How To Export Data From Exchange To A Mailbox On A Pc Or Macintosh (For Free) With A Gpl Or Ipa (For A Free) Or Ipo (For Cheap) With An Outlook 2003 Or Outlook 2007 (For An Ub

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1 Exchange Client Quick Start Guide GAPC Hosted Exchange Client Guide Page 1 of 12

2 Client Requirements Hosted Exchange requires Outlook 2003 and Windows XP for MAPI access to your hosted Exchange mailboxes, which is achieved through the use of RPC over HTTPS. Client connections are made in cached mode and tunneled via an SSL connection to our servers, which provides security as well as performance benefits. Previous operating systems, such as Windows 2000, and previous versions of Outlook, such as Outlook 2002, do not support RCP over HTTP. In these cases or if you choose to use other clients, then you may use IMAP or POP3 protocols to access your . If you have Outlook 2003 or Outlook 2007, please skip to Exporting Your Data From Exchange Installing Outlook 2003 Your hosted account includes Microsoft Outlook 2003 with SP2. There are two ways to obtain a copy of the software, either download the ISO image from the Exchange Control Panel or request a master CD to be mailed to you. If you choose to download the ISO image, use your favorite CD-burning software to create setup CD's for your users. The CD contains Outlook 2003, Microsoft Office SP2 (required) and additional updates that may be required. The installer automates the installation process and requires minimal interaction, allowing you to quickly deploy Outlook 2003 in your environment. GAPC Hosted Exchange Client Guide Page 2 of 12

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4 Exporting Data from Exchange If you currently have an Exchange mailbox, you can export the mailbox to a.pst file for import later. Log in to the Exchange mailbox, select File > Import and Export > Export to a file Select Personal Folder File (.pst) and click Next GAPC Hosted Exchange Client Guide Page 4 of 12

5 Select the topmost folder you wish to export. If you select the one that begins with "Mailbox" and check "Include Subfolders", then this will export your entire mailbox. Choose a file name and path where you want the data to be exported. Remember where this file is for later import. GAPC Hosted Exchange Client Guide Page 5 of 12

6 Since this file is only being used for temporary export I import, we recommend you use no encryption for speed and compatibility. Choose OK to complete the export. Note: This same procedure can be used to backup your existing Exchange Public Folder tree to a.pst file for importing later. Instead of highlighting a mailbox, highlight the Public Folders hierarchy. This export and later import needs only to occur once. GAPC Hosted Exchange Client Guide Page 6 of 12

7 Configuring Outlook 2003 Each user has a customized Outlook 2003 PRF file for use in auto-configuring their client. The administrator or each user can log in to the Exchange web interface using their address and password. This gives each user the ability to change their own password, update personal information and download their customized Outlook Configuration file. The import creates a new profile for the user. This behavior is configurable in Control Panel > Mail. GAPC Hosted Exchange Client Guide Page 7 of 12

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10 Once your users enter their address for username and a valid password, they will have full access to their mailbox. Note that the initial account setup prompts twice for authentication, but all future logins will only prompt one time. Importing Your Data Now that your old data is stored in pst files and your new Outlook 2003 client is setup, all that remains is importing your data into your new hosted Exchange mailbox. Open Outlook 2003 and login to a mailbox. Select File > Import and Export > Import from another program or file. GAPC Hosted Exchange Client Guide Page 10 of 12

11 Select Personal Folder File (.pst) and click Next. Use the browse button to navigate to the location of the.pst file you saved earlier during export. GAPC Hosted Exchange Client Guide Page 11 of 12

12 Choose the mailbox you wish to import the data into and select to include subfolders. The import will then copy items in the local cached copy of hosted Exchange mailbox. To complete the import process to the server. you must then click the "Send/Receive" button to synchronize your mailbox items. This may take some time to finish depending on the size of the mailbox and number of items. Note: Follow this same procedure for your organization's Public Folders. GAPC Hosted Exchange Client Guide Page 12 of 12