Dealer Services. Administrator Guide. DealerMail. *343087* September 15,

Transcription

1 Dealer Services Administrator Guide DealerMail *343087* September 15, September 2010

2 These materials are the property of The Dealer Services Group of ADP, Inc. and are licensed to you for the sole purpose of giving necessary instructions in proper operation of the system. All these materials must be returned to ADP at its request. Any other use or application of these materials and the information contained herein is unauthorized and not endorsed by The Dealer Services Group of ADP, Inc. Printed material is registered by individual customer. There will be a $50 charge for every such assigned copy that cannot be recovered from the customer in its entirety originally as issued, and returned to The Dealer Services Group of ADP, Inc. upon request The Dealer Services Group of ADP, Inc. All rights reserved, including translation in the United States of America, as well as in Canada and other countries of the International Copyright Union. All rights reserved under Pan-American Copyright Conventions and under the Universal Copyright Convention. No part of these materials may be reproduced, translated, or appropriated in any form or by any means (including electronic, mechanical, or other, such as photocopying, recording, or any information storage and retrieval system) without permission in writing from the publisher. Inquiries should be addressed to: ADP, Inc. Dealer Services Group 1950 Hassell Rd. Hoffman Estates, Illinois, USA ADP-Autonom Robert Bosch Strasse Wulfrath, Germany ADP Canada Co Sheppard Avenue East, 6th Floor North York, Ontario, Canada M2K 1E ADP Dealer Services (UK) Ltd. ADP House, Rawmarsh Road Rotherham, England S60 1RU Toll-free orders: Guides and quick-reference cards Bulletins Forms and Supplies ADP-ADP-ADP in U.S.A in Canada The ADP logo is a registered trademark of ADP of North America, Inc. Microsoft Outlook, Outlook Express, Word, and Excel are either registered trademarks or trademarks of Microsoft in the United States and/or other countries. Printed in U.S.A. ii

3 Table of Contents Introducing DealerMail... 1 Logging in to Your Mailbox... 2 Navigating Through Your Mailbox... 5 Signing Off From Your Mailbox... 5 Configuring Webmail... 6 Creating a Welcome Letter... 7 Customizing the Welcome Page... 8 Customizing the Login Page Placing Your Logo on the Login Page and Navigation Bar Customizing the Webmail Settings Customizing the General Settings Customizing the LDAP Addressbook Settings Creating and Managing Users Creating a New User Searching for a User Viewing a List of Users and Administrators Editing a User Profile Suspending Active Users Activating Suspended Users Before (Suspended User) After (Activated User) Deleting Users Creating and Managing Distribution Lists Creating a Group List Viewing Distribution Lists Editing a Distribution List Deleting Distribution Lists Configuring Services Configuring Spam Filtering Configuring Allowed Senders Configuring Blocked Senders September 2010 ADP, Inc. iii

4 DealerMail Administrator Guide Configuring Calendar Services Configuring Settings Configuring Calendar Defaults Configuring Users Free/Busy Settings Managing Resources Adding Resources Changing and Deleting Resources Managing Layers Adding Layers Changing and Deleting Layers Accessing Usage Reports Displaying the Package Usage Report Displaying the Storage Usage Report Accessing Premium Reports Displaying Mailbox Information Reports Displaying Class of Service Summaries Reports Displaying Messaging Activity Reports Downloading a Premium Report as a CSV File Getting Help Online Additional Information Transferring Services Understanding MX Record Changes Collecting Mail from Another Mail Server Using ADP Windows-based Terminals Setting up DealerMail for POP3 Configuration Setting up DealerMail for Outlook 2000 and Outlook Express Setting up DealerMail for Outlook 2002/ Setting up DealerMail for Outlook Formatting Toolbar Appendix iv September 2010 ADP, Inc

5 Introducing DealerMail As a DealerMail SM Administrator, your dealership has assigned you with administrative privileges that allow you to customize and manage your account. Typically, a dealership designates one primary administrator, or Postmaster, to initially set up and customize the DealerMail account. During the initial setup, the primary administrator adds new users to the account and gives administrative privileges to at least one other user so they can assist with administrative tasks. This guide provides information to help DealerMail administrators: Create a welcome letter that your users receive when they first log into their mailboxes Brand dealership messages with your logo, colors, and fonts to create a consistent image Add, edit, and remove accounts Set up to 250 group distribution lists Block unsolicited mail from your domain Access online end-user mail usage and storage usage reports Note. This guide only covers the Administration menu options. For information on using the messaging options, see your DealerMail User's Guide September 2010 ADP, Inc. 1

6 DealerMail Administrator Guide Logging in to Your Mailbox Each user of a DealerMail account has a mailbox. To log in to your mailbox: 1. Using your Internet browser, enter the URL for the DealerMail account. The login page displays as shown in the following example. About Us: Dealership-specific information that you can create to customize the page (see Error! Reference source not found. on page Error! Bookmark not defined.) FAQs: Frequently asked questions about DealerMail and their answers Anti-Spam: Policy against junk 2 September 2010 ADP, Inc

7 Logging in to Your Mailbox Customer Support: Information on where users should direct their questions about DealerMail. Copyright: Information on the copyright years. Terms and Conditions: Information regarding terms and conditions per your license agreement. 2. Enter your login name and password in the appropriate fields. 3. Click to select the first option under the Login button. This option increases security when you are sharing a computer or using a public computer. 4. Click to select the second option under the Login button. This option helps you avoid intrusion detected notices. 5. Click Login. The Welcome Page displays as shown in the following example. The Welcome Page consists of the following elements: Navigation bar that allows you to access the DealerMail options New access summary that displays when you last logged-in to Dealer Mail. New message alert that lets you know how many new messages you have received New calendar summary that displays scheduled events. New task summary that displays tasks and their due dates. Storage message that indicates how much of your allotted space you are currently using Link to switch back to the classic view (refer to the following screenshot) September 2010 ADP, Inc. 3

8 DealerMail Administrator Guide Tip: If you opt to use the classic site, you can always switch to the new interface by clicking Switch to New UI on the left side of the page. If you prefer to use the new interface, refer to the DealerMail User s Guide, catalog # , which details the 2.0 interface. 4 September 2010 ADP, Inc

9 Navigating Through Your Mailbox Navigating Through Your Mailbox The navigation bar on the Welcome Page allows you to access the DealerMail menu options for messaging and administrative tasks. Only users with administrative privileges have the Administration menu option displayed on their navigation bar. Some menu options expand to allow you to select from a list of related DealerMail functions. There is a plus sign (+) next to each menu option that can be expanded. Use the following table to help you navigate through your mailbox. To Click an option Expand an option Collapse an expanded option Return to the previous page Do this Click the underlined link for the option that you want to select Click the up arrow ( ) next to the option that you want to expand Click the down arrow ( ) next to the option that you want to collapse Click the Back button in your Web browser Signing Off From Your Mailbox To log out from your mailbox, click Sign Off from the navigation bar on the Welcome Page September 2010 ADP, Inc. 5

10 DealerMail Administrator Guide Configuring Webmail The Configure Webmail option allows you to: Create or change the: Welcome Letter that new users see when they log in for the first time Welcome Page that users see when they log into their mailboxes Message that displays on the Login Page Upload your dealership's logo for use on DealerMail pages Customize system-wide settings To select the Configure Webmail option, use one of the following options: Click Administration from the navigation bar. The Configure Webmail page displays as shown in the following example. By default, the page defaults to the Settings tab. Drop-down menu display the Webmail Configuration options. 6 September 2010 ADP, Inc

11 Configuring Webmail Creating a Welcome Letter The Welcome Letter tab allows you to create a Welcome Letter that new users receive when they first log into their mailboxes. To select the Welcome Letter option: Click Administration from the navigation bar. The Configure Webmail page displays as shown in the following example. By default, the page defaults to the Settings tab. Click the Welcome Letter tab. The Welcome Letter page displays as shown in the following example. To create a Welcome Letter: Note: The Welcome Letter is an HTML file. If you are not familiar with editors, refer to the Formatting Toolbar Appendix. 1. Enter a name, an address, or both in the From field to let your users know where they can reply to if needed. Use the following formats: Enter a name only as John Doe Enter an address only as jdoe@domain.com Enter both a name and address as "John Doe" <jdoe@domain.com> 2. Enter a generic name in the To field, such as New Users. 3. Enter a subject for the welcome letter in the Subject field, such as Welcome to DealerMail September 2010 ADP, Inc. 7

12 DealerMail Administrator Guide 4. Enter the text for your Welcome Letter in the blank field directly under the formatting toolbar. To scroll through the text, use the Up Arrow and Down Arrow buttons. 5. Choose one of the following options: Click Save to save the Welcome Letter. Click Preview to see how the Welcome Letter appears to the user. Click Spell Check to spell check the Welcome Letter. Click OK to save the Welcome Letter. Note: This option only displays when you make changes to an existing Welcome Letter. After you make changes and try to navigate away from the Welcome Letter tab, a Message from dialog webpage displays, asking if you want to save the changes this is when you click OK. When initially creating the Welcome Letter, you only need to click Save. Click Cancel to exit without saving the Welcome Letter. Note: This option only displays when you make changes to an existing Welcome Letter and do not want to save the changes. After you make changes and try to navigate away from the Welcome Letter tab, a Message from dialog webpage displays, asking if you want to save the changes this is when you click Cancel. Customizing the Welcome Page The Welcome Page tab allows you to customize the Welcome Page that your users see each time that they log into their mailboxes. You may want to include messages that communicate important information to your users. To select the Welcome Page option: Click Administration from the navigation bar. The Configure Webmail page displays as shown in the following example. By default, the page defaults to the Settings tab. Click the Welcome Page tab. The Welcome Page displays as shown in the following example. 8 September 2010 ADP, Inc

13 Configuring Webmail To customize the Welcome Page: Note: The Welcome Page is an HTML file. If you are not familiar with editors, refer to the Formatting Toolbar Appendix. 1. Enter the text for your Welcome Page in the blank field directly under the formatting toolbar. To scroll through the text, use the Up Arrow and Down Arrow buttons. 2. Choose one of the following options: Click Save to save the Welcome Page. Click Preview to see how the Welcome Page appears to the user. Click Spell Check to spell check the Welcome Page. Click OK to save the Welcome Page. Note: This option only displays when you make changes to an existing Welcome Page. After you make changes and try to navigate away from the Welcome Page tab, a Message from dialog webpage displays, asking if you want to save the changes this is when you click OK. When initially creating the Welcome Page, you only need to click Save. Click Cancel to exit without saving the Welcome Page. Note: This option only displays when you make changes to an existing Welcome Page and do not want to save the changes. After you make changes and try to navigate away from the Welcome Page tab, a Message from dialog webpage displays, asking if you want to save the changes this is when you click Cancel September 2010 ADP, Inc. 9

14 DealerMail Administrator Guide Customizing the Login Page The Login Page option allows you to customize the Login Page that displays when users go to log into their mailboxes. You may want to include important messages that users need to read before logging into their mailboxes. You can create multiple Login Pages in different languages. To select the Login Page option, use one of the following methods: Click Administration from the navigation bar. The Configure Webmail page displays as shown in the following example. By default, the page defaults to the Settings tab. Click the Login Page tab. The Login Page displays as shown in the following example. To customize the Login Page: Note: The Welcome Page is an HTML file. If you are not familiar with editors, refer to the Formatting Toolbar Appendix. 1. Enter the text for your Login Page in the blank field directly under the formatting toolbar. To scroll through the text, use the Up Arrow and Down Arrow buttons. 2. Choose one of the following options: Click Save to save the Login Page. Click Preview to see how the Login Page appears to the user. 10 September 2010 ADP, Inc

15 Configuring Webmail Click Spell Check to spell check the Login Page. Click OK to save the Login Page. Note: This option only displays when you make changes to an existing Login Page. After you make changes and try to navigate away from the Login Page tab, a Message from dialog webpage displays, asking if you want to save the changes this is when you click OK. When initially creating the Login Page, you only need to click Save. Click Cancel to exit without saving the Login Page. Note: This option only displays when you make changes to an existing Login Page and do not want to save the changes. After you make changes and try to navigate away from the Login Page tab, a Message from dialog webpage displays, asking if you want to save the changes this is when you click Cancel. Placing Your Logo on the Login Page and Navigation Bar The Company Logo option allows you to upload a graphic file of your logo for placement on your Login Page and the navigation bar on the Welcome Page. To select the Company Logo option, use one of the following methods: Click Administration from the navigation bar. The Configure Webmail page displays as shown in the following example. By default, the page defaults to the Settings tab. Click the Login Page tab. The Logo page displays as shown in the following example September 2010 ADP, Inc. 11

16 DealerMail Administrator Guide To upload your logo for use in DealerMail: 1. Click Browse to locate the graphic file for the logo that you want to upload, and click Open. You are returned to the Update Logo page. Note. The graphic file must be.gif or.jpeg and smaller than 32K. The logo must be smaller than 300 x 300 pixels; otherwise you receive an Image Too Large error message. 125 x 125 pixels is recommended for best results. 2. Click Upload to upload the logo file. 3. If you want to insert a link on the company logo to your dealership web site, enter the appropriate URL in the Company Logo Link field. Note. ADP DealerMail does not use the Company Logo Link option. Leave this field blank on the Update Logo page. Customizing the Webmail Settings The Settings option allows you to: Replace generic company information on DealerMail pages with your dealership's name Set the default time zone for your account Set-up access to your dealership s LDAP address book To select the Settings option, use one of the following methods: Click Administration from the navigation bar. The Configure Webmail page displays as shown in the following example. By default, the page defaults to the Settings tab. Click the Login Page tab. After you select the Settings option, the Settings page displays. This page consists of three sections: General Settings and LDAP Addressbook. Note. ADP DealerMail does not use the LDAP Server option. ADP does not offer this service as part of the DealerMail standard package. Customizing the General Settings The General Settings section allows you to customize generic company information with your dealership's name. For example, MyDealership Address Book will display instead of Company Address Book. The General Settings section displays as shown in the following example. 12 September 2010 ADP, Inc

17 Configuring Webmail Note. The General Settings setting is the only setting that you should change. The Page Title setting applies to an option that ADP DealerMail does not offer as part of its standard package. To complete the General Settings fields: 1. OPTIONAL (not part of standard package): Enter the page title in the Page Title field. 2. Enter your dealership's name in the Company Title field. 3. If you want to hide the company address book from your users, click to select the Hide company list in Address Book box. 4. Click the down arrow next to the Default Time Zone list, and select the time zone you want to use as the default. Note: DealerMail automatically takes into account Daylight savings time. 5. Choose one of the following options: Go to another section on the page to customize a different setting or exit without saving any of the settings. Click Save if you are ready to save all your settings. Customizing the LDAP Addressbook Settings Note. ADP DealerMail does not use the LDAP Server option. ADP does not offer this service as part of the DealerMail standard package. The LDAP Addressbook section allows you to enter the dealership s LDAP configuration information to access the company s address book September 2010 ADP, Inc. 13

18 DealerMail Administrator Guide To complete the LDAP Addressbook fields: 1. Enter the name of the LDAP database in the LDAP Name field. 2. Enter the LDAP base name in the Search Base field. 3. Enter the LDAP server s IP address in the Host field. 4. Enter the LDAP server s port in the Port field. 5. Enter the permitted user s name (who can search the external LDAP server) in the Bind Dn field. 6. Enter the LDAP server s password in the Password field. 7. Choose one of the following options: Go to another section on the page to customize a different setting or exit without saving any of the settings. Click Save if you are ready to save all your settings. 14 September 2010 ADP, Inc

19 Creating and Managing Users Creating and Managing Users The Manage Users option allows you to: Create users Edit users Suspend active users Resume suspended users Delete users To select the Manage Users option, use one of the following methods. Click Administration from the navigation bar and then click Manage Users in the left navigational pane. After you select the Manage Users option, the Manage Users page displays as shown in the following example September 2010 ADP, Inc. 15

20 DealerMail Administrator Guide Creating a New User To create a new user: 1. Click New on the Manage Users Page. A separate browser window opens and displays the Create User page as shown in the following example. 2. Enter the user ID for the new user in the User ID field. Note: The user ID is not case-sensitive. 3. Enter an initial password for the new user in the Password field. The password must be at least five characters long and is case-sensitive. 4. Enter the first and last name of the new user in the First Name and Last Name fields. 5. Click the down arrow next to the Time Zone drop-down list, and select the preferred time zone for the user's mailbox. Note: DealerMail automatically takes into account Daylight Savings time. 6. If you want to edit the user s profile data, click to select the Edit Profile Data box. Address and Phone Numbers boxes display as shown in the following example. 16 September 2010 ADP, Inc

21 Creating and Managing Users a. In the Address section, enter or update the appropriate fields for the user. b. In the Phone Numbers section, enter or update the appropriate fields for the user. 7. If you want the user to have administrative privileges, click to select the Edit Administrative Permissions box. An Administrator Privileges selection box displays as shown in the following example. Note. If you do not have the Manage Other Administrators privilege, the word No displays in place of the Administrative Access box on the Create User page, and you cannot assign any privileges to the new user. 8. Click to select the box for each administrator privilege you want to give to the user, or click All Privileges if you want to give the user all privileges. For descriptions of each of the administrator privileges, refer to the DealerMail online help. Note. You can only assign a user administrative privileges you already have. Only those privileges that you have display as selections. 9. Click to select the type of professional messaging package that the user should have in the Enterprise Messaging Packages area September 2010 ADP, Inc. 17

22 DealerMail Administrator Guide 10. If you want to add the user to a group list, click to select the group from the Add to Distribution Lists selections. Use the Up Arrow and Down Arrow buttons to scroll through the selections. For more information on group lists, see Creating and Managing Distribution Lists on page Choose one of the following options: Click Save to save the new user entry. Click Save and Add Next to save the new user entry and immediately add another new user. Click Cancel to exit without saving the user entry. Searching for a User To search for a specific user from the Manage Users page: 1. Enter the user ID or the last name and first name of the user that you want to find in the fields provided in the Search field. The first name is optional. You can enter a string of letters in the Search fields to list all users whose user IDs or last and first name contain the letters in the string. For example, if you enter "jo" in the last name field and "ma" in the first name field, Search may return users such as Marvin Jones or Mary Johnson. 2. Click Search to perform the search. A list of one or more users that meet your search criteria display as shown in the following example: Viewing a List of Users and Administrators You can view a list of users and administrators from the Manage Users Page as follows: To view a list of all users, ensure no search strings were entered in the Search field. By default, DealerMail displays all users. 18 September 2010 ADP, Inc

23 Creating and Managing Users To view a list of all users who have administrative privileges, click Show Administrators Only. Editing a User Profile To edit a user profile: 1. Double-click the row that contains the user you want to edit on the Manage Users page. An Edit User page for the selected user displays as shown in the following example. 2. Update the user profile as necessary. Note the following: If the user has administrative privileges, you can change the individual privileges by clicking to select or clear the box next to the privilege, or remove all privileges by clicking to clear the Administrative Access box. The user's password does not display in the password field unless you reset the password. If you change a user's package to one with less storage capacity than before, ensure that the user's current mail usage does not exceed the new storage capacity. If you want to remove the user from a group list, click to select the group from the Remove from Group Lists selections. To add a user to a group list, click to select the group from the Add to Group Lists selections. 3. Click Save to update the user's profile, or click Cancel to exit without updating the profile September 2010 ADP, Inc. 19

24 DealerMail Administrator Guide Suspending Active Users You can suspend, rather than delete, an active user when you want to resume the user's activity at a later time. Suspended users cannot log in and receive new messages, but their existing mail remains in storage until an Administrator reverses the suspension. Note. Suspended users are still billed to your dealership's account. To suspend an active user: 1. Click the row the row that contains the user whose account you want to suspend. The row changes to yellow to show it is highlighted. 2. Click Suspend on the Manage Users page, and then click OK to confirm the action. The user is deactivated, and a Suspended status displays in the Status column. Both Activate and Suspend buttons always display on the Manage Users page; DealerMail does not hide or change the buttons. Instead, Suspend and Activate icons display as shown in the following example. An activated status is indicated by a green checkmark indicated by. ; a suspended status is Activating Suspended Users To restore a suspended user's ability to log in and receive mail: Click in the row that contains the user account you want to activate and then click Activate. The Status column changes from Suspended to Activated on the user's listing on the Manage Users page. Before (Suspended User) After (Activated User) Deleting Users Note. When you delete a user, all of that user's stored mail is deleted and cannot be recovered. To delete a user: 1. Click in the row that contains the user account you want to delete. The row changes to yellow to show it is highlighted. 20 September 2010 ADP, Inc

25 Creating and Managing Users 2. Click Delete underneath the Manage Users heading on the Manage Users page. A warning and confirmation window displays. 3. Click OK to continue with the deletion, or click Cancel to exit without deleting the user. DealerMail refreshes and displays the updated Manage Users page September 2010 ADP, Inc. 21

26 DealerMail Administrator Guide Creating and Managing Distribution Lists The Manage Distribution Lists option allows you to create, edit, or delete groups of recipients under a common name. Users can then send messages to one or more users by entering a group list address instead of entering in each recipient s e- mail address. DealerMail then distributes the message to each of the recipients that you set up in the group. Note. DealerMail uses the distribution list address to automatically distribute messages to a group of recipients. There is not an actual mailbox for the group list address. To select the Manage Group Lists option, use one of the following methods. Click Administration from the navigation bar and then click Manage Lists in the left navigational pane. The Manage Distribution Lists page displays as shown in the following example. If you have already created distribution lists, the address, name, and number of members for each group displays on this page. Creating a Group List To create a group list: 1. Click New on the Manage Distribution Lists page. The Create Distribution List page displays as shown in the following example. 22 September 2010 ADP, Inc

27 Creating and Managing Distribution Lists 2. Enter a user ID for the group list in the User ID field. Use alphanumeric characters only. Do not use symbols or spaces. Note. You can only add users from your domain to a group list. 3. Enter a name for the group list in the List Name field. You can use spaces, but do not use symbols. 4. Choose one of the following options to select who can access the distribution list: To allow access to anyone, select Anyone. To allow access to anyone in the domain, select Anyone in Domain. To allow access to anyone in the distribution list, select Anyone in Distribution List. To allow access to only specific addresses, select Only Specified Addresses. When selected, a List Members tab becomes available September 2010 ADP, Inc. 23

28 DealerMail Administrator Guide 5. Choose one of the following options to select who belongs to the distribution list: Select All Members of Domain to add all members of the domain. Select All External Contacts to add all external contacts only. Select All Members and External Contacts to add all members and external contacts. Select Select Addresses to select specific addresses. Select Dynamic List to select addresses that meet a query search you specify on the Dynamic List tab. The query uses AND logic, meaning the more query fields you select, the list only contains users that meet the specific criteria. For example, in the following example, only users in the Administrative department based in Portland, OR would comprise the distribution list. 24 September 2010 ADP, Inc

29 Creating and Managing Distribution Lists Note. If you want to view address book details about a specific user, click Details next to the name. 6. Choose one of the following options to specify how to handle bounced messages: Select Sender to send it back to the sender. Select User in Domain (and then enter the user portion of the user s address) to send it to the specified user. Select No Bounce to not route it to any user. 7. Click Save to create the distribution list, or click Cancel to exit without saving the distribution list. Viewing Distribution Lists You can view the group lists from the Manage Distribution Lists page as follows: To view a list of all distribution lists, ensure no search strings were entered in the Search field. By default, DealerMail displays all distribution lists. Editing a Distribution List You can edit a group list by adding or removing members, renaming it, or changing its user ID or group name. To edit a group list from the Manage Distribution Lists page: 1. Double-click the row that contains the distribution list you want to edit. The Edit Distribution List [Name] page displays as shown in the following example September 2010 ADP, Inc. 25

30 DealerMail Administrator Guide 2. To change the user ID or group list name, enter the new ID or name in the Group List Identification fields. 3. If you are changing access, select one of the following options: To allow access to anyone, select Anyone. To allow access to anyone in the domain, select Anyone in Domain. To allow access to anyone in the distribution list, select Anyone in Distribution List. To allow access to only specific addresses, select Only Specified Addresses. When selected, a List Members tab becomes available. 4. If you are changing membership type, select one of the following options: Select All Members of Domain to add all members of the domain. Select All External Contacts to add all external contacts only. Select All Members and External Contacts to add all members and external contacts. Select Select Addresses to select specific addresses. Select Dynamic List to select addresses that meet a query search you specify on the Dynamic List tab. The query uses AND logic, meaning the more query fields you select, the list only contains users that meet the specific criteria. For example, in the following example, only users in the Administrative department based in Portland, OR would comprise the distribution list. 26 September 2010 ADP, Inc

31 Creating and Managing Distribution Lists 5. If you are changing how DealerMail processes bounced messages: Select Sender to send it back to the sender. Select User in Domain (and then enter the user portion of the user s address) to send it to the specified user. Select No Bounce to not route it to any user. 6. If necessary (and available), make changes on the List Members and List Managers tabs, respectively. 7. Click Save to save the changes to the distribution list, or click Cancel to exit without saving the changes. Deleting Distribution Lists To delete a group list from the Manage Distribution Lists page: 1. Click in the row that contains the distribution list you want to delete. The row changes to yellow to show it is highlighted. Tip: You can also select the checkbox next to the Name of the distribution list you want to delete. 2. Click Delete under the Manage Distribution Lists header. You are asked to confirm the deletion. 3. Click OK to delete the group, or click Cancel to exit without deleting the group September 2010 ADP, Inc. 27

32 DealerMail Administrator Guide Configuring Services The Configure Services option allows you to customize how DealerMail filters and handles messages infected with viruses or identified as spam. To select the Configure Services option, use one of the following methods. Click Administration from the navigation bar and then click Configure Services in the left navigational pane. The Configure Services page displays as shown in the following example. By default, the Anti-Spam tab displays. Configuring Spam Filtering The Spam Filtering option allows you to customize how DealerMail uses enhanced spam filtering, which supplements the existing system-wide spam filter. This option lets you configure how DealerMail filters and handles messages tagged as spam. To configure spam filtering: 1. Scroll to the Spam Filtering area on the Anti-Spam tab of the Configure Services page. 28 September 2010 ADP, Inc

33 Configuring Services 2. In the Enhanced Spam Filtering section, click to select the spam filtering option that you want to set up. Options include: For Delete mail: Never Messages are automatically delivered to the user s Inbox regardless of the potential for spam. When spam score is greater than or equal to [score selected] Messages are deleted when the spam score is greater to or equal to the spam score you specify from the dropdown menu (5 being extremely likely spam; 1 being unlikely spam). For move mail to the Junk Mail folder: Never Messages are automatically delivered to the user s Inbox. When spam score is greater than or equal to [score selected] Messages are routed to the Junk Mail folder when the spam score is greater to or equal to the spam score you specify from the dropdown menu (5 being extremely likely spam; 1 being unlikely spam). 3. If you want users to be able to select the spam filtering option themselves, click to select the Allow users to override the selections above and configure enhanced spam filtering on their own box. 4. In the Subject Tagging area, DealerMail can optionally prepend (add) Spam to the subject line of an . Note: Users cannot override Subject Tagging configuration. Never Select to not prepend the subject line Spam to s marked as potential spam. When spam score is greater than or equal to [score selected] Never to not prepend the subject line Spam to s marked as potential spam. 5. Click Save to save the spam filtering settings, or click another area in the application to exit without saving the settings September 2010 ADP, Inc. 29

34 DealerMail Administrator Guide Configuring Allowed Senders The Allowed Senders tab allows you to specify addresses whose corresponding mail can bypass the Spam Filters. For example, if you want to receive s from you can ensure those messages are not blocked. The address must match the sender you specify; for example, might not pass through the Spam Filters. You can enter up to 200 allowed senders. To configure allowed senders: 1. Click Administration from the navigation bar and then click Configure Services in the left navigational pane. The Configure Services page displays as shown in the following example. By default, the Anti-Spam tab displays. 2. Click the Allowed Senders tab. The Allowed Senders tab area displays. 3. Click New under the Configure Services header. The Explorer User Prompt displays. Note: If necessary, right-click the toolbar that displays on the browser to allow the script, which displays the prompt, to run. 30 September 2010 ADP, Inc

35 Configuring Services 4. Enter the domain or address you want to allow and then click OK. The Allowed Senders tab refreshes with the new domain or address you specified in Step 3. Note: You cannot have a domain or address on both the Allowed Senders and Blocked Senders, respectively. Configuring Blocked Senders The Blocked Senders tab allows you to specify addresses whose corresponding mail you want blocked by the Spam Filters. For example, if you want to block s from aperson@workathomeforfree.biz, you can ensure those messages are not received. The address must match the sender you specify; for example, aperson@workathomefree.biz might not pass through the Spam Filters. You can block up to 200 senders. Any mail that matches is automatically deleted. To configure blocked senders: 1. Click Administration from the navigation bar and then click Configure Services in the left navigational pane. The Configure Services page displays as shown in the following example. By default, the Anti-Spam tab displays. 2. Click the Blocked Senders tab. The Blocked Senders tab area displays September 2010 ADP, Inc. 31

36 DealerMail Administrator Guide 3. Click New under the Configure Services header. The Explorer User Prompt displays. Note: If necessary, right-click the toolbar that displays on the browser to allow the script, which displays the prompt, to run. 4. Enter the domain or address you want to block and then click OK. The Blocked Senders tab refreshes with the new domain or address you specified in Step 3. Note: You cannot have a domain or address on both the Allowed Senders and Blocked Senders, respectively. 32 September 2010 ADP, Inc

37 Configuring Calendar Services Configuring Calendar Services The Configure Calendar option allows you to track and be reminded of important activities, meetings, and appointments. Depending on how much or how little information you want to view on your calendar, you can switch between multiple views. Configuring Settings The Settings option allows you to customize how DealerMail displays certain items on the calendar and whether or not users can view other views free/busy information. To select the Configure Calendar option: Click Administration from the navigation bar and then click Configure Calendar in the left navigational pane. The Calendar Settings page displays as shown in the following example. By default, the Settings tab displays. After you select the Settings option, the Calendar Settings page displays. This page consists of three sections: Calendar Defaults, Free/Busy, and Migration Import/Export. Configuring Calendar Defaults The General Settings section lets you customize your default calendar view. 1. Set the default work hours for your dealership by selecting the beginning and ending times from the Day/week calendar hours drop-down lists September 2010 ADP, Inc. 33

38 DealerMail Administrator Guide 2. From the First day of the week drop-down list, select the day of the week the normal work week begins. 3. If you want the week number to display when viewing the monthly calendar, click to select the Show week numbers in month calendars box. 4. Click Save to save the settings, or click another part of the application to leave the page without saving the settings. Configuring Users Free/Busy Settings The Free/Busy Settings section lets you determine whether users can see each other s free/busy status. This feature can help users set up meetings when all parties are available. You can make this feature available to all users, no users, or you can defer the choice to each user. To allow all users to see the free/busy status of others calendars, click to select Allow all users to view each other s free-busy information. To hide the free/busy status of others calendars, click to select Users may not view each others free-busy information. To allow each user to decide whether or not others can view their free/busy status, click to select the Allow my end-users to override the selection above. You must also select a default value that is applied to all users until they make the change on their own. Be sure to click Save to save the settings, or click another part of the application to leave the page without saving the settings. Managing Resources The Resources option allows you to manage dealership-wide resources which can be reserved. This feature is useful for employees to reserve meeting rooms, projectors, or any other resource that is shared across the dealership. To select the Resource option: Click Administration from the navigation bar and then click Configure Calendar in the left navigational pane. The Calendar Settings page displays. By default, the Settings tab is selected. Click the Resources tab, which displays the Resources page as shown in the following example. Adding Resources To add a new resource for users to be able to reserve: 34 September 2010 ADP, Inc

39 Configuring Calendar Services 1. Click New underneath the Calendar Resources header. The Create Resource page displays. 2. In the Resource Name field, type a name for the resource (for example, Conference Room projector). 3. In the Resource Address field, type the address associated with this resource. Note that DealerMail automatically creates the address when creating the resource. 4. From the Resource Type drop-down list, select the most appropriate value that describes the resource. 5. From the Resource Time Zone drop-down list, select the appropriate time zone for where the resource is located. 6. Select the most appropriate method for how to accept or reject reservation requests: To automatically accept or reject reservation requests (for example, if the resource is available, it is reserved to the requestor; if it is already reserved, the request is rejected), click to select Auto-accept invitations and reject if conflict. To assign a resource manually, click to select Only allow assistants to schedule. 7. If you selected the Only allow assistants to schedule option, add the individuals who are to manage the resources: a. Across from the Assistant List box, click Add. b. In Search field, type part of the name of the person. To search for all users, enter * for a wildcard search. c. Click Search. d. Click to select the name of the person in the results box, and then click Add. e. Repeat Steps b through d for each user to add. f. Click Close after adding all appropriate users. 8. Click Save to save the new resource, or click Cancel to exit without saving September 2010 ADP, Inc. 35

40 DealerMail Administrator Guide Changing and Deleting Resources You can change the properties for existing resources or delete them from DealerMail when no longer needed. To change an existing resource, double-click to select the resource from the list, make the necessary changes, and the click Save to save the changes. To delete an existing resource, click to select the resource from the list, and then click Delete. Click OK to confirm the deletion. Managing Layers Layers are events that all DealerMail users can view. Layer events might include dealership-wide holidays or events. You can create multiple layers. To select the Manage Layers option, use one of the following methods. Click Administration from the navigation bar and then click Configure Calendar in the left navigational pane. The Calendar Settings page displays. By default, the Settings tab is selected. Click the Layers tab, which displays the Layers page as shown in the following example. Adding Layers To add a new layer to all users calendars: 1. Click New. The Create Layer page displays. 2. In the Layer Name field, type a name for the layer. 3. From the Time Zone drop-down list, select the appropriate time zone for the layer. 4. If you want the layer to be turned on for all users, click to select the Auto Enable for all users box. 36 September 2010 ADP, Inc

41 Configuring Calendar Services 5. Add the individuals who are to manage events for the layer. Only these individuals can add, edit, and delete events from the layer. a. Across from the Assistant List box, click Add. b. In Search field, type part of the name of the person. To search for all users, enter * for a wildcard search. c. Click Search. d. Click to select the name of the person in the results box, and then click Add. e. Repeat Steps b through d for each user to add. f. Click Close after adding all appropriate users. 6. Click Save to save the new layer, or click Cancel to exit without saving. Changing and Deleting Layers You can change the properties for existing layers or delete them from DealerMail when no longer needed. To change an existing layer, double-click to select the layer from the list, make the necessary changes, and then click Save to save the changes. To delete an existing layer, click to select the layer from the list, and then click Delete. Click OK to confirm the deletion September 2010 ADP, Inc. 37

42 DealerMail Administrator Guide Accessing Usage Reports The Reports option allows you to access: Packet usage report that provides information on the number of packages that were purchased and the number currently in use. Storage usage report that provides information on the number of users that are exceeding their storage quotas. To select the Reports option, use one of the following methods. Click Administration from the navigation bar and then click Reports in the left navigational pane. Displaying the Package Usage Report The Package Usage report shows the number of mailboxes that are allocated for each package and the number that are currently in use. To select the Package Usage option: Click Administration from the navigation bar and then click Reports in the left navigational pane. By default, the Package Usage tab displays as shown in the following example. Displaying the Storage Usage Report The Storage Usage report shows the number of users who are approaching or are currently over their storage quotas and lists the user IDs for those users. To select the Storage Usage option: Click Administration from the navigation bar and then click Reports in the left navigational pane. By default, the Package Usage tab displays. Click the Storage Usage tab, which displays the Storage Usage Report as shown in the following example. 38 September 2010 ADP, Inc

43 Accessing Usage Reports September 2010 ADP, Inc. 39

44 DealerMail Administrator Guide Accessing Premium Reports The Premium Reports option allows you to access: Mailbox Information reports provide information on inactive accounts, overquota accounts, storage details, and suspended accounts. Class of Service Summaries reports provide information domain and user services. Messaging Activity reports provide information on domain messaging activity, domain spam detection (graph report), domain virus protection, and user messaging activity. To select the Reports option, use one of the following methods. Click Administration from the navigation bar and then click Premium Reports in the left navigational pane. The CMS Premium Reports page displays as shown in the following example. This page is divided into three sections (by report type) with drop-down lists that let you select a corresponding report. Displaying Mailbox Information Reports The Mailbox Information reports show information directly related to user mailbox accounts. When you select a report, it opens and displays the report in a separate browser window. You can select from four reports: Inactive Accounts: Displays inactive users for a specified amount of time. You can sort the data by last active date, user ID, name, and class of service. Over Quota Accounts: Displays users who have approached their storage quota for a specified amount of time. You can sort the data by user ID, status, storage quota, storage used, percentage quota used, and date. Storage Detail: Displays metrics on mailbox storage. You can sort by date and any of the available metrics. Suspended Accounts: Displays users suspended by a postmaster or administrator and the date of suspension. You can sort the data by user ID and date. 40 September 2010 ADP, Inc

45 Accessing Premium Reports To select a Mailbox Information report: Click Administration from the navigation bar and then click Premium Reports in the left navigational pane. In the Mailbox Information drop-down list, select the report you want to view, configure the report settings, and click Submit Query. The corresponding report displays. Displ aying Class of Service Summaries Reports The Class of Service Summaries reports show information related to domains and users. When you select a report, it opens and displays the report in a separate browser window. You can select from two reports: Domain Services Summary: Displays inactive users for a specified amount of time. You can sort the data by last active date, user ID, name, and class of service. User Services Detail: Displays services assigned to a domain and the number of licenses allocated and used. You can sort the data by service, number of licenses, number of seats used, and COS code. To select a Class of Service Summaries report: Click Administration from the navigation bar and then click Premium Reports in the left navigational pane. In the Class of Service Summaries drop-down list, select the report you want to view, configure the report settings, and click Submit Query. The corresponding report displays September 2010 ADP, Inc. 41

46 DealerMail Administrator Guide Displaying Messaging Activity Reports The Messaging Activity reports show information directly related to messages. When you select a report, it opens and displays the report in a separate browser window. You can select from four reports: Domain Messaging Activity: Displays messaging activity for the domain during a selected date range. You can sort the data by action, number of actions, and message volume. Domain Spam Activity (Graph): Displays a graph of inbound mail volume detected as spam from a selected date range. This report only displays data for domains with enhanced anti-spam services. Domain Virus Protection: Displays viruses identified on inbound and outbound mail for the domain. You can sort the data by date, direction, sender, recipient, file name, virus name, and action. User Messaging Activity: Displays messaging activity for individual users in a domain from a selected date range. To select a Messaging Activity report: Click Administration from the navigation bar and then click Premium Reports in the left navigational pane. In the Messaging Activity drop-down list, select the report you want to view, configure the report settings, and click Submit Query. The corresponding report displays. 42 September 2010 ADP, Inc

47 Accessing Premium Reports Downloading a Premium Report as a CSV File You can download all premium reports as a CSV (Comma-Separated Values) file. To download a premium report as a CSV file: 1. Once you generate a premium report, scroll to the bottom of the report and click Download CSV file. A File Download dialog displays. Note: In some cases, the file may automatically open in Microsoft Excel. 2. Click Save to save the file. A Save As dialog displays. 3. Specify the location you want to save the file to and click Save. When the download completes, click Open on the Download complete dialog or close to close the Download complete dialog (and view the report at a later time) September 2010 ADP, Inc. 43

48 DealerMail Administrator Guide Getting Help Online DealerMail provides an online help system to assist you in using the service. You can access online help as follows: To display an index of all help topics, click Help from the top navigation bar. A separate, smaller browser window opens. Click + to expand the Help topics. 44 September 2010 ADP, Inc

49 Additional Information Additional Information This section provides information on: Transferring your current service to DealerMail Using Windows-based terminals with DealerMail Setting up DealerMail for POP3 Configuration Transferring Services When you transfer your current messaging service to DealerMail, you must: Verify ADP has created a Post Office domain for your dealership. Verify ADP has coordinated the MX (Mail exchanger) record changes (see Understanding MX Record Changes below). Create users in the new domain using the same user IDs and passwords that were used for your existing messaging service (see Creating and Managing Users on page 15). Have your users forward or collect their mail from your current mail server (see Collecting Mail from Another Mail Server below). Understanding MX Record Changes Your DNS hosting company maintains an MX (Mail exchanger) record that specifies how mail that is addressed to your domain is handled. When you transfer your existing service to ADP DealerMail, your DNS hosting company, who might also be your ISP, must change the MX record to ensure that all mail addressed to your domain is redirected to the DealerMail server. Your DNS hosting company remains the primary host of the domain but redirects your to the new server. Make note of the following: ADP will try to set up the MX record change on a weekday after normal working hours and ensure that there is staff available to support any issues that may occur with the DNS routing. You should expect a 2 to 48 hour network propagation delay as the MX record is moved to the DealerMail server, depending on your DNS hosting company. Note. During the MX record change, mail may be sent to the previous domain instead of the DealerMail server. Users may have to connect to their previous mailboxes for up to three days unless they forward the messages or set up mail collection (see Collecting Mail from Another Mail Server below). Collecting Mail from Another Mail Server When you transition from one messaging provider to another, your users have the following options to collect mail from other accounts: September 2010 ADP, Inc. 45

50 DealerMail Administrator Guide If your existing messaging service provides an automatic forwarding feature, have your users configure their current service to forward all messages to their DealerMail accounts. If your current messaging provider is POP3-compliant, have your users set up DealerMail s mail collection feature. The Collecting option allows users to collect messages from other POP3-compliant accounts and consolidate them in their mailboxes. For detailed information on the Collecting option, see your DealerMail User s Guide. If your existing messaging provider is not POP3-compliant, your users must manually forward the messages to the new accounts or they lose the messages. Using ADP Windows-based Terminals When there are users at your dealership who are using ADP Windows-based terminals (WBTs) to access DealerMail, there are limitations that will affect how they use the service. To ensure that WBT users are set up and ready to use DealerMail, you must: Verify there is adequate disk space on the mail server for WBT users to store their messages Let your WBT users know that they: Must use Internet Explorer to log into their account Can read their messages, but cannot download them locally Should leave their messages on the mail server Cannot open attachments because the WBT does not come equipped with applications, like Microsoft Word or Excel, to enable them to do so Setting up DealerMail for POP3 Configuration You can set up DealerMail for POP3 configuration so users can access their , calendar, and task functions from within popular applications such as Microsoft Outlook and Microsoft Outlook Express. Setting up DealerMail for Outlook 2000 and Outlook Express To set up DealerMail to use Outlook 200 or Outlook Express: 1. From the menu, click Tools Services. 2. Click Internet , and then click Properties. 3. Click the Servers tab. 4. Enter the following information to configure the account: a. In the Incoming mail (POP3) field, type pop3.postoffice.net. b. In the Outgoing mail (SMTP) field, type smtp.postoffice.net. c. In the Account name field, type the user s DealerMail user name. d. In the Password field, type the user s password in DealerMail. e. Click to select the Remember password box. 46 September 2010 ADP, Inc

51 Additional Information f. Click My server requires authentication. 5. Click Settings. The Outgoing Mail Server window appears. 6. Configure the outgoing server information as follows: a. Click Log on using. b. In the Account Name field, type the user s address in DealerMail. c. In the Password field, type the user s password for DealerMail. d. Click to select the Remember Password box. 7. Click OK to save the information and return to the Servers tab. 8. If you are using SSL, complete the following: September 2010 ADP, Inc. 47