Simply Mail Solutions Welcome to your Exchange Mailboxes Outlook 2003/2007 setup guide

Transcription

1 Simply Mail Solutions Welcome to your Exchange Mailboxes Outlook 2003/2007 setup guide

2 Welcome to Simply Mail Solutions Introduction Thank you for choosing Simply Mail Solutions for your /web hosting needs! We know you could have chosen from a number of alternatives and appreciate your custom. In return, we pledge to offer you new and exciting services coupled with genuine customer service and no offshore call centres, ever. Of course, full support is available should you need it. We would ask that if at all possible, you support@simplymailsolutions.com and leave the phone line free for emergencies. This keeps waiting time down for urgent problems. We appreciate your co-operation. Finally, we know that technology companies can sometimes be hard to communicate with. We will always do our best to explain in understandable language. If there is something you do not understand or believe is not working, please let us know. We firmly believe that you should not have to be a rocket scientist to be able to send and receive ! For our Exchange Classic and Executive customers your subscription allows you to use our copy of Outlook 2003/2007 or Entourage available in our secure download area in the SMS control panel. A password to unlock that download file and activation keys for the products can be found in the supplementary document entitled Outlook Passwords.pdf found in the same location as the software download itself. Instructions on how to setup Outlook 2003/2007 to connect to your Exchange mailbox can be found later in this document.

3 Using Outlook Web Access (QWA) to access your Exchange mailbox One advantage of having an Exchange mailbox is the ability to access your mail and make real time changes to the data held within it using an Internet Browser such as Internet Explorer from any internet connected PC no matter where you are. To gain access to this just enter the URL of the Exchange server (https//exchange.simplyms.com/ exchange) as shown below in your browser When the page has loaded you will see a login prompt as below: Login using the full address you created in the SMS control panel and your mailbox password. U Using the webmail interface can seem daunting at first because of the range of options, but in fact, basic tasks such as receiving and sending are simple. To compose a new , click New and type the address of the recipient. When complete, click send. To retrieve new sent to you, click Check for New Messages which is the icon with one envelope on top of the other. Don t worry though, if you are using Internet Explorer, you will automatically be notified when new messages arrive. The very best way to get to know the webmail feature set is to play with it! SMS recommend using Internet Explorer 6 / 7 or Maxthon to access Exchange Webmail. Although you can use other browsers (Firefox), currently only IE based browsers offer all the features such as searching your mailbox and notification of new s.

4 Configuring Outlook 2003 to connect to your Exchange Mailbox Step 1 Download the Auto Setup file for your mailbox from the SMS control panel in the My Docs/ Downloads/Info Section. It will be available as soon as your account is ready to use. Save it somewhere you can find easily, usually the desktop is best, there is a unique Auto Setup file for each mailbox you have purchased and created. Step 2 Click Start then Control Panel, double click Mail and click Show Profiles If you already have a profile for another mail account listed make sure that prompt for a profile to be used is selected at the bottom of the window that appears and click ok. Step 3 *MAKE SURE OUTLOOK IS FULLY CLOSED BEFORE PROCEEDING* Double click the auto-setup file that you wish to install from the place you saved it. Click yes to allow Outlook to import the new settings which will create a new profile for you. During this step, you may be asked to enter your username and password several times, when doing so make sure that your full address is in the username box and use your mailbox password, if you get any errors please make sure you have entered the correct address and password which is case sensitive. When finished start Outlook, choosing your new profile and enter your password when prompted, Outlook will connect to the server and setup your mailbox for the first time, once complete you are ready to send/receive . Configuring Outlook 2007 to connect to your Exchange Mailbox Step 1 Download the Auto Setup file for your mailbox from the SMS control panel in the My Docs/ Downloads/Info Section. It will be available as soon as your account is ready to use. Save it somewhere you can find easily, usually the desktop is best, there is a unique Auto Setup file for each mailbox you have purchased and created. Step 2 Download the Outlook Auto Setup Assistant from the SMS control panel in the My Docs/ Downloads/Info and extract it to a folder on your desktop. Step 3 - Click Start then Control Panel, double click Mail and click Show Profiles If you already have a profile for another mail account listed make sure that prompt for a profile to be used is selected at the bottom of the window that appears and click ok. Step 4 - *MAKE SURE OUTLOOK IS FULLY CLOSED BEFORE PROCEEDING* Run the Outlook Auto Setup Assistant executable from within it s folder on your desktop and select the Auto Setup file you downloaded in Step 1 During this step, you may be asked to enter your username and password several times, when doing so make sure that your full address is in the username box and use your mailbox password, if you get any errors please make sure you have entered the correct address and password which is case sensitive. When finished start Outlook, choosing your new profile and enter your password when prompted, Outlook will connect to the server and setup your mailbox for the first time, once complete you are ready to send/receive . Occasionally, particularly on Windows Vista you may receive an error message regarding Comdlg32.ocx this is due to an incompatible version of this file, Instructions for dealing with this error (replacing the file) can be found in the read-me that is included in the Outlook Auto Setup Assistant package file.

5 Importing data from your old accounts Your data (mail, contact records, calendar entries) for your previous accounts should be stored on your PC in a.pst file. You can import this data into your new profile after which Outlook will start to synchronise it up to the server making it available for use in Outlook Web Access (OWA), another PC also running Outlook 2003/2007 or a handheld device running appropriate sync software (see later in this document for details). To do this you ll need to make sure your old data is in a.pst file on your PC, the easiest way of doing this is to login to your original Outlook profile (if you had one) and do the following from the text menu. Click File then Import and Export. Select Export to a file, click next. Select Personal Folder File (.pst), click next. Select the branch of the tree that is highest up the list (usually but not always titled Personal Folders) and make sure there is a tick in the box marked Include subfolders, click next. In the Save exported file as box type in the filename oldmail.pst and using the browse button select the desktop as the location to save the file to, leave the options set as default and click on Finish. Outlook will then ask if you want to password protect this new file, on this occasion leave the password fields empty and click on OK. After the export is complete you ll have a file called oldmail.pst sat on your desktop. Logout of Outlook and then back in again selecting your new profile. Click File then Import and Export. Select Import from another program or file, click next. Using the scroll bar to display it select Personal Folder File (.pst), click next. Use the browse button to navigate to the Desktop and select the file called oldmail.pst you created above, leave the options set as default, click next. Select the branch of the tree that is highest up the list (usually but not always titled Personal Folders) and make sure there is a tick in the box marked Include subfolders, also make sure that the Import items into the same folder in drop down box says Mailbox [Your Name], click Finish. Outlook will then import the data from the.pst file into a new.ost file on your PC and when complete will start to synchronise the data up to our server. Dependant on how much data there is and how fast your Internet connection can upload will dictate how long it will take to complete this. You need to leave Outlook open and running until the status bar at the bottom says All folders are up to date. Only when it says that should you then start to use Outlook itself, in the meantime whilst it is doing this you can read and reply to new mail using Outlook Web Access in your web browser. Alternatively you could run the import of the old data as an overnight task making sure your PC is able to be left on. When the synchronisation has completed you ll also be able to remove the file called oldmail.pst from your desktop.

6 Collaborating with other MS Exchange mailbox accounts in your domain Now that you ve got your connection working and you can send and receive the next thing you ll possibly want to do is collaborate with your colleagues who also have MS Exchange mailboxes in the same domain on our servers. In order to do this there are a couple of things that you and your colleagues need to do. 1. Delegating permissions to Mailbox contents. By default an Exchange mailbox is secured so that only the account holder can gain access to their own mailbox. Also, by default, any calendar entries you make have basic date/time information recorded automatically by the server so that when someone wants to invite you to a meeting they can see your free/busy information; this is not the same thing as sharing or delegating your calendar to them. In order to obtain more access to someone else s calendar a number of mailbox permissions need to be modified by the other person and vice versa to give someone permission to your own. If your colleagues are using Microsoft Outlook 2003 / 2007 and you want to access their calendars they need to do the following: In Outlook, select Tools then Options, then Delegates, click on the Add button and select the name of the person being granted more access (e.g. yourself). They will then modify the permission levels they wish you to obtain. They would use the same dialog to grant you permission to other mailbox objects such as inbox, contacts, tasks, and notes. To give someone else permission to access your folders you would do the same thing from within your Outlook Profile adding the other users as above. 2. Opening a delegated / shared mailbox item in Outlook. The process in Outlook is very straightforward, from the main text menu simply click on File then Open then Other user s folder. You get the following dialog box: Click on the Name button, select the person who has delegated rights to you from the global address list which will then populate the empty field shown above and then select the folder type that the person has granted you access to from the drop down list also shown above. Repeat for each user account and folder type you have been granted access to. The other user s folder will then be added to your folder list in the appropriate section. Additional configuration options Additional configuration guides for manually configuring Outlook 2003/2007, sending mail from multiple addresses and other common scenarios can be found in the SMS control panel My Docs/Downloads/Info section.

7 Accessing your Exchange Mailbox from a Windows Mobile device Setting up a Windows Mobile or other device running an ActiveSync clone such as RoadSync from Dataviz to synchronize with your mailbox is straightforward, simply use the following settings: Server: exchange.simplyms.com User: <your 8 digit Mailbox ID> this can be found in the SMS control panel and looks like Password: <your password> Domain: shared You can enable PUSH by changing the ActiveSync schedule to as items arrive *NOTE* Depending on your cell data plan, push may increase your cell phone bill! Accessing your Exchange Mailbox using an iphone 3G The iphone 3G contains "ActiveSync" like connectivity for MS Exchange and supports , Calendar and Contact sync direct with the server, Tasks are not supported as the iphone has no Task Management capability at the time of writing this document, it may be added by Apple at a later date. To set it up you'll need to go through Settings and scroll down to Mail, Contacts, Calendars. Select Microsoft Exchange; enter your full address. You'll then be asked for a username in the format domain\user It is important that you enter this information as described below to avoid any errors. the domain name in all cases is shared you must enter the slash, please note the slash on the first keyboard is the wrong way around ( / ) and WONT work, to get at the correct slash ( \ ) you need to press the key marked +#= in the bottom left corner of the keyboard display the user portion required is the 8 digit numeric ID of your mailbox account; you can get this information from our control panel My Docs\Downloads\Info page. If entered correctly it should look something like this shared\ Enter your password and when prompted enter the server name which is exchange.simplyms.com If you have done this correctly when you open your mailbox mail will start to synchronize from the server whenever you are connected to the internet either via GPRS or WiFi. PUSH mail is enabled by default so if you want to turn it off, change the frequency etc. whilst abroad / on holiday you need to go to Settings, Fetch New Data and make the necessary changes there.

8 Accessing your Exchange Mailbox from a BlackBerry device Dependant on the Blackberry tariff your mobile operator has signed you up for dictates the type of access you will be able to obtain to your Exchange mailbox. A summary of these follows: Basic data rate plan, the device will have it s own address, we can forward mail to this address as it arrives in your Exchange mailbox but you wont be able synchronize any changes you make on the device and you ll only receive . Blackberry Internet Service (BIS), with this plan you ll need to use your mobile operators BIS website to create a connection to our Exchange Server. Again you ll only be able to receive mail but anything you send will get copied back to our Exchange server. You ll need to provide the following settings: Server name = exchange.simplyms.com User name = your full address Password = your mailbox address Blackberry Enterprise Service (BES), with this plan all data types are fully synchronized with your mailbox on our server in real time. To gain access via this method you ll also have to purchase one of our Blackberry Enterprise Server license add-on s to provide the necessary communication channel between our BES server and your Exchange mailbox hosted by ourselves. Please call our sales team for more information. Connecting to your Exchange Mailbox from other clients Entourage 2004 / 2008 Please see our separate guide for full instructions on configuring Entourage. Thunderbird, Outlook Express, Eudora, Outlook versions lower than 2003, MAC Mail These mail clients can only connect to your Exchange mailbox using either the POP3 or IMAP protocol and can therefore only be used for . All other data types (calendar, tasks, contact s) are not available currently to these mail clients. We would always recommend using the IMAP protocol as this leaves the data on the server and any deletions you make on your computer will also be synchronised to the server. The settings you ll need to use are as follows: POP3/IMAP server name = SMTP server name = User name = Password = Other important settings: exchange.simplyms.com exchange.simplyms.com your full address as created on the SMS control panel your mailbox password Most important, the outgoing (SMTP) server requires authentication and uses the same settings as the incoming (POP3/IMAP) server. Some ISP s block on the default SMTP port number 25, we allow authenticated connections on the alternate port number 587. Port numbers in use are SMTP-25,587 POP3-110 IMAP-143,993 Webmail-80,443 SSL YES Finally if you have any problems not covered in this or any of our other configuration guides please contact our support technicians via ( support@simplymailsolutions.com ) who are available to assist 24 hours a day 7 days a week.

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