailbox; address of the mailbox; Actual size of the mailbox: Limit size of the mailbox; Status of the mailbox. The mailboxes can be managed by means of the buttons placed on the same screen. More operations can be performed on the screen opened after clicking the Display name of a mailbox. Creating Mailbox Note: This functionality is not available if there are no domains with Hosted Exchange in your Subscription. If you want to add a new mailbox to your Account, perform the following: 1 Open the Mailboxes screen. 2 Click on the Add New Mailbox. 3 Specify a Service User for the mailbox being created. Figure: Selecting Service User

3 TM Control Panel User Guide Working with Mail (Hosted Exchange) 3 Select one of the following options: New Service User - Select this option if you want to create a new Service User for the mailbox. Existing Service User - You can make the mailbox be used by an existing Service User whom you need to select from the drop-down list. Click Next to continue. 4 If at the previous step you selected the New Service User option, fill out the following form: a b c In the Display name field, type the name of the new Service User as it will be displayed in CP. In the Login field, specify the new Service User's login in the UPN (User Principal Name) format. For the UPN login, you need to type the login name and select an existing domain from the drop-down list. Specify the password the Service user will use to start a service. You can type the same password twice: into the Password and Confirm password fields. If you prefer the system to generate a password, click on the Generate new password button. d Click Next to continue. 5 Specify the mailbox general parameters: Figure: Specifying Mailbox Parameters Alias. Enter here a unique name for mailbox you find convenient and cognate. address. Provide an address and select the domain from the drop-down menu. Size limit. Set the mailbox size limit. See the Aggregated Mail Storage topic for the information about how to set the size limit properly.

4 TM Control Panel User Guide Working with Mail (Hosted Exchange) 4 In the Mailbox Access area, turn on the protocols and services with which you want to get access to the new mailbox. The following protocols are available: Outlook Web Access (OWA) Outlook Access ActiveSync IMAP4 POP3 In the Mailbox Initialization area, select the Create mailbox folder structure checkbox if you want the Exchange server to create mailbox folders. Specify the locale for folder names by selecting the required language. Note: The Mailbox Initialization panel is hidden if there is an Exchange 2007 service in your Hosting Plan. Figure: Creating Mailbox 6 Click Finish to schedule the new mailbox for creation.

5 TM Control Panel User Guide Working with Mail (Hosted Exchange) 5 The mailbox list opens with the new mailbox in. The new mailbox has the Creating status. Above the list, you can see the message: Mailbox creation Creation of mailbox <name of mailbox> is scheduled and will be completed in a few minutes. As soon as mailbox status becomes Ready, you can go to the mailbox properties page and configure your Outlook or mobile device to access the mailbox. Follow the instructions you can read after clicking View setup info links. Note: If you use Exchange 2003 service, the test message will be sent to each newlycreated mailbox. It will have the "Microsoft Exchange Test Message" subject and the following content: This is an message sent automatically by Microsoft Exchange while testing the settings for your mailbox. Configuring Mailbox Parameters If you want to configure mailbox parameters, do the following: 1 Open the Mailboxes screen. 2 In the list of mailboxes, click the Display name of the required mailbox. A five-tabbed page will open. The General tab displays the information about the mailbox settings. 3 Click on the Edit button. The main information will be displayed in edit mode. 4 Make changes in your mailbox parameters. You can do the following: Enter a new mailbox alias into the Alias field; Make the mailbox visible in Microsoft OAB or in OWA address book by selecting the Show in address book checkbox; Change the set of protocols and services by selecting required check boxes in the Mailbox Access area; Enable or disable Exchange ActiveSync mobile service by selecting required checkbox in the Mobile Services area. 5 Click Submit to save the new data.

6 TM Control Panel User Guide Working with Mail (Hosted Exchange) 6 Setting Up Primary Address If you have more than one address in a mailbox, only one of them will act as the primary address. This address appears in the From field of messages sent from the mailbox. Note: The primary address can be used as Service User's login. Refer to the Changing Service User's Login section. By default, the first created address in the mailbox is set up as primary. However, you can select another address of the same mailbox or specify any custom address to be used as primary. To set up another address of the same mailbox as a primary one, perform the following steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes. 2 Select the mailbox you want to change the primary address for by clicking on its Display name. 3 Move to the addresses tab. 4 Click on the Change button located in the Primary Address area.

7 TM Control Panel User Guide Working with Mail (Hosted Exchange) 7 Figure: " addresses" tab 5 Click the Mailbox address option button. Click Next. Figure: Selecting Type of Address 6 Click on the Set as primary address link located near the address you want to set as primary. Select the Synchronize Service User's login with primary address checkbox if you want the primary address to be used as the Service User's login. Click Finish. Figure: Setting primary address Another address of the same Exchange mailbox is set to primary.

8 TM Control Panel User Guide Working with Mail (Hosted Exchange) 8 Custom Primary Address You can set up a custom address (for example, as a primary address of your mailbox (if this ability is provided by your Subscription). Such address will not be activated immediately. First the system will send a confirmation message to a mailbox associated with this address. You will have to follow instructions provided in the message in order to confirm that this address belongs to you and can be used as a primary address of your Exchange mailbox. Note: If this functionality is unavailable in your Subscription and you would like to have it, please contact TM. To set up a custom address as a primary one, perform the following steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes and select the mailbox you want to set up the primary address for by clicking on its Display name. 2 Move to the addresses tab. 3 Click on the Change button located in the Primary Address area. 4 Click the Custom address option button. Click Next. Figure: Selecting Type of Address 5 Specify an address to be used as a primary for this mailbox. Figure: Specifying Custom Address

9 TM Control Panel User Guide Working with Mail (Hosted Exchange) 9 Select the Synchronize Service User's login with primary address checkbox if you want this address to be used as Service User's login. Note, this checkbox is hidden if this functionality is disabled in your Subscription. In that case the following screen will appear: Figure: Specifying Custom Address Note: To enable the synchronization, please contact your TM. Click Finish. After clicking on the Finish button, the following message will appear on the top of the screen: You need to check the mailbox, which address you've specified as a custom primary one, and follow instructions provided in the confirmation message. After the confirmation procedure is completed, the new primary address will be activated. If 48 hours is over and you have not passed the confirmation procedure yet, the link provided in the message will expire and the old primary address will remain effective for the Exchange mailbox. In that case, if you click on the link provided in the confirmation , you will receive the following message: Confirmation key is not valid or has expired. You will need to repeat from the beginning the procedure of setting up a custom e -mail address as a primary, and process instructions provided in the confirmation message during 48 hours. Important: Depending on your subscription, you can have an ability to set up any address as a primary without confirmation.

10 TM Control Panel User Guide Working with Mail (Hosted Exchange) 10 Managing Aliases Note: This functionality is not available if there are no domains with Hosted Exchange in your Subscription. You can create one or more addresses having different mail names that would point to the same mailbox. This functionality enables you to appear to have an address on one domain, yet the mail will be forwarded on to your real mail account. To create an alias: 1 Open the Mailboxes screen. 2 Click the Display name of the required mailbox. 3 Open the s addresses tab. This page displays all the addresses for a given mailbox. 4 Click on the Add New address button. The screen for adding new address will open. 5 Type in the name of the address that would become an alias for the given mailbox. Figure: Addresses 6 Click on the Submit button to save the new .

11 TM Control Panel User Guide Working with Mail (Hosted Exchange) 11 Viewing and Updating Mailbox Actual Size You can view the actual size of any of your mailboxes in the list of mailboxes (Hosting > Configuration & Administration > Exchange > Mailboxes), in the Size column. In this column, besides the actual size in kilobytes, you can view the rate of used memory within the size limit. The rate is represented graphically - as the size scale, and textually - as a percent number. The mailbox actual size is updated periodically, but you can request the update of the actual size without waiting for the planned update. For this purpose, you need to do the following: 1 Open the Mailboxes screen. 2 Click the Display name of the required mailbox. 3 Open the Limits tab. 4 Click on the Update Size button. Figure: "Limits" Tab (fragment) After a while, the mailbox actual size will be updated. Configuring Mailbox Limits In order to distribute the disk space assigned for the mailboxes in your Subscription, you can set up quotas for the size of the mailbox and incoming and outgoing letters.

12 TM Control Panel User Guide Working with Mail (Hosted Exchange) 12 To define these limits, perform the following actions: 1 Open the Mailboxes screen. 2 Click the Display name of the required mailbox. 3 Open the Limits tab. At this screen you can see the current default limits defined by the provider. 4 Click Edit to change these limits. On the displayed page enter the desired values of limits in the corresponding fields. Figure: "Limits" Tab in Edit Mode

13 TM Control Panel User Guide Working with Mail (Hosted Exchange) 13 Note: See Aggregated Mail Storage for the information about how to set the Size limit properly. 5 Click Submit to save the new values.

14 TM Control Panel User Guide Working with Mail (Hosted Exchange) 14 Setting Up Mail Forwarding Using CP, you can make the incoming mail be automatically forwarded to an account. With Exchange hosting, it is possible to forward coming from mailboxes, public folders, distribution lists, and contacts. You can also make copies of one message be automatically sent to both the forwarding address and the user's mailbox. In this case, the deleting of one message copy does not induce the deleting of the other. By default, the forwarding service is disabled. Once you create a redirect, the service becomes permanently active and all the mails you receive to the mail address will be redirected to another one. To set up the forwarding: 1 Open the Mailboxes screen. 2 Click the Display name of the required mailbox. 3 Open the Forwarding tab. If you set up the forwarding for the first time, this service will be disabled. 4 To turn the forwarding on, click on the Enable button. 5 Into the address field, enter the address to which you want to redirect the incoming mail. 6 Select the Leave copy of messages checkbox, if you wish to leave copies of all the forwarded mails. Figure: Enabling forwarding 7 Click on the Submit button to save the new settings. 8 The Forwarding tab turns into display mode. You can see the message that says about successful forwarding configuration.

15 TM Control Panel User Guide Working with Mail (Hosted Exchange) 15 Figure: Forwarding enabled 9 Click Refresh to make the message disappear. If you want to change the forwarding configuration, click on the Change button and follow Steps 5-9 of the above procedure. If you want to disable the forwarding, click on the Disable button.

16 TM Control Panel User Guide Working with Mail (Hosted Exchange) 16 Managing Mailbox Permissions Microsoft Exchange provides you with the ability of advanced mailbox configuration. You are able to configure Exchange mailbox so that any Mailbox/Distribution List user in CP can be granted with the following permissions: Send Permissions: Send On Behalf Of - Mailbox/Distribution List user is able to send messages on behalf of another mailbox user. For example, you configure the mailbox of User A to grant the Send On Behalf Of permission to mailbox/distribution list User B, so the User B is able to send a message on behalf of the User A. Send As - Mailbox/Distribution List user is able to send messages as another mailbox user. With the Send As permission, the recipients of a message cannot identify whether the message was sent by the mailbox owner or another user that has been granted the Send As permission. For example, you configure the mailbox of User A to grant the Send As permission to mailbox/distribution list User B. Sending a message, User B can enter address of User A to the 'From' field of the message, so it will appear as the message was sent by User A (but actually it was sent from User B mailbox). Mailbox Permissions: Full Access permission - Granting this permission to a user for a mailbox allows that user to log on to the mailbox and gain access to the contents of the entire mailbox: open mailbox folders, read, move and delete messages. Note: Users with the Full Access permission cannot send messages as that mailbox. They can send messages as or on behalf of that mailbox only if they are additionally granted with the respective Send Permission. Find the detailed description of mailbox permissions at The mailbox permissions configuration can be useful in cases when a manager delegates the management of his/her mailbox to the assistant, so the assistant gets an ability to send messages on behalf of or as the manager and/or to access his/her mailbox folders and its content. You can grant specific permissions to Exchange Mailbox/Distribution list users in CP at Hosting > Configuration & Administration > Exchange > Mailboxes > [some mailbox] > Permissions tab. Configuring Mailbox Permissions With the Full Access permission, the Mailbox/Distribution list users can open and read the content of the mailbox folders they are granted permission on. However, they cannot send messages from that mailbox.

17 TM Control Panel User Guide Working with Mail (Hosted Exchange) 17 To grant the mailbox Full Access permission to a Mailbox/Distribution list users in CP, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes. The list of existing mailboxes opens. 2 Select the mailbox to configure permission in. 3 Move to the Permissions tab. The list of mailboxes and distribution lists granted the Full Access permission on this mailbox opens in the Mailbox Permissions subtab: Figure: Viewing List of Users with Granted Mailbox Permissions 4 Click on the Add button. The following screen will open:

18 TM Control Panel User Guide Working with Mail (Hosted Exchange) 18 Figure: Adding 'Full Access' Permission 5 Select the checkboxes opposite the mailboxes and/or distribution lists users to grant Full Access permission on. 6 Click Submit. As a result, selected mailboxes and/or distribution lists users appear in the list of ones with granted Full Access permission on the mailbox. Use-Case: 'Full Access' Permission Example on How to Use 'Full Access' Permission in OWA via Internet Explorer browser. Let's assume that your boss delegates the management of his/her mailbox to you. He/she informs you that his/her mailbox is configured the way, that you can access it. It means that you get an ability to access boss' mailbox and read, move and delete messages. To access boss' mailbox, follow the steps: Note: That example describes the way to access Exchange mailbox via Outlook Web Access in Internet Explorer. 1 Open your Exchange mailbox in OWA in the IE browser. 2 In the upper right-hand side of the window, click on your name. The Open Other Mailbox window appears:

19 TM Control Panel User Guide Working with Mail (Hosted Exchange) 19 3 Enter the boss' mailbox login name or address in the Select mailbox field and click Open... The content of that mailbox will open in another window. Now you can manage the content of the boss' mailbox. Important! To access the mailbox from different mail clients, you need to perform additional mail client configuration. Information on how to do it can be found in respective mail client's documentation.

20 TM Control Panel User Guide Working with Mail (Hosted Exchange) 20 Configuring Send Permissions With the Send Permissions granted to a Mailbox/Distribution list users, they can send messages on behalf of or as the mailbox user who grants them these permissions. In CP, you can configure the following Send Permissions for the Exchange mailbox: Send On Behalf Of permission Send As permission One Mailbox/Distribution list user can be granted with one of these permissions only. To configure the send permissions for Exchange mailbox, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes. The list of existing mailboxes opens. 2 Select the mailbox to configure permission in. 3 Move to the Permissions tab and the Send Permissions subtab. The list of mailboxes and distribution lists granted the send permissions on this mailbox opens: Figure: 'Send Permissions' Column 4 Click on the Add button. The following screen will open:

21 TM Control Panel User Guide Working with Mail (Hosted Exchange) 21 Figure: Configuring Send Permissions 5 Select the respective send permission from the drop-down list opposite the name of Mailbox/Distribution list users you want to grant that permission to. 6 Click Submit to save settings. As a result, selected mailbox and/or distribution list users appear in the list of ones with granted Send Permissions. The type of granted permission is displayed in the Send permission column. Use-Case: Send Permissions Example on How to Use the 'Send on Behalf Of'/'Send As' Permission in Microsoft Outlook Let's assume that your boss delegates you the right to send the messages on behalf of his/her name. He/she informs you that corresponding permission is configured for you in his/her mailbox. You can send the message from your Exchange mailbox on behalf of your boss name, in the following way: 1 In Microsoft Outlook 2007, click on the New button to create message. 2 In the opened window, move to the Options tab and click on the Show From option. The From field will appear in the message window:

22 TM Control Panel User Guide Working with Mail (Hosted Exchange) 22 3 Click on the From button. In the window that opens, select the sender from the list of mailboxes you are granted to send messages from. Click Ok. Then fill out the message window and send the message to the required recipient. If you are granted with the 'Send on Behalf Of' permission, the recipient will see the following address in the From field: 'Your address' on behalf of 'You boss address' If you are granted with the 'Send As' permission, the recipient will see the following address in the From field: 'Your boss address', in spite of it was sent from your mailbox. Important! On how to use the send permissions in other mail clients, please find information in respective mail client's documentation.

23 TM Control Panel User Guide Working with Mail (Hosted Exchange) 23 Managing Distribution List Membership Your mailbox, public folder or contact can be a member of a distribution list. Distribution list is a group of exchange objects that can be used to send a message to all members of the group. When an object is a member of a distribution list, it receives all the messages addressed to that distribution list. See the Managing Distribution Lists section for more information about distribution lists. The membership management of a mailbox is demonstrated in this section. However, you can also apply the same instructions to public folders and contacts. Including Mailbox in Distribution List If you want to make your mailbox the member of a distribution list, do the following: 1 Open the Mailboxes screen. 2 Click the Display name of the required mailbox. 3 Open the Member of tab. The Distribution List Membership area of the tab displays the list of the distribution lists that your mailbox is the member of. 4 Click the Add to Other Lists button. The list of the distribution lists that don't contain your mailbox will open. 5 Check the box(es) in the first left column of the list near the display name(s) of the distribution list(s) that you want to select for your mailbox membership.

24 TM Control Panel User Guide Working with Mail (Hosted Exchange) 24 6 Click Submit. The Distribution List Membership area will reopen and you will see the selected distribution list(s) in the list in the area. Your mailbox will receive all the messages addressed to this(these) distribution list(s). Excluding Mailbox From Distribution List If you want to exclude your mailbox from a distribution list, do the following: 1 In the Distribution List Membership area check the box(es) in the first left column of the list near the display name(s) of the distribution list(s) that you want to select for your mailbox membership. 2 Click Delete. 3 To refresh the list of the distribution lists click the Refresh button at the right top corner of the Control Panel. The list will not contain the distribution list(s) that you selected at Step 1. Your mailbox will not receive the messages addressed to this(these) distribution list(s).

25 TM Control Panel User Guide Working with Mail (Hosted Exchange) 25 Configuring Mailbox Access You can enable access to your Exchange mailbox using specific protocols: Outlook Web Access (OWA) Outlook access ActiveSync IMAP4 POP3 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, the list of existing mailboxes opens, 2 Select a mailbox by clicking its Display name. On the General tab, in the Mailbox Access area, you can see the protocols you may use for the access to your mailbox. 3 If the required protocol is Disabled, click on the Edit button, and select the checkbox opposite this protocol. Then click Submit. 4 If you want to provide access to your mailbox using one of the protocols, you need to set up this protocol. For this purpose, follow the instructions you can get by clicking the View setup info link opposite the required protocol. 5 To configure access to your mailbox in your mail-client applications, follow the instructions you can get by clicking the View setup info link opposite the required protocol. If the mailbox has the Creating status, the following warning appears: "Mailbox is not yet created. Please wait while mailbox status becomes Ready and click this link again." If the mailbox is in the Ready status, follow the steps described on the Setup Info page. Note: There are some peculiarities with the OWA protocol. When the mailbox becomes Ready, the URL to OWA appears in the Outlook Web Access (OWA) field. By clicking this URL, you immediately get access to your mailbox. Auto-Configuring Outlook Profile The Outlook program is configured to access to your mailbox through the creation of a profile. Outlook profile contains specific information about your account such as Exchange server location and connection settings. CP enables you to automatically configure Outlook profile for you Exchange mailbox. To configure Outlook profile, do the following: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, the list of existing mailboxes opens,

26 TM Control Panel User Guide Working with Mail (Hosted Exchange) 26 2 Click on the Display name of the mailbox you want to generate Outlook profile for. The General tab of the multi-tabbed window opens. 3 In the Mailbox Access area, click on the View setup info link located in the Outlook access field. The Setup Info window opens. Figure: Configuring Outlook Profile 4 Follow the steps described on the Setup Info page. 1. Download Outlook Profile Configuration Script and save it locally. Ensure Outlook application is not running. 2. Run the script by double-clicking on it. Outlook profile will be configured and after that Outlook application will run. 3. In the login prompt enter your Exchange mailbox login (for example, and the password. 4. Select the newly created Outlook profile from the Choose profile dialog window. As a result, the Outlook profile is configured automatically for your Exchange mailbox. Configuring Outlook Profile Manually If you do not want to automatically configure Outlook profile, you can download textual file containing settings to connect to your mailbox and import it manually. To do it, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, 2 Select a required mailbox. The General tab of the multi-tabbed window opens. 3 In the Mailbox Access area, click on the View setup info link located in the Outlook access field. The Setup Info window opens. 4 Follow the steps described on the Setup Info page: 1. Download the Outlook Profile and save it locally (for example, C:\OutlookProfile.prf). 2. Ensure the Outlook application is not running.

27 TM Control Panel User Guide Working with Mail (Hosted Exchange) Click Start, select Run and execute the following command: outlook.exe /importprf "C:\OutlookProfile.prf" This will restart Outlook and you will be asked to accept new profile settings, click Yes. 4. In the login prompt enter your Exchange mailbox login and password. 5. Select the newly-created outlook profile from the Choose profile dialog box and enter again your Exchange mailbox login and the password. Outlook profile is configured for your Exchange mailbox. Note: On the Setup Info page you can also find parameters, which will allow the advanced users experienced in mail client configuration to configure connection to Exchange server. Auto-Configuring Outlook on Windows Mobile Device CP allows you to automatically configure ActiveSync on your Windows mobile device for synchronizing with your Exchange mailbox. You are able to download auto-configuration profile to your Windows mobile device using the link provided in CP and Outlook will be synchronized with Exchange server by means of ActiveSync program. To configure Outlook profile on your mobile device, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, 2 Select a mailbox you want to configure Outlook profile for, the General tab of the multitabbed window opens. 3 In the Mailbox Access area, find the ActiveSync item.

28 TM Control Panel User Guide Working with Mail (Hosted Exchange) 28 If the ActiveSync option is Disabled, click on the Edit button and select a checkbox near the ActiveSync property. Click Submit. ActiveSync is enabled. Click the View setup info link. 4 The setup info page opens. On this page follow the instructions on How to configure ActiveSync on Windows Mobile 2003, Windows Mobile 5.0, Windows Mobile 6.0 Smartphones and Pocket PC. As a result, ActiveSync is automatically configured on your Windows mobile device. Changing Service User's Login By default, the first created address in a mailbox is used as Service User's login to the mailbox. You can see the Service User's login on the General tab of the Mailbox screen, in the Login field. Figure: "Login " field displaying login to mailbox If you want to change the Service User's login, perform the following steps: 1 Open the addresses tab. 2 Start changing the primary address. Refer to Changing Primary Address. 3 While changing the primary address, select the Synchronize UPN logon with primary address checkbox. As a result, the new primary address will be used as Service User's login.

29 TM Control Panel User Guide Working with Mail (Hosted Exchange) 29 If you don't select the Synchronize UPN logon with primary address check-box, the Service User's login will remain the same, though the new primary address will appear in the From field of messages sent from the mailbox. Creating Bulk of Mailboxes CP allows you to create Exchange mailboxes in bulk using information from CSV file. This procedure, so-called, bulk mailboxes importing, may be useful if you want to move your organization from existing mail service to Hosted Exchange or create multiple mailboxes just in a few steps. To import a bulk of mailboxes, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, the list of existing mailboxes opens. Figure: Importing Bulk of Mailboxes 2 Click on the Import Mailboxes button. The following screen opens:

30 TM Control Panel User Guide Working with Mail (Hosted Exchange) 30 Figure: Selecting CSV Separator Note: To create multiple mailboxes at once you have to use information taken from the CSV (Comma-Separated-Value file format) file. CSV file is used to provide mailbox data for bulk importing. In the Help area you can get a description of supported CSV fields by clicking on the View link and download a sample CSV file containing all supported field names and few sample records by clicking on the Download link. Specify the following Import Source parameters: CSV file - Specify the path to the CSV file by clicking on the Browse button or type it manually.. Separator - As CSV is a delimited text file, it uses a comma to separate values. CP allows alternate CSV separators to be used. Here select a separator symbol from the drop-down menu. Encoding - Select a required encoding from the drop-down list. Note: If you use Microsoft Excel to create CSV file and your data contains international symbols, select the Save as type: Unicode Text option to save data in Unicode encoding and preserve international symbols. In case you select the Save as type: CSV (Comma delimited) option, data will be saved in ANSI encoding and international symbols may get lost.

31 TM Control Panel User Guide Working with Mail (Hosted Exchange) 31 3 Click Next to validate the content of CSV file. The system validates the following conditions: All specified addresses are based on the domain that is enabled for Exchange. All specified addresses are unique and do not conflict with existing mailboxes. Available limit of the Mailboxes resource is less or equal to the number of importing mailboxes. Size limit of each importing mailbox is less or equal to the Maximum Allowed Mailbox Size resource limit. Sum of size limits of all importing mailboxes is less or equal to the available value of Diskspace resource. For each mailbox option (OWA, Outlook, IMAP, POP3, ActiveSync) the total number of importing mailboxes having this option enabled is less or equal to the available value of corresponding resource. There are two possible types of mailbox validation result: Success - all records passed validation without errors. Failed - validation completed with errors. 4 Review the results of CSV file validation. If the validation is successfully passed, review mailbox records and click Finish. If the validation is completed with errors, specify the valid CSV file or perform necessary corrections of mailbox data. You may fix errors automatically by selecting one of the following Import Options:

32 TM Control Panel User Guide Working with Mail (Hosted Exchange) 32 Figure: Selecting Appropriate Importing Option Force generate unique values - Select this checkbox if you receive an error that the value is not unique within the system/file (for example, address indicated in the CSV file belongs to a mailbox already existing in the system). This value will be replaced by a unique one automatically. Ignore invalid values in optional fields (mandatory fields are marked with *) - Select this checkbox if you receive any error, prefer to ignore invalid values and use the default ones. Skip records not passed validation - Select this checkbox if you want to skip records containing incorrect values. Skip unrecognized fields - If your CSV file contains fields that are not supported for mailbox importing, the Unrecognized field error appears. Select this checkbox if you want such fields to be skipped. Click Finish. Mailbox data is imported into the system and mailboxes creation process is initiated. You can review importing summary which mailboxes are imported and which are skipped. Newly created mailboxes are fully functional and can be accessed by users after they get the Ready status.

33 TM Control Panel User Guide Working with Mail (Hosted Exchange) 33 Using Mailbox Owner Control Panel CP allows Service Users to manage the configuration of Exchange mailbox on their own through the Control Panel. You need to provide a Service User with: Access URL to CP. It's the same URL that you use to log in to your CP account. Login name and password, which you created during the Service User creation.

34 TM Control Panel User Guide Working with Mail (Hosted Exchange) 34 Managing Public Folder Public folders provide an effective way to collect, organize, and share information with others in your company. Public folders can contain any type of Outlook folder items, such as messages, appointments, contacts, notes, tasks, journal entries. You can set permissions so that only a selected group of people can read, post, edit, and delete information. A public folder can be also set to be available to anyone on the Exchange system. You can use public folders in Microsoft Outlook 2003, OWA, Microsoft Word 2003 and SharePoint Team Services. Creating Public Folder Note: This functionality is not available if there are no domains with Hosted Exchange in your Subscription. To create a new public folder in CP, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens. 2 Click on the Add New Public Folder button. 3 Specify public folder general parameters:

35 TM Control Panel User Guide Working with Mail (Hosted Exchange) 35 In the General area: Figure: Creating Public Folder Parent Folder - From the drop-down list, select the <Top level folder> if you want to create the top level Public Folder, or select the name of the existing Public Folder to create a child Public Folder within its hierarchy (see the Creating Public Subfolder section). Public folder name - Type the name for a new Public folder. Items Type - From the drop-down list, select the type of items, which will be placed in the new public folder. The following item types are available: - Mail Items - Contact Items

36 TM Control Panel User Guide Working with Mail (Hosted Exchange) 36 - Appointment Items - Note Items - Task Items - Journal Items Size limit - Define the public folder size. Default role - Select a Role that all mailbox users in your organization will be granted on this public folder. You can change it later or overwrite it for individual mailbox in the Permissions tab of the public folder details window. In the Mail-Enabled area, select the checkbox if you want to assign an address to the public folder that will allow users to post messages in that public folder by . address - Specify an address for a public folder being created. Shown in address book - Select this checkbox to make the mailbox visible in the Microsoft Outlook address book or in the OWA address book. Accept messages from - Specify an ability of the public folder to receive messages either from members of Exchange organization only, or from everyone over the Internet: - Everyone. Everyone can send messages to the public folder being created. - Organization. Only members of the organization are allowed to send messages to the public folder being created. 4 Click Submit to save the newly created public folder. The list of your public folders opens. You can see the just created public folder with the Creating status. After a while, the public folder status changes to Ready. The public folder is ready to use. Creating Child Public Folder CP enables you to create the so-called child public folder. Child public folder is a folder created within already existing top-level public folder hierarchy. For example, you have a top-level public folder called Documents. You are able to create another public folder within this folder hierarchy. During public folder creation, you will need to choose the.documents from the drop-down list, so the public folder being created will be the child public folder of the Documents public folder. In turn, the Documents public folder will become the Parent public folder. You are able to create, view and manage child public folders via CP. Note: The child public folders creation is available only in case this functionality is supported by your Subscription. Please contact your provider if this functionality is not avalable for you. To create a child public folder, follow the steps:

37 TM Control Panel User Guide Working with Mail (Hosted Exchange) 37 1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens. 2 Click on the Add New Public Folder button. 3 Specify public folder general parameters: In the General area: Figure: Creating Public Subfolder Parent Folder - From the drop-down list, select the parent public folder. Public folder name - Type the part name for a child public folder. Items Type - From the drop-down list, select the type of items, which will be placed in the child public folder. Size limit - Define the child public folder size. Default role - Select a Role that all mailbox users in your organization will be granted on this child public folder. You can change it later or overwrite it for individual mailbox in the Permissions tab of the public folder details window. In the Mail-Enabled area, select the checkbox if you want to assign an address to the child public folder that will allow users to post messages by . address - Specify an address for a public folder being created. Shown in address book - Select this checkbox to make the mail-enabled public folder visible in the Microsoft Outlook address book or in the OWA address book. Accept messages from - Specify an ability of the child public folder to receive messages either from members of Exchange organization only, or from everyone over the Internet: - Everyone. Everyone can send messages to the public folder being created. - Organization. Only members of the organization are allowed to send messages to the public folder being created. 4 Click Submit to complete the child public folder creation.

38 TM Control Panel User Guide Working with Mail (Hosted Exchange) 38 Figure: Child Public Folder As a result, the child public folder is appeared in the list of all public folder. It is located under its parent Public Folder. Note: The size of a public folder shown in the Size column includes own public folder's size plus the sizes of all its child subfolders.

39 TM Control Panel User Guide Working with Mail (Hosted Exchange) 39 Deleting Child Public Folder Note: You are not able to delete the parent Public Folder while it has at least one child Public Folder. If you need to delete the top-level public folder, you need to delete all its child public folders first. To delete a child public folder, follow the steps: 1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens. 2 Select the checkbox opposite the child public folder to be deleted. 3 Click on the Delete button. 4 In the notification message, click OK. Figure: Deleting Child Public Folder The following message will appear at the top of the screen:

40 TM Control Panel User Guide Working with Mail (Hosted Exchange) 40 The child public folder will get the Deleting status in the list of all public folders. After a while, refresh the page, selected child public folder is deleted from the list. After all child public folders of the same parent public folder are deleted, the checkbox will appear opposite the parent public folder name. After that, you will be able to delete the parent public folder following the instructions from the Deleting Public Folder section. Configuring Public Folder To configure a public folder, follow these steps: 1 In CP, go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens. 2 Click on the Display name of the required public folder. If the public folder is not mail-enabled (what is marked by No in the Mail-enabled column), the following tabs are available: General Permissions Limits If the public folder is mail-enabled (what is marked by Yes in the Mail-enabled column), the following tabs are available: General Permissions addresses Limits Member of 3 On the General tab, click on the Edit button

41 TM Control Panel User Guide Working with Mail (Hosted Exchange) 41 Figure: Configuring Public Folder The following parameters can be specified: Default role - Select a Role that all Exchange mailbox users in your organization will be granted on this public folder. Mail-enabled - Select the checkbox if you want to assign an address to the public folder that will allow users to post messages in that public folder by . Show in address book - Select this checkbox to make the mailbox visible in the Microsoft Outlook address book or in the OWA address book. Accept messages from - Specify an ability of the public folder to receive messages either from members of Exchange organization only, or from everyone over the Internet: - Everyone. Everyone can send messages to the public folder being created. - Organization. Only members of the organization are allowed to send messages to the public folder being created. 4 Click on the Submit button to save the settings.

42 TM Control Panel User Guide Working with Mail (Hosted Exchange) 42 The list of your public folders reopens. You can see the just modified public folder having the Updating status. After a while the status changes to Ready. The public folder is ready to use.

43 TM Control Panel User Guide Working with Mail (Hosted Exchange) 43 Managing Public Folder Permissions By using the permission mechanism, introduced by Microsoft Exchange Server, you can control access to public folders. You can grant a set of permissions to an Exchange mail item (mailbox and distribution list) to define the actions this item can perform with the public folder. Configuring 'Role' Permission One of the permissions you can grant to a Public Folder is called a Role. The table below shows the Roles you can give to mail items and the operations each Role can perform with a public folder: Role Create items Read items Edit own Edit all Delete own Delete all Editor Author Nonediting Author Contributor + + Reviewer + None

44 TM Control Panel User Guide Working with Mail (Hosted Exchange) 44 When you create a public folder, all your mailboxes get the default Role of Reviewer. If you want to give another Role to an item, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. 2 Click the Display name of the required public folder. 3 Move to the Permissions tab, the Public Folder Permissions subtab. The list of mailboxes and distribution lists granted a role on this public folder opens. 4 Click on the Add button to assign a certain Role for using the public folder. 5 From the Role drop-down box, select the Role to assign to the mail item. Figure: Configuring Public Folder Permision 6 After you have chosen the desired Role, click Submit.

45 TM Control Panel User Guide Working with Mail (Hosted Exchange) 45 Configuring Send Permissions Note: The Send Permissions can be configured on the Mail-Enabled Public Folder only. With the Send Permissions granted to a mailbox/distribution list user, he/she can send messages on behalf of or as the Mail-Enabled Public Folder in which you configure these permissions. You can configure the following Send Permissions in the Public Folder: Send On Behalf Of - Mailbox/Distribution List user is able to send messages on behalf of the Public Folder. For example, you configure the Mail-Enabled Public Folder 'B' to grant the Send On Behalf Of permission to some mailbox/distribution list User 'A'. The User 'A' sends a message. In the 'From' field of the message will appear: User 'A' On Behalf Of Public Folder 'B'. Send As - Mailbox/Distribution List user is able to send messages as the Public Folder. With the Send As permission, the recipients of a message cannot identify whether the message was sent by the Public Folder or another user that has been granted the Send As permission. For example, you configure the Mail-Enabled Public Folder 'A' to grant the Send As permission to some mailbox/distribution list User 'B'. The User 'B' sends a message. The message will appear as if it was sent by the Mail-Enabled Public Folder 'A' (the 'From' field will indicate: 'Mail-Enabled Public Folder 'A'). Recipients will not be able to identify that actually that message was sent by User 'B'. One Mailbox/Distribution list user can be granted with one of these permissions only. To configure the send permissions on the Public Folder, follow these steps: 1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. 2 Select the Public Folder to configure the permission for. 3 Move to the Permissions tab and the Send Permissions subtab. The list of mailboxes and distribution lists granted the send permissions on this Public Folder opens. 4 Click on the Add button:

46 TM Control Panel User Guide Working with Mail (Hosted Exchange) 46 Figure: Configuring Send Permissions 5 Select the respective send permission from the drop-down list opposite the name of a mailbox/distribution list you want to grant that permission to. 6 Click Submit to save settings. As a result, selected mailbox and/or distribution list users appear in the list of ones with granted Send Permissions for the Public Folder. Adding Aliases to Public Folder Note: This functionality is not available if there are no domains with Hosted Exchange in your Subscription. As with mailboxes, you can create an alias for a public folder. In this case, this address will be associated with the public folder and all the mail sent to it will actually go to the public folder. To add an address to the Public folder: 1 Open the Public Folders screen. 2 Click the Display name of the required public folder. 3 Open the addresses tab. This page is intended to display all the addresses for a given public folder.

47 TM Control Panel User Guide Working with Mail (Hosted Exchange) 47 4 Press the Add New address button. The screen for adding new address will open. 5 Type in the name of the address that would become an alias for a given public folder. 6 Press Submit to save it. When you have two or more addresses for the same public folder, you can change the Reply to address. This address will be used to receive the letters replied to any of your aliases. By default this address is the first address you create for the public folder. To change the Reply to address: 1 On the s address tab click the Change button under the address in the Reply to e- mail address area. The list of existing addresses will open, excluding the one you wish to change. 2 Click on the name of the address that you want to make the Reply to address. You will be moved back to the list of addresses. As you will be moved back to the list of addresses, you will see that the Reply to address has changed.

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