Admin Guide Hosting Control Panel Secure Mail

Admin Guide Hosting Control Panel Secure Mail DOCUMENT REVISION DATE: March, 2010

Secure Mail Admin Guide / Table of Contents Page 2 of 14 Table of Contents QUICK REFERENCE GUIDE... 3 DOCUMENTATION TYPOGRAPHICAL CONVENTIONS... 4 ADMINISTRATOR CONTROL PANEL GENERAL USE... 5 LOGGING INTO THE SYSTEM... 5 MULTIPLE SUBSCRIPTION SERVICES... 6 NAVIGATION... 6 ACCESS AND ORDER THE SECURE MAIL SERVICE... 7 ACTIVATE SECURE MAIL... 11 SETUP USERS FOR THE SECURE MAIL SERVICE... 12 FEEDBACK: If you note mistakes in this guide, or identify procedures that are incorrect, we encourage you to email your feedback to userguidefeedback@hostaccount.com. We continually strive to improve our customer support resources and your feedback in invaluable in assisting us with our goal to provide exceptional customer service. PLEASE NOTE: This Apptix Hosting Control Panel Support Resources section is updated periodically as new customer resources are added to assist customers with the use of their hosted services. You should occasionally check for updates to these support resources by logging into the Admin Control Panel and selecting the Support menu option under the Hosting menu.

Secure Mail Admin Guide / Quick Reference Navigation Page 3 of 14 LEGEND FOR MENU NAVIGATION Menu Structure [Buttons] Tab or Sub Tab Hyperlink Column Name, Checkbox, Radio button etc: Instruction SECURE MAIL FEATURE MENU NAVIGATION QUICK REFERENCE COMMENT Order the Secure Mail service Activate the Secure Mail service Download client software Setup Users for Secure Mail service Review Activation Codes for mailboxes setup with Secure Mail Billing Buy Additional Resource Select Exchange Subscription Upgrade (Secure Mail) Enter number of licenses in Place Upgrade Order for input [Place order] Exchange Secure Mail Company Settings Activate Exchange Secure Mail Company Settings Software download hyperlink Exchange Secure Mail User Settings [Activate additional email addresses] Select mailboxes to setup by checking the checkbox in front of the desired mailbox(es) Exchange Secure Mail User Settings Status: Pending (activation code: XXXXXXX) The Secure Mail service must be ordered as part of your Exchange Subscription prior to being able to activate and setup the service. Admins must initially enable the Secure Mail service. Once enabled, admins can add the Secure Mail service to mailboxes in your account. Links to the Secure Mail Outlook client software download and installation. Define the mailboxes to be setup with the Secure Mail service. Outlook client software activation code and download instructions are sent via email to each mailbox selected. Ability to review the activation code(s) for those mailboxes that have been setup with the Secure Mail service, but have yet to download and install the Outlook client software.

Secure Mail Admin Guide / Introduction Page 4 of 14 Apptix Hosting Control Panel (CP) -- Secure Mail The Apptix account control panel is your gateway to all of the administrative functions that you can perform on your Apptix account as an administrator. This document covers the features associated with the Secure Mail service. Apptix customers who are utilizing hosted Exchange can add the Secure Mail service to their account via the shopping cart on the Apptix website, or by activating the service through the Hosting CP in the Exchange Subscription. Once activated, the billing for this service is automatically added to your account. Documentation Typographical Conventions The following formatting conventions are used throughout this guide. FORMATTING CONVENTION TYPE OF INFORMATION EXAMPLE Bold Used to identify screen names and input fields. The Add New Domain screen is displayed which [Bold brackets] Bold Menu Navigation Options Used to identify buttons and icons on a screen which are used to accept data input or navigate to a new screen. Used to define a series of menu options selected in order. Each individual menu choice is separated by the divider icon. Complete this screen and click the [Next >>] button. To make new domain purchases utilize the Billing Domain Management Register New function from the main menu. Dark Blue Underline Used to identify a hyperlink on a screen. Click on any of the Select links under the Select column in order to access that subscription s main menu screen. Bold Italic Bright Blue Used to identify a hyperlink to a different section of the documentation guide. Click on these links to quickly access the referenced information. To make new domain purchases utilize the Billing Domain Management Register New function from the main menu >> Clicking on the link above will take you to the documentation guide page where this information can be found.

Secure Mail Admin Guide / Hosting CP General Use Page 5 of 14 Administrator Control Panel General Use There are a few basics that you will encounter repeatedly when using the Apptix Hosting Control Panel for Administrators. This section quickly reviews how to log into the system, how to access your subscription services for those accounts with multiple subscriptions, and how to search for specific Users/Items within the Admin Control screens. Logging into the System 1) Go to the Apptix Hosting CP Website at https://cp.collaborationhost.net. You should see a log-in screen similar to the one below. Enter your administrative login (not your actual mailbox ID or email address) that you created when you signed up for the Apptix service. Type your username and password, and click the [Login] button. Contact Apptix Support at 866-428-0128 if you have trouble logging into the Control Panel. 2) Once you have successfully logged in, most users will see the Hosting Configuration & Administration screen, similar to the one below. From this screen, you can make changes to your Exchange mailboxes, SharePoint sites, or domains, etc. Along the topmost blue menu ribbon you will find the main navigation to various sections of the Admin Control: All Domains: Manage the domains associated with all of your account subscriptions. Hosting: Access the control panel to manage your hosting services My Account: View, edit, and manage information related to your account. Billing: Review past bills or change your credit card information, etc.

Secure Mail Admin Guide / Hosting CP General Use Page 6 of 14 Select Subscription: Toggle between access to your various subscriptions with Apptix Help & Support: Obtain access to support resources Logout: End your Admin Control Panel session Multiple Subscription Services Optionally, for those accounts with multiple subscriptions, you may view and access your subscription services by selecting the Select Subscription menu item. From this screen you can toggle between subscriptions or set any of the subscriptions as your default view when first logging into and accessing the Control Panel: Click on any of the Set as default links under the Default column to identify the subscription to be displayed when first accessing the Apptix Hosting Control Panel. o The current Default is indicated in this column as a green Default icon without the Set as default link. Click on any of the Select links under the Select column in order to access that subscription s main menu screen Navigation You may access the main menu features of the Admin Control Panel to navigate in one of three ways: 1) Click on the main menu window icons/links to display a new screen of information. 2) Select the menu options from the left-side navigation panel. Clicking on a menu item expands the menu so that you may drill down in the menu structure. 3) Use the breadcrumbs along the top of the Admin Control screen to quickly access the menu structure.

Secure Mail Admin Guide / Access and Order Secure Mail Page 7 of 14 Access and Order the Secure Mail Service Customers may purchase the Secure Mail feature from the website shopping cart, or via the Billing menu option in their Exchange subscription. Optionally, if Secure Mail has yet to be ordered and a customer tries to access the Secure Mail service, you are prompted to add the service to your subscription through the Billing interface. 1) The Secure Mail service is an add-on to Exchange Subscriptions. Hosted Exchange customers will see the Secure Mail features from within the Exchange main menu options. Once logged into the Control Panel, access Exchange Secure Mail from the left-side navigation or main menu links. 2) If Secure Mail has yet to be ordered, you will first need to purchase and then activate the service. Click on the Secure Mail Company Settings menu icon or left-side men option to begin the process of enabling the Secure Mail service.

Secure Mail Admin Guide / Access and Order Secure Mail Page 8 of 14 3) The Company Settings window is displayed. If the service has been purchased you will need to activate the service (Next Section below). Otherwise, an overview of the service and how to order the service through the Billing menu options is displayed. Follow those instructions to order the Secure Mail service. 4) Click on the Billing menu option on the blue menu ribbon. From the main Billing Manager window click on the Buy Additional Resource hyperlink in order to start the process of adding the Secure Mail feature to your Exchange Subscription. 5) The Buy Additional Resources: Select Subscription screen is displayed. Click on the hyperlink that defines the Exchange Subscription to which you wish to add the Secure Mail service. that allows you to select the items to be synchronized. Optionally, at any time you may click the [Cancel] button to abort the process of adding the Secure Mail service to your Hosted Exchange Subscription.

Secure Mail Admin Guide / Access and Order Secure Mail Page 9 of 14 6) A listing of all the additional Resources that may be added to this Exchange Subscription is displayed. Locate the Secure Mail Resource line item and click on the Upgrade link in far right Upgrade column. 7) The Resource details are displayed. Enter the number of mailboxes for which you wish to utilize the Secure Mail service in the Place Upgrade Order for input box. Click the [Next>] button at the bottom right of the screen to continue with the order.

Secure Mail Admin Guide / Access and Order Secure Mail Page 10 of 14 8) A summary of this order is displayed for your review. If correct, click the [Place Order] button to complete the order process. Optionally, you may click the [Cancel] button to abort the order process. 9) The main Billing Manager screen will be displayed with an Upgrade Order confirmation posted with a green border around the confirmation message. Note the order number for your records. You may now access the Secure Mail menu and enable the Secure Mail service

Secure Mail Admin Guide / Activate Secure Mail Page 11 of 14 Activate Secure Mail After ordering the Secure Mail service, the Company Settings menu option instructions are replaced with the option to Activate / Deactivate the service. 1) Log into the Control Panel and access Exchange Secure Mail Company Settings from the left-side navigation or main menu links. The Company Settings window displays the status of the Secure Mail service for your account. If activated the Status: field shows a green icon and the word Activated. If never ordered, the Company Settings window displays the instructions for ordering the Secure Mail service. Follow the instructions (defined above) to order the service. If never activated, or deactivated, the Status: field shows a white icon and words Not Activated. Click on the Activate hyperlink to activate the Secure Mail service for your account. 2) The General section of the Company Settings screen displays the status of your Secure Mail service account. Click the [Edit] button to make changes to the settings. You may click the Click to download hyperlink to begin a download of the setup.exe file which will allow you to install the Secure Mail client software. Typically, you will distribute the Secure Mail client software via the User Settings features.

Secure Mail Admin Guide / Enabling Email Forwarding Page 12 of 14 Setup Users for the Secure Mail Service Once the Secure Mail service has been activated via the Company Settings options, you may determine which of your Exchange mailbox users is to be setup with the Secure Mail service. If you have mailboxes created and defined in your Hosted Exchange Subscription, the process is as simple as selecting the mailboxes to be setup with the Secure Mail service. If you have yet to create any mailboxes in your account, you will first need to create the mailboxes so that the Secure Mail service can be added to those mailboxes. 1) After activating the Secure Mail service, log into the Control Panel and access Exchange Secure Mail User Settings from the left-side navigation or main menu links. If you have yet to setup any mailboxes for this account the following User Setting screen is displayed with a message indicating the number of Secure Mail accounts available for your subscription and that mailboxes need to be created in order to start using the Secure Mail service. Access the Mailboxes feature to create the mailboxes needed prior to accessing this feature and assigning the Secure Mail service to the mailboxes created. 2) After creating the mailboxes that will be utlizing the Secure Mail service, log into the Control Panel and access Exchange Secure Mail User Settings from the left-side navigation or main menu links. The User Settings screen is displayed along with messages that indicate the status the Secure Mail service for your account. Click on the [Activate additional email addresses] button to start the User setup process

Secure Mail Admin Guide / Enabling Email Forwarding Page 13 of 14 3) The User Settings screen is updated to list all of the mailboxes in your account. If some of the mailboxes have Secure Mail service assigned to them there will be a fourth Status column displayed indicating the status of each mailbox. Click on the checkbox in front of the displayed mailbox(es), in the Display name column, to assign the Secure Mail service to the selected mailbox(es). You may select multiple mailboxes in this step as long as the number of mailboxes selected does not exceed the number of Secure Mail licenses available for your account. Click the [Activate selected email addresses] button to continue the process of setting up the selected mailbox(es) with the Secure Mail service. 4) The User Settings screen updates to display a Success message and the Status column is added to the list of mailboxes with the status of each mailbox displayed. Initially the Status will be a yellow icon and indicate Creating User Click the Refresh button to update the status of the mailboxes.

Secure Mail Admin Guide / Enabling Email Forwarding Page 14 of 14 5) A setup email will be sent to each of the Exchange email address of the mailbox(es) just setup with the Secure Mail service. Within the email is a link to download the client software and the activation code for properly installing the Secure Mail client software. The Status column will update with the Pending message plus the activation code for each mailbox. Using this activation code, and the ability to download the software from the Company Settings menu option, provides your account with an alternate method of downloading, installing and activating the Secure Mail service for each of your Users. The Status should change to Active with a green icon once the Secure Mail service client software has been successfully installed and is working on each User s mailbox. 6) Look for the activation email, which contains a link to download the software plus the activation code required for software installation in order to easily download and install the Secure Mail client software. Your Users may also access the Apptix_Secure Mail_Outlook Client_User Guide.pdf which provides detailed instruction on installing and using the Secure Mail software and service.