HOSTED MICROSOFT EXCHANGE

HOSTED MICROSOFT EXCHANGE HOSTED MICROSOFT EXCHANGE (HME) can be accessed via Outlook Web Access (OWA) anytime, anywhere you have access to the Internet. OUTLOOK WEB ACCESS - Log in with your HME username and password at mail.cbeyond.com OVERVIEW Cbeyond Basic email comes with: Up to 10 Outlook Basic email boxes at no additional charge 500MB of storage per email box 50MB capacity limit per email message* Anywhere access to your Webmail Account with Outlook Web Access IMAP and POP3 supported protocol IronPort Spam/Anti-virus protection for computer viruses and unwanted email messages Outlook Complete includes: Wireless sync with your smartphone+ 25GB of storage++ Calendar share Free Microsoft Outlook 2010 Software or Microsoft 2011 for Macs Outlook Basic email service is compatible with any POP or IMAP email clients, recommended clients are: Microsoft Outlook 2007, 2010, 2011 Microsoft Outlook Express v5.0 or later Mac OS X Mail 10.6 or later Windows Mail * 50 MB file limit is for Cbeyond to Cbeyond email communications. Other providers may have smaller size limits that may cause 50MB email attachments to be rejected. + Mobile Sync for non-cbeyond devices requires additional charge. ++ Unlimited storage available. Copyright 2012 Page 1

SETUP INSTRUCTIONS THERE ARE TWO PARTS TO SETTING UP YOUR CBEYOND HOSTED MICROSOFT EXCHANGE ACCOUNT: 1. Setting up your Cbeyond email 2. Migrating your email from a previous provider (optional) HOW TO SET UP Step 1 Step 2 Step 3 SETTING UP YOUR CBEYOND EMAIL IS A TWO-PART PROCESS. 1. Log into CbeyondOnline and create the email addresses for your employees. 2. Each email user will need to configure their individual email client. Log into CbeyondOnline. (www.cbeyondonline.net) Select SERVICES EMAIL. If you wish to filter email boxes by domain, select the domain from the Currently Displaying drop-down list that you will be using to create your email address. Please note: In order to create a Complete mailbox, you must have unused Complete mailboxes available. Messages in this section will tell you how many you have available. If you do not have any, it will cost $10/month for each additional Complete mailbox. Step 4 Select Mailbox Basic - OR - Mailbox Complete from the Create drop-down menu to create a new email box for the type you need. Step 5 Enter the required information for every employee you want to receive Cbeyond email. You will receive an email with the email address and password you set up. Provide this information to the employee. Required information: First Name, Last Name Email address defaults to first.last@domain Passwords must be eight characters and must include at least one upper-case letter, one lower-case letter and a number. CBEYOND PRODUCT OUTLOOK BASIC OUTLOOK COMPLETE FEATURES WEB/POP/IMAP EMAIL ACCESS, 500MB STORAGE. BASIC + 25GB STORAGE, INCREASE TO UNLIMITED AVAILABLE, OUTLOOK CLIENT, MOBILE INTEGRATION, CALENDAR FREE/BUSY Please note: It is important that you create all your mailboxes before making any changes to your DNS records. FOR COMPLETE MAILBOXES - If this email box will also be accessed from a smartphone, click on the Mobile tab and select the checkbox and choose the appropriate option button. To sync with a non-cbeyond mobile device, you will be prompted to add HME Mobile Sync, which is $5 per month per mailbox. The $5 per month fee is waived for BeyondMobile customers. Step 6 Click save REPEAT PROCESS FOR EACH NEW USER? Go to CbeyondOnline s FIND-IT-FAST Answer Center and use keyword HOSTED MICROSOFT Copyright 2012 Page 2

HOW TO SET UP Step 1 MIGRATING YOUR EMAIL FROM A PREVIOUS PROVIDER In order to migrate mail from a previous provider account to your Hosted Microsoft Exchange account you will need. These instructions apply to HME Complete mailboxes only. If you have a Basic mailbox, please contact your LAN vendor for migration instructions: Your CbeyondOnline administrator email address and password. These should have been emailed to the administrator on your account. If you cannot log in, call 1-866-424-5100 for help. Access to your previous provider s email account, including the Web address you use for checking mail, your previous provider email address, user name and password. Your login information from your previous domain name provider MIGRATING YOUR EMAIL FROM A PREVIOUS PROVIDER ACCOUNT IS A SIX-PART PROCESS. 1. Change your MX records to point to Cbeyond. 2. Set Email Forwarding and Auto-Reply in your current mailbox (if not the same domain). 3. Export your existing email (if necessary). 4. Download and install Outlook 2010 or connect Outlook to your new mailbox. 5. Connect Outlook to your old account and import your email to your new mailbox (if necessary). 6. Phase out your old mailbox. CHANGE YOUR MX RECORDS TO POINT TO CBEYOND. After you have created your Cbeyond mailboxes, you need to update your MX records to point to Cbeyond in order for email to be sent to your Cbeyond account: NOTE: CONTACT YOUR EMAIL AND WEBSITE HOSTING PROVIDER AND REQUEST THAT THEY CHANGE YOUR MX RECORD TO THE RECORD LISTED BELOW: These settings are for your email only; they will not affect any website you have set up. If you have an existing website that you would like to move to Cbeyond, contact us at 1-866-424-9228 and have our technicians help you through the appropriate process. Source domainname.com Type Priority Destination MX 10 mx1.cbeyond.com domainname.com MX 20 mx2.cbeyond.com Step 2 NOTE: Replace domainname.com in the source strings in the preceding table with your company domain name. Set Email Forwarding and Auto-Reply in your previous provider account. IMPORTANT: You only need to do this if you are moving to a new domain. If you are keeping a previous domain name (e.g., yourcompany.com), you do not need to complete this section If you want to create a new domain and still want to receive your email, we recommend you log onto your previous email provider's account and set the following: Set Email Forwarding to configure your previous provider account to forward your emails to Cbeyond. Set Auto-Reply (also known as vacation reply or automatic response) and configure your account to automatically send a message to people who send email to your previous provider account. NOTE: Make sure your message provides your new email address and requests the sender send all future emails to this new address. Repeat these steps for each email account as needed, making sure each old account forwards email to its new Cbeyond email account? Go to CbeyondOnline s FIND-IT-FAST Answer Center and use keyword HOSTED MICROSOFT Copyright 2012 Page 3

Step 3 Step 4 If you were using Microsoft Outlook prior to Cbeyond, we recommend exporting the email from your previous provider account. If you were not using Microsoft Outlook prior to Cbeyond, skip to Step 4. Open Microsoft Outlook and select FILE FROM THE MENU IMPORT AND EXPORT. Select EXPORT TO A FILE and click NEXT. Select Personal folder file (.pst) and click NEXT. S e l e c t t h e fo l d e r s fro m w h i c h yo u w a n t t o e x p o r t ( e. g.,c a l e n d a r,c o n t a c t s, in b ox ) ; b e s u re to check the "INCLUDE SUBFOLDERS" checkbox and click NEXT. Click the BROWSE b u t t o n t o s e l e c t a lo c a t i o n yo u w a n t t o s ave t h e fi l e.e n t e r a fi l e n a m e fo r the.pst and then click OK. S e l e c t t h e lo c a t i o n w h e re yo u w a n t t o s ave t h e.pst and click OK. Select DO NOT EXPORT DUPLICATE ITEMS a n d click FINISH. In the NAME field, type a display name for the.pst folder and click OK. NOTE: A password is not required. If you want to password-protect your backup, insert a new password and verify. The export process will begin. NOTE: When the process is complete you can verify that your.pst was exported by going to the location in which you saved it. Download and install Microsoft Outlook Visit the knowledge base web page for installation instructions:? Go to CbeyondOnline s FIND-IT-FAST Answer Center and use keyword HOSTED MICROSOFT Copyright 2012 Page 4

Step 5 IMPORT YOUR PREVIOUS PROVIDER'S EMAIL INTO YOUR NEW OUTLOOK 2010 Go to the File tab, click OPEN, and then click on IMPORT. In the IMPORT/EXPORT WIZARD, select IMPORT FROM ANOTHER FILE OR PROGRAM and click NEXT. SELECT OUTLOOK DATA FILE (.pst) and click NEXT. SELECT THE FILE you wish to import and SELECT DO NOT IMPORT DUPLICATES and click NEXT. It may ask you to enter a password for the backup file. Select whichever password you would like to use and click OK. Now SELECT THE FOLDER YOU would like to IMPORT. Make sure to check INCLUDE SUBFOLDERS. You can then choose which folder you would like to import it to. Click NEXT and you will be finished. CONFIGURE OUTOOK 2010 TO CONNECT TO YOUR PREVIOUS PROVIDER In Outlook, click on FILE and then INFO and then ACCOUNT SETTINGS. On the EMAIL tab, click NEW. Select MANUALLY CONFIGURE SERVER SETTINGS OR ADDITIONAL SERVER TYPES, and then click NEXT. In CHOOSE EMAIL SERVICE, select INTERNET EMAIL, and click NEXT. In INTERNET EMAIL SETTINGS, enter the appropriate previous provider account details into the requested fields for the user and login information. For server information, use the following values for your Post Office Protocol (POP) and Simple Mail Transfer Protocol (SMTP) server names: Type [OldPOPServer] into the Incoming mail server field. Type [OldSMTPServer] into the Outgoing mail server (SMTP) field. NOTE: Companies occasionally change their POP and SMTP server names. Contact previous provider support if you need additional help locating their mail servers. Click MORE SETTINGS. Select the OUTGOING SERVER TAB and select MY OUTGOING SERVER (SMTP) REQUIRES AUTHENTICATION. NOTE: Only use this if the old ISP s SMTP server required authentication; otherwise, delete this. Click OK to return to the email wizard.? Go to CbeyondOnline s FIND-IT-FAST Answer Center and use keyword HOSTED MICROSOFT Copyright 2012 Page 5

Step 6 When you have configured everything properly, click TEST ACCOUNT SETTINGS to confirm that Outlook can connect to your previous provider's mail servers. Click NEXT and click FINISH to complete the email wizard. Your previous provider's email will appear as a new entry in Outlook s EMAIL ACCOUNTS listing. Click CLOSE to dismiss the ACCOUNT SETTINGS window. PHASE OUT YOUR PREVIOUS PROVIDER ACCOUNT Confirm that your Cbeyond account is fully functional and you have performed the following tasks: Your Cbeyond account is activated and email mailboxes have been created for all of your employees. You have downloaded Outlook for a Complete mailbox and have configured it to connect to your Cbeyond account. Your previous provider's account is configured to automatically forward new email to Cbeyond if you're using a different domain than your previous provider, and you have an auto-reply message requesting that people contact you at your new Cbeyond account. You connected Outlook to your previous provider's account, and downloaded your email from your previous provider. If you have exported your email from your previous provder to a.pst file and imported it to your Cbeyond HME complete email account. If you have a mobile device, you have configured it to work with your Cbeyond account. If you have registered a domain name (such as contoso.com ) and want to use it with your Cbeyond account, you added your domain name to your account, created email aliases that use your domain name, and changed the DNS records accordingly. At this time, if you no longer want to use your previous provider's account, contact your previous provider to close it. NOTE: To minimize any disturbance in communications, we recommend that you wait to close your previous provider account until you are confident that all your contacts are using your new Cbeyond email to communicate with you. Before canceling your account, remove the previous provider s email account from Outlook. FOR MORE INFORMATION Determine where a local.pst file is: http://office.microsoft.com/en-us/outlook/ha012328051033.aspx?pid=ch102499831033#2 Import your messages and address book from Eudora 6.x: http://office.microsoft.com/en-us/outlook/ha011391911033.aspx?pid=ch063566561033? Go to CbeyondOnline s FIND-IT-FAST Answer Center and use keyword HOSTED MICROSOFT Copyright 2012 Page 6