Hosting Control Panel (CP) Admin Guide

Transcription

1 Hosting Control Panel (CP) Admin Guide Document Revision Date: April 26, 2012

2 Hosting CP Admin Guide / TOC Page i Contents HOW TO USE THIS HOSTING CP ADMIN GUIDE... 1 GET STARTED WITH EXCHANGE... 1 Other Menu Options & Subscriptions... 1 DOCUMENTATION OVERVIEW... 2 TERMINOLOGY... 2 What is an Account?... 2 What is a Subscription?... 2 What are Resources?... 2 Menu Ribbon... 2 ADMINISTRATOR CONTROL PANEL GENERAL USE... 3 LOGIN TO THE SYSTEM... 3 MULTIPLE SUBSCRIPTION SERVICES... 4 NAVIGATION... 4 ACCESS TO SUPPORT RESOURCES... 5 DOMAINS... 6 ADD EXISTING DOMAIN REGISTERED ELSEWHERE... 6 ADD NEW SUBDOMAIN... 7 DELETE A DOMAIN OR SUBDOMAIN... 8 MANAGE DNS RECORDS (MX, A, CNAME, ETC.)... 8 EXCHANGE INFORMATION ABOUT YOUR EXCHANGE ACCOUNT ASSOCIATE A DOMAIN WITH YOUR EXCHANGE ACCOUNT ADD MAILBOXES TO YOUR EXCHANGE ACCOUNT REMOVE MAILBOXES FROM YOUR EXCHANGE ACCOUNT CONFIGURE ALIAS(ES) ADDITIONAL ADDRESSES FOR A MAILBOX ENABLE OUTLOOK DOWNLOAD MAIL FORWARDING REMOVE MAIL FORWARDING ADD AN CONTACT TO EXCHANGE DISCLAIMERS CREATE A DISTRIBUTION LIST ENABLE BLACKBERRY AND ACTIVESYNC SERVICES INSTRUCTIONS FOR SETTING UP ACTIVESYNC FOR WINDOWS MOBILE, IPHONE, AND ANDROID DEVICES BOUNDARY DEFENSE MANAGE SHAREPOINT SITES CREATE A SHAREPOINT SITE VIEW INFORMATION ABOUT YOUR SHAREPOINT SITE ENABLE SHAREPOINT 25GB ACTIVATION REMOVE A SHAREPOINT SITE REMOVE ALL SHAREPOINT SITES ADD SHAREPOINT USERS MANAGE SHAREPOINT USERS ADD SHAREPOINT STORAGE GBS SHAREPOINT SSLS SERVICE USERS ADD SERVICE USERS... 42

3 Hosting CP Admin Guide / TOC Page ii CHANGE/EDIT LOGIN OF A SERVICE USER MODIFY CURRENT SERVICE USERS Update Service User Contact Info Service User Password Expiration STATISTICS & ANALYSIS RESOURCE USAGE MANAGE YOUR ACCOUNT (MY ACCOUNT) ADD OR DELETE ACCOUNT ADMINISTRATOR USERS ADD OR DELETE A ROLE FROM THE ACCOUNT DATA SCREEN SUBSCRIPTIONS LOGIN HISTORY PASSWORD EXPIRATION POLICY USER REPOSITORY LOCKED USERS... 58

4 Hosting CP Admin Guide / Introduction Page 1 Welcome to the Cincinnati Bell Hosting Control Panel (CP) for Administrators The Hosting Control Panel (Hosting CP) is your gateway to all of the administrative functions that you can perform on your account, including adding domains to your account, creating and editing mailboxes, adding mailbox aliases, creating distribution lists, adding external contacts to your company directory, and more. How to Use this Hosting CP Admin Guide This Hosting CP Admin Guide defines all of the menu options and features within the Control Panel that allow you to manage your Exchange subscription service: All Domains: Manage the domains associated with your account subscriptions. Hosting: Access the control panel to manage your hosting services. My Account: View, edit, and manage information related to your account. Select Subscription: Toggle between access to your various subscriptions (if applicable). Help & Support: Obtain access to support resources. Logout: End your Admin Control Panel session. Get Started with Exchange For most customers who have ordered their hosted Exchange service through the website shopping cart, the domain used for ordering the Exchange service is already associated with your account. There is no need to use the All Domains menu to begin using your service. Typically, you will utilize the Hosting Exchange menu options to do the following: Add mailbox(es) to your Exchange account Configure aliases for Exchange mailboxes Create Contacts to be displayed as part of your account Global Address List (contacts are addresses that route outside of your Exchange account) Define Distribution Lists ( addresses that route to one (or more) recipient, which can be any combination of mailboxes or contacts) Other Menu Options & Subscriptions Beyond the Hosted Exchange menu options used to manage the Exchange functionality, the other menu options outlined in this guide allow you to manage other aspects of your account, such as SharePoint sites, domains, and service users.

5 Hosting CP Admin Guide / Admin CP General Use Page 2 Documentation Overview The primary audience for this Hosting Control Panel Administration Guide is account administrators who are responsible for setting up Exchange and SharePoint services for users in your company. To better use this guide, please review the following, which will help you understand the information presented in this documentation. NOTE: Your screen may look slightly different (layout, colors, etc.) from the screenshots referenced throughout this guide; however, the functionality remains the same. Terminology Prior to using this Hosting Control Panel Administration User Guide, please note the following information, which will help you use this guide and understand some of the terminology associated with hosted accounts. What is an Account? An account is a membership in the Hosting Control Panel (CP). An account keeps track of personal information, such as a user profile, purchases, etc. A number of users may be registered to manage an account. Each registered user may be granted different access rights within the Hosting CP. What is a Subscription? A subscription is a package, or bundle, of hosting services provided by Cincinnati Bell to the customer, with pre-set prices and terms of service including upgrades/downgrades availability, subscription periods, and a variety of other settings (depending on the types of services to which you are subscribed). Services included in a service plan are typically a combination of features (Exchange mailboxes, SharePoint sites, etc.) along with a quantity of the service provided. Complementary services can be added during the initial purchase, or later, as an add-on resource, after the subscription has been setup. What are Resources? A resource is an itemized service that can be added or subtracted from the batch of services that define a subscription. Menu Ribbon The menu ribbon is the band across the top containing the main menu functions, such as Hosting, All Domains, and My Account. Menu Ribbon

6 Hosting CP Admin Guide / Admin CP General Use Page 3 Administrator Control Panel General Use There are a few basics that you will encounter repeatedly when using the Hosting Control Panel for Administrators. This section quickly reviews how to log into the system, and how to access your subscription services for those accounts with multiple subscriptions. Login to the System 1) Go to the Hosting CP Website at You should see a log-in screen similar to the one below. Enter your username and password (not your actual mailbox ID or address), which you created when you signed up for the service, and click the [Login] button. Contact Support at if you have trouble logging into the Control Panel. 2) Once you have successfully logged in, most users will see the Hosting screen, similar to the one below. From this screen, you can make changes to your Exchange mailboxes, domains, etc. Along the topmost menu ribbon you will find the main navigation to various sections of the Admin Control: All Domains: Manage the domains associated with all of your account subscriptions. Hosting: Access the control panel to manage your hosting services My Account: View, edit, and manage information related to your account. Select Subscription: Toggle between access to your various subscriptions NOTE: You will not see this option if you only have one subscription. Help & Support: Access to support resources

7 Hosting CP Admin Guide / Admin CP General Use Page 4 Logout: End your Admin Control Panel session Multiple Subscription Services For accounts with multiple subscriptions, you may view and access your subscription services by selecting the Select Subscription menu item. From this screen you can toggle between subscriptions or set any of the subscriptions as the default view you see when first logging into and accessing the Control Panel. NOTE: If you have not purchased multiple subscriptions, this option will not be available to you. Click any of the Set as default links under the Default column to identify the subscription to be displayed when first accessing the Hosting Control Panel. o The current Default is indicated in this column as a green icon - - without the Set as default link. Click any of the Select links under the Select column in order to access that subscription s main menu screen Navigation You may access the main menu features of the Admin Control Panel to navigate by clicking the main ribbon menu links to display a new screen of information.

8 Hosting CP Admin Guide / Admin CP General Use Page 5 Access to Support Resources Support documentation is available to assist all customers with using their hosted services. 1) You may access Help & Support resources from the ribbon menu: 2) Click Documentation Downloads to access the list of support documents.

9 Hosting CP Admin Guide / Domains Page 6 Domains The option All Domains, along the menu ribbon, lists all domains associated with the currently selected subscription. Here you can addexisting domains registered elsewhere, add new subdomains, and view domain details. Click any domain name link under the Domain Name column to view details of that domain. Add Existing Domain Registered Elsewhere Begin by accessing the All Domains screen, as show above. 1) Click the [Add Existing Domain Registered Elsewhere] button. The Add New Domain screen displays. 2) Enter an existing domain into the Domain text field. 3) Click [Next>>]. A summary screen displays. 4) Click [Finish] to add the new domain.

10 Hosting CP Admin Guide / Domains Page 7 Add New Subdomain Subdomains add a prefix to an existing domain and are most often used for Web hosting purposes to create a test area for web development purposes (e.g., development.mydomain.com) or to setup a SharePoint site (e.g., intranet.mydomain.com, SharePoint.mydomain.com, etc.). You can add a subdomain to any domain that you have associated with a hosted service. 1) To add a subdomain to a current domain associated with a service, click the All Domains link from the menu ribbon. A list of domain names associated with your account displays. 2) Click the [Add New Subdomain] button. The Add New Subdomain screen displays (below), which allows you to assign a new subdomain to a current associated domain name. 3) Complete this screen and click the [Next >>] button. DNS hosting Subdomain name: Enter the subdomain prefix title in the input field. From the drop-down menu, select the domain name to which the subdomain name is to be assigned. 4) Click the [Finish] button at the end of the setup wizard to complete setup of the service. The All Domains screen updates to show the new subdomain has been added to your account. Note that any subdomains are listed under their parent domain and slightly indented to indicate that it is a subdomain. NOTE: To hide subdomains from this view, just click the [Hide Subdomains] button; then click the [Show Subdomains] button to view them again.

11 Hosting CP Admin Guide / Domains Page 8 Delete a Domain or Subdomain To delete a domain or subdomain, begin by accessing the All Domains screen. NOTE: You cannot delete a domain or subdomain if it is in use (assigned to) a mailbox or SharePoint site. 1) Select the domain to delete by clicking the appropriate Domain Name. The Domain Details screen displays. 2) Click [Delete]. The Control Panel checks to be sure you want to delete the selected domain. 3) Click [OK]. The selected domain is deleted and no longer displays. Manage DNS Records (MX, A, CNAME, etc.) Cincinnati Bell Hosting Services has the ability to host and manage DNS services for your domain name(s). Whether you purchase a new domain, transfer an existing one, or simply want to host DNS with Cincinnati Bell Hosting Services, we can be your single administrative control for DNS, as well as your hosted Exchange, SharePoint, and other services. 1. To manage your DNS settings, access the All Domains menu in the Cincinnati Bell Hosting Services Control Panel. All of the domains and sub-domains associated with your hosted services are listed so that you may access the DNS records associated with each. 2. Click the hyperlink of the Domain Name you wish to manage. The name of the domain displays at the top to identify the domain with which you are working (as the example shown below). The default Summary tab displays the overall status of the domain and the services that are subscribed to the domain.

12 Hosting CP Admin Guide / Domains Page 9 3. Click the DNS tab to view details of this domain from which you may add or modify the domain s actual DNS records. Depending on whether your DNS is hosted with Cincinnati Bell or hosted by a third-party, you will see screens similar to the following: External Domain (DNS Records hosted with another provider): no DNS changes can be made via a Cincinnati Bell Hosting Control Panel for domains where the DNS records are hosted with another provider. If you need to make changes to the DNS records of such domains, you will need to access your account with the DNS host provider and make those changes within that account. Optionally, click the [Change DNS Hosting to Internal/External] button to assign this Hosting CP as the DNS Host of choice for this domain. You will need to assign the domain to a current Cincinnati Bell subscription and update your DNS hosting records with the domain s current registrar. NOTE: This requires that you update your DNS Records with your current registrar to point to: o ns1.cinbellcloud.com o ns2.cinbellcloud.com Domain and DNS Records hosted at Cincinnati Bell: You may make changes to current DNS records, and/or add new DNS Records to domains hosted by Cincinnati Bell through this Control Panel.

13 Hosting CP Admin Guide / Domains Page Click the DNS Records sub-tab just below the DNS main tab. 5. You can now click any NS, MX, TXT, A, or CNAME record hyperlink from the Host column to modify it. To add a new DNS record for this domain, click the [Add New DNS Record] button. Note that the NS (Name Server) records cannot be changed as they represent the name servers. 6. From the Select DNS record type drop-down menu select the type of DNS record to be added. 7. Enter the parameters needed to define this DNS record and click the [Finish] button to complete the addition of this DNS record to the domain name. 8. The following are the DNS records that need to be set for your Hosted Exchange Services: a. Hosting ALL DNS Records with Cincinnati Bell (check Zone management ability for the domain). At your domain registrar, point the domain s NS records to: i. ns1.cinbellcloud.com ii. ns2.cinbellcloud.com

14 Hosting CP Admin Guide / Domains Page 11 Whether you are hosting your DNS records with Cincinnati Bell or not, the following DNS records will need to be added: b. MX Records routing for Exchange only: i. Server4.inboundmx.com preference 10 ii. Server5.inboundmx.com preference 20 c. CNAME record for Exchange only: i. Autodiscover.yourdomain.com that routes to autodiscredirect.hostaccount.com d. TXT record routing for Exchange only: i. v=spf1 include:collaborationhost.net ~all

15 Hosting CP Admin Guide / Exchange Page 12 Exchange For most customers the Exchange option is the most frequently used service, as this menu provides access to all of your functionality. Administrators will access the Exchange menu to add and edit mailbox parameters, create and manage contacts, distribution lists, wireless services, and more. To view the main features associated with your Exchange service, log into the Hosting CP and access Hosting from the ribbon menu. You should see a screen similar to the one below from which you will manage your Exchange features. Information About Your Exchange Account You can view general information about your Exchange account by clicking Hosted Exchange General from the Menu Ribbon. On the Mailboxes tab, you can view, add, and remove service users. NOTE: The best way to manage service users is via Users in the Menu Ribbon.

16 Hosting CP Admin Guide / Exchange Page 13 From the General Domains location, you can view, add, and remove domains associated with your Exchange subscription. NOTE: Thre must be at least one domain associated with yoyur account before you can add mailboxes. Associate a Domain with Your Exchange Account Associating a domain with your hosted Exchange account enables you to add mailboxes. 1) Begin by accessing Hosted Exchange from the Menu Ribbon. 2) Select the General tab. 3) Select the Domains link. The Domains screen displays. 4) Click [Add]. The Add Domain screen displays. 5) Select the domain to add from the list of currently available domains and click [Submit]. The domain is added to your hosted Exchange account.

17 Hosting CP Admin Guide / Exchange Page 14 Add Mailboxes to Your Exchange Account By default, when you order your service, no mailboxes are created. You may create as many mailboxes as you ordered when you purchased your service. NOTE: Before you can add a mailbox, you must first associate (add) at least one domain to your Exchange account. See Associate Domains to Your Exchange Account for more information/details. 1) Select Hosted Exchange from the Menu Ribbon and sleect the Mailboxes tab. The Mailboxes screen displays. (If you have not yet created any mailboxes, the screen will look like the one below.) NOTE: If you do not see the [Add New] button, you do not have any mailboxes available for your account. You must first purchase additional mailboxes. 2) To add a mailbox, click the [Add New] button. If there are service users without Exchange assigned to them, the screen prompts you to select either a New Service User or an Existing Service User. 3) Select Existing Service User (for this example) in order to select a user from a list, and then click the [Next>>] button. A list of existing service users displays. 4) Select a user from the list by clicking the user s name. The Add New Mailbox wizard displays the next step.

18 Hosting CP Admin Guide / Exchange Page 15 5) Select appropriate services for this mailbox. 6) Click the [Next>>] button. The next step in the Add New Mailbox wizard displays. 7) Click the [Next>>] button when the mailbox settings are correct. The summary step of the Add New Mailbox wizard displays.

19 Hosting CP Admin Guide / Exchange Page 16 8) Review the new mailbox information and click [Finish]. The mailbox provisioning process begins. You may continue creating mailboxes or go to other areas of this Control Panel while the mailbox is created. You may also click the Refresh link at the top right of screen to update the status of the new mailbox. When the new mailbox has been fully created the Status will change from ( Ready ) and is then ready for user login. ( Provisioning ) to

20 Hosting CP Admin Guide / Exchange Page 17 Remove Mailboxes from Your Exchange Account You can remove mailboxes that are no longer needed (e.g., ex-employees) at any time through the Hosting CP. NOTE: Removing a mailbox automatically increases the available mailbox resources in your subscription by the number of mailboxes removed. Also, any wireless options associated with the removed mailbox will automatically be removed from your account. 1) Log into the Control Panel, and access Hosted Exchange from the Menu Ribbon. Click on the Mailboxes tab. The Mailboxes screen displays. 2) Click the checkbox preceding any mailbox(es) to be removed. 3) Click the [Remove] button (which activates when a mailbox has been selected).. You may remove multiple mailboxes by clicking additional checkboxes. Your subscription resources will automatically be updated. All add-on resources, such as wireless service, will automatically be updated. Configure Alias(es) Additional Addresses for a Mailbox You can add an unlimited number of aliases to a mailbox. An alias address means that the user can receive sent to any user-defined alias address, but all is still sent outbound using the primary address. 1) Log into the Control Panel, and access Hosted Exchange from the Menu Ribbon. Click on the Mailboxes tab. A list of all mailboxes displays. 2) Select the mailbox to which you would like to add an alias by clicking its hyperlink from the Name column.

21 Hosting CP Admin Guide / Exchange Page 18 The mailbox Detail screen displays for this user s mailbox. 3) Click the Additional addresses tab to add additional aliases to the mailbox. 4) To create a new alias address, click the [Add New] button. The Add New Additional Address screen displays.

22 Hosting CP Admin Guide / Exchange Page 19 5) Enter the new alias prefix in the Additional Address input box and use the drop-down menu of domain names available for your account. If you have multiple domains under your account you can select the desired domain from the drop-down menu. 6) Click the [Next>>] button. A message displays that the alias address is ready to be created. 7) Click the [Finish] button. The alias address is created and all additional addresses for this mailbox display. You may continue adding alias addresses to this mailbox by clicking the [New] button. Optionally, now that multiple addresses have been defined for this mailbox, you may remove an alias by placing a checkmark beside it and clicking the [Remove] button. Enable Outlook Download If you have purchased the Outlook download option for your account, you can activate/enable Outlook download for a mailbox on the Outlook Download tab. 1) Log into the Control Panel, and access Hosted Exchange from the Menu Ribbon. Click on the Mailboxes tab. 2) Select the mailbox for which you would like to enable Outlook download. The General tab is on top by default. 3) Select the OutlookDownload tab. 4) Click the Activate link. You are now ready to confirm the new Outlook download.

23 Hosting CP Admin Guide / Exchange Page 20 5) Click [Finish]. Once the status changes from Provisioning to Ready, you can click the Open link to download a copy of Outlook. Mail Forwarding You can set up a mailbox to be forwarded to another mailbox. 1) Select Hosted Exchange Mailbox. 2) Select a mailbox that you would like to forward. 3) Click the Mail Forwarding tab. 4) Click the Activate link. The Add New Mail Forwarding screen displays. 5) Enter the address to which you would like the selected mailbox forwarded. 6) Click [Next>>]. The CP confirms that you are now ready to create the new forwarding.

24 Hosting CP Admin Guide / Exchange Page 21 7) Click [Finish]. Remove Mail Forwarding To remove forwarding from an mailbox, return to the Mailboxes screen. 1) Select the appropriate mailbox from the list. 2) Click the Mail Forwarding tab. Note that the Activate link is now a Deactivate link. 3) Click the Deactivate link. Mail forwarding is removed for the selected mailbox. Add an Contact to Exchange contacts, by definition, are addresses that may be added to your account Global Address List (GAL) that represent addresses OUTSIDE of your account domain(s) (i.e., external addresses). Most Exchange users will want to create general contacts from within Outlook for everyday communications with recipients of your day-to-day correspondence. However, you may wish to create contacts to be added to your account GAL for the purposes of having s routed to these contacts who may be associated with your business in some manner. You may create unlimited contacts; they do not take up storage space on the server, since s sent to contacts route outside of your domain account. 1) Log into the Control Panel, and access Hosted Exchange from the Menu Ribbon. Click on the Contacts tab. The Contacts screen displays.

25 Hosting CP Admin Guide / Exchange Page 22 2) To create a new contact, click the [Add New] button. The Add New Contact screen displays.. 3) Define the following inputs: Alias: A shorthand reference for the contact. NOTE: You cannot leave spaces in the alias name Display name: How the contact will be displayed in the GAL External address: A free-form field to enter the actual delivery address for the contact being defined 4) Click the [Next>>] button. The creation confirmation screen displays. 5) Review the new contact information and click the [Finish] button.

26 Hosting CP Admin Guide / Exchange Page 23 Disclaimers Disclaimers can be used to either prepend or append an . You can set to whom the disclaimer is sent, the location (prepend or append above or below the body), whether or not you use a separator for the disclaimer, and all message details. 1) To create a new disclaimer, begin by selecting Hosted Exchange Disclaimers. 2) Click [New]. The Add New Disclaimer screen displays. 3) Enter information for each input and click the [Next>>] button. Display Name: Enter the name that will display in the list of disclaimers. Sent to: Select the recipients for the disclaimer: internal, external, or any. Location: Select where the disclaimer will display, before or after the . Use separator: Check (default) to separate the disclaimer from the with a line. Font: Select the font for the disclaimer. Size: Select the size of the font. Color: Select the color of the font. Fallback Action: Select to wrap the disclaimer, depending on its length. Disclaimer Text: Enter the disclaimer text. A confirmation screen displays.

27 Hosting CP Admin Guide / Exchange Page 24 4) Review the details of your new disclaimer and click [Finish]. Create a Distribution List Administrators can create an unlimited number of distribution lists for your organization. Distribution lists are not mailing lists of people outside of your organization. They are meant to help you organize your addresses into groups and send messages to everyone who is a member of that group. For instance, you can create a distribution list called Sales, and add all of your sales staff to that distribution list. When you send a message to Sales, it is delivered to every mailbox that is a member of the Sales distribution list. Like mailboxes and contacts, distribution lists appear in your Global Address List (GAL). 1) Log into the Control Panel, and access Hosted Exchange from the Menu Ribbon. Click on the General tab. Click the General link.

28 Hosting CP Admin Guide / Exchange Page 25 2) Click the Distribution List Administrative Interface link at the bottom of the screen. All distribution lists currently defined for this account display. To create a new distribution list click the [Add Distribution List] button. To edit previously created distribution lists, click the hyper-link defining the distribution list under the Display Name column in order to access the distribution list s details screen and edit accordingly. 3) The Add New Distribution List screen allows you to define the distribution list. The Alias is a quick/shortened name that can be quickly typed by other users when addressing an to this distribution list. The Display name is the full name of the distribution list, as it would appear in the GAL. 4) Type an address prefix for the distribution list in the address input box and select the appropriate domain from the drop-down menu if you have multiple domains associated with your account. Define the nature of delivery for this distribution list in the Security section: Everyone: Allows senders from the Internet to send to this distribution list address. This is the least secure option allowing anyone to send to this address. Organization: Allows only senders from within your organization (account) to send to this distribution list address. Members: Allows only members of the distribution list itself to send to this distribution list address. This is the most restrictive security option. NOTE: Cincinnati Bell cautions customers on accepting the default of Everyone if you are using common distribution list addresses, such as Sales, Marketing, or Info, etc. These are common addresses that may susceptible to spammers.

29 Hosting CP Admin Guide / Exchange Page 26 Finally, select whether this distribution list should appear in your GAL by clicking the checkbox next to Show in address book. If this checkbox is unchecked, the distribution list is still valid but will NOT be displayed in the Global Address List (GAL). Click the [Save] button to finalize your creation of the distribution list. The system shows you that the new distribution list is being created. 5) You can continue to create additional distribution lists, import a file to create multiple distribution lists, and delete or edit previously created distribution lists. 6) To add multiple members mailboxes and/or contacts to a distribution list, access Hosted Exchange Distribution Lists from the left-side navigation. 7) Select one of the pre-defined distribution list(s) from under the Display Name column. 8) Click any of the tabs across the top to access details associated with the distribution list. These tabs enable you to add mailboxes and/or contacts as members to the distribution list, adjust security settings, and also change the address(es) as needed to manage the distribution list. 9) Click the Members tab to add mailboxes and/or contacts as members to this distribution list. A list of currently defined members (if any) displays. 10) To add members to this list, click the [Add New Member] button. The Add Distribution List Member screen displays.

30 Hosting CP Admin Guide / Exchange Page 27 11) Select the member(s) to be added to the distribution list by clicking the checkbox in front of each member. 12) When finished with your selection of distribution list members, click the [Submit] button. NOTE: A distribution list may contain a single member, or multiple members mailboxes and/or other distribution lists as long as the members have valid addresses. The distribution list updates to show Creating in the Status column to indicate that the changes are being made.

31 Hosting CP Admin Guide / Wireless Services Page 28 Enable BlackBerry and ActiveSync Services For users needing BlackBerry service, or Active Sync wireless service for Windows Mobile, iphone, Android, and other ActiveSync enabled Smart Phones, you must add the service when creating the user, or you can add it manually via the Service Users function. 1) Select Users from the Menu Ribbon. 2) To access the BlackBerry or ActiveSync options for any user, click the appropriate name link in the Display Name column. The user detail screen displays (below), with the General tab on top. 3) Click the Apptix Hosted Exchange tab.

32 Hosting CP Admin Guide / Wireless Services Page 29 Note the BlackBerry and ActiveSync information in the center section. 4) If the service you desire is not checked, click the [Edit] button. The check boxes become enabled. NOTE: You can also edit the user s name and address information on this screen. 5) Place a check mark beside the service(s) you wish to enable. NOTE: You can also disable a service from this screen. Simply remove the check mark beside the service you want to remove/disable. 6) Click [Submit]. The selected services are enabled and will be provisioned.

33 Hosting CP Admin Guide / Wireless Services Page 30 Instructions for Setting Up ActiveSync for Windows Mobile, iphone, and Android Devices To setup ActiveSync on a Windows Mobile device: From the device s Home screen select Start > ActiveSync (Optionally Start > Programs > ActiveSync) Click the link to setup device to sync with Exchange Server On the Edit Server Settings screen for the Server address enter: .hostaccount.com i. Check the box for The server requires an encrypted (SSL) connection and click Next On the next Edit Server Settings screen enter the following: i. User name: your Exchange user name ii. Password: your Exchange password iii. Domain: collaboration iv. Check the Save Password checkbox and click Next On the next Edit Server Settings screen check the items to be synchronized which typically include: i. Contacts ii. Calendar iii. iv. Tasks Click OK on the ActiveSync warning indicating that the Exchange Server must enforce the security policy To setup ActiveSync on an iphone device: a. From the device s Home screen select Settings > Mail, Contacts, Calendars > Add Account > Microsoft Exchange b. On the Exchange screen enter: i. Your Exchange address ii. Server: .hostaccount.com iii. Domain: leave this field blank/empty iv. Username: Your user login v. Password: Your user password vi. vii. Description: The iphone will default to your address entered above Use SSL: On i. Click the [Next] button, in the upper left corner, and the iphone/itouch will attempt to connect to the Exchange Server c. On some devices the Server: field is not displayed initially in step b. This field should be displayed after clicking [Next] in the step above. Enter the proper Server name if prompted and click [Next] again i. Server: .hostaccount.com d. On the next Exchange ActiveSync screen check the items to be synchronized which typically include: i. Mail ii. Contacts iii. Calendar e. Other options on this Exchange ActiveSync screen include: i. Mail Days to Sync ii. Mail Folders to Push

34 Hosting CP Admin Guide / Wireless Services Page 31 To setup ActiveSync on an Android or other Smart Phone device: On the Smart Phone device itself, enter the following information: Server: .hostaccount.com Your Exchange address Domain: Collaboration (Optional. For some devices you may leave this blank) Username: Your Exchange user name (typically first.lastname@yourdomain.com) Password: Your Exchange password Description: You can enter any information you would like in this field. Typically this is your Display name

35 Hosting CP Admin Guide / Boundary Defense Page 32 Boundary Defense Premium Anti-Spam / Anti-Virus / Content Filtering functionality protects your valuable assets, increases employee productivity, and safeguards business integrity. It combats evolving -born threats while enabling administrators to create and enforce usage guidelines. Standard Boundary Defense features: 100% virus protection and 99% spam capture Customizable allow and deny lists Multi-language, external quarantine with tailorable filtering Defense against -borne malware Scanning and identification of viral URL links contained within s Content and attachment filtering to prevent distribution of sensitive or inappropriate information Defense against denial of service, directory harvest, and other attacks When you have purchased Boundary Defense, the following is how you activate it: 1) Access Hosted Exchange. 2) Select the Boundary Defense tab. The Boundary Defense screen displays. 3) Click the Activate link. A confirmation screen displays.

36 Hosting CP Admin Guide / Boundary Defense Page 33 4) Click [Finish] to activate Boundary Defense. NOTE: Boundary Defense guides can be found in the Help & Support section of the Control Panel. These guides can help you configure and use the service.

37 Hosting CP Admin Guide / SharePoint Page 34 Manage SharePoint Sites The Admin Control Panel also allows you to activate your 25GB SharePoint site, configure the site and users, add storage to your site (if purchased), and add SSL to your site (if purchased). When you first login, you will see the Hosted SharePoint option in the Menu Ribbon. Select this option to begin creating a SharePoint site. Below is an example of the first screen you will see. Since a site has not yet been created, the screen displays only the Create link. Create a SharePoint Site 1) Click the Create link. Provided you have a domain available to use, the Create New SharePoint Site > Domains screen displays. Otherwise, you are directed to enable/add a domain to be used for this SharePoint site. 2) If your account contains multiple domains, select a domain to be used for your SharePoint site from the list provided. NOTE: The domain you select will be the default URL for your SharePoint site (i.e., subdomain.abcco.com will become the SharePoint site URL 3) Click the [Next>>] button. The Control Panel informs you that you are ready to start provisioning.

38 Hosting CP Admin Guide / SharePoint Page 35 4) Review the information and click [Finish]. The new SharePoint site is created and provisioned. The URL for your new SharePoint site displays on the SharePoint Site screen. View Information About Your SharePoint Site You can view general information about your SharePoint site by clicking Hosted SharePoint in the Menu Ribbon. From the General tab, you can view, upgrade, and uninstall your SharePoint site.

39 Hosting CP Admin Guide / SharePoint Page 36 On the Service Users tab, you can view, add, and remove your SharePoint site users. NOTE: The best way to manage service users is via Hosted Exchange Service Users. From the Domains tab, you can view, add, and remove domains from your site. NOTE: The best way to manage domains is via All Domains in the ribbon menu. Enable SharePoint 25GB Activation You must activate your new site before you can begin to use it. 1) Select SharePoint 25GB Activation from the SharePoint sub-menu. The SharePoint 25GB Activation screen displays. 2) Click the Activate link to activate your 25GB SharePoint subscription. The CP informs you that you are ready to begin creating a site. 3) Click [Finish]. Your 25GB subscription is activated, and you are ready to create the SharePoint site.

40 Hosting CP Admin Guide / SharePoint Page 37 Remove a SharePoint Site To remove a SharePoint site you must remove the domain on which it resides. 1) To remove a SharePoint site, select the Domains tab on the SharePoint Site screen. 2) Select the appropriate domain from the list. 3) Click [Remove]. The Control Panel checks to be sure you really want to remove the selected domain. 4) Click [OK] to remove. The SharePoint site, and the domain with which it was associated, are removed. Remove All SharePoint Sites If you wish to remove all SharePoint Sites from your account, it is a quick process. However, it is advised that you remove your sites individually using the above procedure. One button click removes all sites. 1) Access SharePoint Site from the Hosted SharePoint Menu Ribbon. 2) Click the [Uninstall] button. ALL SharePoint sites are removed from your account.

41 Hosting CP Admin Guide / SharePoint Page 38 Add SharePoint Users 1) Select SharePoint Site from the left side navigation. 2) Select the Service Users tab. 3) Click the [Add] button. The Add New SharePoint User screen displays. 4) Decide whether to create a New Service User or choose an Existing Service User to be the Administrator of this new SharePoint site from the Service User option. (For the purposes of this example, Existing Service User is selected. If you select add new user, you must enter user name, display name, and login and password information. The process is self-explanatory.) 5) Click [Next>>]. A list of available users displays. 6) Select a user by clicking the Service User name. The SharePoint User details screen displays. 7) Fill in the appropriate information and click [Next>>].

42 Hosting CP Admin Guide / SharePoint Page 39 The Confirmation screen displays. 8) Click [Finish] to complete creating your new SharePoint User. Manage SharePoint Users Once you have at least one SharePoint site, you may then assign users to the SharePoint site so they can log in. You can create new users, or select existing users from the list of service users. 1) Log into the Control Panel, and access Hosted SharePoint SharePoint Users. The SharePoint Users screen displays a list of current SharePoint users. 2) To create a new SharePoint user, click the [New] button. The Add New SharePoint User screen displays. Follow the steps from Add SharePoint Users above. 3) To remove a SharePoint user, place a check mark next to the name of the user and click the [Remove] button.

43 Hosting CP Admin Guide / SharePoint Page 40 Add SharePoint Storage GBs If you have created a 25GB SharePoint site and find that you need additional capacity, you may increase the size of your site by 1 GB increments. NOTE: If you haven t already purchased additional storage, you must contact your Cincinnati Bell representative prior to performing the steps below. 1) Select SharePoint Addnl GB Increments from the Hosted SharePoint menu. The SharePoint Addnl GB Increments screen displays. 2) Click [New]. The Confirmation screen displays. 3) Click [Finish] to add 1GB of additional storage to your SharePoint site. NOTE: Repeat this step as many times as necessary to add 1GB of additional storage to your SharePoint site incrementally (i.e., to add 5GB, repeat four more times). SharePoint SSLs To secure and personalize your SharePoint site s URL, you must purchase the SharePoint SSL option. Please contact your Cincinnati Bell representative. 1) Select SharePoint SSLs from the Hosted SharePoint menu. The SharePoint SSLs screen displays. 2) Click [New]. The Add New SharePoint SSL screen displays.

44 Hosting CP Admin Guide / SharePoint Page 41 3) Enter appropriate information in the fields provided. 4) Click [Next>>]. The Confirmation screen displays. 5) Review the information you entered and click [Finish]. Your new secure, personalized URL for your SharePoint site is saved and provisioned.

45 Hosting CP Admin Guide / Service Users Page 42 Service Users A Service User is a member of your organization that has been assigned to any of the services to which your organization has subscribed. The Service Users feature in the Admin Control allows you to assign and manage all of the users in your account as it relates to the various services your organization is using. Add Service Users 1) Select Users from the Menu Ribbon. The Users screen displays showing a list of current service users and the services to which they are subscribed under the Services column. About the Service Users screen: Display name: How the service user name displays to others Login: The login credentials for the service user Services: Displays the services to which the service user is subscribed Status: Displays the current availability of the service user to utilize the service(s) Enabled: Indicated if the service user has been enabled to utilize various service subscriptions Read only: Displays the current status of the service yes/no Login: Click this link to access the login information for the service user selected 2) To create a new service user, click the [Add New Service User] button. The Add New Service User screen allows you to identify the parameters for this new service user and simultaneously assign the service user to multiple services subscribed to by your account.

46 Hosting CP Admin Guide / Service Users Page 43 3) Enter the information associated with this new service user as needed and click the [Next>>] button. If your account contains multiple domains, select the domain to be used as the primary login domain from the drop-down menu. Main section: Define the service user parameters for creating this new service user. o Display Name: How the service user name will be displayed to others o Login: You can select a unique login associated with one of your account domains which may be selected from the drop-down menu. We suggest using the first.lastname nomenclature. You can use the Custom Login line if the user s address is not part of a domain that is provided in the drop-down box. This would be applicable for users that will not have a Hosted Excahnge mailbox. o Password and Confirm Password: Enter a login password for this service user and confirm the password in the confirmation field. The Admin Control may display warning messages related to the security of passwords entered. Optional: You may click the [Generate new password] button to have the new password generated automatically. Services section: Click the checkbox(es) for those services to be added to this service user. You may select multiple services in this section. The appropriate setup screens will be displayed based upon the services selected in this step. After completing all of the detail screens associated with any new services subscribed to for the selected service user, the Add New Service User summary screen displays. 4) Review the summary information displayed, and then click the [Finish] button to accept all of the parameters entered to create this new service user. The updated Service User screen displays, indicating the results of adding the new service user along with a table detailing the specifics of all currently defined service users. From this screen you can continue to add new service users, or delete or manage the service users currently listed.

47 Hosting CP Admin Guide / Service Users Page 44 Change/Edit Login of a Service User 1) If you have multiple domains associated with your account, you may associate any of the domains to any of your service users to define the primary domain login for each service user. Log into the Control Panel and access Users from the Menu Ribbon. The Users screen displays a list of current service users and the services to which they are subscribed in the Services column. 2) To change the primary domain associated with any of the listed service user, click the checkbox(es) in front of each service user to be selected and then click the [Change Domain] button. You may select multiple service users to be modified with a domain change. The screen changes to enable you to select a domain and to synchronize the primary address. 3) From the Domain drop-down menu, choose the appropriate domain to be associated as the primary domain for those service users selected (any domains associated with your account may be accessed from the Domain drop-down menu). 4) Click the [Submit] button. The Configuration & Administration screen displays. 5) Access the Users screen once again to view the changes that have been made to your account. From this screen you can continue to manage your service users or access other menu items from the Control Panel. Notice that the login domain for the service users selected has now been changed.

48 Hosting CP Admin Guide / Service Users Page 45 Modify Current Service Users The Users screen displays a list of current service users and the services to which they are subscribed under the Services section. Administrators can modify the details associated with current service users from this screen. 1) Click the Display Name hyperlink of the service user to gain access to details. The General tab displays for the service user selected. From this General tab, you can modify the parameters associated with this service user: Main section: Define the details associated with this service user o [Disable] button: Use this feature to disable a mailbox for a service user that is no longer with your company, or to temporarily suspend the login access to this mailbox o [Delete] button: Use this feature to remove this service user from your account. o [Edit] button: Use this feature to Edit the Display Name, Login, etc. of this service user. o [Change Password] button: Use this feature to change the login password for this service user. Services section: Displays all services currently assigned to this service user. Update Service User Contact Info Access the list of service users via the Users menu option. 1) Click the appropriate service user s Display name link from the list of service users. 2) Click the Contact Info tab. The Main sub-tab displays on top by default. Note the other sub-tabs available: Address, Phones, and Organization.

49 Hosting CP Admin Guide / Service Users Page 46 3) Click the [Edit] button to edit the name and office information for the selected contact. 4) Click the Address sub-tab. The Address sub-tab enables you to edit all address information associated with the selected contact. 5) Click the [Edit] button to access editable fields. 6) Edit the contact s address information as applicable and click [Submit].

50 Hosting CP Admin Guide / Service Users Page 47 7) Click the Phones sub-tab to edit all phone information for the selected contact. 8) Select the Organization sub-tab to edit the contact s title, department, and company information.

51 Hosting CP Admin Guide / Service Users Page 48 Service User Password Expiration Access the list of service users via the Users menu option. 1) Click the appropriate service user s Display name link. 2) Click the Password Expiration tab. 3) Click the [Edit] button. 4) Edit the Password Expiration Settings as applicable: Select Use account defaults. OR User Specific: If you select this, check the Enable password expiration checkbox and enter a time period in days in the Expiration period field. 5) Click [Submit].

52 Hosting CP Admin Guide / Statistics & Analysis Page 49 Statistics & Analysis To allow you to properly manage your account s services, and the resources associated with those services, the Statistics & Analysis feature displays a table that details your use of all of your account resources. Resource Usage 1) Log into the Control Panel, and access Home from the Menu Ribbon. Click on the All Resource Usage link under the Service Information heading. The Resource Usage screen displays a list that details the status of each resource in your account. 2) Review this table to help you manage your account resources.

53 Hosting CP Admin Guide / My Account Page 50 Manage Your Account (Account) The Hosting Services Control Panel enables you to add, and control access for, administrative users through the Account feature. Click on the More Tools link. The More Tools screen displays. Add or Delete Account Administrator Users Accounts shown on this screen are not the same as service users (those who have Exchange or SharePoint accounts), but are technical administrators for your hosted accounts/services. These users if given the role of Account Administrator can add/change/delete end-user accounts in Exchange, SharePoint, etc. 1) Log into the Control Panel, and access the Account option from the ribbon menu bar. 2) Click the Admins link. The list of admins for your account displays on the Admins screen. 3) To add a new user, click the [Add New User] button. This starts the Create new user wizard, which is comprised of four steps for setting up the new user.

54 Hosting CP Admin Guide / My Account Page 51 If a user defined at this level has left your company you can delete the user by clicking the checkbox next to the user and then click the [Delete] button. o IMPORTANT NOTE: If you have only one Account Administrator at a time in the system, you must create a new (second) admin account and assign Account Administrator role to them before deleting the first account within users. This prevents you from deleting the only admin account you have, and prevents you from being blocked from managing your system. 4) On the Wizard Step1 screen: Enter the details for this user and click the [Next>>] button. The screen changes to Step 2. 5) Wizard Step 2: Select the nature of the subscriptions that this user can manage and click the [Next>>] button. The screen changes to Step 3.

55 Hosting CP Admin Guide / My Account Page 52 NOTE: if you select the topmost Allow management of all Account s Subscriptions Step 3 is skipped and you are taken directly to Wizard Step 4. 6) Wizard Step 3: Place a checkbox next to the subscription(s) that this user is allowed to manage and click the [Next>>] button. The subscriptions assigned to this user display (Step 4). 7) Wizard Step 4: Click the [Finish] button to accept the settings for the user and complete the setup of this new user. The Users list displays. Note: In order for this new user to have sufficient permissions in the Control Panel to become an Administrator who can add/change/delete users, you need to assign the Account Administrator role. 8) Click the user name hyperlink under the Login Name column to select this user. 9) Click the Roles tab to view the roles assigned to this user. The Roles screen displays. 10) Click the [Add] button to add permissions to this user s role. A list of roles displays.

56 Hosting CP Admin Guide / My Account Page 53 11) Check the box next to the Account Administrator role and then click the [Submit] button. You should receive a confirmation that the role was successfully added to the account. This new user now has the Administrator role with the ability to manage your account/services. Add or Delete a Role from the Account Data Screen Roles determine how much a user can do within the Control Panel. Administrators have full access. Staff members have more limited access. To add or delete a role, select Roles from the Account Data screen. Note the default roles already created for you: Account Administrator and Staff member defaults. 1) Click [Add New Role]. The Create new role (Step 1 0f 2) screen displays. NOTE: To delete a role, place a check mark beside it and click the [Delete] button. You cannot delete a default role.

57 Hosting CP Admin Guide / My Account Page 54 2) Give the new role a Name and Description. 3) Click [Next>>]. The Create new role (Step 2 0f 2) screen displays. 4) Select specific attributes you want the new role to have from the list (the list continues on to a second page; access the rest of the list by clicking the Next> or 2 link at the bottom of the screen). 5) When complete, click [Finish]. The new role is created and displays in the list on the Roles screen.

58 Hosting CP Admin Guide / My Account Page 55 Subscriptions Select Subscriptions from the Account Data screen to view a list of the current subscriptions. Login History Select Login History from the Account More Tools screen to view a list of user logins and failed logins.

59 Hosting CP Admin Guide / My Account Page 56 Password Expiration Policy Select Password Expiration Policy from the Account More Tools screen to enable password expiration, set an expiration period, and lock the account from customization. 1) Click the [Edit] button. The Password Expiration Policy screen displays. NOTE: You may also reset current password expiration limits by clicking the [Reset to defaults] button. 2) Place a check mark to Enable password expiration and enter an Expiration period (in days) in the field provided. 3) You may lock the account from customization by users by placing a check mark next to Policy locked. 4) Click [Submit] to institute the password expiration policy.

60 Hosting CP Admin Guide / My Account Page 57 User Repository You may store attachments, error reports, and other kinds of documents and files in the Control Panel s User Repository. 1) Select User Repository from the Account More Tools screen. 2) Click [Upload Item] to load a variety of different items. The User Repository screen displays. 3) Select the Item type from the drop-down list. 4) Enter an Item name, if applicable, or leave as default and it will be named based on the uploaded file name. 5) Enter an Item description, if desirable (advisable). 6) Click [Submit]. The item is saved to the repository.

61 Hosting CP Admin Guide / My Account Page 58 7) You can retrieve the item anytime by clicking the Download link. Locked Users If users are locked out of their accounts due to failed login attempts, you can unlock their accounts using the Locked Users functionality. When you access the Locked Users list, simply place a check mark beside the appropriate account and click the [Unlock] button.