1 Contents Accounts... 3 Adding accounts... 3 Account Modifications... 6 Adding Aliases... 7 Primary Addresses Mailbox Quotas Removing accounts Mail Forwarding and Distribution Lists Internal Mail Forwarding External Forwarding Distribution Lists List Creation Member Maintenance Aliases Mail Flow Settings Mail Client Setup Preparation Exporting Mail Creating a new mail profile Microsoft Outlook Microsoft Outlook 2007/ Microsoft Outlook (for Mac)... 35
2 Apple Mail Outlook Web Access (OWA) Logging In Changing Passwords Mobile Devices Blackberry Blackberry Enterprise Windows Mobile Devices and Android Platforms Apple Devices (ios)... 41
3 Accounts All changes to your accounts will be performed by logging in to For username or password assistance contact us at Once logged in, click on Hosted Organizations and select your organization. Adding accounts 1. To create a new account click Mailboxes from the menu on the left.
4 2. Next click Create New Mailbox 3. Enter the Display Name and address. Make sure the correct domain is selected from your drop down menu. 4. Type the password and confirm. The password must be 8 characters and should contain an upper, lower, and number for security.
5 5. Once the account is created you will be taken to the Edit Mailbox screen. From here you can add additional info such as First and Last name, addresses and so on. 6. Make any necessary changes and make sure to click Save Changes when done.
6 Account Modifications Password changes, aliases, forwarding, etc. are all performed from the mailboxes page. Click a mailbox name to begin editing.
7 Adding Aliases Aliases are additional addresses that can be added to an existing account. Jim Jones address is If he also wanted to be known as or this is where you would add those properties. Another reason you might want to add an alias is if you have multiple domains. If your organization has multiple domain names such as exch.mystafford.net and demo.staffordnet.com you may want to have Jim Jones accessible from both domains. In this instance you would add an alias for each domain. 1. From the Edit Mailbox page, click Addresses 2. Type the name of the alias you would like to create and select the appropriate domain name from the drop down. Then click Add Address.
8 3. As previously mentioned, to create aliases for additional domain names, drop down the box and select the domain. To add domain names to your account please contact us at 4. To remove an alias, simply check the box next to the address and click Delete Selected s
9 Primary Addresses Your primary address has two purposes. It is the address you would use to login to your and it is also the address recipients will see when you send them a message. You can change your primary at any time, however any mobile devices will need to be updated with the new username. 1. To change your primary address, check the box next to the address and then click Set As Primary 2. A primary address cannot be deleted. To remove that address you must first set another address as primary.
10 Mailbox Quotas Mailbox quotas are created based off of your primary hosting plan. If you purchase additional space you will have to increase the space on a per mailbox basis. Quotas are set in kilobytes but are sold in gigabytes. The table below shows purchased price to the suggested KB values to use in the quota section we suggest these numbers to give users fair warning without immediate disruption. There are three fields, issue warning, prohibit send, prohibit send and receive. When the issue warning quota is met the user will get an every 24 hours until corrective action is taken. If the prohibit quotas are met mail flow will be disrupted. Suggested Quota Sizes Package Size Issue Warning (KB) Prohibit Send (KB) Prohibit Send/Receive (KB) (GB) Setting quotas can be done from the Advanced tab when editing mailboxes. 1. Click the Advanced tab 2. Set the appropriate mailbox quotas
11 3. Click Save Changes
12 Removing accounts When removing accounts it is best to do this from the Users section rather than the Mailbox section. This will remove both the user and mailbox. Removing a mailbox alone will not remove the associated user and can cause an incorrect count that will prevent new mailbox creation. 1. Click Users from the menu on the left.
13 2. Click the red X next to the account you want to remove. 3. You will be prompted to continue. Click Ok to remove the account. 4. The account and mailbox have now been removed. Mail Forwarding and Distribution Lists Mail can be forwarded to internal user, external addresses, or distribution lists. Internal Mail Forwarding 1. Click the Mail Flow Settings tab. 2. Check the Enable Forwarding button.
14 3. Click the Address Book icon to choose a recipient and click the username to select an account. 4. In this example I am forwarding Jim Jones mail to User 1 and having a copy delivered to his mailbox as well. This way both addresses will receive the messages. 5. Make sure to click Save Changes at the bottom of the page. To turn off mail forwarding, uncheck the Enable Forwarding box and click Save Changes.
15 External Forwarding Additional steps must be taken to forward mail to a user outside of your organization. 1. Click Contacts from the menu on the left, then click Create New Contact 2. Type the name of the contact you would like to create and the external address then click Create Contact. 3. To forward to this address follow the steps detailed in the Internal Mail Forwarding section.
16 4. External contacts will be displayed with a different icon to distinguish them from internal users. Distribution Lists Distribution lists are used to send mail to a group of people. If you have a sales team of 5 people and would like them to all receive s sent to you would use a distribution list. List Creation 1. Click Distribution Lists from the menu on the left, then Create New Distribution List
17 2. Enter the Display Name and Address for your new distribution list, then click the address book icon to choose a manager. 3. Distribution List managers should be the person responsible for list maintenance such as a sales manager. Select the user from the address book to set them as manager. 4. Next, click Create Distribution List
18 Member Maintenance Users can be added and removed as needed. 1. Click the Add button to add users.
19 2. Check the users you would like to include on the list, then click Add Accounts.
20 3. Click Save Changes to update the list.
21 4. To remove users, simply check their names, click delete, then save changes.
22 Aliases Just like mailboxes, distribution lists can have aliases. 1. Click the Addresses tab. 2. Type the name of the alias and select the desired domain name. 3. Click Add Address Mail Flow Settings Some distribution lists are for internal purposes only. Using mail flow settings you can deny external users from sending mail to these lists. 1. Click the Mail Flow Settings tab. 2. Check the Require that all senders are authenticated box.
23 3. Click Save Changes. Additional restrictions including individual users can also be set on this page using the Accept Messages/Reject Messages area. Mail Client Setup Our hosted exchange service primarily supports the following clients: Microsoft Outlook 2003/2007/2010 Microsoft Outlook for Mac Apple Mail Outlook Web Access
24 Preparation Exporting Mail Before setting up your new account you should export any existing mail, calendar, and contacts. After setting up your account you will then import them into your new account. 1. Open Outlook 2. Click File then Import and Export (In Outlook 2010, click File, Open, Import) Outlook 2003/2007 Screen Outlook 2010 Screen
25 3. Select Export to a file then click Next 4. Click Outlook Data File (.pst) then click Next
26 5. Scroll to the top of your folder list and click the highest level, make sure Include subfolders is checked and click Next 6. Click Browse and create a file called Export.pst on your desktop, then click OK
27 7. Leave the option Replace duplicates and click Finish. Depending on the size of your mailbox this may take several minutes. Creating a new mail profile Before setting up your new account we recommend creating a new mail profile. 1. Open your control panel from the start menu 2. Locate the Mail icon (you may need to switch to classic view) and double click 3. Click Show Profiles
28 4. There should be one profile called Outlook. First click Prompt for a profile to be used. Then click Add 5. Name the new profile Exchange and click ok You can now proceed to the account setup.
29 Microsoft Outlook 2003 While we do support Outlook 2003 we recommend upgrading to 2007 or From the first page of the account wizard, select Add a new account and click Next. 2. Select the server type Microsoft Exchange Server and click Next. 3. Enter the following information then click More Settings: Microsoft Exchange Server: srvexch1.internet.com Check Use Cached Exchanged Mode User Name: (your full address) 4. If you receive any errors or a dialog box asking you to Check Name click cancel.
30 5. Click the Security tab and verify Logon network security is set to Kerberos/NTLM Password Authentication. 6. Click the Connection tab, check the Connect to my Exchange mailbox using HTTP, then click Exchange Proxy Settings.
31 7. Enter the following settings: After type exch1.staffordnet.com Check Connect using SSL only Check Mutually authenticate the session. Enter msstd:*.staffordnet.com in the Principal name field Change Proxy Authentication Settings to Basic Authentication 8. Click OK to close the proxy settings window, then clock OK to close the Exchange Server Settings. 9. Click Check Name from the accounts wizard.
32 10. Enter your full address as the user name and your password, then click OK 11. Once successfully logged in, your name will be underlined. Click Finish to exit the wizard.
33 Microsoft Outlook 2007/2010 Newer versions of Outlook make setup much easier. They are able to automatically detect settings to speed along the process. 1. When prompted to add a new account, enter your name, address and password, then click Next. 2. Outlook will begin searching for your settings. If prompted to allow a website to configure your account, click Don t ask me again and Allow.
34 3. When prompted, type your address and password. Check the Remember Password box and click OK. 4. Your account has now been successfully setup.
35 Microsoft Outlook (for Mac) Outlook for Mac is the most recommended software for use with our servers. Upon opening Outlook for the first time you may be prompted to add an account. If not, follow these steps 1. Click Tools, then Accounts 2. Click Exchange Account
36 3. Enter your address, user name and password. For the user name field you will also use your full address. 4. Click Add Account 5. If you get a redirection prompt check Always use my response. then click Allow. 6. Once the account is added, click the red X on the top left to close the account settings Your account has now been added.
37 Apple Mail Apple Mail is included with your OS. This can also be used to access the server. However, your contacts will show in the address book and calendar events in ical. 1. Open Mail 2. On the Welcome to Mail screen, enter your name, full address and password. Then click Continue.
38 3. You should now see an Account Summary page. Verify Calendars and Contacts are checked and click Create. Your account is now setup. Outlook Web Access (OWA) When on the road, you can easily access your , contacts, tasks, and appointments. Logging In 1. Go to 2. Login with your full address and password. 3. Once logged in, you can work as if you were using Outlook on a computer.
39 Changing Passwords You can also use Outlook Web Access (OWA) to change your password. Please keep in mind, if you change your password you will need to update any mobile devices and mail clients with the new password. 1. After logging into OWA click Options in the upper right. 2. On the menu to the left, click Change Password 3. Type your old password, then your new password twice to confirm. 4. Make sure to use a strong password to avoid security problems 5. Click Save 6. Your password has now been updated. Make sure to update any related devices.
40 Mobile Devices Our hosted exchange solution supports many different mobile platforms. However, since mobile devices and their clients change rapidly we cannot document all possibilities. Below are the basics of the more common devices. We recommend consulting your device s setup guide first. If further assistance is needed you can contact us for additional support. Before beginning, verify with your organizations administrator that ActiveSync is enabled for your mailbox. It is turned on by default however some administrators may have disabled this feature. Blackberry Blackberry devices support two types of mail setups. BES (Blackberry Enterprise Service) and BIS (Blackberry Internet Service). The main difference is that only BES supports contact, calendar, and task synchronization. The other difference is most cellular providers charge additional for BES service to be added to your account. For information on charges associates with BES contact your cellular provider. Blackberry Enterprise Before beginning the setup you will need to contact us to activate your account. We will provide you with an activation password. This is NOT the same as your password. It is only valid for a onetime activation. If you change devices you will have to contact us for a new activation password. 1. Go to the Setup menu on your blackberry 2. Select Enterprise Account (if you do not see this option contact your carrier and verify BES has been provisioned) 3. Enter your full address and the activation password we provided. 4. Click Activate Your activation will now begin. This may take up to 15 minutes to complete. Windows Mobile Devices and Android Platforms With all the variations of operating systems and clients we cannot provide basic documentation. If you need assistance with one of these devices please contact support.
41 Apple Devices (ios) We support iphones, ipads, and ipod Touch devices. The procedures for all of these devices are quite similar. If your device differs from the steps below, contact us for support. 1. Tap the Settings icon 2. Next, tap Mail, Contacts, Calendars
42 3. Tap Add Account 4. Tap Microsoft Exchange
43 5. Enter your address, leave the domain blank, use your full address for the username. 6. If you receive a message saying the server identity cannot be verified tap Continue.
44 7. Make sure all the settings are set to On and tap Save
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