Exchange & Related Services Quick Start Guide

Exchange & Related Services Quick Start Guide

Contents Summary... 3 Support... 3 Ordering Additional Services... 3 The Welcome Email & Accessing the TelePacific Cloud Control Panel... 4 TelePacific Cloud Control Panel... 5 Getting Started with Exchange... 5 Associating a Domain (DSN Records) with Your Hosted Exchange Service... 6 Setting DNS Records to Point to Hosted Exchange... 6 Email Migration... 11 Notification Letters... 11 Creating Mailboxes in the Control Panel... 13 Mailbox Access... 14 How to Access Outlook Web Access (OWA)... 14 Creating Outlook Profiles... 14 Activating ActiveSync and BES... 14 Enabling BlackBerry... 15 Enabling Boundary Defense for Email... 16 User Guides (TelePacific.com/Support/Support Resources/User Guides)... 17

Summary Welcome and thank you for purchasing Hosted Exchange from TelePacific. This chronological guide will help you get started with the Hosted Exchange and associated services. The following key areas are addressed: 1) The TelePacific Cloud Welcome Email & Accessing the Cloud Control Panel 2) Associating a Domain with your Hosted Exchange Services 3) Hosted Exchange Cloud Data Migration 4) Enabling Boundary Defense Anti-Virus/Anti-Spam for Email 5) Creating Mailboxes in the Control Panel 6) Downloading Outlook Client and creating profiles in Outlook to connect your mailbox 7) Setting DNS Records to point to the Hosted Exchange Environment 8) How to Access Outlook Web Access (OWA) 9) Activating ActiveSync and BES 10) Additional Email Functions (Included Free of Charge) a. Email Contacts b. Exchange Resource Mailboxes c. Distribution Lists d. Additional Email Addresses e. Mail Forwarding Support For detailed information regarding the individual services, access our Cloud Services user guides at http://www.insidetelepacific.com/support/support-user-guides.asp. Customer support is available 2x7 at 855.444.8722 Ordering Additional Services Contact your TelePacific Account Representative to add additional mailboxes and services to enhance employee productivity. TelePacific offers a complete suite of Cloud Services including: Hosted Exchange Mobile Email (Active Sync/BlackBerry) Mobile Device Management (MSM) Active Directory (AD) Management Email Archiving Email Encryption Mozy Desktop/Server Backup Lync IM/Web Conferencing SharePoint

The Welcome Email & Accessing the TelePacific Cloud Control Panel A Welcome Email is generated from the TelePacific systems when you Cloud Services order have been placed. It is important that you keep this Email because it contains information about accessing the TelePacific Cloud Control Panel and the credentials you will need to log in to the system. Thank you for choosing Cloud Services from TelePacific! Your new account has been created. This email contains instructions on how to configure services within your new TelePacific corporate account, as well as how to download and configure Microsoft Outlook (if applicable). We encourage you to read this entire email, as it will answer many of your initial questions. Customer Name: Login: Temporary Password: Subscription Name: Subscription Plan: zzztelepacific Test mrtest Welcome123 TelePacific Hosted Services (telepacifictest.com) TelePacific Hosted Services Using the login information above, you access the TelePacific Control Panel by typing https://hostedservices.telepacific.com into a Web browser. You can create and manage users, set up mailboxes, allocate disk space, manage Domains and more

TelePacific Cloud Control Panel The Cloud Control Panel is your gateway to all of the administrative functions that you can perform on your hosted services account, including account information, adding domains to your account, creating and editing mailboxes, adding mailbox aliases, creating distribution lists, adding external contacts to your company directory, and more. Getting Started with Exchange This Cloud Control Panel Admin Guide defines all of the menu options and features within the Control Panel which allow you to manage your Exchange subscription service: Home: Returns you to the original Control Panel landing page. Users: Allows you to create and edit users for each of your Cloud services. Hosted Exchange: Access to all of your email functionality Anti-Virus/Anti-Spam: Access to all your Boundary Defense functionality Account: View, edit, and manage information related to your account. Help & Support: Access to support resources Most customers will utilize the Exchange menu options to do the following: Assign mailboxes in your Exchange account Configure email aliases for Exchange mailboxes Create Contacts to be displayed as part of your account Global Address List (contacts are email addresses that route outside of your Exchange account) Define Distribution Lists (email addresses that route to one (or more) recipient, which can be any combination of mailboxes or contacts) Setup your Public Folder structure

Associating a Domain (DSN Records) with Your Hosted Exchange Service You can associate as many domains to the Hosted Exchange service as needed. This will allow you to create mailboxes on those domains within the Control Panel. You will need to click on the following items in the Control Panel to complete the domain association: 1. Click on Hosted Exchange. 2. Click on the General tab. 3. Click on the Domains link. 4. Click on the Add button. 5. Select the domains that should be associated with your Exchange account. o The domains selected here should be the domains that have email addresses for the people that will be using the Hosted Exchange service. 6. Click on the Submit button. Setting DNS Records to Point to Hosted Exchange Customers are responsible for the following changes to the DNS records: MX Server1.inboundmx.com (preference 10) Server2.inboundmx.com (preference 20) customername.com autodiscover.customername.com

About MX Records MX Records pertain to Email servers (for exchange). A record pertains to Web servers (for SharePoint etc.) Therefore, a customer like this one wants to use its existing domain e.g., customername.com, for email and start assigning user.name@customername.com. They have to point their MX records to the Apptix MX servers, e.g., server1.inboundmx.com and server2.inbound.mx.com In addition, if they want to have www.customername.com point to their SharePoint site they need to point their A records to the Apptix IP address, 199.119.194.158 The customer must do this on their own prior to being able to activate mailboxes in the customer control panel. If they host their domain on another provider, they need to change those records via the domain provider s portal. customername.com autodiscover.customername.com

MX Record is the Mail Exchange record for your domain that routes emails for your domain to the email server(s) specified by the MX Record(s). MX Records typically represent multiple servers IP addresses so that if one server becomes incapacitated other servers linked to the MX Record can take over the email delivery function. The TelePacific Email service utilizes MX Record names for mapping multiple servers for email delivery Updating Your Domain s MX Records TelePacific client support will not be able to change your MX Records, as only the administrator of the domain itself is the only person who can update the domain s DNS Records. As the administrator of your domain you should have access to an Internet website that provides you with access to your DNS Records so that you can make the appropriate MX Record change to route your domain(s) email through the filtering servers. Typically your domain(s) DNS records are hosted with your original registrar (where you bought your domain), or with your current webhosting company.

CNAME Records (Host Aliases) Canonical Name (CNAME) records allow you to create alias names that correspond to existing Internet host records. CNAME records are helpful when pointing multiple domain names to the same host. For example, the company Jim's Bikes, at www.jimsbikes.com, creates the host name europe.jimsbikes.com for its European factory. The company wants to market specific branded addresses such as scotland.jimsbikes.com, ireland.jimsbikes.com, and greatbritain.jimsbikes.com. The company can easily create new names for the same host by creating CNAME records for Scotland, Ireland, and Great Britain to the alias Europe. When creating aliases be careful in using CNAME records because only users highly familiar with DNS should attempt to use CNAMES. For example, you could create routing problems for all of your DNS information, including your website and e-mail. Understand that DNS updates will take up to 2 hours to take effect (updates may resolve more quickly at some locations than others because many name servers on the Internet retrieve updates at different times). To update CNAME records 1. Follow instructions for accessing DNS Manager Advanced Tools to view the DNS Manager Settings page. 2. On the DNS Manager Settings page, in the Host Aliases: CNAME Records section, click Add/Edit. 3. Your current CNAME records are listed in editable form, and any Network Solutions service that is associated with the CNAME record is listed under the Other Host text box. 4. To add/edit CNAME records: o Enter or edit the alias name in the Alias text box. o Select one of the two options, Refers to Host Name or Other Host. o If you selected Refers to Host Name, select the host name from the drop-down box under the Host Name column. o If you selected Other Host, enter or edit a name in the Other Host text field. o Click Continue. 5. To delete CNAME records: o To the right of the CNAME record, select the check box under the Delete column. o Click Continue. 6. Review the list of requested changes. 7. Click Continue. DNS Settings Update Process/Timing

Your users will be able to receive email in their mailboxes shortly after the DNS settings have been applied. Registration of a new domain name, changes to the domain name servers or changes to Advanced DNS records require an update to the information stored across the Internet. This update process is called propagation and occurs when domain name servers (DNS) on the Internet world-wide update their records (DNS tables) to reflect any updates to domain names and IP addresses. The propagation process must be completed for your changes to be recognized throughout the Internet. DNS propagation varies by provider and takes approximately 12-36 hours.

Email Migration TelePacific s Cloud Migration Service is a way to easily and affordably transfer your email data to TelePacific s secure hosted environment. Designed to fit the needs of most mid-market and small enterprise organizations, the Cloud Migration option features a secure, easy-to-use portal that you access when you and your end users are ready. The Cloud Migration Portal handles larger volumes of data efficiently, even from multiple locations or different types of servers. Customers are responsible for ensuring an accurate license count, accurately -conducting migration tasks within portal, coordinating the change of DNS records, and establishing new mailbox accounts and Outlook profiles for each user. The migration option will be available in the Cloud Control Panel after the service is provisioned. Notification Letters First Email This email confirms that you have purchased the Cloud Migration service to easily and affordably migrate your users and mailbox data to your new Hosted Exchange email service. You will receive an email within one business day with a secure, authenticated link to the Cloud Migration Portal to begin and manage the migration process. Please add the domain @selfmigration.com to your anti-virus/spam safe sender list to ensure you receive your activation email promptly. In the interim, we recommend you begin creating new user accounts, mailboxes, and Outlook profiles for each user within the Hosted Exchange Control Panel (please note that access and credentials to the Hosted Exchange Control Panel will be emailed to you separately). Reminder as noted on the Migration webpage and on Control Panel or Shopping Cart, we are unable to provide a refund for unused Migration Licenses. With best regards, Self Migration Team Second Email Hello mmair@telepacific.com,

Thank you for signing up on Exchange Migration Portal. Begin your migration You are minutes away from migrating. To begin your migration, click on the following link: https://email.selfmigration.com:443/public/default.aspx?t=mzk3ymu4mzatzme0zi00ngm3lwfjy2qtmzhhntuw MjRkYjVifDIwMTMtMTItMjZUMjI6NDk6MTMuNjIxNzkzMlp8RmFsc2V8MXxWdW1VZlBqQzBNRTFlbkpoM21OdCtn OUZxdSt4S1dFSTU3WmRiTTNEdkV3PQ%3D%3D If you did not sign up for this account If you didn't sign up for the account with this email address, please ignore this email. Thank You, Self Migration Team

Creating Mailboxes in the Control Panel You will need to create a mailbox for each Exchange user. Follow these steps to create a mailbox: 1. Click on the Hosted Exchange tab: 2. Click on the Mailboxes tab. 3. Click on the Add New button. 4. Choose whether the mailbox is for an Existing Service User (someone that is already defined in the Control Panel) or a New Service User. 5. Click on the Next button. 6. If New Service User: Create credentials for the user and click on the Next button. 7. Check the boxes next to the services that should be enabled for this mailbox (if any). 8. Click on the Next button. 9. Enter the primary email address that will be used for this mailbox. 10. Click the Next button. 11. Confirm the information displayed on the screen and click the Finish button. The process is complete. The mailbox will show in a Provisioning status for a few minutes, then change to Ready. This indicates that the mailbox has been created on the Hosted Exchange platform. The mailbox is now available to access via the Outlook Web Application. You can also now connect email applications or mobile devices to the mailbox. Your users will be able to send emails from their mailboxes at this time, but will not be able to receive emails in these mailboxes until the DNS records for your domain have been updated

Mailbox Access The mailbox is now available to access via the Outlook Web Application. You can also now connect email applications or mobile devices to the mailbox. Your users will be able to send emails from their mailboxes at this time, but will not be able to receive emails in these mailboxes until the DNS records for your domain have been updated How to Access Outlook Web Access (OWA) Users can access their mailboxes from any internet-capable device by going to https://email.hostaccount.com/owa and using their credentials to log into the site. The credentials format is unique to OWA and are as follows: DOMAIN\Username Creating Outlook Profiles Your users have options with how they access their Hosted Exchange mailbox. This section assumes that you currently have or have purchased Microsoft Outlook licenses and downloaded Outlook 2010 from TelePacific Refer to the TelePacific Cloud Services User Guides (Outlook Profile Setup Guide). This document outlines the process for creating an Outlook profile. This profile allows Outlook to connect to the Hosted Exchange mailbox and display your email, calendar, contacts, tasks and notes in the Outlook program. Activating ActiveSync and BES Your users can connect their iphone or Android devices (ActiveSync) or their Blackberry (BES) to their Hosted Exchange mailboxes. Please visit the Cloud Service Support User Guides / for more information about establishing these services. You will find helpful guides under the Mobile Email section.

Enabling BlackBerry The BlackBerry configuration is found under the Mobile Devices tab. Once activated, a notification email will be sent to the Admin with an auto generated password: Subject: BlackBerry enterprise activation password Matt Mair, To activate your BlackBerry device over the wireless network, in the device Options screen select Enterprise Activation. In that screen, enter your corporate email address (Matt.Mair@telepacifictest.net) and the following password: uh8e8rh1wr This password will expire in 48 hour(s).

Enabling Boundary Defense for Email Boundary Defense is the Anti-Spam/Anti-Virus protection that is included with any Hosted Exchange purchase from TelePacific. Please follow these steps to enable Boundary Defense for Email: 1. Click on More Service Tab 2. Click on the Boundary Defense 3. Click on the Activate link. 4. Click the Next button. 5. Click on the Finish button Completing these steps will enable the Boundary Defense services and begin the monitoring of all Hosted Exchange mailboxes under your account. Many customers find the default settings satisfactory, but you can customize the Boundary Defense settings to your liking. Please visit the Cloud Service User Guides where you will find several helpful guides under the Anti-Spam/Anti-Virus Support section.

User Guides (TelePacific.com/Support/Support Resources/User Guides) Hosted Exchange Control Panel Admin Guide Outlook/POP/IMAP/SMTP Setup Guide Apple Email Client Setup Guide PST for Outlook Admin Guide Outlook End User Quick Start Guide Outlook End User Quick Reference Guide