Migrating Your Old Email to TELUS This document introduces you to two processes of migrating mail from your old email service account to your new Microsoft email service with TELUS. End User Initiated Migration using Outlook (client level) Administrator Initiated Migration (admin level using the UC Management Centre) Important You should follow the procedures in this document in the order they are listed. Doing so will provide a smooth migration. If you need help, please contact us by email at cidc.support@telus.com or by calling 1-855-328-6300. 1. End User Initiated Migration using Outlook What You Need to Get Started In order to migrate your email from your old service provider to TELUS, you will need: 1. Your username and password to the TELUS UC Management Centre, which was included in the welcome email that you received you after ordering your Microsoft service. 2. Access to your old email service, including the Web address you use for checking email, your e-mail address, user name, and password. This migration process is divided into the following nine steps. Complete the following procedures for each of the steps in the migration process: Activate your new TELUS Service Using a Web browser, navigate to the TELUS UC Management Center, to setup Business Email for your user.
Set up users 1. Step through the set process outlined in the UC Management Customer Admin Guide to set up new users. You can either add users one by one or to save time use our bulk upload tool. Set up mailboxes to users 1. Step through the set process outlined in the Business Email Setup Guide 2. When you have finished, make sure to forward the new mailbox information to the user. 3. Repeat these steps to add each additional user. Set Email Forwarding & Auto-Reply in Your Old Email to Your New TELUS Email Log on to your old email service and set the following: 1. Set email forwarding to configure your old email service to forward your e-mails to new TELUS email service using the alternate Domain Name address provided (for example username@companyname.telus.biz ). 2. Set Auto-Reply (also known as vacation-reply or automatic response) and configure your account to automatically send a message to people who send e-mail to your old email service. Make sure your message provides your new e-mail address and requests the sender send all future e-mails to this new address. Contact your old email provider if you need assistance with this process. 3. Repeat this step for each e-mail account, making sure each old account forwards mail to their new TELUS e-mail service. At this point, your TELUS e-mail accounts have been set up, and you are forwarding emails from your old email service to your new TELUS service. You are now ready to connect Microsoft Outlook to your new account. Download and Install Outlook Have each user download and install Outlook onto their computer. 1. Log into the UC Management Centre, using their credentials at https://telus.com/manageuc
2. From the Home Page, click the Services tab, then select Exchange, then select Download Outlook. If you don t see the download link, ensure that you have the Business Email Professional plan provisioned. 3. Follow the instructions to download and install Microsoft Outlook 2010 onto your computer. To learn more about how Outlook works with your new TELUS Business Email service, watch the following video. Connect Outlook to Your New TELUS Email Outlook 2010 (Windows) 1. Select Services from the top menu bar and select Exchange and then Outlook Configuration from the drop-down menus. 2. Select a connection protocol that Outlook will use for accessing your mail account. 3. Select your desired Exchange Cached Mode 4. Select and Download the appropriate executable file either Outlook Profile Setup or PRF Only. 5. When the download is complete, run the executable. The executable configures your Outlook mail client profile and installs the Outlook Autologin application on your computer. The Outlook Autologin application automatically verifies your Outlook credentials each time you access Outlook. You can use the Outlook Autologin application to change the configuration of your Outlook profile any time after the setup is complete. The executable checks to see if there is an existing profile for your mail client. If no profile is found, the program creates a new profile using defaults. If a profile is found, the program displays a dialog box with the following settings: Profile Name. A default profile name. You can overwrite any existing profile by selecting Existing Profile or you can type a new profile name. Outlook Options. For Outlook, this option is enabled; for previous versions of Outlook, it is disabled. Options include: o Local Copy. If checked, Outlook is configured with the Local Copy option enabled. o Connect Using HTTP. If checked Outlook is configured to connect using HTTP. Outlook 2011 (Mac) 1. Open Microsoft Outlook 2011. 2. Click on the Tools menu and select Accounts. The Accounts dialogue box will open. Click on the Add button in the lower right-hand corner. 3. Select Exchange. 4. Enter your email address. 5. Under Authentication, ensure that the Method field is set to User Name and Password and enter your credentials in the following format: 6. User Name: Your email address as in step 5. 7. Password: Your password
8. Uncheck Configure Automatically to bring up the Server field. Enter the following server address: <mail.exchange.telus.com> 9. Click Add Account. Once your account has been configured successfully it will appear in the left pane of the Accounts dialogue box and your messages and data will begin to download. You will know that your account is connected when the indicator next to your account name turns green. Note: For setup instructions for other email clients, refer to the Business Email Desktop Configuration Guide. Connect Outlook to Your Old Email 1. In Outlook, on the Tools menu, click Account Settings 2. On the E-mail tab, click New 3. The Add New E-mail Account wizard appears. Confirm that Microsoft Exchange, POP3, IMAP, or HTTP is selected, and click Next. 4. In Auto Account Setup, select Manually configure server settings or additional server types, and then click Next. 5. In Choose E-mail Service, select Internet E-mail, and then click Next. 6. In Internet E-mail Settings, enter the appropriate account details into the requested fields for the user and log on information. 7. For server information, use the following values for your Post Office Protocol (POP) and Simple Mail Transfer Protocol (SMTP) server names: 1. Type Old Email POP Server into the Incoming mail server field. 2. Type Old Email SMTP Server into the Outgoing mail server (SMTP) field. Note Email providers occasionally change their POP and SMTP server names. Contact your old email service support if you need additional help locating their mail servers. 8. Click More Settings 1. Select the Outgoing Server tab, and select My outgoing server (SMTP) requires authentication. 2. Click OK to return to the mail wizard. 9. When you have configured everything properly, click Test Account Settings to confirm that Outlook can connect to your old email servers. 10. Click Next, and click Finish to complete the e-mail wizard. 11. Your old e-mail will appear as a new entry in Outlook s E-mail Accounts listing. Click Close to dismiss the Account Settings window. 12. Outlook will connect to your old account and download your saved email messages to a.pst file on your local computer.
Migrate to Your New TELUS EMAIL If you have been using a Microsoft Outlook client to manage your e-mail, follow these steps to migrate your mail to TELUS. If you were previously using Microsoft Outlook to connect to your old mail account, then your messages are stored in a.pst file on your local computer. 1. From your new TELUS mailbox, select the File tab in Outlook, select Open, click Outlook Data File, and then select your old.pst file. If there are multiple folders, you can open each one and then return to this menu to close and open another one until you find your file. 2. If you do not see any.pst files, then it is not located in its default location on the hard disk. You will need to search to find it. How you locate the file depends on your operating system: 1. If you are running Microsoft Windows XP, click the Start menu, choose Search, select all files and folders, type *.pst in the all or part of the file name field, and then click Search. 2. If you are running Windows Vista or Windows 7, click the Windows icon, type *.pst in the Start Search field, and then click Search Everywhere. 3. Once you have located the.pst file, sign in to Outlook 2010 using your new TELUS email account. 4. Select the File tab. 5. Select Open. 6. Click Outlook Data File, and then navigate to the.pst file you found in the previous step. 7. Outlook will open your locally stored mail. You are now ready to move your contacts, calendar, tasks, and messages from your old local.pst file to your new TELUS service. 1. In Outlook, click the folder icon in the lower-left side of the screen to see a folder view. 2. If you want to copy your contacts, click Contacts, select a single contact, press CTRL+A to select all of them, and then drag them to the Contacts folder. 3. If you want to copy your calendar, click Calendar, and choose View, Current view, View all Appointments, highlight one appointment, and then press CTRL+A to select all appointments. Drag them onto the Calendar icon under Mailbox. 4. To copy your e-mail, highlight one e-mail message, press CTRL+A to select all e- mail, and then drag it to your inbox under Mailbox at the top of your mail items. 5. To copy your tasks, highlight one task, press CTRL+A to select all tasks, and then drag them to your tasks under Mailbox at the top of your mail items. 6. To copy any additional e-mail folders, select the folder and drag it onto Mailbox at the top of your mail items.
Connect Smartphone to Your New TELUS EMAIL TELUS supports synchronization to many mobile devices including Blackberry, Apple iphone, Windows Phone, and Google Android. Each device has different procedures for connecting to email server at TELUS. If you are using a mobile Smartphone and want to synchronize it with your TELUS service, please refer to the Mobile Device Configuration Guide. (OPTIONAL) Setup Custom Domain to Your New TELUS Email This is used by people who already have registered a Domain ( companyname.com ) and want to use it with their new TELUS service. To provide us with your custom Domain, please call us at 1-855-328-6300 and we will gladly add it to your account. IMPORTANT Once TELUS has added your custom Domain to your account, you must contact your Domain registration company and request that they change the list of MX records as shown in the following table. This will ensure that emails sent to your custom Domain flows to your new TELUS service. To ensure email is not lost, make sure you create mailbox accounts for every person who needs one before switching your company Domain Name to use your TELUS account. If your company domain (DNS) records are redirected to TELUS before all mailboxes are created, messages that are sent to people who do not have a mailbox will bounce. The following settings are for your e-mail only; they will not affect any Web site you have set up with your Domain. Source Type Priority Destination West (BC & AB) domainname.com MX 10 mx11.exchange.telus.com domainname.com MX 20 mx12.exchange.telus.com domainname.com MX 30 mx13.exchange.telus.com Domainname.com MX 40 mx14.exchange.telus.com autodiscover.domainname. com CNAME Autodiscover.exchange.telus.c om mail.domainname.com CNAME Mail.exchange.telus.com East (ON) domainname.com MX 30 mx13.exchange.telus.com domainname.com MX 40 mx14.exchange.telus.com
domainname.com MX 10 mx11.exchange.telus.com Domainname.com MX 20 mx12.exchange.telus.com autodiscover.domainname. com CNAME Autodiscover.exchange.telus.c om mail.domainname.com CNAME Mail.exchange.telus.com East (QC) domainname.com MX 40 mx14.exchange.telus.com domainname.com MX 30 mx13.exchange.telus.com domainname.com MX 10 mx11.exchange.telus.com Domainname.com MX 20 mx12.exchange.telus.com autodiscover.domainname. com CNAME Autodiscover.exchange.telus.c om mail.domainname.com CNAME Mail.exchange.telus.com Phase out Your Old Email 1. Confirm that your TELUS account is fully functional and you have performed the following tasks: Your TELUS account is activated and mailboxes have been created for everyone. You have downloaded Outlook and have configured it to connect to your new TELUS service. Your old email service is configured to automatically forward new mail to TELUS service and you have an auto-reply message requesting that people contact you at your new TELUS service. You connected Outlook to your old email service, and downloaded and copied your e-mails. If you have been using Outlook and have an existing.pst file, you opened it and transferred its contents to your TELUS service. If you have a mobile device, you configured it to work with your TELUS service. If you have registered a Domain Name (such as yourcompany.com ) and want to use it with your TELUS service, you added your Domain Name to your account, created e-mail aliases that use your domain name, and changed the DNS records accordingly. If you want to terminate old email, contact your provider to close it. To minimize any disturbance in your email communications, we recommend that you wait to close your old service until you are confident that all your contacts are using your new TELUS e-mail to communicate with you.
2. Administrator Initiated Email Migration What You Need to Get Started In order to migrate the mail in your old mail account to your new account you will need: Your TELUS account ID: Your account ID should have been e-mailed to the address you gave TELUS prior to ordering service. The account ID will also be on your work order or you can call 1-855-328-6300 for help. A copy of your existing users PST files. You will need to ensure that your users have been added to the UC Management Centre with Business Email and have logged into that mailbox for the first time An FTP client or understanding of the File Transfer Protocol (FTP). If you do not have an FTP client, you can download one of the freely available clients from the web (i.e. Filezilla) The User Interface allows Exchange Service Administrators to import and export Exchange mailboxes. This process involves the mailbox being saved as a PST file and saved on a FTP server for export/import. To access the Mailbox Import & Export screen, select from the main Cortex Menu Bar - Services >>Exchange >> Mailbox Import/Export. The screen will display the user's FTP logon details for logging onto the server where the exported mailboxes will be saved to. This directory will also contain the Import folder where mailboxes that are to be imported onto a Cortex user should be saved. The screen is split into two sections: Export Mailboxes - select this link to export any of your users mailboxes Import Mailboxes - select this link to import an mailbox PST file into an existing Exchange user's Mailbox IMPORTANT Files left on the Telus FTP servers will be removed automatically after 30 days. 1. Importing PST Files The Import Mailbox feature, imports an external data file (.PST) into a user's existing mailbox. Before proceeding with the import, ensure the incoming file is stored on the FTP server under folders "MailboxImport" or "MailboxExport". 1. Use a Web browser to navigate to https://telus.com/manageuc and log in as an administrator.
2. Choose Services from the top menu bar and select Exchange -> Mailbox Import/Export 3. Select "Import Mailboxes". All users that are provisioned with an Exchange mailbox will be displayed. Within the Mail Import Export screen select Import Mailboxes 4. Select the user(s) whose mailbox will be updated with the external data file by selecting "Edit". A drop down list will appear for the user in the "Import File" column and the "Import" box will be automatically checked for the user.
5. Search and select the relevant import file that is to be added to the user's mailbox and select Update. 6. Select "Import Mailboxes". The table will be updated and the date & time of the import will be displayed beside the customer in the Last Import field. To view how the import process is progressing, select "Refresh Status". 7. Once the import file has been imported into the user's mailbox successfully, the provisioning status will change to green. When the user logs onto their email system, they will be able to view the additional emails that have been imported. 2. Exporting PST Files The Export Mailbox feature, exports the data from a user's mailbox so that it can be imported into another. 1. Use a Web browser to navigate to https://telus.com/manageuc and log in as an administrator. 2. Choose Services from the top menu bar and select Exchange -> Mailbox Import/Export 3. Select "Export Mailboxes". All users that are provisioned with an Exchange mailbox will be displayed. 4. Select the users whose mailboxes are to be exported into a.pst file by checking the Export box. Alternatively click on "Select All" to select all users that are displayed on the current page or "Select Collection" to select all user mailboxes that are attached to the Customer. 5. Select "Export Mailboxes". The export process will commence and the date & time of the request will beinserted beside the user in the Last Export field. To view how the process is progressing select "Refresh Status". Do not select F5 as this will collapse the Export Mailboxes section. 6. Once the mailbox(es) have been exported successfully to the FTP server, the provisioning status will change to green 7. The exported mailbox will appear on the FTP server under folder "MailboxExport". Depending on the system configuration settings, the.pst file may have been compressed into a.zip file. NEED HELP? Please contact us by email at cidc.support@telus.com or by calling 1-855-328-6300.