Hosted Microsoft Exchange Tutorial

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1 Hosted Microsoft Exchange Tutorial Welcome to Cbeyond s Hosted Microsoft Exchange, the premier enterprise-class and collaboration tool. Cbeyond s Hosted Microsoft Exchange provides you with the capability to expand your use of as your business grows. Hosted Microsoft Exchange arms you and your business with proven features including real-time mobile synchronization, shared company-wide calendars, as well as enhanced capabilities such as distribution lists, forwarding and Outlook Web Access, along with industry-leading anti-spam, anti-virus and anti-phishing protection from Cisco Ironport. 1

2 Accessing Hosted Microsoft Exchange Accessing Hosted Microsoft Exchange is easy. Simply log into CbeyondOnline using your Cbeyond user name and password, select Services, and then click . For your User ID and Password, refer to the automated you received from Cbeyond s Customer Support with the subject line Cbeyond Online Account Created. From there, select a domain by clicking the Manage Addresses button. It s that simple. Outlook Web Access: Users can also check via webmail from any computer with Internet access via the Webmail button or by going to webmail.cbeyondonline.net. 2

3 Overview of Hosted Microsoft Exchange Once inside Hosted Microsoft Exchange, you can set up mailboxes, change preferences and much more. All of the actions explained in the document can only be performed by users with administrative access except where noted. There are three main sections to help you set up and manage your Hosted Microsoft Exchange account. The first section is All Mailboxes. This is where you will set up, activate, deactivate, delete and manage your mailboxes. 3

4 The second section, the My Mailboxes tab, is where you or your users will manage your personal accounts. Here you will have Outlook Web Access, be able to change your password and download the free Microsoft Outlook Software. This section also provides your administrators an exact copy of what users will see when they log into Hosted Microsoft Exchange from Cbeyond Online. 4

5 The third section is the Global Address List. This is where you can manage distribution and contact lists accessible to your users and everyone in your company. 5

6 There are two types of mailboxes: Basic and Complete. Basic Mailboxes Basic Mailboxes are free and may be accessed from any computer with an Internet connection via an client such as Outlook Express or through Outlook Web Access, also known as webmail. You can access webmail by going to webmail.cbeyondonline.net. Users with Outlook Basic mailboxes have standard capabilities featuring robust anti-spam and anti-virus protection, as well as the ability to sort, file and store on their hard drives. Complete Mailboxes Complete Mailboxes, or Outlook Complete, is Cbeyond s most advanced and collaboration solution offering you 2GB of storage (with the option to upgrade to 10GB), shared calendars with busy/free visibility and real-time mobile synchronization to help you maximize employee productivity in the office and on the go. Complete mailboxes also offer enhanced capabilities such as distribution lists, forwarding, and Outlook Web Access, and industry-leading anti-spam, anti-virus, and anti-phishing protection from Cisco Ironport. There is no additional charge for synchronizing your Cbeyond mobile phone into your Complete mailboxes. You simply need a Smart Phone to utilize Hosted Microsoft Exchange such as a Blackberry device, Motorola Q or other Active Sync Smart Phone. Refer to an automated you received from Cbeyond with Blackberry Device Activation Instructions or Windows Mobile Device Activation Instructions in the subject line for information on how to synchronize your mobile device. 6

7 Setting Up a Basic or Complete Mailbox In the All Mailboxes tab, select a mailbox type from the Create Mailbox dropdown menu. You have the option of creating a basic or complete mailbox. Once you have made your selection, click the create button. Note: If you do not have any unused Complete mailboxes available, you will be charged an additional $10 per month for each mailbox you create. A message underneath the Create Mailbox dropdown menu will tell you how many you have available. (To select our most advanced and collaboration tool, Outlook Complete, select Complete in the drop down list in the adjacent to Create Mailbox and click the create mailbox button.) 7

8 When you have selected the kind of mailbox you prefer, fill in the required fields including the owner, address and password, and then click the save button. The mailbox password must contain: 8-12 characters at least one uppercase letter at least one lowercase letter at least one number If you wish to have all mail sent to this mailbox forwarded to another address in your global address list, please click forward all to and select an address. Note that a contact must first be added to your global address list for this option to function. If you do not wish to leave a copy of the forwarded in this mailbox, please un-check this option. 8

9 In the Cbeyond Online section, you can associate the mailbox with an existing or new Cbeyond Online user. This association allows the Cbeyond Online user to manage preferences for the mailbox via Cbeyond Online. Select the desired CbeyondOnline User from the dropdown menu. 9

10 To save, click the update button at the bottom of the page. The CbeyondOnline user will now be able to view and edit the settings for this mailbox through their CbeyondOnline employee account. Click the Aliases tab to enter additional addresses for the mailbox. addresses or aliases follow the same formatting rules just mentioned. Click apply when you are finished. The alias will now appear in the table below. Click the update button at the bottom of the page to save. You will receive a notification when an address is already being used on your domain. 10

11 You may upgrade a Basic mailbox to a Complete mailbox at any time. To upgrade a Basic mailbox to a Complete mailbox, click the pencil icon in the Manage column next to the Basic mailbox you wish to upgrade. Then select the upgrade checkbox under the Type section. Once you have selected to upgrade a Basic mailbox to a Complete mailbox, you will immediately receive a purchase confirmation pop-up. Click yes to confirm the upgrade. Then click save when you are finished. 11

12 To increase storage for an existing Complete Mailbox, click the mailbox s manage pencil icon, select the amount of storage desired, then click the save button. Additional charges for increased storage will be reflected on your monthly Cbeyond bill. When you are ready to return to the All Mailboxes page, click update to store all of your changes, including updates you have made within the aliases tab, contact information and mailbox sections. 12

13 Mobile Device Synchronization After completing the required fields, you can synchronize the Complete mailbox with a Cbeyond mobile device. When you synchronize a Complete mailbox with a Cbeyond mobile device, the mailbox owner will receive an with activation instructions. The subject of the will either be Blackberry Device Activation Instructions or Windows Mobile Device Activation Instructions. Cbeyond mobile devices include Blackberry devices, and Windows Mobile Smart Phones. To synchronize a Complete mailbox with a Cbeyond mobile device, click the Mobile tab the Edit mailbox screen. 13

14 Select the checkbox saying This mailbox uses a Cbeyond Mobile Device. Select a mobile number from the dropdown menu that appears. 14

15 Click the update button at the bottom of the screen to save your selection. 15

16 Microsoft Office Outlook 2007 Now that you have mailboxes set up for your domain, click the My Mailboxes tab. This section provides a view where all of your users can access their personal and change their passwords. Here, Complete mailbox users can download Microsoft Outlook 2007 which will install Microsoft Outlook For Basic customers, the download configures the following clients: Microsoft Outlook 2003 Microsoft Outlook 2007 Microsoft Outlook Express Windows Live Mail Windows Mail To download Microsoft Office Outlook 2007, click the Download Now button. The download requires an average of 20 minutes depending on your Internet speed. After you begin the download, you may continue working in all areas of Cbeyond Online. Once you install the Microsoft Outlook 2007 software, you may need to make minor setting changes to your Outlook Client in order to connect to your old s. Though your old s are still available, they will not be visible through your new Outlook Complete account until these settings are in place. Refer to the Cbeyond Enhancements that will benefit your business article in the Find it-fast Answer Center on CbeyondOnline for more information on making these quick and easy setting changes. 16

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18 Global Address List Setup A Global Address List is made up of contacts, distribution lists, company mailboxes and their aliases. Contacts are people, places and things that have an associated address. Contacts are not required to have a mailbox on your domain. Distribution Lists, also known as mailing lists, are groups of contacts that users can at the same time. If a contact does not have a mailbox on your domain, the contact may only be viewed in the Contacts section of the Global Address List. Please note that any revisions you make using the All Mailboxes tab will automatically update all applicable fields, including the table in the Global Address List. To add a new contact, click the Global Address List tab. 18

19 In the Create Mailbox area, select Contact from the dropdown menu and click the create button. Enter the required information including the contact s last name and address. Remember the address must not use your current domain. 19

20 ear in your Global Address List List. To delete a contact, simply ply click the Your new contact will now appear delete icon. Note that mailboxes on your domain must be deleted from the All Mailboxes page. Managing a Mailbox There are three main things you can do to manage a mailbox: Add or change general information, Deactivate the mailbox, and Delete the mailbox. Deactivate a mailbox when you want to disable login and access to the mailbox but keep the , data and associated storage. Cbeyond will continue to bill you for all ass associated ociated charges. However, the owner er will not be able to login and access the mailbox. Delete a mailbox when you want to permanently delete all , data and associated storage. Cbeyond will no longer bill you for deleted mailboxes and their associated charges. Deactivating or Deleting a Mailbox Mailbox: To make a change, go to All Mailboxes and click on the button adjacent to the mailbox for the account you wish to update. You can deactivate a mailbox by clicking on the icon in the Active column. The mailbox name and data turns gray whil while e the button on the far right turns yellow to indicate that the mailbox is now deactivated. You may reactivate the mailbox at anytime by clicking the button in the Active column. Click on the icon in the Delete column next to the mailbox that you want wan to delete. 20

21 Note that it may take up to three (3) days to permanently delete Complete mailboxes and to see the changes reflected on your monthly Cbeyond bill. Therefore, these changes will not appear immediately. When you click the delete button to delete a Complete Mailbox, you ll receive a notification asking whether you would like to: or: purge the Complete mailbox including associated , data and storage and add it to your total number of unused Complete mailboxes. permanently delete the Complete mailbox including all , data and additional storage associated with it remove associated charges from your bill By purging the Complete mailbox, you retain the mailbox for future use and will continue to be billed for the Complete mailbox. Make your final selection by clicking the appropriate choice on the notification screen to complete your task. When you Delete a Basic Mailbox, a window pops up to ask you to confirm your Delete request. Remember that when you delete a mailbox, you delete all of the s associated with this mailbox. Once you click delete to confirm, the Basic Mailbox is immediately deleted from the screen and your system. Change a Password From the My Mailboxes tab, you or your users can change their password at anytime. To create or change a password, select an address and enter a new password in the space provided. Re-enter the new password and click on the change button. To clear the password fields and restore the existing password, simply click the clear button. 21

22 Distribution List Setup After you create contacts in your Global Address List, you can group them into distribution lists. To create a new distribution list, click Distribution List from the Create dropdown and then click the create button. In the Create New area, select Distribution List from the dropdown menu and click the create button. 22

23 Enter the distribution list address and display name. Select a List Manager for the list this person will be able to edit the distribution list if they are an Outlook Complete user. Assign members to the new list by selecting and dragging contacts from the Unassigned column to the Assigned column. You must assign at least 2 contacts to continue. When finished, click the save button. Click the internal only checkbox if you do not want the distribution list to receive from senders outside your company. Your new distribution list will now appear in your Global Address List. Click the Show Assignments link for a specific distribution list to see all members that are assigned to that distribution list. To delete a distribution list, simply click the delete icon. You can add, delete and edit addresses on your distribution lists. You can assign people to distribution lists by dragging addresses to the desired Assigned and Unassigned column. Do the reverse to remove contacts from a distribution list. 23

24 Managing Contact Lists You can change or delete information for a contact in your Global Address List. To manage information for a specific contact, click the manage icon for the contact you wish to change. To delete a contact, click the delete icon for the contact you wish to delete. A window will pop up to confirm your delete request. Once confirmed, your contact will be permanently deleted from the contact list and your Hosted Microsoft Exchange account. 24

25 Congratulations You have completed this tutorial and are ready to proceed with setting up your Hosted Microsoft Exchange account. We hope you have found this tutorial helpful, and that you now feel confident to use Cbeyond s Hosted Microsoft Exchange to help your company stay connected. A video version of this tutorial is available here: More tutorials about Outlook Web Access and Outlook 2007 are available here: p_accessibility=0&p_redirect=&p_lva=97&p_sp=cf9zcmnoptemcf9zb3j0x2j5pszwx2dyawrzb3j0pszw X3Jvd19jbnQ9MTMsMTMmcF9wcm9kcz0wJnBfY2F0cz0mcF9. Big solutions for growing your small business. 25