GREEN HOUSE DATA Built right. Just for you. E-Mail Services Guide greenhousedata.com 1 Green House Data 340 Progress Circle Cheyenne, WY 82007
Table of Contents Getting Started on Business Class Email 3 Getting Started with Green House Data Hosted Microsoft Exchange using Mac OS X Mail Green House Data Business Class Email Anti-Spam Customization How to Access ediscovery Search Results with Outlook 2010 How to Configure ActiveSync on an iphone or ipad How to Configure ActiveSync on an Android Phone or Tablet How to use Email Archiving with Outlook 2010 How to use Email Archiving with Outlook Web App Resetting Passwords for Green House Data Cloud-Hosted Services Business Class Email - Microsoft Exchange FAQs 11 12 16 26 28 30 35 40 44 2
Getting Started on Business Class Email Thank you for purchasing FiberCloud s Hosted Microsoft Exchange. We have put together this guide to help you get started with accessing and using our Hosted Exchange with the Microsoft Outlook 2010 client on your laptop or desktop computer. This guide will show you how to use the Microsoft Outlook client and get started on using your email. Once you are finished, reading this document you will know how to: 1) Find and setup the Microsoft Outlook Client 2) Configure the Outlook Client to access your Green House Data Email Account 3) Send and receive email, use other features of Outlook with your Green House Data Email Account Step-by-Step Instructions 1. If you don t have Microsoft Outlook client or need to update your existing client then go to: http://outlook.fchosted.com 2. Based on whether your computer has a 64 or 32-bit processor choose the version of Outlook 2010 to download. Based upon the speed of your connection this can take some time. 3. Choose a folder and extract the files for your Outlook client. R1111 3
4. Open the Outlook2010 Folder and double click setup, and click Install Now. 5. Wait for Outlook 2010 to install, once installed you can launch it on your computer. 6. Click Start and Enter Outlook.exe in the field and press enter. 7. Outlook will start for the first time and enter the startup wizard to setup your mail. R1111 4
8. Click next in the lower right. R1111 5
9. Enter your name, email, and password matching what is on your welcome letter. Hit next to continue. 10. You will see a progress screen; this may take up to five minutes. R1111 6
11. A window may pop up asking your permission to allow a website to configure your settings, please allow this and check the box Don t ask me about this website again. 12. The progress will continue. R1111 7
13. Type in your email address and password matching those on the welcome form. R1111 8
Success! You have setup Microsoft Outlook! Click finish. Congratulations! Now you are ready to begin taking advantage of Microsoft Outlook and Exchange. Please do not hesitate to contact us with any questions for issues you have. Troubleshooting If you see following error while setting up your email R1111 9
Do not attempt an unencrypted connection. Contact us at Support@greenhousedata.com. R1111 10
Getting Started with Green House Data Hosted Microsoft Exchange using Mac OS X Mail Thank you for signing up for FiberCloud s Hosted Microsoft Exchange service. This document is to help you use FiberCloud s Microsoft Exchange Email on your Apple computer using Mac OS X Mail. You must be currently signed up for our Hosted Microsoft Exchange and ActiveSync in order to use this service and have Mac OS X Snow Leopard (10.6) or newer on your computer. If you are not a current customer for of these services or run into any problems following these instructions you can contact us for assistance. To set up your account, you will need your account information and credentials from the welcome letter. If you do not have your welcome letter contact us at clientservices@greenhousedata.com 1) Open the Mail application (you will find it in the dock or in the Applications folder). 2) Go to the Mail menu and choose Preferences. 3) Choose and click on Accounts in the toolbar. 4) Next you add your account by clicking on the + icon. The "Add Account" now appears on your screen. 5) Enter your name, email address and password provided in your welcome letter. The "Incoming Mail Server" dialog will now appear 6) Select Exchange 2007 from the Account Type drop-down menu then enter the incoming mail the server address, your user name, and password from your welcome letter. 7) Select "Address Book contacts" and/or "ical calendars" if you would like to automatically configure ical and Address Book for use with your Exchange mailbox as well. 8) Click Continue. The "Account Summary" information appears. 9) Review the information in the summary. If it appears to be correct, click Create. If you need to make changes, click Go Back. Note: Select "Take account online" if you want to take this account online immediately. You are now ready to send and receive email with your Green House Data Hosted Exchange mailbox. If you encountered any problems with setting up Hosted Exchange or have questions, please open a trouble ticket with support@greenhousedata.com. R1011 11
Green House Data Business Class Email Anti-Spam Customization Green House Data Business Class Email includes anti-spam and anti-virus protection. Our team manages infrastructure, keeping it up to date and managing the configuration settings. They can work with you to address any specific requirements you might have for protecting your email and for what is spam. This document informs you about what information our team can change for you. Whitelists Whitelists allow specified mail to bypass our filters. You can provide us your own whitelist of addresses, domains and IPs you wish to have delivered to your mailboxes. R0912 If you send us a whitelist, the list must contain a listing of one IP address or address group, domain or email address per line. Anti-spam settings We can configure the ability to change how spam emails are handled for your company/domain. This can be done both for your whole company and also for specific mailboxes Quarantine Settings Quarantine the message (Green House Data default): This will allow you to store the messages on the server. You may also send digest messages to the end user for any spam that they receive, or you can simply leave it on the server for a specified number of days to sort through if any user notices missing mail. Add "X-MailFoundry: Spam" header: The destination server or end user s email client can then filter this out. Redirect spam messages to an e-mail address: This will allow you to maintain a repository of all the caught spam in one user's email account. This may be useful if you want to sort through the spam. Tag the subject line: This will allow the end users to quickly see that a message has been tagged as spam. This can also be easily filtered out by either the destination server or the end user's email client. Delete the spam messages. Quarantine the message. This will allow you to store the messages on the server. You may also send digest messages to the end user for any spam that they receive, or you can simply leave it on the server for a specified number of days to sort through if any user notices missing mail. Messages will be retained in the quarantine for 7 days before being deleted. If messages have been quarantined 12
by our system, we can configure the various settings for how the end user is notified of messages that are being held. Digest messages come in three flavors: Delta (Green House Data default): This digest will only list new messages that have been quarantined since the user last received a digest message. Sync with default system behavior: This will essentially remove any existing overrides that may have been in place for a particular domain or user and sync with whatever is in place for the system. Do not send the Digest: The user will not receive a digest message, but the mail will stay on the server for the administrator to search through and release if necessary. Full Digest: This digest will list all messages that are currently quarantined for a user. If you wish to include some additional instructions for the users to follow, we can input your text into the custom message portion. This will be included at the top of every digest message. Digest frequency: By default, we can configure the system to send a daily digest when they have messages identified as spam at 8AM Pacific time. Users only get the digest when messages are identified as spam. We can configure for your company/domain to have these sent hourly, daily (excluding weekends), daily (including weekends) or weekly. We can configure specific email addresses to have their own frequency and digest format. Also available for customization are digest redirects. This allows a particular user to receive the digest message for another email address. For example, if you have an alias set up for sales that goes to five end users, you can have one person set up to receive the digest messages for sales instead of all five of the end users. Domain Filters Domain filters are applied at the company/domain level. Custom filters allow our system to filter on any part of a message including the keywords, subject, to field, from address, sender address, sender domain, header and the name of the attachment. We can configure the system to support your corporate policy by blocking certain attachment types or messages from certain domains from being delivered. Our team can configure the system to quarantine, reject, and delete redirect to an email address. R0912 13
Address Filters Address filters are applied to specific email addresses of yours. Custom filters allow our system to filter on any part of a message including the keywords, subject, to field, from address, sender address, sender domain, header and the name of the attachment. We can configure the system to support your corporate policy by blocking certain attachment types or messages from certain domains from being delivered. Our team can configure the system to quarantine, reject, and delete redirect to an email address Anti-virus settings We can configure the way identified viruses will be processed. The various options are as follows. Honey Pots Clean and quarantine (Green House Data default): This will allow you to store the messages on the server. You may also send digest messages to the end user for any spam that they receive, or you can simply leave it on the server for a specified number of days to sort through when any user notices missing mail. Only cleaned messages are kept in the quarantine. Clean and add "X-MailFoundry Virus" header: This can then be filtered out by either the destination server or by the end user's email client. Clean and tag the subject line: This will allow the end users to quickly see that a message has been tagged as a virus. This can also be easily filtered out either by the destination server or by the end user's email client. Only cleaned messages will be delivered to the end user. Return to sender: This option will return the message to the sender. However, with the way that many of the viruses spoof the sender s address, the message will probably be returned to the wrong user or simply stick around in the outgoing mail queue. Delete the virus messages. Two additional options include sending notifications. They are: Notify sender if their message contained a virus: However, since many of the viruses are spoofing the "From" address, the notification usually is delivered to the wrong user. Notify user if someone tried to send them a virus: This is useful in case the user needs to check a certain folder for the cleaned messages. spam profiles. Honey Pot addresses are addresses that are no longer valid on your system, or addresses that get nothing but spam. By putting the address into the list below, the system will automatically forward R0912 14
all mail bound for that address to our team who will examine the mail and create new spam profiles. You can give us an address or list of addresses to be used. Message Footers Message footers consist of text added to the end of the message. You can provide us the text to be included. Footers are usually added by client email programs or originating mail servers. The system can make a best attempt to add one. Some email clients may not reproduce the footer correctly, in which case they should be disabled and the client s email program or originating email server should insert footers instead. Footers can be applied based on the various destinations of the message: The Incoming footer is added to messages coming in through our system, destined for local addresses. The Outgoing footer is added to messages sent out by our system (if enabled). The Internal footer is added to messages sent out by our system and destined for a local address, where both the source and the recipient domains are both handled by our system. Changes to the footers may take up to 5 minutes to be recognized by the SMTP server. If you have any problems or questions, please do not hesitate to contact us at (866) 995-3282 or support@greenhousedata.com R0912 15
How to Access ediscovery Search Results with Outlook 2010 Thank you for purchasing Green House Data Email Archiving. This guide is designed to help customers access and use ediscovery Search results with the Outlook 2010 client. Once you ve read and completed this document you will know how to: Access your Discovery Mailbox Review your search results Export your search results to a PST file. Step-by-Step Instructions Once you have submitted your ediscovery search request to Green House Data, you will be notified when the results are available. Create your Discovery Mailbox in Outlook 2010 1) Launch the Outlook 2010 Client. 2) If prompted, enter your username and password. 3) Under the File Menu go to Info and click Account Settings. R0613 16
4) Click Account Settings. 5) Select the E-mail account. 6) Double click on the name of the account. 7) Click More Settings radial button. R0613 17
8) Select the Advanced tab. R0613 18
9) Click the Add... radial button under the Mailboxes option. 10) The Add Mailbox is displayed. 11) Type the name of the mailbox in the Add mailbox field. (The Discovery Mailbox provided to you in the Search results notification from Green House Data.) 12) Click Ok. R0613 19
13) Click OK. R0613 2015 Green House Data. Specifications are subject to change without notice. 20
Search results for each search will be available in the Discovery Mailbox. To export search results into PST format Create a PST file in Outlook 2010 by Account settings/data files/add name the PST file. 1) Go to Account Settings in Outlook 2010. 2) Under the File Menu, click Info and click Account Settings. 3) Select Account Settings. R0613 21
4) Click the Data Files Tab. 5) Click Add button. R0613 22
6) You will be prompted to select the name and location of the PST file. 7) Type the File name. 8) Click OK. R0613 23
9) Copy the search results into the PST file. 10) Select your search results folder. 11) Right-click the search results folder and select Copy Folder. 12) Select the PST File you created and click OK. 13) The search results are now in the PST file. 14) To find the actual PST File, right-click on the PST file folder you created above and select Open File Location. R0613 24
15) This will open the location of the PST file in a Windows Explorer Window. If you have any problems or questions, please don t hesitate to contact us at (866) 995-3282 or support@greenhousedata.com. R0613 25
How to Configure ActiveSync on an iphone or ipad Thank you for signing up for FiberCloud s Business Class Email. You must currently have ActiveSync enabled for your Business Class Email mailbox in order to use this service. If you need assistance, please contact us. 1) Open Settings from your main screen. 2) Select Mail, Contacts, Calendars, then Add account. 3) Select Microsoft Exchange R0514 2014 Green House Data. Specifications are subject to change without notice. 26
4) You will be prompted to enter your account information and credentials from the Service Activation Letter. The Description field is optional. 5) Touch the switches on the categories you desire to sync with your device. Tap "Save". 6) ActiveSync is now enabled and you are able to use your device with your mailbox. R0514 2014 Green House Data. Specifications are subject to change without notice. 27
How to Configure ActiveSync on an Android Phone or Tablet Thank you for signing up for FiberCloud s Business Class Email. You must have ActiveSync enabled for your Business Class Email mailbox in order to use this service. If you need assistance, please contact us. Android phones and tablets run the Android operating system, which is often customized by device manufacturers, which means that ActiveSync setup steps may vary from device to device. We recommend the following: R0514 1) Obtain instructions/documentation from your carrier or device manufacturer to ensure you have the exact instructions for your device. 2) You will need the information from your Service Activation Letter available when you set up your phone: Username (your full email address) Password Server mail.fchosted.com Domain Below are general Android device instructions. If these do not apply to your device, please refer to your carrier or device manufacturer. 1) Go to the Applications or "Settings" and select Email or Mail. 2) Tap "Add Account". Some devices may show Microsoft Exchange ActiveSync, tap that option to proceed. 3) Enter your full email address and password. Select Next. 4) Select Exchange account or Exchange Active Sync or Corporate Email (this will vary from device to device). 5) Configure your Exchange account. Based on your device you will see either: Domain\Username Enter your email address from your welcome letter in this field. If Domain and Username are separate spaces for your Android device, then leave the Domain field empty and enter your email address in the Username space. Note: Some devices will require you enter your email address in the Domain\Username field (i.e. yourname@mycompany.com). 6) Tap Next 7) Your phone will then verify the server settings. 8) Once your phone verifies the server settings, you can then configure Account Options. Note these are optional steps and may vary device. Frequency - Email checking frequency defaults to Automatic (aka push). This means that email messages will be sent to your Android device as they arrive 2014 Green House Data. Specifications are subject to change without notice. 28
to your mailbox. We recommend you only use this option if you have an unlimited data plan. Amount to synchronize This determines the amount of mail kept on your phone or tablet. You can choose which option you prefer including one day, three days or one week. Notify me when mail arrives Use this option if you want to be notified when each new message arrives. Sync contacts from this account use this option if you wish to have your contacts synchronized between your Android device and Exchange mailbox. 9) Next, your newly set-up Email will begin downloading email messages and you can begin using it to send and receive messages with your new account. If you encountered any problems or have questions, please contact us at support@greenhousedata.com. R0514 2014 Green House Data. Specifications are subject to change without notice. 29
How to use Email Archiving with Outlook 2010 Thank you for purchasing Green House Data Email Archiving. This guide is designed to help customers access and use Email Archiving with the Outlook 2010 client. Once you ve read and completed this document you will know how to: Access your Archive mailbox Move items between your Archive mailbox and primary mailbox Search your Archive mailbox Filter your search results Step-by-Step Instructions Access your Archive mailbox When Email Archiving is enabled with your Business Class Email account, you will see your Archive Mailbox when you sign on to Outlook 2010. 1) Launch the Outlook 2010 Client. 2) If prompted, enter your username and password. 3) Once you sign in to your account, you will see your primary mailbox. 4) Below you will see the Archive mailbox. R0613 30
5) Click on the Archive mailbox to view messages in your archive. To move items to and from the Archive mailbox Note: Your Company will have a retention policy to automatically move emails from your primary mailbox to the archive mailbox after a certain amount of time. 1) Select the email message(s) you wish to move to your archive and then drag it over to your Archive mailbox. Your message will now appear in the archive mailbox and no longer in your primary mailbox. R0613 31
2) Now you can view your message in the Archive mailbox. To move a message from the archive to your primary mailbox, you would select the message(s) and drag them to the primary mailbox. How to search your Archive mailbox 1) Select your Archive mailbox. You will see the search field appear on the top. 2) Choose a keyword to search and hit return to see your results. R0613 32
3) Your search results will then display. See the example below. To filter your search results 1) To filter your search results go under Search Tools and under Search choose which filter(s) to apply to your search. 2) In this example, the filter is set for messages sent to me. I select Sent To: Me or CC: Me. You will then see the filtered results. 3) Additional search filters may be applied using the following properties by selecting More. R0613 33
If you have any problems or questions, please don t hesitate to contact us at (866) 995-3282 or support@greenhousedata.com. R0613 34
How to use Email Archiving with Outlook Web App Thank you for purchasing FiberCloud s Email Archiving product. This guide is designed to help customers access and use Email Archiving with the Outlook Web App (OWA) client. Once you ve read and completed this document you will know how to: Login to Outlook Web App Access your Online Archive Move items between your Online Archive and primary mailbox Search your Online Archive Filter your search results Step-by-Step Instructions Access your Archive mailbox When Email Archiving is enabled with your Business Class Email account, you will see your Online Archive when you sign on to Outlook Web App. 1) From your web browser, go to https://mail.fchosted/owa 2) Login using your username and password. 3) Once you sign in to your account, you will see your primary mailbox. R0613 35
4) The Online Archive folder will appear below the primary mailbox. 5) Click on the Online Archive folder to view messages in your archive folder. To move items to and from the Online Archive 1) Select the email message(s) you wish to archive and drag it over to your Online Archive folder. Your message will now appear in the archive mailbox and will no longer be in your primary mailbox. 2) Now you can view your message. R0613 36
To move a message from the archive folder to your primary mailbox, you would select the message(s) and drag them to the primary mailbox. How to search your Online Archive 1) Select your Online Archive folder. You will see the search field appear on the top right. R0613 37
2) Choose a keyword to search and press the Enter key to see your results. To filter your search results 1) To filter your search results click Filter. There are numerous menu options to choose from. In this example below, the filter is set for messages Sent to me. 2) Once you have selected a filter(s) click Apply. R0613 38
3) The filtered results now appear, I can choose to apply more filters, search within the results or clear the filter(s). R0613 39
Resetting Passwords for Green House Data Cloud-Hosted Services Thank you for signing up for FiberCloud s Cloud-Hosted services. This document is to help you reset or change your password for our Business Class Email & Messaging, Microsoft SharePoint and Green House Data Online Backup products. If you are not a current customer for this service or run into any problems following these instructions you can contact us for assistance. Microsoft Exchange Email, SharePoint and Green House Data Online Backup: To reset/change your password, Exchange 2010 provides you with Outlook Web App (OWA) to make the changes. Access OWA by logging on and input your username and password. Depending on how your company administrator has set up your company account with Green House Data, you will either go to https://mail.fchosted.com/owa or https://mail.yourcompanydomain.com/ owa. If you are not sure, please contact your company administrator or Support@greenhousedata.com. R0112 2015 Green House Data. Specifications are subject to change without notice. 40
After you log on, go to the top right corner of the screen click on the Options tab. On the Options menu, click Change Your Password R0112 2015 Green House Data. Specifications are subject to change without notice. 41
Enter your old and new password and click save at the top of the screen. You will then get a message to log back in using your new password. Once you click Save your password will be changed. You will see this confirmation message. Use your new password the next time you sign on. R0112 2015 Green House Data. Specifications are subject to change without notice. 42
Important Password Selection Information: When selecting a password do not select a password that simulates or contains your username. Passwords cannot contain or simulate a user name. Default Passwords are 8 characters; a symbol, capital letter and lower case letters and numbers, e.g. @adv9876. You can only change your password once in a 24-hour period. Note: If you have forgotten your password, please contact your company s administrator or Support@greenhousedata.com Expired Passwords: FiberCloud s default password expiration is set at 6 months. When your password expires, you will see a dialog box that your password has expired when you log on. Once you see this pop up screen, you must go to your Outlook Web App email and change your password there. Access your OWA by logging on and input your username and password. Depending on how your company administrator has set up your company account with Green House Data, you will either go to https://mail.fchosted.com/owa or https://mail.yourcompanydomain/owa. If you are not sure, please contact your company administrator or support@greenhousedata.com Follow the how to change your password instructions above to change your expired password. R0112 2015 Green House Data. Specifications are subject to change without notice. 43
Business Class Email - Microsoft Exchange FAQs Q: What are the minimum system requirements for Hosted Microsoft Exchange Business Class Email and Messaging? A: The minimum system requirements: PC Windows 7, Vista, XP SP3 Outlook 2007 or 2003 512 MB of RAM 1GB available disk space DSL or higher connection MAC Intel Processor Mac OS X 10.6 Snow Leopard Microsoft Outlook 2015 or Mac OS X Mail 512 MB of RAM 1GB available disk space DSL or higher connection Q: What is the maximum size file I can send using my Hosted Exchange Email? A: You will be able to send up to a 50MB size file. Q: What happens when I have files 50MB or larger that I need to send to other people? A: We have a product that allows you to transfer and share large files securely. It is easy to use and does not require using FTP. For more information please contact us at sales@greenhousedata.com. Q: How do I check the size of my email box? A: You will receive a warning email when a user approaches 90% of the mailbox capacity. Your incoming and outgoing emails will be restricted when your mailbox reaches capacity. Viewing Your Mailbox Size in Microsoft Outlook: You can view the size of your mailbox and subfolders from the Outlook client software. 1. In the Outlook folder view right-click at the folder that says "Mailbox Your Name and click on Properties. 2. On the General Tab, click on Folder Size R1011 44
You may view the total size of your mailbox and all of its subfolders. Click on the server data tab to see how much email is stored for your mailbox. Q: Can I access my email using the Internet? A: You can securely check email from any Internet connection as if you were at your office computer. Simply access in your standard way and input your user name and password. Q: Can I use my current Outlook email client, with Green House Data Hosted Exchange? A: You can use Microsoft Outlook 2010 access our Hosted Exchange environment. Q: Does remote access require a VPN connection? A: It is not necessary to use a VPN connection to securely check mail from a remote connection. Outlook 2010 uses an encrypted session (RPC over HTTPS) for secure two-way synchronization. There also eliminates the need to use nonstandard ports for accessing your company. Q: How do I migrate my mail onto the Green House Data Hosted Exchange? A: Contact our Client Services team for assistance on migrating email. Q: If I have my own domain name, can I keep it? A: Yes Q: Do you have Email Archiving available? A: Yes, we provide optional email archiving for individual mailboxes. Please contact your account manager or sales@greenhousedata.com. Q: Will I be able to use my iphone, ipad Android device with my Green House Data Hosted Exchange email? A: Yes, we have an option for ActiveSync which allows you to use our Hosted Exchange with your iphone or ipad. 45 R1011