Exchange ControlPanel Administration Guide
Table of Contents Top Level Portal Administration... 4 Signing In to Control Panel... 4 Restoring Account Password... 5 Change Account Details... 7 Viewing Account Summary... 7 Signing Out from Control Panel... 8 Creating Peer Account... 8 Viewing Audit Log... 9 Organization Settings... 11 Hosted Organization User Accounts... 13 Create a New User Account... 14 Modify a user account... 16 Delete a user account... 17 Hosted Exchange... 18 Mailbox Plans... 19 Mailboxes... 20 Create a new mailbox... 21 Modify a mailbox... 25 General Mailbox Setting... 25 Email Addresses... 26 Mail Flow Settings... 27 Permissions... 28 Mobile Devices... 29 Deleting a Mailbox... 31 Contacts... 31 Create an contact... 32 Modify a Contact... 33 General Settings... 34 Mail Flow Settings... 35 Delete a contact... 36 Distribution Lists... 36 Create a Distribution List... 37 Modify Distribution Lists... 38 General Settings... 38 E-mail Addresses... 39 Mail Flow Settings... 40 Permissions... 41 ActiveSync Policy... 42
Accepted Domains... 45 Add An Accepted Domain... 45 Delete An Accepted Domain And Set Default Domain... 47 Storage Usage... 47
Top Level Portal Administration In this section of the guide: Signing In to Control Panel Restoring Account Password Changing Account Password Change Account Details Viewing Account Summary Signing Out from Control Panel Creating Peer Account Viewing Audit Log Signing In to Control Panel Go to control panel URL provided to you by your hosting provider. Sign In page will be opened: On sign in form you have an option to remember you next time you open control panel, so you don t need to login again. Of course, make sure you don t check this option on a public computer.
Depending on what was configured by your hosting provider there may be additional visual schemes and languages installed. You could select theme or language from the appropriate dropdowns. OK, in order to sign in enter your username and password to the appropriate fields and click Sign In button. Click Sign In button. Right after the login you will be presented with a user account home page: In the top part of page we could see account top menu, link to edit account details, sign out link and search box for searching within domains. On the left pane there is a second part of user account menu with functions available to the current user account. You could see selected user account in the top breadcrumb. On the right pane you could see user details, account status and action links. On the central part of the page there are list of user account hosting spaces and account notes. Restoring Account Password Open Sign In page.
If you have forgotten your password click Forgot your password link. Enter your username and click Send my password button: This will send the password to the email address CP has on file for the admin account. To return on Sign In page click Back to Sign In page link. Changing Account Password Open User account home page. In order to change your password click My Account link on the top pane: Enter new password twice and click Change password button or press Enter. Even a strong password can be guessed. People who have enough time and computing power can eventually determine any password. To help protect your personal information, security
experts recommend that you change your password regularly and avoid repeating the previously used passwords. Change Account Details Open User account home page. To change account details such us your name, e-mail, contact information, mail and display preferences click My Account link at the top of the page: This form allows you changing account password as well. Change account details and click Update button. Alternatively, another way to change details of your account is to click Edit details link on the right pane of user home page. Viewing Account Summary Open User account home page. Account summary information gives you an overview of your account and what resources does it have. Summary page look-n-feel is based on a template set by your hosting company, so it may vary in your particular case.
In order to see account summary click View Account Summary link on the right pane of user home page: You could send this information to your e-mail account by specifying e-mail address in To field and pressing Send button. In the message sent over e-mail you would see control panel login information as well. Signing Out from Control Panel Open User account home page. To sign out from control panel click Sign Out link at the top of the page. You will be taken to control panel Sign In page. Many browsers keep your session in memory even after you sign out. If you are not the only one that uses your computer, then be sure to close all running copies of your browser before leaving your workstation. This will clear the browser s memory and make it impossible to signin to the control panel without the correct password. Creating Peer Account Open User account home page.
Peer accounts allow providing your friends, colleagues or co-workers with an access to your user account. Peer account is an alias to user account and it has the same permissions as its parent account. To create a new peer account click Peers on the left navigation menu: and then Create Peer Account button. Fill out the form and click Add button. Viewing Audit Log Open User account home page.
Audit Log allows viewing of all performed activities in the control panel like web site creations and modifications, database creation, etc. To view account audit log click Audit Log in the left navigation menu: You could filter audit log entries by Data range, Severity, Source and Task name. To see the details of specific log records click one of the links in the Task column. To export audit log in.csv format click Export Log button and specify file name to save results.
Organization Settings Hosted Organizations In this section: Hosted Organization User Accounts Create a new user account Modify a user account Delete a user account Hosted Organizations is a container for the following service offerings: Hosted Microsoft Exchange Hosted Microsoft Sharepoint Hosted BlackBerry Enterprise Server *Note: Creating a mailbox under Exchange will automatically create a user under the Hosted Organizations (Active Directory) this section is independently available solely for the purpose of creating Active Directory accounts to access The services are built around the presence of Active Directory User Accounts to which the service offerings are abound. The user accounts do not have any relationship or privileges for administration through the control panel solution.
After selecting the hosted organization, the owned organization are shown. Only a single organization is currently supported. After selecting the organization the hosted organization service offering will be shown:
Hosted Organization User Accounts When selecting Organization s => Users, the available and created users will be shown. In
case of a new organization the list as such will be empty. The list will show the users primary login name to the service offerings, the state, the service offerings applied and provides the ability to delete the user account as well to edit the user properties by double clicking the display name. Create a New User Account Click the button Create New Users in the Hosted Organization home screen. This will display
the following dialog: The E-mail address will be based on the domains owned and registered within the Domains environment. Initially the primary domain will be shown. The E-mail address will be used as primary login name to service offerings. Click the Create User button to create the user. On the user object is created, the user properties will be displayed.
Fill in the user details as appropriate and click Save Changes to persist the properties. The properties as such will be shown in the Address List once the users is mail enabled and has a mailbox assigned. Modify a user account In order to modify the user properties double click the users object within the users list.
Delete a user account In order to delete a user account, click on the red cross next to the user object within the users list. Delete a user account will also delete all assets owned by a user such as a mailbox.
Hosted Exchange In this section: Mailbox Plans Mailboxes Modify a Mailbox Email Addresses Mail Flow Settings Permissions Mobile Devices Deleting a Mailbox Contacts Create an Contact Modify a Contact General Settings Mail Flow Settings Delete a Contact Distribution Lists Create a distribution list Modify Distribution Lists General Settings E-mail Addresses Mail Flow Settings Permissions
ActiveSync Policy Accepted Domains Add An Accepted Domain Delete An Accepted Domain And Set Default Domain Storage Usage The hosted exchange service offering contains the following components: Mailboxes. The amount of mailboxes is limited based on the hosting plan as well as the available storage. Mailboxes are created based on templates, so-called mailbox plans. Shared Contacts. Shared objects are objects that will appear in the global address list and are visible to all users within your organizations. The amount of shared contacts is limited by the hosting plan. Shared Distribution Lists. Shared distribution lists are objects that will appear in the global address list and are visible to all users within your organizations. The amount of shared distribution lists are limited by the hosting plan. ActiveSync Policy. Active Sync Policies are security related policies applied to devices that are using Exchange Active Sync to synchronize with a mailbox Mailbox plans. Templates that defined the mailbox size as well as the messaging capabilities, the template will be applied upon mailbox creation. Accepted Domains. Organization owned SMTP domains for which email is accepted and which SMTP domain can be used in the definition of mailboxes, login names, aliases and distribution groups. Before creating mailboxes, one of more mailbox plan are required to be created first. Mailbox Plans Within the hosted organizations home screen select the Mailbox Plans item in the right side menu. This will bring up the following form:
Mailboxes Within the hosted organizations home screen select the Mailboxes item in the right side menu. This will bring up the following form:
Create a new mailbox Click the Create New Mailbox button to bring up the Create New Mailbox form:
The form as such has two modes: Initially the New User mode is selected where the mailbox will be created for a new account. Here is the option available to create 3 different types of mailboxes: User Mailbox, Room Mailbox or an Equipment Mailbox. The latter are meant to create so-called resource mailboxes that can be used when scheduling meetings. The existing user mode will display the following form:
The existing user can be selected by clicking on the address book icon. This will bring up a form that shows all not mail enabled users within your organization.
Select the user by clicking the user s name.
Ensure the desired mailbox plan is selected and click the Create Mailbox button Modify a mailbox On a mailbox is created it will show the mailbox properties. The mailbox properties can also be displayed when selecting a mailbox user from the list with mailbox users General Mailbox Setting
To remove the user from the address list check the Hide from Address Book. When hidden from the address lists the user will not be able to use Outlook Anywhere as client. To disable a mailbox from receiving and sending email check the Disable Mailbox box To change the mailbox plan, select a new mailbox plan Once completed with the selection of options use the Save Changes button to apply the changes. Email Addresses Select the E-mail Addresses tab to display and maintain the email address specific settings of this mailbox.
In order to add a secondary email address or so-called alias fill in the text box with the desired email address prefix and select the appropriate domain name. Click the Add e-mail Address to add the new email address. To delete an email address check the box in front of the email address and click the Delete Selected E-mails button To change the primary email address tick the box in front of the mailbox you like to make the primary email address and click the Set As Primary button. Email send will have the primary email address as sender, by setting the primary email address it will not change the login name. Mail Flow Settings Select the Mail Flow Setting tab to display and maintain the mail flow regulating specific settings of this mailbox.
Tick the Enable Forwarding box and supply the destination address to forward all email to a specific email address. Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. What this means, is that the recipient is cognitive of who actually initiated the sending message, regardless of who it was sent on behalf of.to allow coworkers to send email on your behalf click the Add button and select the person from the address list displayed. To specify specific email addresses you will accept messages from select Only senders in the following list and add the email addresses to the list. To specify specific email addresses you will reject messages from select Senders in the following list and add the email addresses to the list. Permissions Select the Mail Flow Setting tab to display and maintain the permissions as applied to this mailbox.
In case you may want that another person is able to send as you and you do not want the recipient to be cognitive about who initiated the message you configure the Send As permission. Click the Add.. button and select the people from the address list that you want to provide this permission to. To allow other persons full access to your mailbox click the Add buttons and select the persons from the address list shown. Once changes are made click the Save Changes to persist the changes made. Mobile Devices Select the Mobile Devices tab to display and maintain the mobile devices that access this mailbox.
Deleting a Mailbox To delete a mailbox click the red cross at the right side. Deleting a mailbox will not delete the user account, though the mailbox and its content will be deleted. Contacts Within the hosted organizations home screen select the Contacts item in the right side menu. This will bring up the following form:
Select the Create New Contact button to start the process to create a new contact. Create an contact After clicking the Create New Contact the following form will be brought up.
Specify the Display Name and Email address of the contact and click Create Contact Modify a Contact Once the contact is created or the contact is double clicked the following form will be displayed. This form will enable to provide more information regarding this contact.
General Settings Once done click Save Changes to persist the changes
Mail Flow Settings Click the Mail Flow Settings to active the specific tab and configure the mail flow settings. To specify the address that are allowed to send email to this contact select the Only Senders in the following list and specify the users from the address list as such. To specify the address that are not allowed to send email to this contact select the Senders in the following list and specify the users from the address list as such.
Delete a contact In order to delete a contact, click the red cross. Distribution Lists Within the hosted organizations home screen select the Distribution Lists item in the right side menu. This will bring up the following form:
Select the Create New Distribution List button to start the process to create a new distribution list Create a Distribution List After clicking the Create New Distribution the following form will be brought up.
Provide the display name, email address and select the owner/manager of the distribution lists. Once done click the Create Distribution Lists. The management of distribution lists will take place through the control panel solution. Modify Distribution Lists Once the distribution list has been create or the distribution list has been selected from the list of distribution lists the list a such can be maintained. General Settings Select the General settings tab to configure the general settings of the selected distribution list.
Change the display name if required by specifying the new displayname Tick the Hide from Address Book box to hide this distribution list from the address book If the management permissions need to be transferred to another users select a new users from the address book. Management of the distribution list takes place through the control panel, regardless of the selected management user. Click the Add button to select a mail enabled user or contact to be added to this distribution list. Once all options are set and selected click the Save Changes to persist the changes. E-mail Addresses Select the email addresses tab to maintain the email address specific settings on this addresslist.
In order to add a secondary email address or so-called alias fill in the text box with the desired email address prefix and select the appropriate domain name. Click the Add e-mail Address to add the new email address. To delete an email address check the box in front of the email address and click the Delete Selected E-mails button To change the primary email address tick the box in front of the mailbox you like to make the primary email address and click the Set As Primary button. Email send will have the primary email address as sender, by setting the primary email address it will not change the login name. Mail Flow Settings Select the Mail Flow Setting tab to display and maintain the mail flow regulating specific settings of this distribution list.
Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. What this means, is that the recipient is cognitive of who actually initiated the sending message, regardless of who it was sent on behalf of. To allow coworkers to send email on your behalf click the Add button and select the person from the address list displayed. To specify specific email addresses you will accept messages from select Only senders in the following list and add the email addresses to the list. To specify specific email addresses you will reject messages from select Senders in the following list and add the email addresses to the list. Permissions Select the Mail Flow Setting tab to display and maintain the permissions as applied to this mailbox.
In case you may want that another person is able to send as you and you do not want the recipient to be cognitive about who initiated the message you configure the Send As permission. Click the Add.. button and select the people from the address list that you want to provide this permission to. To allow other persons full access to your mailbox click the Add buttons and select the persons from the address list shown. Once changes are made click the Save Changes to persist the changes made. ActiveSync Policy ithin the hosted organizations home screen select the Active Sync Mailbox Policy item in the right side menu. This will bring up the following form:
The active sync policy defines a security policy to be applied to those devices that do use exchange active sync to synchronize their mailbox with their device. Item Allow Non-provisionable devices Refresh Interval Allow attachment to be downloaded to device value This setting specifies whether older phones that may not support application of all policy settings are allowed to connect to Exchange 2010 by using Exchange ActiveSync This setting defines how frequently the mobile phone updates the Exchange ActiveSync policy from the server. This setting enables attachments to be downloaded to the mobile phone. Maximum attachment size Windows File Shares Allows to connect to an internal file share
Windows Sharepoint Services Require Password Require alphanumeric password Enable Password Recovery Require encryption to device Allow simple password Number of failed attempts allowed Minimum password length Time out Password Expiration Enforce password history Allows to connect to an internal sharepoint site This setting enables the mobile phone password. This setting requires that a password contains numeric and non-numeric characters. When this setting is enabled, the mobile phone generates a recovery password that s sent to the server. If the user forgets their mobile phone password, the recovery password can be used to unlock the mobile phone and enable the user to create a new mobile phone password. This setting specifies whether device encryption is required. If set to $true, the mobile phone must be able to support and implement encryption to synchronize with the server. This setting enables or disables the ability to use a simple password such as 1234. The default value is $true This setting specifies how many times an incorrect password can be entered before the mobile phone performs a wipe of all data. This setting specifies the minimum password length. This setting specifies the length of time that a mobile phone can go without user input before it locks. This setting enables the administrator to configure a length of time after which a mobile phone password must be changed. This setting specifies the number of past passwords that can be stored in a user s mailbox. A user can t reuse a stored password.
Accepted Domains Within the hosted organizations home screen select the Accepted Domains item in the right side menu. This will bring up the following form: Accepted domains are email domains that are owned by you and you want to receive email for. The specified accepted domain can later on be used to configured email addresses. An accepted domain will only work when this domain is registered with a DNS registrar and the name server records are pointing to your provider messaging platform where you host your mailboxes. In order to add a new accepted domain click the Add New Domain button Add An Accepted Domain Once the Add New Domain button is selected, the following form will be shown.
Provide the domain name to add and click the Add Domain button. If the accepted domain is not already added to the DNS environment, it will be added as such. The zone can be maintained through the DNS Editor.
Delete An Accepted Domain And Set Default Domain By selecting the default domain, the default domain name can be enforced when creating new users and mailboxes. To remove an accepted domain click the red cross. By removing the domain the domain extensions used will not be removed from the email addresses, this needs to be done manually Storage Usage Within the hosted organizations home screen select the Storage Usage item in the right side menu. This will bring up the following form:
The shown allocated storage are recalculated on a daily base, in order to enforce an immediate recalculation click the Recalculate Disk Space button. Click on the Allocated Disk Space amount to get an overview on the storage usage allocation per mailbox, this will bring up the following form: