TELSTRA BUSINESS MAIL MIGRATION GUIDE

Transcription

1 1.1 What s In This Guide Additional Documentation Terms Used in this Guide 02 INTRODUCTION All Telstra Business Broadband faults should be directed to the Telstra Business Technical Helpdesk on Do Not use the Mission Control Add a Job page for faults. 1.1 WHAT S IN THIS GUIDE This guide gives a general description of how to migrate your account to Telstra Business Mail. It describes how to store the you have previously received so that it can be accessed from your mail client after you have started using Business Mail. It also describes how to redirect (also described as forwarding) your from BigPond POP mail account (which uses a bigpond domain name) to Business Mail and how to transfer existing s to your Business Mail account. This guide provides guidelines only, and the procedures which are described must be adapted to your requirements. Migrating POP mail account ISP Domain Name If you have an existing POP 3 mail account which uses the domain name of an ISP such as BigPond or another ISP (yourname@bigpond.com.au or yourname@bigpond.net.au). Migrating POP mail account Business Domain Name If you have an existing POP 3 mail account with BigPond or another ISP which uses your own business domain name (yourname@companyname.com.au or yourname@companyname.net.au). Migrating Exchange Mail Account Business Domain Name If you have an existing Exchange Mail account which you re your own business domain name. Exchange mail provides advanced capabilities such as calendaring and contacts. An example of an exchange mail service is BigPond Premium . (yourname@companyname.com.au or yourname@companyname.net.au) To migrate from Business Mail Standard or Advanced to Business Mail POP If your have an existing Business Mail Standard of Business Mail Advanced mailbox that you wish to move to Business Mail POP. 01

2 1.1 What s In This Guide Additional Documentation Terms Used in this Guide 02 INTRODUCTION 1.2 ADDITIONAL DOCUMENTATION Additional documentation to assist you in the configuration and management of your Business Mail account is available online at Documents include: Business Mail Quick Reference Guide Business Mail Administrators Guide 1.3 TERMS USED IN THIS GUIDE forwarding refers to the automatic resending of from its original address to another address. redirection refers to the automatic resending of from its original address to another address, with all the original headers intact. Example, the redirected message has the some FROM address, and the Subjected field is not prepended with FW: Each user has its own mailbox which stores . Where the user has an exchange mail service, such as Business Mail Advanced, additional capabilities such as calendar, and contact information is included. All mailboxes have an associated address. An account refers to an service which has more that one mailbox provided to any customer. All Business Mail mailboxes in the same account have the same domain name (e.g. yourname@companyname.com.au). An provider such as Telstra provides one or more mail systems which host multiple customers each with their own domain name. A DNS Record (Domain Name Service Record) is an internet configuration which provides the location of your internet services to other computers on the internet. An MX Record (mail exchange record) is the DNS record which defines the address of the computer which accepts your . During the process to Business Mail, you will need to request that the provider who hosts your Domain repoints your MX record to the Telstra Business Mail servers. A.pst file (Personal Information Store) is a Microsoft proprietary file type. It stores data such as messages, appointments, calendar entries, journals, notes etc in a format which can be used by Microsoft Outlook. 02

3 2.1 Overview Before You Start s you will Receive 03 MAIL MIGRATION PROCEDURE 2.1 OVERVIEW To successfully migrate your account between two different mail providers or systems there a number of steps which must be carried out. It is essential that these steps be carried out in the correct order and in a timely manner to minimise disruption to your mail services. Please note that procedures described below are guide only, and may be varied depending on your existing configuration and requirements. If this process is planned carefully, you will experience virtually no downtime or disruption to your service. 2.2 BEFORE YOU START Before commencing you should: Ensure that you will have uninterrupted internet access during the migration process. Ensure that your existing service will not cancelled before your Business Mail account is fully functional. Determine whether your existing provider supports redirection S YOU WILL RECEIVE You will receive the following s after you have ordered a Business Mail Account: A Business Mail and/or Business Online Welcome Welcome to your new hosting service. This contains the login details for Mission Control, the Administrative interface for Business Mail. It also includes other important information about the provisioning of your Business Mail and Business Online services. Note: This version of Mission Control is unique to Business Mail and should not be confused with the BigPond Premium Mail Mission Control A Domain Redelegation Request Your Business Domain Name Redelegation. If you have elected to have the hosting of your domain s Name Servers to Telstra, you will receive this . It requests you send us the domain name password for your account so that we can make the appropriate changes. Do Not action this request until you have set up your Business Mailboxes. Note: If you have other DNS records e.g. FTP, www etc, ensure that you read this carefully to prevent the loss of these services on migration. 03

4 2.1 Overview Before You Start s you will Receive 03 MAIL MIGRATION PROCEDURE A DNS Update Reminder Important Domain Name System (DNS) Update. If you have elected to have your domain hosted in CustData or by another Provider you will receive this to remind you to change your DNS records. Do Not action this request until you have set up your Business Mailboxes. A Domain Name completion advice Your Domain Name is ready to go. If you have requested a new domain name or redelegation to Telstra, you will receive this to confirm your transfer or new domain name is complete. If you had requested a redelegation, you must contact your old provider to cancel your domain name hosting arrangement. 04

5 3.1 Set up your Business Mail mailboxes Redirect or forward from your ISP POP mail account Reconfigure your client 08 MIGRATING POP MAIL ACCOUNT ISP DOMAIN NAME The following procedure describes the migration of a POP account to Business Mail. This applies where you are currently using an ISP domain name such as yourname@ispxyz.com or yourname@ispxyz.net.au The POP mail account can be accessed with any standard POP3 mail client. Examples include: Microsoft Outlook; Microsoft Outlook Express, Windows Mail, Windows Live Mail Apple Mail Mozilla Thunderbird Entourage: Mac 2008 For customers using a BigPond POP account which uses a BigPond domain name yourname@bigpond.com or yourname@ BigPond.net.au, it provides instructions to forward to your Business Mail Account. BigPond ADSL customers in this category will retain access to their existing BigPond POP account for twelve (12) months after their Telstra Business Broadband service is activated. 3.1 SET UP YOUR BUSINESS MAIL MAILBOXES You will be sent an welcome to your new hosting service, which will include your user name and password to login to Mission Control, which is Telstra s online service portal. Follow the instructions below once you receive this information: 1. Log into mission control: 2. Click Business Mail in the left hand menu. 3. Click Edit/Create Mailboxes in the sub menu. 4. From the New Mailbox options, select Business Mail POP, Standard or Advanced. 5. Click the Create Mailbox button 6. Enter the appropriate details. 7. Click Save. Refer to the Business Mail Administrator Guide business/ adminguide for further information in setting up Business Mail Mailboxes. 05

6 3.1 Set up your Business Mail mailboxes Redirect or forward from your ISP POP mail account Reconfigure your client 08 MIGRATING POP MAIL ACCOUNT ISP DOMAIN NAME 3.2 REDIRECT OR FORWARD FROM YOUR ISP POP MAIL ACCOUNT BigPond Redirection/Forward Facility If you are not using BigPond POP , we recommend you refer to your existing ISP for instructions on redirection or forwarding facilities that may be available from your existing ISP POP service. TIP: We recommend if you are using another ISP, that you migrate your account to an only service for a period of time whilst you set up your Telstra Business service and notify your customers and suppliers of the change to your domain name BigPond Redirection/Forward Facility The following procedure describes how to redirect or forward s from your existing BigPond POP account to Business Mail. Information You will Need Your Business Broadband Mailbox Number Your BigPond Username (use your address) Your BigPond Password The forwarding address for each mailbox will be your Business Mail address. Select Forwarding To redirect to your Business Mail Login to your BigPond account In the MY section, click on the forwards link 06

7 3.1 Set up your Business Mail mailboxes Redirect or forward from your ISP POP mail account Reconfigure your client 08 MIGRATING POP MAIL ACCOUNT ISP DOMAIN NAME Figure 1 Select Forwards Figure 2 Set forwarding address Set Forwarding On the Set Forwarding Page: In the next available Forwarding Rule, enter forwarding address. If required, check the Leave a copy in my mailbox box. This will ensure that you have a copy of messages that are forwarded to your Business Mail account. Note. If you select this you will need to ensure that your BigPond mailbox does not become full. Click on next to continue 07

8 3.1 Set up your Business Mail mailboxes Redirect or forward from your ISP POP mail account Reconfigure your client 08 MIGRATING POP MAIL ACCOUNT ISP DOMAIN NAME Confirm Forwarding On the next page: confirm your selection in the If the above information is correct click here to confirm Checkbox. Figure 3 Confirm your forwarding Figure 4 Forwarding confirmed by BigPond Click on next. BigPond will confirm your selection. 3.3 RECONFIGURE YOUR CLIENT Refer to the Business Mail Quick Reference Guide for instructions to reconfigure your client to send and receive mail from Business Mail. 08

9 4.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Reconfigure your client 10 MIGRATING POP DOMAIN NAME The following procedure describes the migration of a POP account to Business Mail which currently uses your own Business Domain Name such as yourname@your COMPANYNAME.com or yourname@yourcompanyname.net.au This option is also available on BigPond Hosted POP services. The POP mail account can be accessed with any standard POP3 mail client. Examples include: Microsoft Outlook; Microsoft Outlook Express, Windows Mail, Windows Live Mail Apple Mail Mozilla Thunderbird Entourage: Mac IF YOU HAVE REQUESTED TELSTRA BUSINESS MAIL TO HOST YOUR DOMAIN NAME Set up your Business Mail mailboxes Complete Redelegation Request Form Authorise transfer of domain name If your domain name is currently hosted by another provider or BigPond and you have requested Telstra Business Mail to host your domain name, the following procedure applies: Set up your Business Mail mailboxes You will be sent a welcome which will include your user name and password to login to Mission Control, which is Telstra s online service portal. Follow the instructions below once you receive this information: 1. Log into mission control: 2. Click Business Mail in the left hand menu. 3. Click Edit/Create Mailboxes in the sub menu. 4. From the New Mailbox options, select Business Mail POP, Standard or Advanced. 5. Click the Create Mailbox button 6. Enter the appropriate details. 7. Click Save. TIP: We recommend that when setting up your Telstra Business Mailbox you create the box identical to that for which it is named today. E.g. if your box is: yourname@companyname.com, we recommend you use the same naming convention. This will ensure that your customers, suppliers and staff can reach you and avoids the need to notify of any change to name. Refer to the Business Mail Administrator Guide business/ adminguide for further information in setting up Business Mail Mailboxes. 09

10 4.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Reconfigure your client 10 MIGRATING POP DOMAIN NAME Complete Redelegation Request Form Telstra will you a redelegation request to enable the transfer of your domain name from your current domain name host to Telstra Business Mail. This is sent after the initial welcome that includes your user name and password. This redelegation request must be checked for accuracy of domain name and completed only after you have set up your Business Mailboxes Authorise transfer of domain name In order to complete the transfer of your domain name to Telstra, your existing domain name registrar will be required to authorise this transfer. For customers with BigPond hosted domains, you will be required to contact BigPond Hosting on to complete the transfer. 4.2 IF YOU HAVE NOT REQUESTED TO HOST YOUR DOMAIN NAME Set up your Business Mail mailboxes Domain Name System (DNS) update The procedure that applies if you requested to retain the hosting of your domain name with your existing provider is as follows: Set up your Business Mail mailboxes Refer to section Domain Name System (DNS) update To ensure connection to Telstra s Business Mail server, you must notify your existing domain name host provider to alter their records to the following. Primary MX Record Host Name: mx1.pm.telstra.com Secondary MX Record: Host Name: mx2.pm.telstra.com This above information is also included in the initial welcome we send with your login and user credentials for setting up your Business Mail mailboxes. TIP: We recommend you also update any other DNS records, such as that associated with your Business Website (if applies). 4.3 RECONFIGURE YOUR CLIENT Refer to the Business Mail Quick Reference Guide for instructions to reconfigure your client to send and receive mail from Business Mail. 10

11 t 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME The following procedure describes the migration of an exchange mail account to Business Mail which currently uses your own Business Domain Name such as or Exchange Mail provides advanced capability such as calendaring and contacts. An example of an exchange mail service is the BigPond Premium service. 5.1 IF YOU HAVE REQUESTED TELSTRA BUSINESS MAIL TO HOST YOUR DOMAIN NAME Set up your Business Mail mailboxes Complete Redelegation Request Form Authorise transfer of domain name If your domain name is currently hosted by another provider or BigPond and you have requested Telstra Business Mail to host your domain name, the following procedure applies: Set up your Business Mail mailboxes You will be sent a welcome which will include your user name and password to login to Mission Control, which is Telstra s online service portal. Follow the instructions below once you receive this information: 1. Log into mission control: 2. Click Business Mail in the left hand menu. 3. Click Edit/Create Mailboxes in the sub menu. 4. From the New Mailbox options, select Business Mail POP, Standard or Advanced. 5. Click the Create Mailbox button 6. Enter the appropriate details. 7. Click Save. Refer to the Business Mail Administrator Guide for further information in setting up Business Mail Mailboxes Complete Redelegation Request Form Telstra will you a redelegation request to enable the transfer of your domain name from your current domain name host to Telstra Business Mail. This is sent after the initial welcome that includes your user name and password. This redelegation request must be checked for accuracy of domain name and completed only after you have set up your Business Mailboxes. 11

12 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME Authorise transfer of domain name In order to complete the transfer of your domain name to Telstra, your existing domain name registrar will be required to authorise this transfer. For customers with BigPond hosted domains, you will be required to contact BigPond Hosting on to complete the transfer. 5.2 IF YOU HAVE NOT REQUESTED TO HOST YOUR DOMAIN NAME Set up your Business Mail mailboxes Domain Name System (DNS) update The procedure that applies if you requested to retain the hosting of your domain name with your existing provider is as follows: Set up your Business Mail mailboxes. Refer to section Domain Name System (DNS) update To ensure connection to Telstra s Business Mail server, you must notify your existing domain name host provider to alter their records to the following. Primary MX Record Host Name: mx1.pm.telstra.com Secondary MX Record Host Name: mx2.pm.telstra.com This above information is also included in the initial welcome we send with your login and user credentials for setting up your Business Mail mailboxes. 12

13 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME 5.3 TRANSFERRING EXISTING TO BUSINESS MAIL Transferring Data using a.pst File Client Based Data Transfer The following procedure describes how to transfer existing from a Microsoft Outlook or Outlook Express client to Business Mail. There exist two (2) procedures to initiate this procedure: 1. Transferring Data using a.pst File (for use with Microsoft Outlook client) 2. Client based data transfer (for use with Microsoft Outlook Express client) Transferring Data using a.pst File This method of transferring your data is most appropriate when you are using Microsoft Outlook. Prepare the Data For Export Open Microsoft Outlook Select the Folder List view. Collapse all folders by clicking the button(s). The data on your PC is stored in your Personal Folders. If you are using MAPI or IMAP service, you will have folders on the remote mail server. This may have a name such as Mailbox John Smith 13

14 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME Exporting Data This procedure will export all data ( and contacts) to a.pst file. After exporting the data, you will be able to create another user profile and import the data into that profile. From the File menu, select Import and Export. Figure 5: Select Import & Export The Export Wizard From the Import & Export Wizard, choose Export to a file and click on the Next button. Figure 6: Import Export Wizard 14

15 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME Selecting the Folders to Export From the Export to a File dialog, choose Personal Folder File (.pst) and click on the Next button. Figure 7: Select Export to a.pst file In the Export Personal Folders dialog, collapse all folders by clicking the button(s). Ensure the Include Subfolders box is checked. Figure 8: Select the folders to export POP and IMAP (rear) Select Personal Folders. Click the Next button to continue. 15

16 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME Naming and Saving the File In the next dialog box, enter a name for the.pst file, e.g. mymail. pst and click on Finish. Figure 9: Name the.pst file You may also be given the opportunity to give the file some additional attributes for use when the file is used as an Outlook folder. You can change the password and encryption settings for this folder. Figure 10: Add a name for the exported folder Click on OK. 16

17 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME Using the Exported.pst file To use the exported.pst file: Open Microsoft Outlook using your new profile From the File Menu, select Open Outlook Data File From the Open Outlook Data File dialog box, select the required. pst file and click on OK Client Based Data Transfer Overview This section describes the transfer of data using the client based transfer processes provided by Microsoft Outlook Express. If this process is used, you must configure Microsoft Outlook Express to work with Telstra Business Mail before exporting the data. See section 5.4. Exporting Your Messages To export your from Microsoft Outlook Express: Open Microsoft Outlook Express From the File menu, select Export Messages Figure 11: Select Export Messages 17

18 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME At the prompt This will export messages from Microsoft Outlook Express click on OK Figure 12: Message Export Prompt In the Choose Profile dialog, select the Microsoft Outlook Express profile you wish to export the messages to and click on OK Figure 13: Outlook Profile Prompt When prompted, enter your User name and Password. Figure 14: Enter Username & Password Note: This dialog does not appear if Microsoft Outlook Express is running. 18

19 5.1 If you have requested Telstra Business Mail to host your domain name If you have NOT requested Telstra Business Mail to host your domain name Transferring existing to Business Mail Reconfigure your client 19 MIGRATING EXCHANGE DOMAIN NAME This opens the Export Messages dialog Figure 2: Export Messages Dialog Select the folders you wish to export and click on OK. Your messages will be exported to the Microsoft Outlook Express profile you have chosen. Exporting Your Addresses The process for exporting addresses is similar to that for exporting messages. To export your address data from Microsoft Outlook Express: Open Microsoft Outlook Express From the File menu, select Export Messages In the Address Book Export Tool dialog, select Microsoft Exchange Personal Address Book Click on Export In the Choose Profile dialog, select the Microsoft Outlook Express profile you wish to export the messages to. Note: This dialog does not appear if Microsoft Outlook Express is running. Ignore the message that the address book is offline and enter your password for Telstra Business Mail when prompted. Click on OK. Close the message that the address book is offline. You will be prompted when the export has been completed. Click on OK. 5.4 RECONFIGURE YOUR CLIENT Refer to the Business Mail Quick Reference Guide business/ qrg for instructions to reconfigure your client to send and receive mail from Business Mail. 19

20 MIGRATING FROM BUSINESS TO BUSINESS MAIL POP If you have Business Mail Standard or Advanced mailboxes and wish change to Business Mail POP, you should use the following procedure. This procedure must be carried out for each mailbox you wish to change. The Old Mailbox Configure the client you will using with Business Mail POP for operation with Business Mail Standard or Advanced (See Business Mail Quick Reference Guide) Use the client to download all the existing from your Business Mail Standard or Advanced mailbox. Refer to section 5.3 Transferring existing to Business Mail. Login to Mission Control, and go to the Edit screen for the user. Clear the Full Name, Main Address, and Extra fields Set the Mailbox Status to Off Purge the Mailbox Important: The purge mailbox function will delete all content in your existing Business Mail Standard or Advanced mailbox. To avoid loss of content please ensure that you follow the instructions in section 5.3 on Transferring existing to Business Mail. The New Mailbox Reconfigure your client to retrieve your from Telstra Business Mail POP mailbox. (See Business Mail Quick Reference Guide) Login to Mission Control Re-create your mail box using the mailbox type Business Mail POP. Important: Please ensure that you follow steps specified under The Old Mailbox, before recreating your mail box in Mission Control. 20

21 MIGRATION FLOW CHARTS POP with your ISP s domain name yourname@ispxyz.com.au or yourname@ispxyz.net.au Set up your Telstra Business Mail mailboxes Is your current ISP BigPond? YES NO Redirect or forward your from your existing ISP POP account to new Business Mail mailbox (if available) Follow BigPond redirect/forward facility to transfer s to your new Business Mail mailbox account Reconfigure your client business/ qrg 21

22 MIGRATION FLOW CHARTS POP account with your own domain name or Set up your Telstra Business Mail mailboxes Requested Telstra Business Mail to host your existing domain name? YES NO Is BigPond hosting your domain name? NO YES Call BigPond Hosting on to update your Domain Name System Records (DNS) Complete Re-delegation Request Form (transfer to hosting to Telstra) Notify your existing domain name host provider to alter Domain Name System Records (DNS) Is BigPond hosting your domain name? YES Call BigPond Hosting on to complete transfer of domain name to Telstra Business Mail NO Existing domain name registrar authorises transfer of domain name Reconfigure your client business/ qrg 22

23 MIGRATION FLOW CHARTS Exchange Mail using your own domain name or Set up your Telstra Business Mail mailboxes Requested Telstra Business Mail to host your existing domain name? YES NO Is BigPond hosting your domain name? NO YES Call BigPond Hosting on to update your Domain Name System Records (DNS) Complete Re-delegation Request Form (transfer to hosting to Telstra) Notify your existing domain name host provider to alter Domain Name System Records (DNS) Is BigPond hosting your domain name? NO YES Call BigPond Hosting on to complete transfer of domain name to Telstra Business Mail Existing domain name registrar authorises transfer of domain name Transfer existing to Business Mail Outlook transfer using.pst file or Outlook Express transfer using Client Based Data transfer Reconfigure your client business/ qrg 23

24 MIGRATION FLOW CHARTS Migrating from Business Mail Standard or Advanced to Business Mail POP or Configure client to be used with Business Mail POP business/ qrg Use client to download all from Business Mail Standard or Advanced to Business Mail POP Log into Business Mail Portal (mission control) and purge mailbox Reconfigure your client to retrieve from Business Mail POP mailbox business/ qrg Re-create user mailbox in Business Mail portal (mission control) by selecting Business Mail POP option 24

25 Telstra Corporation Limited, Melbourne, 2010 All rights reserved. No part of this publication may be reprinted, reproduced, stored in a retrieval system or transmitted, in any form or by any means, without the prior permission in writing from the owners. Unless otherwise expressly agreed in writing, the information contained in this manual is subject to change without notice and Telstra Corporation Limited assumes no responsibility for any alteration to, or any error or other deficiency in, this document. Windows, Microsoft Exchange, Exchange 2000, Microsoft Outlook and Microsoft Outlook Express are trademarks of Microsoft Corporation. Product or company names are trademarks or registered trademarks of their respective holders. Published by Telstra Messaging, Level 24, 242 Exhibition St, Melbourne, Australia TELSTRA CORPORATION LIMITED, MELBOURNE, ACN , ABN APR10 C077