TELUS BUSINESS SERVICE

Transcription

1 TELUS BUSINESS SERVICE (MOBILE HOSTED EXCHANGE) ADMINISTRATOR S GUIDE VERSION 2.0 UPDATED: JANUARY 5TH, 2010

2 CONTENTS Welcome to TELUS Business Service... 4 Quick Start Guide... 5 Change Passwords... 6 Editing Groups of Users... 7 Configure Outlook View Help employees follow these directions to set up their Outlook Profile: Summary Details & Outlook Voice Access How do I synchronize to wireless devices? Synchronize BlackBerry Devices Synchronize Windows Mobile & Other ActiveSync Devices Detailed Administrator s Guide Before you begin this section Adding Contacts to the Company Global Address List (GAL) Create a Contact Amend an existing Contact Delete a Contact Hide from Address List Property Distribution Groups Create a Distribution Group Distribution Group Owner Send-As Permissions Send Restrictions Manage Users in a existing Distribution Group Delete a Distribution Group Alternative End-User View Distribution Group Add Forwarding Mail Disclaimers Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 2

3 Resource Mailboxes Add a Resource Mailbox Mailbox Rights Troubleshooting Setting delegated user permissions in Outlook Configuring to another user's mailbox in Outlook Configuring Outlook - "From Button" Exchange Public Folders Folder Management Create Public Folder Rename a Sub Public Folder Delete a Sub Public Folder Mail Enable a Public Folder Disable a Mail Enabled Public Folder Permissions Remove a Public Folder Address details from the Global Address List Restrict the Public Folders incoming mail to users within its organization Apply "Send-As" permissions to a public folder Appendix A: Wireless Profile Settings (BES & Microsoft ActiveSync ) Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 3

4 WELCOME TO TELUS BUSINESS SERVICE TELUS Business Service (also known as Mobile Hosted Exchange) provides your company with a TELUS-hosted Microsoft Exchange (Outlook) and BlackBerry Enterprise Server environment that enables business-class productivity and collaboration tools for your business at no upfront cost. This document will help you the Administrator - quickly and easily set-up and use the TELUS Business Service. The available functionality is managed through use of the TELUS Unified Communications (UC) Management Centre. The UC Management Centre is a web-based management portal that enables and your end-users (employees) varying levels of access to change Microsoft Exchange , Calendar, Scheduling, and Global Address List (GAL) settings for each user, as well as reset passwords and integrate to Microsoft Outlook and other desktop software. Additionally, it enables you to set-up individual wireless device access permissions to the company s TELUS Business Service by selecting different permissions levels for each user. IMPORTANT NOTE: Adding/Removing Users and Plans Not Enabled in the UC Management Centre The New User function in the TELUS UC Management Centre is not enabled at this time. To add or remove users and modify feature plans, please call your TELUS Dealer/ sales representative and/or the TELUS Client Care Support team that you use for wireless device and plan changes since TELUS needs to add the service to your account prior to provisioning. As with any feature change, this may take hours. You may also reach customer care via the TELUS Business Service Technical Support line at: Press #2 to reach TELUS Client Care. THIS ADMINISTRATOR S GUIDE IS DIVIDED INTO TWO PARTS: Section 1: Quick Start Guide Section 2: Detailed Administrator s Guide As your company s Administrator you may wish to start with the Quick Start section. Thank you for choosing TELUS Business Service (Mobile Hosted Exchange). It may be all you need. TELUS Business Service - Web Quick Links Please bookmark & share these links with your employees. Your employees will have limited access rights to the UC Management Centre such as changing passwords and downloading desktop software (e.g. Outlook) integration tools: 1. UC Management Centre (manage services): 2. TELUS Business Service Outlook Web Access site (read/access services) : 3. Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 4

5 QUICK START GUIDE This Quick Start Guide will enable you to set up the most popular and frequently used Microsoft Exchange settings for your employees using the TELUS Unified Communications (UC) Management Centre. Just follow these steps: 1. Log-in to the TELUS UC Management Centre. Browse to the URL site: 2. Enter the User Name and Password provided by TELUS and select Login The Password field is case-sensitive. Enabling the "Remember Me" property will ensure that your User Name is remembered when you next log onto the site's Login Page 3. Select Change Password to display the password reset feature 4. Enter a new password that meets the system's security requirements Re-enter the new password to verify and select Login. The new password will be saved against your account Important! When you or your employees modify your Unified Communications (UC) Management Centre password, it will also change the password to your Outlook Web Access (OWA) access at The reverse is also true altering your Outlook Web Access password alters your UC Management Centre password. 5. Verify your employee set-up (using User functions). Click on the User management icon from the top menu. To view full list of users (employees) in your organization on the Service, click on Users Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 5

6 6. Edit Users (employees) as required You may now click on any individual user and then click on Edit User You can change their UC Management/OWA passwords, add contact info, and verify their plans (It s recommended that you let your employees conduct changes to their own records, as they have the same access) Click Provision to execute any changes Note: UPN = the personal name given before the domain name ) in an CHANGE PASSWORDS You may also choose to change your password or an employee s Outlook Web Access password by selecting Password Reset It s important to note that when you change your password this way, it will also change your login and password the next time you re-enter the UC Management Centre Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 6

7 EDITING GROUPS OF USERS You may click on Multi User Selection from the left pane and select all users you would like to edit and follow the directions from above Important! The Bulk User Import command in the User Management screen is not enabled. A TELUS technical support representative can assist you if you wish to bulk import additional employee information into your global address list (GAL). 7. Modify services at the Company (called Customer) level As an administrator, you may modify the following for your company: i. Distribution Groups ii. Contacts iii. Public Folders iv. Resource Mailboxes v. Mail Disclaimers Click on the Services button and then Exchange Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 7

8 Select the option you wish to modify See the Detailed Administrator s Guide below for details on each option 8. Modify services for End Users Click on any user in the company and select Services (to the left of Edit Users icon) Verify the services provisioned for each employee by clicking on the down arrows of each plan Business Service = Mobile Hosted Exchange (Basic & Professional Packages Shown) Important! (BlackBerry Professional Plan = BlackBerry Professional + BlackBerry Sync). If the BlackBerry Sync is shown as green (like the image below) along with TELUS Business Service, this means that the user has the BlackBerry Professional Plan and you can modify BlackBerry Enterprise Server Settings for this user. Business Service: click on the down arrow and then click on Advanced Options. This is where you may wish to assign users to distribution groups, set-up forwarding and manage mailbox rights by allocating multiple users to view and manage a user's mailbox within Outlook. Once you are finished, please click the Provision button at the bottom of the page to provision all changes. For more details on provisioning each option, see Advanced Settings for a User in the Detailed Administrator s Guide below Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 8

9 Important! You will not be able to add or remove users or provision or de-provision plans. In order to do this, you must contact your TELUS Dealer or TELUS Client Care representative as you would for changes to device or voice/data plans. Once the change(s) is made on your account, your TELUS Business Service will be updated within 24-hours and TELUS will be in contact with you either by or phone regarding next steps. 9. Wireless Permission / Policy Settings & Set-up BlackBerry Professional Plan Subscribers (with hosted BlackBerry Enterprise Server 4.6) Employees with a BlackBerry Professional plan enjoy secure connections to TELUS hosted BlackBerry Enterprise Server (BES) (v4.6). This means that these employees may synchronize their , calendar, and global address list (GAL) in real-time to their TELUS BlackBerry. As described in the Welcome from TELUS, please ensure that you distribute the BlackBerry Enterprise Activation Password to BlackBerry Professional subscribers promptly (login is their new address), as it will be active for only 120 hours. The Employee Welcome letter template provides subscribers with easy directions on how to connect their BlackBerry devices to TELUS Business Service. You may also access the TELUS Unified Communication Service Support site to download and send documentation to users via the icon below or by visiting TELUS UC Service Support site: To modify permission settings, go to user Services and click the down arrow for users with a green circle for BlackBerry Sync. You will see that all users with the BlackBerry Professional Plan are pre-provisioned with a Default setting for their hosted BES service. The default setting enables users to use most features of the BlackBerry, including Web-browsing. In order to customize access for each BlackBerry Professional user, TELUS provides five (5) additional policy settings which are easily selected by clicking the IT Policy Name feature. Simply select the policy you wish to provision each user, then selected Provision. See Appendix A for details on the five options. Again, you may elect to select all users and make these modifications for all employees with the BlackBerry Professional Plan. Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 9

10 Professional Plan Subscribers (Microsoft ActiveSync Policies) Employees with a TELUS Professional Plan enjoy secure connections to TELUS hosted Microsoft Exchange server by enacting ActiveSync Service on their devices (iphone, Windows Mobile, and most Android-operating devices). This means that these employees may synchronize their , calendar, and global address list (GAL) in real-time. All TELUS and other carrier devices may be synchronized. All users with the Professional Plan are pre-provisioned with a Default setting for their hosted service. The default setting enables users to use most features of the wireless device, including Web-browsing. In order to customize or restrict access for each Professional user, TELUS provides five (5) additional ActiveSync policy profile settings which are easily changed by calling into the TELUS Communication Services Assistant (CSA) at Please refer to the Appendix in this document to review available ActiveSync policy profiles. For help with using ActiveSync wizards and tools on various wireless devices, please refer to the documents in the Unified Communication Service Support by clicking the icon below on the UC Management Centre interface. TELUS UC Service Support site: 10. Helping Your Employees Manage the UC Management Centre & Synchronize to Desktop Software Upon delivering the login and passwords to your end users via the Employee Welcome Letter provided, you employees should visit to access TELUS Business Service via Outlook Web Access. They will see the view below: The Services button will enable your employees to access Exchange > Outlook Configuration settings where users can access the Outlook Profile Setup download (go to bottom of web-page) in order to synchronize their Microsoft Outlook or other desktop software to their TELUS Business Service (Outlook Web Access is the same as their local access on their computer) CONFIGURE OUTLOOK VIEW Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 10

11 Go to the bottom of this view and look for: HELP EMPLOYEES FOLLOW THESE DIRECTIONS TO SET UP THEIR OUTLOOK PROFILE: 1. Select the connection protocol and cached mode for the user. A connection protocol is a specific method that your Outlook application will use to connect to the Exchange server. The number of connection protocols that are available for you to use will be dependent on TELUS Business Service user package that you have been assigned with (but TELUS pre-provisions this prior to sending to your company). The Exchange Cached Mode takes a copy of your mailbox and stores it on your local computer. This copied mailbox is updated regularly with the exchange mail server. If the connection from your local computer and the mail server stops, you will still be able to access the data that has been copied over. 2. Under the option "Outlook Profile Setup", select "Download". (The "PRF Only" option allows the user to view their specific Outlook setting in technical detail. Using this option, the user requires access to the computer's command prompt it s rarely used). 3. Select Run". Select Run 4. The UC Management Centre AutoLogon for Microsoft Outlook Setup Wizard will appear on screen. Select "Next". 5. The set-up tool will default with Auto-Logon selected for install. De-select the Auto-Logon tool if you do not want the tool to be installed with the Outlook Profile File and select "Next" 6. Enter and confirm the user's password and select "Next" 7. The set-up tool will confirm the folder settings where the program's shortcuts will be saved. Select "Next" to accept the changes or "Browse" to amend the folder details 8. The Wizard will confirm the set-up settings. Select "Install" 9. The Wizard will install the Exchange Profile and start the Outlook application. Click "Finish" to exit the wizard 10. If Auto-Logon was installed, an icon will appear in the bottom right hand corner of the desktop. Note: Company Mailbox Import & Export Services Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 11

12 Please contact your TELUS Communication Services Assistant (CSA) at for support in importing and exporting your company mailbox files (saved as a PST file). This service is not enabled yet for administrator self-service using the UC Management Center, but TELUS is here to assist you. SUMMARY DETAILS & OUTLOOK VOICE ACCESS If you click on the Services icon > Summary, you and your employees will also be able to view Outlook Web Access, Entourage, Windows Mobile device, and Unified Messaging (Outlook Voice Access) settings. Unified Messaging (or Outlook Voice Access) is a service available with the Professional and Professional BlackBerry plans to provide voice command changes to the TELUS Business Services such as changing a meeting or adding contacts. The Outlook Voice Access temporary login and password will be sent to each individual employee s new upon set-up and this section enables you and your employees to re-set your Outlook Voice Access PIN 11. Synchronizing Wireless Devices to TELUS Business Service Basic & Enhanced Plans Users with a Basic or Enhanced plan may activate their BlackBerry, Windows Mobile, or other devices to connect with imap4 protocols (e.g. BlackBerry Internet Service) from the TELUS Business Service Exchange server for -only connectivity. Wireless devices must have a data plan TELUS devices are preferred due to one-stop trouble shooting at TELUS; however, other carrier devices may be synchronized to this TELUS Service plan, as long as they have a wireless data plan. Other than synchronization support, other carrier device and network issues will not supported by TELUS. Professional Plan Users with the Professional Plan may synchronize all TELUS Business features to their Windows Mobile 5+, Nokia E71, iphone, HTC and almost all other Android-operating system devices to the TELUS Business Service, regardless of wireless network used by device (e.g. iden (Mike), CDMA or HSPA) TELUS devices are preferred due to one-stop trouble shooting at TELUS; however, other carrier devices may be synchronized to this TELUS Service plan, as long as they have a wireless data plan. Other than synchronization support, other carrier device and network issues will not supported by TELUS. Note: BlackBerry users with a Professional Plan may still access only using imap4 protocols (BlackBerry Internet Service - not the BlackBerry Enterprise Server) with the Professional Plan (with activation of a data plan) Professional BlackBerry Plan Users with the BlackBerry Professional Plan must have a TELUS BlackBerry and TELUS business data plan (with the BES Feature ) in order to synchronize to the hosted BlackBerry Enterprise Server for full feature synchronization to TELUS Business Service. This plan offers the most secure access to wireless for businesses using BlackBerries. HOW DO I SYNCHRONIZE TO WIRELESS DEVICES? SYNCHRONIZE BLACKBERRY DEVICES 1. Back-up any BlackBerry data using your BlackBerry Activation Manager 2. Reboot your BlackBerry 3. Go to Options and follow Enterprise Activation process to synchronize your BlackBerry 4. Use the Login and enterprise password provided by TELUS in the Setup Package SYNCHRONIZE WINDOWS MOBILE & OTHER ACTIVESYNC DEVICES Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 12

13 1. From the Today screen, select Start > Programs > ActiveSync Note: some devices may access ActiveSync differently, please see specific manuals in the TELUS Unified Communication Service Support Site 2. You may see a screen with several messages. If you click on the link that says "If your company supports syncing directly with its Exchange Server you can set up your device to sync with it," you ll be led through a series of steps to sync your with your Exchange Server. Otherwise, continue with the steps below. 3. Select Menu > Configure Server. If you have not yet set up sync with Exchange Server, this will say Add Server Source 4. In Server address, enter mail.exchange.telus.com Note: devices may require different server settings: iphone uses: webmail.exchange.telus.com Nokia E71 may use: FE01.MAIL.EXCHANGE.TELUS.COM 5. Select This server requires an encrypted (SSL) connection check box 6. Select Next 7. Enter your: User name (username#domain.com truncated to as many characters as it allows (usually 20). Example, if your ID is: myname and your domain is myorganization.com, the username should be: myname@myorganization.com. Password (Enter the same on you use for TELUS Business - Outlook WebAccess) Domain Name: HOSTEDMSX as the domain 8. Click Next. 9. Select the Save password text box. 10. To change the rules for resolving synchronization conflicts, select Advanced. 11. Select the check boxes for the types of information items that you want to synchronize with Exchange Server. 12. To change available synchronization settings, select the type of information and select Settings. 13. Select Finish The information button will enable your employees to access the Unified Communication Service Support Site and follow folder for TELUS Mobility users. No login/password required. You may also access the support site directly via The key button will enable your employees to change their Outlook Web Access and UC Management Centre password (both will change together) Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 13

14 Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 14

15 DETAILED ADMINISTRATOR S GUIDE The Detailed Administrator s Guide will provide additional details on how to modify your company s TELUS Business Service. You may elect to conduct these changes after you have distributed the TELUS Business Service login/passwords to your employees, so that your employees may start to enjoy the benefits right away. TELUS is here to support you. At any time you may contact our TELUS Business Service (Mobile Hosted Exchange) technical support line (24/7) at To add, remove or modify a user or feature plan, please contact your TELUS Dealer / sales representative or TELUS Client Care as you would for any device or wireless plan change. Your service change will be made within hours of your account change and TELUS will be in contact with you if any additional action is required. To reach TELUS Client Care, you may call Technical Support at: and press #2. BEFORE YOU BEGIN THIS SECTION Most of the administrator services are accessed by going to the Services icon and selecting the menu option for Exchange. As an administrator, you may modify the following for your company: Distribution Groups Contacts Public Folders Resource Mailboxes Mail Disclaimers ADDING CONTACTS TO THE COMPANY GLOBAL ADDRESS LIST (GAL) The UC Management Centre provides Admin with the ability to add external contacts to their company's Global Address List (as of they were employees). Users are able to amend the contact's details and assign them to company distribution groups. CREATE A CONTACT 1. Select the Services icon on the Menu Bar and select menu options Exchange >> Contacts. The Contacts screen will be displayed 2. In the Contact Management Tool Box, select "New Contact" 3. Enter the Contact's details. Fields marked with an * are mandatory 4. Enable "Hide from Address Lists" if you do not want the Contact to appear in your company's Global Address List on Outlook / OWA 5. Select "Save" and the contact will be listed on the Exchange Contact screen Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 15

16 AMEND AN EXISTING CONTACT 1. Select the Services icon on the Menu Bar and select menu options Exchange >> Contacts. The Contacts screen will be displayed 2. Select the Contact that you what to amend 3. Update the Contact Details screen with the required changes. Select "Save" 4. Note: if you have an exported excel or other formatted list of contacts for your Global Address book to share among employees, please contact TELUS technical support to help with importing this file. DELETE A CONTACT 1. Select the Services icon on the Menu Bar and select menu options Exchange >> Contacts. The Contacts screen will be displayed 2. Select the Contact that you what to remove from the UC Management Centre and the company's Global Address List 3. Select "Delete". The contact will be deleted from the customer HIDE FROM ADDRESS LIST PROPERTY Enable the "Hide from Address List" if the contact is not to be displayed within the organization's Global Address List on Outlook/Outlook Web Access (OWA). There are scenarios where a Contact may need to be added to an organization's distribution group but should not appear in all mail users address book. DISTRIBUTION GROUPS A Distribution Group allows a collection of users, contacts and other distribution groups to be aggregated within a single group and associated with one address. An is sent to the one address the Distribution Group address -- but is received by all users/contacts that are attached to that specified Distribution Group. The TELUS UC Management Centre provides your company with the ability to create and manage Global Distribution Groups. All TELUS Business Service users will have access to view their company s Distribution Groups on Outlook under Global Address List. A Distribution Owner can be assigned to a group, this can be either a Business Service enabled user or a security group. The Distribution Owner has permissions to add/remove group member via Outlook. This is an optional feature. Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 16

17 Multiple Distribution Groups can exist with a Customer's Global Address List and users can be assigned to more than one Distribution Group. Users can be added to a Distribution Group via Distribution Groups Screen or when provisioning a user with TELUS Business Service. The Distribution Groups screen is available to all client Administrators when the TELUS Business Service is provisioned. The following functions are available: Create a Distribution Group Distribution Group Advanced Features Manage Users in a existing Distribution Group Delete a Distribution Group CREATE A DISTRIBUTION GROUP 1. Select the Services icon on the Menu Bar and select menu options Exchange >> Distribution Groups. Groups screen will be displayed 2. Select "New Distribution Group" from the Group Management Tool Box 3. Enter a "Group Name" for the Distribution Group. Ensure Group Type for "Distribution" is enabled (select save ) 4. Enable "Hide from Address Lists" if you do not want the Distribution Group to appear in your company's Global Address List on Outlook / OWA 5. Select "Find" to list all users. By entering a user name, the search will be narrowed Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 17

18 6. Select the users/contacts that are to be added to the Distribution Group. Users are marked with an icon contacts are marked with an icon public folders are marked with an icon existing distribution groups are marked with an icon 7. Select "Add". The selected users/contacts will appear under the sub heading "Existing Group Members" 8. Select "Add" to create an address for the Distribution Group 9. Enter an address and select the required domain from drop down list 10. Select "Update" to save changes Note: The Name value automatically populates the Mail Alias field. This field can be overridden. 11. For Exchange 2007 users only, an additional field will be displayed under "Mail Alias" called "Senders - Require Authentication". Enable this field if you want to prevent messages that originate from outside of your organization from being delivered to the distribution group 12. Select "Save". The new Distribution Group will be displayed on the Distribution Group Page and will appear in the Global Address List on Outlook. To add a Distribution Group Owner or/and apply Send As Permissions to the Distribution Group, select "Advanced Settings" DISTRIBUTION GROUP OWNER The Distribution Group Owner will have permissions to add/remove members from the distribution group in Outlook. 1. Under heading "Group owner (managed by)", select "Find" to list all Outlook enabled users and Security Groups. By entering a user name or a set of characters, the search will be narrowed. 2. Select the required user / Security Group that is to be assigned to the Distribution Group. Only one security group or user can be assigned as a Group Owner at any given time. To change the owner to a new user, select the distribution group and select a different user / Security Group. This will replace the existing Group Owner's details with the new user. The changes will be captured when "Save" is selected. SEND-AS PERMISSIONS Existing Business Service users can be set up with Send As permissions for a specific Distribution Group. This allows a user to create and distribute an with the "From Recipient" field populated with the Distribution Group address e.g.) IT Helpdesk. 1. Under heading "Send-As Permissions", select "Find" to list all Outlook enabled users and Security Groups. By entering a user name or a set of characters, the search will be narrowed. 2. Select the user(s) that will be able to send from the Distribution Group's mailbox. Multiple users can be configured to one Distribution Group. The changes will be captured when "Save" is selected. SEND RESTRICTIONS Distribution Groups can be set up with a defined list of users that can send mail to the Distribution Group. If a user who is not defined within the list sends a mail to a Distribution Group, they will receive a returned mail error advising them that they do not have sufficient permissions. If no users are defined for this permission, Cortex assumes that all users can send to the Distribution Group. 1. Under heading "Send-As Permissions", select "Find" to list all Outlook enabled users and Security Groups. By entering a user name or a set of characters, the search will be narrowed. Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 18

19 2. Select the user(s) that will be able to send from the Distribution Group's mailbox. Multiple users can be configured to one Distribution Group. The changes will be captured when "Save" is selected. MANAGE USERS IN A EXISTING DISTRIBUTION GROUP 1. Select the Distribution Group 2. To add additional users/contacts, select "Find" and select the user/contact. Select "Add". User will appear under Existing Group Members 3. To remove a user from a Security Group, select the user and select "Remove". 4. Select "Save" to save Distribution Group changes DELETE A DISTRIBUTION GROUP 1. Select the Distribution Group. 2. Select "Delete". The Distribution Group will be removed from the Distribution Group Page and the customer's Global Address List. ALTERNATIVE END-USER VIEW DISTRIBUTION GROUP ADD Once set-up, administrators may also add users to the distribution list from Advanced Options in User Service Set-up of each individual user s account. 1. Select "Distribution Group Membership". The UC Management Centre will display all of the customer's distribution groups (including non-mail enabled groups). Check the distribution groups that the user will become a member. 2. To remove a user from a distribution group, un-check the selected group 3. Select "Apply changes" to save the change. The Distribution Group changes will be saved in the system when "Provision" is selected FORWARDING The forwarding feature allows the administrator to define a mailbox where all incoming mail will be automatically forwarded to. This feature may used when the user's name has changed and all s need to be directed to the user's new account. Only one forwarding address can be saved on the original user's profile. The UC Management Centre ensures that only -enabled objects can be set up as a forwarding address. 1. Select " Forwarding" Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 19

20 2. Search for the proposed account by adding the first characters of the user's name in the Forward Member field. To complete a "wildcard" search and retrieve all of the customer's -enabled objects (Users / Contacts / Distribution Groups & Public Folders), leave the Forward Member field blank 3. Select "Find". The UC Management Centre will display the results from the Forward Member search and will list the mail-enabled objects and their addresses 4. Select the required forwarding address, only one object can be selected at any time 5. If there is a requirement to save a copy of all forwarded s in the original user's mailbox, enable "Deliver message to both forwarding address and mailbox" 6. Select "Apply changes" to save the changes. The Forwarding Address change will be saved when "Provision" is selected. MAIL DISCLAIMERS The Service Administrator has the ability to create and manage the company's disclaimer. disclaimer will appear on all of the company's users outgoing . Once configured, the 1. Select the Services icon on the Menu Bar and select menu options Exchange > "Mail Disclaimer. The Mail Disclaimers screen will be displayed. 2. Enter a "Name" for the disclaimer message 3. Enter the company's "Disclaimer". The UC Management Centre displays a sample disclaimer template when selecting the Help icon. Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 20

21 4. Select the formatting settings for the paragraph. After changing a setting, the disclaimer content will updated to reflect the changes made. 5. Select the "Placement" settings: Append - The disclaimer will be inserted at the bottom of the message thread. Prepend - The disclaimer will be inserted above the text of the latest message. Note: Exchange does not verify and check whether previous disclaimers have been added to the message. 6. Select the "Behaviour" settings for the disclaimer when it cannot be inserted into the original message: Wrap - The original message is enclosed into a new message envelope with the disclaimer being inserted into the new message. Ignore - Allow original message to continue unmodified. No disclaimer is added. Reject - If the disclaimer can't be inserted into the original message, the message is rejected and Exchange will not deliver the message. The sender of the message receives a notification explaining why the message wasn't delivered. 7. Enable the "Separator" line. The disclaimer will be clearly separated from the main text with a horizontal separator line. 8. Specify whether the disclaimer should only appear on messages that are sent to external users (users that are not attached to the organization unit). If this field remains unchecked, the mail disclaimer will appear on all messages that are sent to external and internal users 9. Select "Save" to capture the changes. The disclaimer details will be sent to the provisioning engine. RESOURCE MAILBOXES Resource mailboxes represent resources that may be utilized in meetings. Projector and flipcharts. For example: Meeting Rooms, Overhead By allocating these resources with a mailbox, users can include them in meeting requests, creating an effective resource management tool and reducing the risk of resources being double-booked. When a meeting is booked with a resource mailbox, the invitee will receive an "Auto Accept" from the resource. Within the resource mailbox, the invite will be automatically directed to the "Delete Items" folder. All users within a customer will be able to manage the customer's resource mailboxes via Outlook & OWA. Service Administrators are granted the access to create, amend and remove resources from the customer's organizational unit. ADD A RESOURCE MAILBOX 1. Select the Services icon on the Menu Bar and select menu options Exchange >> "Resource Mailboxes. The Resources screen will be displayed. 2. Select "New Resource Mailbox" which is located in the "Resource Management" Tool Box. 3. Enter the "Display Name" for the Resource. This will appear in user's address list when selecting resources. Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 21

22 4. Select either "Room" or "Equipment": Room Resource Mailboxes are assigned to a meeting location. Equipment Resource Mailboxes are not room specific. Note: Once a resource type has been provisioned to a Resource, it cannot be amended. To change the type, the resource mailbox must be de-provisioned before a change can be made. 5. Select "Provision" to save the changes. MAILBOX RIGHTS The TELUS UC Management Centre allows administrators to configure users with various mailbox rights: Full Access - The delegated user can open and read the original user's mailbox. Send As permissions are not automatically applied. Any mail that is managed by the delegated user (send reply / forward mail) will have the delegated user's details populated in the "From Recipient" field Send As - The delegated user can send out mail with the original user's mail details appearing in the "From Recipient" field. From the target audience's perspective, it will appear that the has come direct from the original user and any responses will be sent direct to that user's inbox Receive As - On its own, this permission will not allow a user to enter the designated mailbox and take delivery of incoming mail. The permission is normally applied to a user, where the delegated user will log onto a mailbox using a custom application Multiple permissions can be assigned to a user at any given point of time. 1. Select "Mailbox Rights" 2. Enable the mailbox security rights that are to be applied to the delegated user(s) 3. Select "Find" to search for mail enabled users 4. Select the user(s) that are to be assigned with the permissions. Select "Add" 5. Select "Close" to hide the function. The selected users will be granted the additional mailbox permissions when "Provision" is selected Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 22

23 To add an additional permission to an existing delegated user enable the permission and re-select the user in the Member Search feature. The user will be updated with the additional mailbox permission. To remove a mailbox permission from a user; you must remove all permissions from the user, by enabling the user and selecting "Remove" TROUBLESHOOTING The following error message may arise when adding new mailbox rights: "Unable to retrieve the mailbox owner permissions. Server was unable to process request. ---> Could not find the AD object '<reference number>' using the samaccountname. ---> Object reference not set to an instance of an object." This error can appear when navigating to the Mailbox Rights section. The existing mailbox owner has been removed from the Active Directory and no longer exists. It is recommended that you removed the entry from the table using the "Remove" function. You can continue to add and provision new owners to the mailbox. SETTING DELEGATED USER PERMISSIONS IN OUTLOOK Granting "Full Mailbox Access" to a user does not mean that user can send s (send on behalf) from that mailbox. Additional permissions need to be granted to the delegated user. 1. Start Outlook. 2. Select Tools. 3. Select Options. 4. Select the "Delegates" tab and click on Add. 5. All objects that exist with the user's Global Address List will appear. Select and add the user(s) that are to be granted with specific mailbox permissions. Select OK 6. Grant the permissions to the user(s). To allow a delegated user to send s from the mailbox, the permissions should be set to either "Author" or "Editor" for "Inbox" permissions Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 23

24 7. Select OK. 8. Select OK to close the "Options" dialog. The delegated user can now send and reply to s that are in the original user's mailbox CONFIGURING TO ANOTHER USER'S MAILBOX IN OUTLOOK After a user has been assigned with delegated mailbox rights, they need to configure the mailbox to their own Outlook account. 1. Start Outlook 2. Select "Tools" 3. Select "Options" 4. Select the "Mail Setup" tab and click on Accounts 5. Select "Change..." Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 24

25 6. Select "More Settings" and click on the "Advanced Tab". Select "Add Enter the mailbox's User Name. Select "OK" Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 25

26 8. Select "OK", Outlook may display a warning message that states that you must log-out of Outlook for the changes to take effect. The user's Outlook Folder List will be updated with the user's mailbox. 9. Select "Next >" to capture all changes. 10. Select "Finish" 11. Select "Close" 12. Select "OK". The mailbox has been added to the user's Outlook account and the delegated user should now be able to manage all s in the selected user's mailbox. In case of problems managing / sending s, verify that the correct permissions have been applied to your user account. CONFIGURING OUTLOOK - "FROM BUTTON" In order for a user to "Send As' another user, their Outlook profile must be configured to show a From: button. default, Outlook does not show the From: button. In order to configure a user's Outlook profile to show the From: button: 1. Log-on to Outlook 2. Select "Options" 3. Select "Show From" 4. The user's Outlook screen will be updated, displaying the From: button By Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 26

27 EXCHANGE PUBLIC FOLDERS Exchange Public Folders are set up when TELUS Business Service is provisioned to your company. A root public folder will be created for the customer. The naming format of the root folder may appear in the format of either a) the primary domain name or b) short name of your company. The Public Folder screen is available to all administrators when TELUS Business Service is provisioned to a customer (or in the company view). The screen provides end-users with the ability to create manage and delete sub-public folders. The public folders will be displayed in Outlook under the Public Folder Menu. Public Folders can be mail enabled, allowing users to send directly to the Public Folder. All Public Folders can store up to a combined maximum limit of 100 MB of . Administrators will be notified upon reaching 80 MB. Administrators have access to manage Public Folders in Outlook. The Public Folder screen is split into three tabs: Folder Management Mail Permissions (only available to Exchange 2007 users) FOLDER MANAGEMENT CREATE PUBLIC FOLDER 1. Select the Services icon on the Menu Bar and select menu options Exchange >> Public Folders. The Public Folders screen will be displayed 2. Select the Root Public Folder Name; the Public Folder Management Tab will appear. The root public folder is created when TELUS Business Service was provisioned to the customer and normally appears as the Customer Short Name The root public folder cannot be deleted or renamed Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 27

28 3. Enter the new sub-folder's name 4. Select Create. The Public Folder tree structure will refresh and the new sub-folder will appear RENAME A SUB PUBLIC FOLDER The Root Public Folder cannot be renamed 1. Select the Public Folder that is to be renamed 2. Enter a new folder name 3. Select "Rename." The Public Folder tree structure will refresh and the new amended sub-folder's name will appear DELETE A SUB PUBLIC FOLDER The Root Public Folder cannot be deleted. from the customer. It will only be deleted when TELUS Business Service is de-provisioned 1. Select the Public Folder that is to be deleted 2. Select "Delete" 3. Select "OK". The Public Folder Folder tree structure will refresh and the deleted folder will be removed from the directory structure MAIL ENABLE A PUBLIC FOLDER All Public Folders can be mail enabled, where s can be sent directly to the Public Folder. have one primary address and multiple aliases. Each public folder can 1. Select the Public Folder that is to be mail enabled 2. Navigate to the "Mail" tab 3. Select "Enable Mail". The Public Folder address table will appear 4. Select "Add" 5. Enter an address for the Public Folder and select "Update" 6. Select "Save s" to capture the changes. The Public Folder is now mail enabled and "Send As" / "Hide from Address Book" permissions can be configured on the public folder (only applicable to Exchange 2007) DISABLE A MAIL ENABLED PUBLIC FOLDER 1. Select the required Public Folder 2. Navigate to the "Mail" tab 3. Select "Disable Mail". The Public Folder is now non-mail enabled PERMISSIONS Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 28

29 This Tab will only be displayed if the customer has been provisioned with Exchange Permissions applied will only be configured to the selected public folder. The permissions will not be inherited by any sub-folders of that public folder. REMOVE A PUBLIC FOLDER ADDRESS DETAILS FROM THE GLOBAL ADDRESS LIST The UC Management Centre allows the Administrator to control whether the public folder s address details are displayed on the Global Address List in Outlook. 1. Navigate to the "Permissions" Tab 2. Enable the "Hide from Address List" option 3. Select "Save Permissions" to save the changes. The Public folder will not appear in the customer's Global Address List 4. Note: If a Public Folder is set to "Hide from Address List", any users that have been given "Send As" permissions to the Public Folder will not be able to send mail using the Public Folder's address. The following error message appears: "You are not allowed to send this message because you are trying to send on behalf of another sender without permission to do so. Please verify that you are sending on behalf of the correct sender, or ask your system administrator to help you get the required permission." RESTRICT THE PUBLIC FOLDERS INCOMING MAIL TO USERS WITHIN ITS ORGANIZATION Public Folders can be configured to only accept incoming that is sent from users who are within the public folder's customer organization. This prevents the public folder from being inundated with external "spam" Navigate to the "Permissions" Tab 2. Enable the "Senders require authentication" option 3. Select "Save Permissions" to save the changes APPLY "SEND-AS" PERMISSIONS TO A PUBLIC FOLDER A Public Folder can be assigned with "Send As permissions where the assigned user can send out an with the Public Folder's details appearing as the "From Recipient". From the target audience's perspective, it will appear Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 29

30 that the has come direct from the Public Folder and any responses will be sent direct to the Public Folder's inbox. To enable 'From" option in Outlook, select here 1. Navigate to the "Permissions Tab" 2. Select "Find" to search for all mail enabled users. Select the user(s) that will be able to send using the Public Folder's address 3. Select "Add". To remove an existing user from the "Send As" Permission list, select the user and click "Remove" 4. Select "Save Permissions" to capture the changes Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 30

31 APPENDIX A: WIRELESS PROFILE SETTINGS (BES & MICROSOFT ACTIVESYNC ) TELUS Business Service BES Profile Settings Policies Device-Only Items: Default Basic password security Medium password security Medium password security with no application install Advanced password security Password Required: FALSE TRUE TRUE TRUE TRUE Allow Peer-to-Peer Messages: TRUE TRUE TRUE TRUE TRUE Minimum Password Length: 4 Null Maximum Password History User Can Disable Password: TRUE FALSE FALSE FALSE FALSE Maximum Security Timeout: minutes 30 minutes 10 minutes Maximum Password Age: days User Can Change Timeout: - - FALSE FALSE FALSE Password Pattern Checks: (used to enforce complexity in passwords) - - at least 1 alpha and 1 numeric character at least 1 alpha and 1 numeric character at least 1 alpha and 1 numeric character Enable Long-Term Timeout: - - TRUE TRUE TRUE Allow SMS: True (These can be set be TRUE TRUE TRUE TRUE TRUE audited if enabled) Enable WAP Config: TRUE TRUE TRUE TRUE TRUE Desktop-Only Items: Show Application Loader: TRUE TRUE TRUE FALSE TRUE Force Load Count: Auto Backup Enabled: TRUE TRUE TRUE TRUE TRUE Auto Backup Include All: TRUE TRUE TRUE TRUE TRUE Do Not Save Sent Messages: FALSE FALSE FALSE FALSE FALSE Common Policy Group: Lock Owner Info: Null IT Policy Notification: False Set Owner Info: Null Disable MMS: False Password Policy Group: Set Password Timeout: FALSE Set Maximum Password Attempts: Suppress Password Echo: - FALSE FALSE FALSE FALSE Maximum Password History: Security Policy Group: Disallow Third Party Application FALSE FALSE FALSE TRUE FALSE Download: Force Lock When Holstered: FALSE FALSE TRUE TRUE TRUE Disable Untrusted Certificate Use: FALSE FALSE TRUE TRUE TRUE Disabled Revoked Certificate Use: FALSE FALSE TRUE TRUE TRUE Disable Peer-to-Peer Normal Send: FALSE FALSE FALSE FALSE FALSE Disable Key Store Low Security: FALSE FALSE FALSE FALSE FALSE Allow Third Party Apps to Use Serial Port: Disable Invalid Certificate Use: False Certificate Status Maximum Expiry Time: 4 Disable Weak Certificate Use: False Disable Key Store Backup: False Certificate Status Cache Timeout: 1 Disable Unverified Certificate use: False Disable Stale Status Use: False Disable Cut/Copy/Paste: False Disable Radio When Cradled: False Disable Forwarding Between Services: False Disabled Unverified CRLs: False Disable 3DES Transport Crypto: False Disable Persisted Plain Text: False Disable IP Modem: False Allow Smart Card Password Caching: False TRUE TRUE TRUE FALSE TRUE Advanced password security with no enhanced features TRUE TRUE 4 6 FALSE 10 minutes 30 days FALSE at least 1 alpha and 1 numeric character TRUE TRUE TRUE FALSE 0 TRUE TRUE FALSE 20 5 FALSE 6 TRUE TRUE TRUE TRUE FALSE FALSE FALSE Need Mobile Hosted Exchange Technical Assistance? Call TELUS at Page 31