Table of contents 1. IMPORTANT INFORMATION BEFORE YOU START GETTING STARTED EXCHANGE CONTROL PANEL... 2

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1 Table of contents 1. IMPORTANT INFORMATION BEFORE YOU START... 2 WORKSTATION REQUIRED CONFIGURATIONS... 2 RESOURCES AVAILABLE TO HELP YOU CONFIGURE YOUR ACCOUNT GETTING STARTED EXCHANGE CONTROL PANEL... 2 ACTIVATION EXCHANGE ACCOUNT CONFIGURATIONS... 2 CREATING THE USERS AND MAKING HIM ADMINISTRATOR (OR NOT)... 2 ADDING USERS IN THE CONTROL PANEL GETTING STARTED OUTLOOK CONFIGURATION... 3 EXPORTING EXISTING DATA/PST FROM OUTLOOK... 3 For Outlook 2000:... 3 For Outlook 2002/2003/2007:... 3 OUTLOOK 2007 PROFILE CONFIGURATION... 4 CONFIGURATION OF OUTLOOK 2003 MANUALLY... 4 IMPORTING EXISTING DATA/PST FROM OUTLOOK 2007, MODIFYING THE MX RECORD TO POINT TO SHERWEB... 6 CHANGING YOUR DNS TO USE THE AUTO OFFICE ASSISTANT AND OFFLINE ADDRESS LIST... 6 FORWARD AN EXTERNAL ADDRESS, IF YOU DON T WANT TO MODIFY YOUR ENTIRE MX RECORD OUTLOOK WEB ACCESS (OWA)... 7 SHAREPOINT... 7 MOBILE ACCESS BLACKBERRY, POCKET P.C AND TREO... 7 ADVANCED ANTI SPAM... 7 HOW TO CREATE DISTRIBUTION LISTS... 8 TECHNICAL SUPPORT... 8 Page 1

2 1. Important Information before You Start Workstation required configurations 1. Minimum Operating System of either Windows XP SP2 and/or Windows Vista 2. Installed a copy of Outlook 2007 or Any necessary updates ca/default.aspx Resources available to help you configure your account 1. Activation 2. Configuration Process Guide 3. Configuration videos: 4. Support section : 2. Getting Started Exchange Control Panel Activation Once the contract has been signed and the technical team at SherWeb has opened your Hosted Exchange account, you will receive an activation with the following information: Your new account is now active and has been set up as follows: Control panel address : Admin Username : Admin Password : admin@domainname.net abc12345 Exchange Account Configurations Creating the users and making him administrator (or not) 1. Create your mailboxes in the control panel. To do so, log into the control panel at and use your user name and password provided in the activation 2. Once on the page of the control panel, click on New User. Fill out the Mandatory Information and enter the desired e mail address in the field called User Principal Name, include a display name and a desired password. 3. If you want the user you are creating to be an administrator and have full access to the control panel, in the Optional Information section, click the make user administrator box and then click submit. (There is no need to fill in the other fields in the Optional Information section) 4. Select the user that you have just created and go to Services then Hosted and finally Create Mailbox. Page 2

3 5. Choose your Exchange plan and re enter your primary address. Click Submit when you re done. 6. Repeat step 1 through 5 for all Exchange e mail accounts that you plan on creating for your organization. Refer to the Hosted Exchange Configuration Video for more details. Adding users in the control panel If you need to add more users than you have originally signed up for, you need to advise us by clicking on the Request Additional Users link on the home page of the control panel. Our technical team will add the space to your account and will send you an to let you know you can go ahead and create the users. To add a user, refer to the previous section of this configuration guide entitled: Creating the users on page 2 or visit this FAQ at If you have any questions do not hesitate to contact our support team. Adding an alias in the control panel SherWeb gives you the right to created unlimited alias for your Hosted Exchange account. To know how to add an alias for a specific user, please go to the following FAQ: 3. Getting Started Outlook Configuration Before you do anything in Outlook, no matter what version of outlook you are using, you need to do an Export of you.pst file. This is the only way you will be ale to populate the exchange server with your old files. Exporting Existing Data/PST from Outlook This section is only necessary if you are already using Outlook for e mailing, calendaring etc. Follow the steps below to export/backup your data in Outlook. If you are starting from nothing and have no data to transfer, skip to the section called: Outlook 2007 Profile Configuration on page 4. For Outlook 2000: 1. Click on the File menu, then click Import and Export. 2. Click Export to a file, and then click Next. 3. Select Personal Folder file (.pst), and then click Next. 4. Select Personal Folder file (.pst), and then click Next. 5. Select the folder you wish to export, and then click Next. 6. In Save exported file as type the name of the file to which you wish the data to be exported. Click Finish. For Outlook 2002/2003/2007: 1. Click on the File menu, click Import and Export. 2. Click Export to a file, and then click Next. 3. Select Personal Folder File (.pst), and then click Next. 4. Select the folder you wish to export, and then click Next. 5. Choose file name you wish the data to be exported. Click Finish. Page 3

4 Outlook 2007 Profile Configuration This configuration is for Outlook If you are using Outlook 2003 and want to download a free copy please refer to the section called: Download a free copy of Outlook 2007 with Exchange If you are already using Outlook 2003 and want to stay on Outlook 2003 please refer to the section entitled: Configuration of Outlook 2003 manually on page 4. Outlook 2007 configuration When you configure your Outlook 2007 with the Exchange server 2007 you can now use the AutoConnect (Auto Discovery) feature. This feature allows you to easily insert your username and password and have Outlook automatically discover the exchange server name. With this new characteristic you can have your profile created within minutes. Follow these steps below to configure Outlook 2007 using the AutoConnect (Auto Discovery) feature or go to: 1. Go to START > CONTROL PANEL > and double click on the MAIL icon. 2. You need to create a new profile that will point on the Exchange server. Click on add new profile and give a name to the profile you want to create click OK when you re done. 3. In the window Add New E mail Account type in your name, your address in the form of user@yourdomain extension.ihostexchange.net (you need to type it in using that form in order for the automatic configuration to work) e.g: test@sherweb com.ihostexchange.net, and your password. Click OK when you re done. 4. A security window should appear. Check the box: don t ask me about this website again and then click OK. 5. Enter your username (primary address): user@yourdomain.com and password in the Connect window that will appear. Click OK when you re done. 6. Outlook 2007 will do all the configuration work for you and automatically discover the server address and settings. 7. When finished, click the finish button and open your outlook to start working. 8. To have Outlook open faster, please follow these several steps by going to : 9. Outlook will ask you for your e mail and password. It may take a few minutes before your Outlook synchronizes with the server. Configuration of Outlook 2003 manually 1. Go to your Outlook settings: click Start > Control Panel > click on the Mail icon. 2. Click on Show Profiles. Page 4

5 3. Click on Add. 4. Enter a name for your new profile (ex. Outlook or SherWeb) and click OK. 5. Make sure that Add a new e mail account is selected and click Next. 6. Select Microsoft Exchange Server and click Next. 7. In the Microsoft Exchange Server box, enter vmbx101.ihostexchange.net and make sure Use Cached Exchange Mode is selected. Enter your e mail address in the User Name box. 8. Click on More Settings and navigate to the Connection tab. 9. Check the Connect to my Exchange mailbox using HTTP option and click on the Exchange Proxy Settings button. 10. Use this URL to connect to my proxy server for Exchange:, enter webmail.ihostexchange.net 11. Make sure that both On fast,... and On slow,... are selected. 12. Proxy authentication settings should be at Basic Authentication. Click OK. 13. Press Apply, Next, Finish and OK. 14. Open Outlook, make sure it opens using the profile you created in Step 4. A dialog box with your e mail address should appear asking you to enter your password. Enter your password and click OK. Importing Existing Data/PST from Outlook 2007, 2003 Once you have successfully created your profile in Outlook, you can now import previous data from Outlook if you were using it before you signed up for a Hosted Exchange account with SherWeb. Remember in the previous section you did an Export of your.pst file? Now you can import this.pst file into your mailbox in order to populate the account with your old data. Important Notes: Your mailbox may be bigger. However, it is important that you DO NOT import a PST file that is larger than the capacity of your Hosted Exchange mailbox which is 3 GB: 1. Check the size of the PST file/folders that you are importing prior to completing the import to your Exchange mailbox. To check the size of your mailbox please visit this FAQ at: 2. If your mailbox is to big, Import only specific folders (Contacts, Calendar, etc.) rather than the entire PST file in order to populate the corresponding folders of your Exchange mailbox. You can also decide to Archive the PST file prior to importing the file in order to reduce the size of the PST file to be imported into your Exchange mailbox. You may import folders from a PST file (the one you exported previously from Outlook), or the entire PST file, into your mailbox in order to populate the mailbox with old , contacts, calendar, task etc. in the following manner: Page 5

6 1. Open Outlook and connect to your Exchange Mailbox. 2. Select File Import and Export 3. Select Import from another program or file 4. From Import a file select Personal Folder File (pst) 5. From Import Personal Folders, browse your hard drive to locate the PST file you wish to import. 6. From Open Personal Folders, select the PST file to be imported (Note: you may view the size of the PST file from this dialog window). 7. Select the folder (indicate subfolders if desired) to be imported to the corresponding folder(s) of your Exchange mailbox. Modifying the MX record to point to SherWeb In order for your e mails to be redirected to SherWeb s servers, you will need to configure the right MX record on your domain name. 1. Log into your domain name management control panel (this should be made available to you by the company where your registered your domain name). 2. Make sure your MX record for your domain name points to spam1.ihostexchange.net and also spam2.ihostexchange.net. Also make sure you put both priorities at the same level e.g (Priority 10). Putting two MX record addresses makes it safer and more reliable for your SherWeb hosted exchange service. This will redirect all your e mails to the SherWeb Hosted Exchange Service. Please read this article in our support section to get more information: Changing your DNS to use the Auto Office Assistant and Offline Address List To use the AutoConnect feature in Outlook 2007 (which includes Address list and Out of Office Assistant), you need to add an A record on the DNS of your domain and point it to: IP address: If you are not already using SherWeb s DNS servers, this is what you need to do: Please contact your DNS provider and make sure that you create an A Record "autodiscover.yourdomain.com" that points to IP address Please Note: Due to the distributed nature of DNS, the A record you created following the instructions in this document may take time to propagate across the internet (up to 2 7 days). In other words, you will be able to take advantage of the AutoConnect feature only when DNS changes have fully propagated. If you do not know how to check that, just wait for a few days and try to configure a new Outlook 2007 profile using this feature. Page 6

7 Forward an external address, if you don t want to modify your entire MX record. This is the step you need to take if you don t want to change your entire MX record and just want do a forward of your external address to your new exchange mailbox account. Go to our support section and read this article: Outlook Web Access (OWA) This is how you can access your Outlook Web Access (OWA) Outlook Web Access URL: OWA 2007: OWA 2003: Sharepoint By default SherWeb gives you a free Sharepoint account with 100 MB of disk space. To configure your Sharepoint account you need to: ( 1. Enter in the Exchange control panel at: and insert your username and password. 2. Once on the home page of the control panel, go to Services > Hosted Sharepoint and Create New Site 3. Fill in the information required and click submit when you re done. 4. Once the Sharepoint site has been created if you want to add a user please follow this FAQ: Please Note: If you want to add more space than the 100 MB that you already have please write or call our support team at support@sherweb.com Mobile Access BlackBerry, Pocket P.C and Treo SherWeb s wireless solutions allows users to access and to be synchronized with their Outlook e mails, calendars, contacts and documents from any mobile device. To know how to configure your PDA please refer to: for Pocket P.C, for BlackBerries and for Treo 650/700 Note: In order to configure your new BlackBerry synchronization service you need to have created the exchange user in the control panel first. Once this is done, you need to send us an to support@sherweb.com to advice us that all your new exchange account has been configured and that you are now ready to sync your BlackBerry device. Please send us the address that you wish to synchronize with the Blackberry and it will be our pleasure to provide you with a password. Advanced Anti Spam All Exchange users get free Advanced Anti Spam filtering. To access your quarantine, you will receive an every morning from our provider. Please bookmark this link if you need to check your quarantine often. Or go to and click on create new password to have a new password to get in. Page 7

8 How to Create Distribution Lists Creating a distribution list with Exchange is a very simple procedure. Please follow this FAQ for more details: Technical Support Once you sign up to our Hosted Exchange service, it is our duty to be there if you need help configuring your account. Please do not hesitate to contact us at support@sherweb.com or call us at Page 8