Getting Started Guide Cox Business Hosted Exchange

Getting Started Guide Cox Business Hosted Exchange Cox Business Customer Support is available 24/7 at the following local numbers: Hampton Roads: 757 369-6500 Roanoke: 540 777-7373 Northern Virginia: 703-378-0882

Getting Started Guide Page 2 of 33 Table of Contents GETTING STARTED: HOSTED EXCHANGE... 3 HOSTED EXCHANGE FEATURES... 4 WIRELESS MESSAGING SERVICES... 4 ADVANCED EMAIL DEFENSE SERVICES... 4 MIGRATION CHECKLIST... 5 HOW TO SETUP OUTLOOK... 6 RUN THE OUTLOOK CONFIGURATION TOOL WIZARD... 6 MANUALLY SETUP OUTLOOK... 9 MIGRATION OF OLD MAILBOX DATA TO YOUR NEW COX HOSTED EXCHANGE ACCOUNT... 13 ASSISTED DATA MIGRATION... 13 DO-IT-YOURSELF: EXPORT OLD MAILBOX (EXCHANGE) DATA TO A LOCAL PERSONAL FOLDER FILE (PST)... 14 IMPORT YOUR OLD MAILBOX S PST TO YOUR NEW EXCHANGE MAILBOX... 17 HOW TO CONNECT MAC NATIVE APPLICATIONS TO EXCHANGE (MAIL, ICAL, ADDRESS BOOK)... 18 Auto-configure Macintosh Mail for Exchange... 18 Manual configuration of Macintosh Mail for Exchange... 19 CONFIGURE YOUR ENTOURAGE 2008 MAIL CLIENT... 21 For IMAP Protocol... 22 Additional Setup Instruction... 23 Classic BlackBerry Handhelds BlackBerry 5.0 and Earlier... 24 BlackBerry 6.0 Enterprise Activation Option 1: Search... 25 BlackBerry 6.0 Enterprise Activation Option 2: EA Menus... 25 CLASSIC BLACKBERRY HANDHELDS BLACKBERRY 5.0 AND EARLIER... 27 BLACKBERRY 6.0 SECURITY WIPE OPTION 1: SEARCH... 28 BLACKBERRY 6.0 SECURITY WIPE OPTION 2: MENUS... 28 GENERAL SETTINGS FOR ACTIVESYNC... 29 MAKING SURE YOUR MAILBOX IS ACTIVESYNC ENABLED... 29 Additional Setup Instruction... 29 Windows Phone 7... 32 Windows Mobile 6.5 and Earlier... 32

Getting Started Guide Page 3 of 33 Getting Started: Hosted Exchange Welcome to Cox Business Services Hosted Exchange! This document contains the information for getting started and managing your Hosted Exchange account. Cox Client Support Services Contact Technical Support Cox Business Customer Support is available 24/7 at the following local numbers: Hampton Roads: 757 369-6500 Roanoke: 540 777-7373 Northern VA: 703-378-0882 How to Setup Outlook Follow this guide to quickly setup your Outlook Profile using either the automated or manual options fo connecting your Outlook software to your Exchange mailbox. How to Import My Personal Folder File (PST) Use the PST import section of the document to populate your mailbox with legacy data from a PST (personal folder) file. How to Connect via Macintosh Entourage Outlook Web Access (OWA): (The Internet version of Outlook that can be accessed from any web browser Internet Explorer preferred) Mail.hostaccount.com Entourage 2004 & 2008 is the supported Exchange software for Macintosh users. Use this section to connect your Mac, using Entourage, to your Hosted Exchange mailbox. My IMAP Settings Use this section when you need to setup email-enabled peripherals or third-party applications to connect to your Exchange mailbox for email only. Full Hosted Exchange support is not available for such devices/applications, but this guide will assist in communicating with your exchange mailbox via the IMAP protocol. Admin Console Guides Company administrators (typically the technical and/or billing contact for your account) may access the Admin Console to manage your mailbox size, email aliases, forwarding, add and remove mailboxes, change display names, change passwords & user logins, etc. Hosted Exchange Admin Guide_Exchange.pdf (113 Pages): This guide provides the detailed instruction needed to perform administrative functions for managing your Exchange account. Hosted Exchange Quick Reference Guide_Exchange.pdf (3 Pages): This guide provides quick reference to menu navigation and a summary overview of the features found in the Exchange Admin Console. Hosted CP End User Guide.pdf (11 Pages): This guide provides the detailed instruction of end user (non Admins) access to the Hosting Control Panel so that end users may manage their email aliases, passwords, etc. Wireless Messaging Services Setup Guides Follow the links below to setup BlackBerry or ActiveSync with your Exchange mailbox: BlackBerry Enterprise Server (BES) Windows Mobile Messaging (formerly ActiveSync)

Getting Started Guide Page 4 of 33 Hosted Exchange Features Microsoft Exchange based messaging and collaboration Includes all the features of having an in-house Microsoft Exchange Server. Outlook Web Access Allows access to all data stored in your Hosted Exchange account using an Internet browser. Generous Storage Hosted Exchange mailboxes range from 500 MB to 4 GB. Secure HTTPS Connectivity Windows XP and Vista users can connect Outlook 2003 or Outlook 2007 to the Hosted Exchange service securely via HTTPS even if they are behind a firewall. There is no need for a VPN connection. Note: The Hosted Exchange service includes the Outlook 2003 and 2007 software for no additional charge. Supports Large Attachments Allows for attachments up to 50MB. Web Based Administration Clients can manage their Hosted Exchange services via the Hosted Exchange Admin Console. Features include password changes, addition/deletion of mailboxes and management of global contacts and distribution groups. Wireless Messaging Services BlackBerry Enterprise Server ActiveSync Good Mobile Messaging Real time synchronization of Email, Calendars, Tasks, Contacts, Notes to BlackBerry enabled devices. Also includes MDS (Mobile Data Service) for use with 3rd party Internet-enabled applications for BlackBerry devices. Always up-to-date messaging for users of the ios, Android, Windows Phone 7 operating system and others. This service synchronizes Email, Calendars, Tasks, via the Wireless ActiveSync protocol. Good Mobile Messaging provides an Outlook like experience for a variety of devices including the Palm Treo and Motorola Q devices. Advanced Email Defense Services Hosted Exchange Boundary Defense for Email Your business needs effective, reliable, managed email protection against spam, viruses, spyware and other harmful malware. The Hosted Exchange Boundary Defense for Email service is a perimeter-based solution that blocks over 99 percent of spam, viruses, worms and harmful content and attachments and helps to eliminate 90 percent of spam-related costs.

Getting Started Guide Page 5 of 33 Migration Checklist The following checklist represents the complete list of items to address to ensure that your Exchange account is setup correctly and completely. This Getting Started Guide provides detailed instruction for most of the steps in this checklist. Please contact our customer support team for assistance addressing any items for which you have questions. 1. Log in to admin control panel (http://cp.cox.collaborationhost.net) Create all of your user accounts, distribution lists, and contacts 2. Configure Outlook for each user using the Outlook Configuration Tool (http://oct.collaborationhost.net) OCT Outlook Configuration: Automatically configures outlook to connect to Exchange 2007 this creates a new outlook profile and does NOT remove/modify any existing outlook profiles. Manual Outlook Configuration: As an alternative to using the OCT tool, and User can configure Outlook using the proper Exchange server settings as outlined in the configuration procedures. 3. Modify your DNS records when you are ready to switch to your new hosted Exchange service (see below for the specific details you must provide to your DNS provider) MX Records: server4.inboundmx.com (preference 10) server5.inboundmx.com (preference 20) CNAME Record: For example: if your domain name is abc.com, your CNAME record will be called AUTODISCOVER.abc.com, with a target host of autodiscoverredirect.hostaccount.net TXT Record: v=spf1 include:spf.collaborationhost.net ~ all 4. Optional: Populate your new Hosted Exchange mailbox with personal folder file (PST) data from a previous email account. Configure Wireless devices: BlackBerry Enterprise Server (BES): Subscribe users to Blackberry Service via the Admin Control panel Under BlackBerry Accounts. An activation password will be assigned and emailed to each User. The password will expire after 48 hours. If a user does not activate their handheld within 48 hours an administrator on the account can generate a new activation password via the Admin Control Panel. NOTE: If you are coming from Exchange and currently connect to BES (Blackberry Enterprise Server) with a current Exchange Solution, prior to the activation to Cox s new BES you will be required to wipe your blackberry device. We recommend before performing this action that you utilize your Desktop Manager software and backup your information. Additionally, you will need to ensure you have the Enterprise Data plan through your Wireless Carrier prior to attempting to activate to Cox s BlackBerry Enterprise Server. ActiveSync for Smart Phones (iphone, Android, Windows Mobile Phone, others): ActiveSync configuration can be found below and in the Help and Support section of the Admin Control panel as there are detailed instructions on how to configure ActiveSync.

Getting Started Guide Page 6 of 33 How to Setup Outlook There are two ways to get started using your Hosted Exchange account via Outlook, you can set it up automatically by running the Outlook Configuration Tool (OCT) wizard or you can manually configure your profile. Run the Outlook Configuration Tool Wizard The Outlook Configuration Tool is a wizard that attempts to create an RPC/HTTPS with your Hosted Exchange account by walking you through a series of steps. To get to this wizard: 1. Please log into Cox Hosted Exchange OnDemand at https://oct.collaborationhost.net 2. Enter your Outlook User Name. Example: firstname.lastname@yourdomainname.com 3. Enter your Password to login. Example: ChgPwd! 4. Select Start to begin configuring Outlook.

Getting Started Guide Page 7 of 33 5. Click [OK] to create a new profile. 6. Select MAPI to create a full Outlook Profile and click [Continue]. 7. Select [Yes ]for Cached Exchange mode. 8. Enter your email address in the User name field, enter your Password, and click [OK]. 9. Enter the name of the profile you want to create. This will be the name of the profile to which you login. This can be any name of your choosing. In this example, the profile name is Cox Hosted Exchange.

Getting Started Guide Page 8 of 33 The system then prompts you for your email address and password: 10. Enter your email address in the User name field, enter your Password, and click [OK]. The new Outlook profile completes and you mailbox opens. The system informs you that Outlook was successfully configured. 11. Logout of the tool. 12. Click [OK] again, then [Next], and then [Finish]. You may now open Outlook, select the new profile, and log in!

Getting Started Guide Page 9 of 33 Manually Setup Outlook Key Things to Know: MAPI Server: AUSP01MCAS53.collaborationhost.net RPC Server: email.hostaccount.com On the local Windows machine: 1. Start a new profile by opening the Control Panel and selecting the Mail icon, The Mail dialog displays. 2. Click [Add], enter a Profile Name, and click [OK]. NOTE: Once your Outlook connection is established, you can set the When starting Microsoft Office Outlook, use this profile: to Always use this profile (the second radio button option), or Prompt for a profile to be used (the first radio button option) to toggle between multiple profiles. On the ensuing dialog: 3. Check Manually configure server settings or additional server types, and click [Next]. When prompted:

Getting Started Guide Page 10 of 33 4. Select Microsoft Exchange, and click [Next]. You are prompted to enter Exchange settings: AUSP01MCAS53.collaborationhost.net 5. Enter AUSP01MCAS53.collaborationhost.net in the Microsoft Exchange server field, check User Cached Exchange Mode, and enter the User Name (full username, usually the user s Primary Email Address), and then click [More Settings ] NOTE: Click [Cancel] on any dialog that displays that is not titled Microsoft Exchange. The Exchange Settings dialog displays.

Getting Started Guide Page 11 of 33 6. On the Connection tab, under Outlook Anywhere, click the Connect to Microsoft Exchange using HTTP checkbox, and click the [Exchange Proxy Settings] button. The Proxy Settings dialog displays. email.hostaccount.com msstd: email.hostaccount.com

Getting Started Guide Page 12 of 33 7. In the https:// field, enter email.hostaccount.com. 8. Click the checkbox labeled Only connect to proxy servers that have this principal name in their certificate, and enter msstd: email.hostaccount.com in the accompanying field. 9. Select On fast networks, connecting using HTTP first, then connect using TCP/IP, select Basic Authentication from the Proxy authentication settings drop-down list, and click [OK]. 10. Click [OK] again, then [Next], and then [Finish]. Open the profile and log in!

Getting Started Guide Page 13 of 33 Migration of Old Mailbox Data to Your New COX Hosted Exchange Account There are two ways to import the legacy email data that is contained in your existing personal folder file (pst), you can call us and have us help migrate your old email or you can do it yourself. Assisted Data Migration With assistance from your Hosted Exchange Provider, customers can migrate from their old email environment via a PST migration. Assisted PST migrations are partially performed by the customer (the extraction and transmission of data) and partially by your Hosted Exchange Provider (the loading of data). This type of migration assumes either that the customer is currently using email from a Microsoft Exchange environment, or otherwise has the ability to create PST files (explained below) from their existing email. Typically assisted migrations occur over a one to two week period. For more information about assisted data migrations please contact Cox Business Services Customer Support Services: Cox Business Customer Support is available 24/7 at the following local numbers: Hampton Roads: 757 369-6500 Roanoke: 540 777-7373 Northern Virginia: 703-378-0882

Getting Started Guide Page 14 of 33 DO-IT-YOURSELF: Export Old Mailbox (Exchange) data to a local Personal Folder File (pst) 1. Open the Outlook profile for an old Exchange mailbox that you wish to obtain the data from that mailbox If you no longer have access to that mailbox, BUT were setup using cached mode you should be able to open the Profile in Offline mode and access the cached data and export as a local pst file. 2. Select File Import and Export Export to a file Personal Folder File (pst):

Getting Started Guide Page 15 of 33 The Export Personal Folders dialog displays. 3. Select the topmost export option and check Include Subfolders. The dialog changes to enable you to enter a file name for the export. 4. Give the PST file a name (e.g., MyOldMailbox.pst) and note the location of the exported PST file so that you can upload the file to your new Exchange mailbox profile. 5. Click the [Finish] button to begin the export of your old Exchange Mailbox to a local PST file. NOTE: Typically, the default name of the PST file is backup.pst, and the default location is Documents and Settings/UserName/Local Settings/Application Data/Microsoft/Outlook:

Getting Started Guide Page 16 of 33 It may be easier to export/download the PST file to your desktop and give it a name that reminds you of the nature of the mailbox data in the PST file. To do this, simply click the Desktop icon and provide a name for the PST. NOTE THE NAME OF THE PST FILE AND THE LOCATION THAT YOU USED TO EXPORT/DOWNLOAD THE FILE, SO THAT YOU CAN EASILY LOCATE IT FOR THE NEXT STEP OF IMPORTING THIS DATA INTO YOUR NEW EXCHANGE MAILBOX... NOTE: The export procedure may take up to 30 minutes or longer, depending upon the size of your Exchange Mailbox.

Getting Started Guide Page 17 of 33 Import Your Old Mailbox s PST to Your New Exchange Mailbox 1. Open your new Cox Hosted Exchange mailbox profile and login with your new mailbox credentials. 2. Import the previously exported PST file from your old mailbox by using the Import/Export function. 3. Select File Import and Export Import from another program or file Personal Folder File (.pst) browse to the location of the PST exported in the prior step and select that file. 4. Select the topmost level of the PST file to be imported (left, above) and select your Exchange Mailbox location (Mailbox Your Display Name) as the location for the PST to be imported (right, above). 5. Click the [Finish] button to begin the import of your old mailbox PST data into your new Exchange mailbox. For best results, allow the import to complete before trying to use Outlook. NOTE: The import procedure may take up to 30 minutes or longer depending upon the size of the PST file.

Getting Started Guide Page 18 of 33 How to Connect Macintosh Native Applications to Exchange (Mail, ical, Address Book) In September 2009, Apple released an update for Intel-based Macintosh computers called Snow Leopard, which allows the Mail, ical, and Address Book applications to connect to Exchange servers. NOTE: Macintosh users can also connect to your Exchange account using the Entourage software. Instructions for setting up Entourage to connect to your Exchange mailbox follow in the next section. Auto-configure Macintosh Mail for Exchange IMPORTANT: The setup for connecting Macintosh Mail, ical, and Address Book to your Exchange mailbox is a very simple and straight-forward process if you have the AutoDiscover CNAME record properly setup for your domain. The AutoDiscover CNAME record is identified in the Welcome to Cox Business Services email that was sent when you ordered the Cox hosted Exchange service. Cox Hosted Exchange AutoDiscover CNAME Record: autodiscoverredirect.hostaccount.com 1. Open the Mail application. 2. From the Menu options, select File and then Add Account The Add Account dialog displays. 3. Fill out the information related to your Exchange Account and click the [Continue] button when finished: a. Full Name: This will be the display name for your email account. b. Email Address: Enter your primary email address associated with your Cox Hosted Exchange mailbox c. Password: Enter the password associated with your Cox Hosted Exchange Exchange mailbox 4. If your domain has the correct AutoDiscover CNAME record configuration, and the inputs entered in the Add Account window are correct, the Macintosh Mail program will search the Internet for your Exchange mailbox configuration settings and automatically connect to your Cox Hosted Exchange mailbox. It may take several minutes for your Cox Hosted Exchange mailbox data to be downloaded to the Mail program and populate your Exchange mailbox folders.

Getting Started Guide Page 19 of 33 5. The ical and Address Book applications are automatically connected to the same Exchange mailbox configured through the Mail application. You should see both the ical and Address Book applications populated with the data associated with your Cox Exchange mailbox account. Manual configuration of Macintosh Mail for Exchange IMPORTANT: If you do not have the proper AutoDiscover CNAME record configured for your domain records, you still may configure Macintosh Mail for Exchange by entering the server settings manually. If the auto configure fails due to a lack of the proper AutoDiscover CNAME Record in your domain s DNS settings, the Add Account dialog enables you to manually enter the Hosted Exchange server information in order to connect Macintosh Mail to your Cox Hosted Exchange mailbox. 1. From the Account Type drop down, select the Exchange 2007 option. 2. Enter your Display Name in the Description field. 3. The remaining fields allow you to manually configure Macintosh Mail to connect to your mailbox: a. Incoming Mail Server: Enter autodiscover.hostaccount.com b. User Name: This is typically the same as your primary email address. Enter the user name used to access your Cox Hosted Exchange mailbox. c. Password: Enter the password associated with your Cox Hosted Exchange mailbox. d. Also set up: Check both options for Address Book and ical if you want those applications to synchronize with your Cox Hosted Exchange mailbox. 4. Click the [Continue] button. Macintosh Mail will then connect to your Cox Hosted Exchange mailbox and populate the Mail, ical, and Address Book applications with your Exchange mailbox data. NOTE: It may take several minutes for the initial synchronization of data to be completed.

Getting Started Guide Page 20 of 33 How to Connect Via Macintosh Entourage NOTE: Entourage is a third party application developed by Microsoft that allows Macintosh computers to connect to Exchange. Entourage mimics Outlook in that the Mail, Contacts, Calendar, Notes, and Tasks components are all within the single Entourage application, though only the Mail, Contacts, and Calendar sync with the Exchange server. Notes and Tasks remain local to the Entourage software and are NOT synched with the Exchange server. Macintosh users who have a computer that has been updated to the Snow Leopard Operating System (available September 2009.$29.95 upgrade for Macintosh Intel-based computeres) can also connect to Exchange using the native Macintosh applications. See the previous section for connecting the native Macintosh applications (Mail, ical, Address Book) to Exchange. User ID/Account ID: First.Lastname@yourdomain.com (this is how you login to your Hosted Exchange account). Domain: Collaboration Password: (This is your email password.) Exchange Server: mail.hostaccount.com/exchange/first.lastname@yourdomain.com Note: You must add your primary email address after the /exchange/. Public Folder Server: mail.hostaccount.com/public LDAP Server: mac.apptixemail.net using port 3268 Please make sure the following checkboxes are checked/unchecked as indicated below: ENTOURAGE SETTING CHECKED UNCHECKED My Account is on an Exchange server This DAV service requires a secure connection (SSL) X X Override default DAV port: 443 X This server requires me to log on X This LDAP server requires a secure connection (SSL) Override default LDAP port 3268 X X Please note, there is a limitation with the Address book; you cannot view all users, but you can search for users in your organization.

Getting Started Guide Page 21 of 33 Configure Your Entourage 2008 Mail Client To configure your Entourage 2008 mail client to connect to your mailbox on Exchange Server, follow these instructions: 1. Open Entourage. 2. Select Tools and then Account Settings. 3. From the New drop-down list, select Exchange. 4. Make sure My account is on an Exchange Server is checked and then select Configure Account Manually, which is located in the lower left corner of the dialog box. 5. Fill out the following fields under the Account Settings tab: a. Enter (auto filled) in the Account name and Email address fields. b. Enter your name in the Name field. c. Enter (auto filled) in the Account ID field. d. Enter your Exchange Mailbox password in the Password field. e. Enter Collaboration in the Domain field. f. Check the box labeled Save password in my Mac OS keychain. g. Enter mail.collaborationhost.net/exchange/(auto filled) in the Exchange Server field. h. Check the box labeled This DAV service requires a secure connection (SSL). 6. Select the Advanced tab and fill out the following fields: a. Enter mail.collaborationhost.net/public in the Public folders server field. b. Check the box labeled This DAV service requires a secure connections (SSL). c. Enter mac.collaborationhost.net in the LDAP server field. 7. Verify that all of the entered information is correct. 8. Make any necessary changes and then select [OK]. Your Entourage client is now configured to connect to your Exchange Account.

Getting Started Guide Page 22 of 33 IMAP SETTINGS To setup email-enabled peripherals or third-party applications to connect to your Exchange mailbox for email only you will typically want to utilize the IMAP protocol. For IMAP Protocol Server Type: IMAP Incoming Server: email.hostaccount.com (PORT 993) For Outlook 2007/2010, select SSL Outgoing Server: email.hostaccount.com (PORT 587) For Outlook 2007/2010, select TLS Account name/user name: Your email address Password: Your email password

Getting Started Guide Page 23 of 33 Setup Instruction for Mobile Device Connection to Exchange BlackBerry Enterprise Server (BES) BlackBerry is a proprietary wireless service that allows BlackBerry users to obtain their mailbox data wirelessly to a BlackBerry device via the BlackBerry network. There are two forms of BlackBerry data services: 1. BlackBerry Internet Service (BIS): Provides ONLY email service through your wireless carrier s network. The BIS email only service does NOT sync fully with your Outlook Profile and is typically not push delivery of email. 2. BlackBerry Enterprise Service (BES): Synchronizes ALL of your primary Exchange mailbox folders (Email, Contacts, Calendar, Notes, Tasks) through a BlackBerry Enterprise Server in real time. This is the primary BlackBerry service provided through Exchange services and it requires that the BES data plan be turned on for your cellular account by your wireless carrier. NOTE: Because there are several different versions of the BlackBerry handheld devices, we cannot document the setup configuration screens for each device. The instructions that follow are the standard setup options though the screen and menu configuration may differ slightly from device to device. For example, on some devices the Options icon/menu may be called Settings, etc. IMPORTANT: In September 2010 RIM introduced a new class of BlackBerry devices that utilized touch-screen navigation via their new BlackBerry 6.0 Operating System. These devices include the Torch and several of the updates to the 9300 Series plus many additional future models. The instructions that follow provide the instruction for both the Classic BlackBerry 5.0 devices that are click-wheel/trackball navigation devices, and are followed by instruction for the BlackBerry 6.0 and newer touch-screen navigation devices. The menu structures/options are quite different on the newer touch-screen 6.0 devices from the Classic BlackBerry models. You will need to determine which type of BlackBerry device you own (Classic or Touch- Screen/6.0) in order to determine which set of instructions to follow for the Enterprise Activation. Additional Setup Instruction You can find detailed instruction, including screen captures, from the following Mobility Setup Guide: Mobility Setup Guide BlackBerry (BES)

Getting Started Guide Page 24 of 33 BlackBerry Enterprise (BES) Activation After the BES service has been ordered for a User s mailbox, the User will receive a Welcome to BlackBerry email with instructions for connecting their mailbox to the BES server via the BlackBerry Enterprise Activation which is to be performed on the BlackBerry handheld device itself. Make sure you have the BES data plan activated on your wireless account before performing the BlackBerry Enterprise Activation. BES service transmits more data email plus Contact, Calendar, Notes and Tasks (CCNT) and is therefore a distinct data plan separate from the carrier s default BIS data plan. Contact your wireless provider to insure that you are enabled with the BES data plan if you are having issues with BlackBerry Enterprise Activation. NOTE: If you are coming from Exchange and currently connect to BES (Blackberry Enterprise Server) with a current Exchange Solution, prior to the activation to Cox s new BES you will be required to wipe your blackberry device. We recommend before performing this action that you utilize your Desktop Manager software and backup your information. Additionally, you will need to ensure you have the Enterprise Data plan through your Wireless Carrier prior to attempting to activate to Cox s BlackBerry Enterprise Server. Classic BlackBerry Handhelds BlackBerry 5.0 and Earlier 1. From your Home screen, select the Options icon/menu (Icons may be different depending on theme. 2. Select Advanced Options then on the next menu select Enterprise Activation. 3. Enter your email address and the password provided by your administrator. 4. Then click [Activate] to begin the Enterprise Activation. After entering in the email and password, push in your track wheel and select Activate. The device will display: Activating for one to five minutes before displaying Verifying encryption. Encryption verified. Waiting for services Activation typically takes from 30 minutes to one hour depending on what services and information the device needs to sync. You will note that the screen fills with the services being downloaded. The activation IS NOT complete when it displays that the email address has been activated (typically within the first few minutes). The device will display 100% Activated when the BES Enterprise Activation is complete. 5. Access your Messages, Contacts, Calendar, etc. to review that your mailbox data has been synced to the BlackBerry device. IMPORTANT NOTE: Email MUST be flowing to the user s Exchange mailbox in order to complete the Enterprise Activation as the process uses email to kick off the activation: The device PIN is sent to the email address entered in step 3 above via email. This email is sent to the Exchange mailbox and replicated on the BES server. The password entered in step 3 above must match the password entered on the BES. If your mailbox is full or if MX Records are not pointing correctly, or there is any other reason that email is not reaching your mailbox, the BES Enterprise Activation will fail.

Getting Started Guide Page 25 of 33 BlackBerry 6.0 Enterprise Activation Option 1: Search The new BB6.0 OS utilizes the SEARCH feature extensively. Simply enter the term enterprise activation in the Search field to locate the Enterprise Activation feature to begin the connection to your Exchange mailbox 1. Click the Search icon in the upper right corner of the Home screen. 2. Enter the term enterprise activation in the Search box and click [Enter]. The icon associated with your search term is highlighted. Select this icon to start the Enterprise Activation. 3. Select the Enterprise Activation instruction. The Enterprise Activation screen displays. 4. In the boxes provided, enter your email address and the EA activation password provided via email or by your IT Admin or Support Tech and click the [Activate] button. BlackBerry 6.0 Enterprise Activation Option 2: EA Menus The details associated with the Enterprise Activation using the manual selection of menus/icons is the same as above. Perform the following steps. EA Menus: 1. All 2. Setup 3. Email Accounts 4. Enterprise Account 5. Enter your email address & EA password 6. [Activate]

Getting Started Guide Page 26 of 33 Troubleshooting BES Activations If you are having difficulty getting your BlackBerry device to connect and communicate with your Exchange mailbox using the Enterprise Activation, do the following as standard steps for troubleshooting: 1. Contact your IT Admin to make sure that your mailbox has been enabled to communicate using BlackBerry Enterprise Service (BES). If your mailbox has not been enabled for BlackBerry Services from the ARS Control Panel, the activation of the mobile device will fail. Determine if the user has been setup for BES activation: Hosting Exchange Wireless Services BlackBerry Make sure the user has BlackBerry activated and note the EA password Optionally, if no BlackBerry resources are available, they can be ordered from Billing Add Resources 2. Make sure your wireless carrier has enabled your account with a BlackBerry Enterprise (BES) data plan. The phone carriers provide BIS data by default to their BlackBerry customers and therefore often do not properly setup the BES plan for Enterprise customers. Phone carrier customer support is notorious for not understanding the difference between BIS and BES and you may have to be very persistent/incessant that they fully check for the BES plan on your account. Check on your device to make sure that you have entries in the Host Routing Table (Options Advanced Options Host Routing Table). You should have several entries in the table with the name of your wireless provider. If no entries are present then your account is not activated with a BES data plan. 3. Make sure that your mobile device is online and has a strong data signal. The device can have either a wireless or a data connection from your wireless carrier (3G, etc), but at least one of the online services must be active in order to setup the device. 4. Double check the data entry of your email and enterprise activation PIN/password when setting up your device. It is easy to mis type one of these inputs which will cause the configuration to fail.

Getting Started Guide Page 27 of 33 Wiping a BlackBerry Device It is not uncommon for companies to swap their BlackBerry devices between employees. Additionally, it is not uncommon for an employee s BlackBerry to stop communicating with the BES server. In either case, a security wipe may be required prior to re-connecting the BlackBerry device to an Exchange mailbox using the BlackBerry Enterprise Activation procedure. IMPORTANT: Do NOT wipe your device if you are not sure what you are doing as this will erase all of the data on your BlackBerry device. It is highly recommended that you backup the device, using the desktop manager, prior to performing a security wipe. If you have questions related to wiping your BlackBerry device please call our support team. Classic BlackBerry Handhelds BlackBerry 5.0 and Earlier To perform a security wipe on your BlackBerry device, do the following: 1. From your Home screen locate Options. 2. Select Security Options. 3. Select General Settings. 4. From the General Settings screen, press in the track-wheel and select Wipe Handheld from the dropdown list. 5. Newer devices will provide a prompt to also clear any Third Party applications. It is up to you to decide if you would like those wiped as well. Type the word blackberry to confirm the wipe and then press in the track wheel to begin the process. 6. The wiping process can take up to 5 minutes and the device will reboot during the process. 7. Once it has completed and the device has fully booted, you will be presented with the Set-Up Wizard. 8. Obtain an Enterprise Activation password from your Admin, and then follow the BlackBerry Enterprise Activation procedures to re-connect the device to the BES server.

Getting Started Guide Page 28 of 33 BlackBerry 6.0 Security Wipe Option 1: Search The new BB6.0 OS utilizes the SEARCH feature extensively. Simply enter the term security wipe in the Search field to locate the Enterprise Activation feature to begin the connection to your Exchange mailbox. 1. Click the Search icon in the upper right corner of the Home screen. 2. Enter the term Security wipe in the Search box and click [Enter]. The icon associated with your search term is highlighted. 3. Select this icon to start the Enterprise Activation. 4. Select the Security Wipe instruction. The Security Wipe screen displays, along with any warnings associated with the Security Wipe. 5. In the bottom of the screen type the word blackberry to verify that you want to implement the Security Wipe. 6. Select the [Wipe] button. The wiping process can take up to 5 minutes and the device will reboot during the process. Once it has completed and the device has fully booted, you will be presented with the Set Up Wizard. 7. Obtain an Enterprise Activation password from your Admin, and then follow the BlackBerry Enterprise Activation procedures to re connect the device to the BES server. BlackBerry 6.0 Security Wipe Option 2: Menus The details associated with the Security Wipe using the manual selection of menus/icons is the same as above. Perform the following steps: Security Wipe Menus: 1. All 2. Options 3. Security 4. Security Wipe 5. Review the warning messages. 6. To proceed with the security wipe type the word blackberry and select [Wipe].

Getting Started Guide Page 29 of 33 Setup Instruction for Mobile Device Connection to Exchange ActiveSync ActiveSync (aka Windows Mobile) is the wireless service built into Exchange for communicating with smart phones. Initially, this pertained primarily to mobile devices with the Windows Mobile 5 or 6 operating system in the early 2000 s. However, the smart phone category has evolved greatly in the last several years to include mobile operating systems that include ios (Apple s mobile platform for iphones, ipod Touch and ipad), Google s Android OS, which is licensed to several different handset manufacturers, WebOS, which runs on HP/Palm Pre and Pixi devices (and possibly on future HP mobile devices), current Windows Mobile 6.5 and future Windows Phone 7 phones, and several other devices that license ActiveSync from Microsoft in order to provide wireless communication to the Exchange enterprise platform which is ubiquitous in the business community. Smart phones with an operating system of Windows Mobile 6, or later, typically sync email, contacts, calendar, and tasks with an Exchange mailbox. The features associated with ActiveSync-enabled phones may differ depending upon the phone device itself or the nature of the licensing agreement for utilizing ActiveSync. General Settings for ActiveSync Because of the popularity of Exchange, mobile ActiveSync has been licensed to a multitude of handset manufacturers and mobile Operating Systems. The numbers of ActiveSync compatible devices are too many to document in totality, and the exact settings or menu options will vary from device to device, but the setup requirements are pretty standard requiring the following information. Email: Your email address Domain: Collaboration (the domain of the Cox Hosted Exchange server not your domain) Username: Your ID or Username (e.g., email@yourdomain.com) Password: Your password (case sensitive) Description: You can enter any information you would like in this field.( e.g., Display Name). Server: email.hostaccount.com Making Sure Your Mailbox is ActiveSync Enabled ActiveSync must be enabled for each user s Exchange mailbox in order to synchronize data wirelessly from your Exchange mailbox to a mobile handset that allows for Exchange communication via ActiveSync. If this option is not turned on, then you will not have any success setting up the mobile handset. 1. Make sure that you have the ActiveSync option turned on for your mailbox via the Hosting Control Panel. 2. Access the ActiveSync option for any user s mailbox via the Control Panel by selecting Hosting Exchange. 3. Click the user s Display Name hyperlink General tab Check the ActiveSync checkbox option. 4. If the ActiveSync option is not available to be selected, you will need to purchas the ActiveSync resource(s) for your account via the Billing Update Wizard option of the Hosting CP. Additional Setup Instruction You can find detailed instruction, including screen captures, from the following Mobility Setup Guide: Mobility Setup Guide ActiveSync (SmartPhones iphone, Droid, etc.)

Getting Started Guide Page 30 of 33 Configuring ActiveSync for the iphone (ios4) The following instructions are for the latest version of the ios4 platform. iphone OS3 also allows connection to a single Exchange mailbox using ActiveSync and the setup instructions are similar to those outlined below, though the screens may be slightly different. 1. From the Home screen select Settings Mail, Contacts, Calendars > Add Account 2. Click the Microsoft Exchange option. 3. The Exchange dialog displays. 4. Enter your account details and select [Next]: Email: Your email address Domain: Collaboration This field is typically optional. If needed use the Cox Exchange domain not your domain. Username: Your Exchange User name (Ex: email@yourdomain.com) Password: Your password (case sensitive) Description: You can enter any information you would like in this field. This field defaults to the email address entered (first instance of an Exchange account), or Exchange if this is not the only Exchange account. Optionally, you may select the field and edit it to meet your needs (e.g., Work, Personal, Firstname Lastname, etc.) 5. The iphone will try to connect to Exchange using the autodiscovery detection. If autodiscovery fails, a warning message displays. Select [Continue] in order to access the Server field for manual configuration. The Server field now displays so you can enter the correct server information. 6. Enter the mobility server information and click [Next]. Server: email.hostaccount.com 7. The iphone will try to verify the settings by communicating with the Exchange server. If successful, the Exchange Account dialog displays so that you can identify the items to be synced between your iphone (ios4) device and your Exchange mailbox(es). 8. Select which items you would like to sync with Exchange and then select Save. You have now successfully configured ActiveSync on your iphone. Repeat Steps 1 8 above for each additional Exchange ActiveSync account you wish to manage on your iphone (ios4) device.

Getting Started Guide Page 31 of 33 Other Smart Phones Android, WebOS, etc. There are a proliferation of various smart phones that utilize Microsoft s wireless ActiveSync protocol to communicate with Exchange server mailboxes. The most popular of these smart phones is using Google s Android Operating System. The types of devices/manufacturers include the following: Motorola Droid, DroidX, Droid2 and Incredible HTC Hero and EVO 4G Samsung Galaxy Series of smartphones Various LG handsets, and other devices by smart phone manufacturers Dell Streak HP/Palm Pre and Pixi (These are WebOS smartphones, not Android) NOTE: Please check with your device manufacturer if you are unsure if the device will work with ActiveSync. There are devices that utilize other operating systems that may not be ActiveSync compatible (e.g., Symbian OS (Nokia) and some others), but the mobile industry is very fluid and Exchange is a popular email platform for business so ActiveSync is often licensed to any manufacturer wanting to appeal to the broadest possible market. Each of these smart phone devices should be able to connect to your hosted Exchange mailbox in the following manner: 1. Make sure that ActiveSync is enabled for your mailbox via the Cox Control Panel. If unsure, please contact your company Administrator or Cox Customer Support. 2. On the smart phone handset, enter the following information: Server: email.hostaccount.com Email: Your email address. Domain: Collaboration Username: Your Exchange mailbox user name. Password: Your Exchange mailbox password (case sensitive). Description: You can enter any information you would like in this field. Typically, this is your Display Name (e.g., Joe Carpenter) or Email address. 3. Select the folders to be synchronized between your Exchange maibox and your smart phone handset. NOTE: Typically three (3) folders will sync with Exchange using ActiveSync: email, contacts, calendar for most devices. Notes and tasks are typically not included as part of the ActiveSync synchronization, but the type of information that will sync is device dependent based upon the device manufacturer s license agreement with Microsoft, and can vary widely from device to device.

Getting Started Guide Page 32 of 33 Configuring ActiveSync for Windows Mobile Devices Microsoft is currently in the process of revamping their offering of smart phones. Historically, the Microsoft operating system has been Windows Mobile 5.0, 6.0 and 6.5 (WM6, etc.), but these devices have typically relied on stylus input and have fallen out of favor. Nevertheless, there is a large embedded base of WM6 users and the setup instruction for such devices is noted below. Windows Phone 7 The introduction of Windows Phone 7 is scheduled to be released for the 2010 holiday season. Windows Phone 7 devices will utilize ActiveSync for Exchange synchronization and can be configured using the general ActiveSync settings. Additional information for configuring Windows Phone 7 will be made available when the Windows Phone 7 devices are released for consumer use. Windows Mobile 6.5 and Earlier Smart Phones with an operating system of Windows Mobile 6.5, or earlier, typically sync email, contacts, calendar, and tasks with an Exchange mailbox. The features associated with ActiveSync-enabled phones may differ depending upon the phone device itself or the nature of the licensing agreement for utilizing ActiveSync. 1. From the device s home screen select Start Programs (Or select the ActiveSync icon). 2. Select the ActiveSync icon. 3. Select Set up your device to sync with it from the Exchange Server support option. 4. For the server address type in mobile.collaborationhost.net and make sure the box for This server requires an encrypted (SSL) connection is checked. 5. Select Next. 6. Enter the remaining setup information as requested: Username: Enter your username (e.g., Username or user.name@domain.com) Password: Enter your Exchange mailbox password (case sensitive) Domain: Collaboration Make sure the box for Save password is checked then select [Next]. 7. Select the items that you would like to sync with your device by checking the box next to each item. 8. Select [Finish]. The first time your device syncs you may receive a warning prompt providing information about the initial synchronization of the device. 9. Select [OK] to proceed and synchronize your device. Configuration of ActiveSync for WM6 is now complete.

Getting Started Guide Page 33 of 33 Troubleshooting ActiveSync Setup If you are having difficulty getting your ActiveSync enabled device to connect and communicate with your Exchange mailbox, do the following as standard steps for troubleshooting: 1. Contact your IT Admin to make sure that your mailbox has been enabled to communicate using ActiveSync. If your mailbox has not been enabled from the Cox Hosted Exchange Control Panel, the activation of the mobile device will fail. Find the User mailbox by selecting Hosting Exhange Click the user s Display Name hyperlink General tab Check the ActiveSync checkbox option [Submit]. NOTE: If the ActiveSync checkbox option is not selectable that means that your account does NOT contain any ActiveSync Resources that can be used to setup wireless ActiveSync. Purchase the ActiveSync Resources for your subscription from the Billing Add Resources Control Panel options. 2. Make sure your wireless carrier has enabled your account for data services. You will need to have both voice and data activation with your wireless carrier for your account in order to obtain email, and other data (web browsing, etc), on your mobile device. 3. Make sure that your mobile device is online and has a strong data signal. The device can have either a wireless or a data connection from your wireless carrier (3G, etc), but at least one of the online services must be active in order to setup the device. 4. Double check the data entry of the server settings, username, email, password, etc. when setting up your device. It is easy to mis type one of the settings inputs which will cause the configuration to fail.