March 13, 2014 Control Center For one_business Version 1.1.6 Client Services
Table of Contents 1 Preface... 4 1.1 Intended audience... 4 1.2 Overview... 4 2 The Control Center... 5 2.1 Accessing the Control Center... 5 2.2 Control Center Login Credentials... 5 3 The Home Page... 6 3.1 Announcements... 6 3.2 Useful Links... 6 3.3 New Customer Service Contacts for Administrators... 6 4 Manage Services... 7 4.1 Advanced Options... 8 4.1.1 Confirm DNS Settings... 8 4.1.2 Change one_business Web Login Address... 9 4.1.3 Change one_mail Email Address... 9 4.1.4 Rotate Banner Ad... 10 4.1.5 Add It! one_business Login Boxes... 11 4.2 Email Rules... 11 4.2.1 SpamShield Score... 11 4.2.2 Email Rules... 12 4.2.3 Approved/Blocked Senders... 13 4.2.4 Approved/Blocked Networks... 14 4.2.5 Order of Rules... 15 5 Customization... 16 5.1 Customize with Themes... 16 5.2 Advance Customization... 16 5.2.1 Templates... 16 5.2.2 Colors & Fonts... 17 5.2.3 Text & Links... 18 5.2.4 Images & Backgrounds... 22 5.2.5 Mail Plus... 26 5.2.6 Sign up Link... 26 5.2.7 Default Web Mail Preferences... 26 5.2.8 Report Spam... 27 5.2.9 Quota Warning Letter... 27 5.2.10 Welcome Letter... 28 5.2.11 Calendar... 29 5.2.12 Navigation Buttons... 29 6 Manage Users... 30 6.1 List User Accounts... 30 6.1.1 To search under first name, last name, or login name:... 31 6.1.2 To search using the shortcut menu:... 31 6.2 Manage User Accounts Results... 31 6.2.1 Search user accounts... 31 6.2.2 Edit a user account... 32 6.2.3 Change a user password... 32 6.2.4 Delete a user... 32 6.2.5 Suspend a user... 32 6.2.6 Un-suspend a user... 33 6.2.7 To un-suspend a user:... 33 2009 Everyone.net, Inc. - 2 -
Table of Contents 6.2.8 Unable to un-suspend a user:... 33 6.2.9 Restricted User... 33 6.2.10 Restoring Deleted User... 33 6.2.11 Blocked User... 34 6.3 Create Users... 39 6.4 Recover users... 39 6.5 Manage Email Aliases... 40 6.5.1 Create a New Email Alias... 40 6.5.2 List/Edit/Delete Aliases... 41 6.5.3 Alias Administrator Email Address... 41 6.6 Demographics Reports... 41 6.6.1 To retrieve your user demographics summary:... 42 6.6.2 To view your user demographics summary:... 42 6.6.3 Additional information regarding the Demographics Summary:... 42 6.7 Calendar sharing management tool: one_sync... 42 6.7.1 Using one_sync... 42 6.7.2 Control Center function... 42 6.8 Mobile device service one_mobile... 43 6.8.1 Functionality... 43 6.8.2 Control Center function... 43 6.9 Reserve Login Name... 45 6.9.1 To create a Reserve Login Name:... 45 6.9.2 To delete a Reserve Login Name:... 45 7 Account Summary... 45 7.1 Account Profile... 45 7.1.1 To view your profile:... 46 7.1.2 To update your information:... 46 7.2 Change Password... 46 7.3 Edit Billing Information... 46 7.4 Renew Suspended Services... 47 8 Reports... 47 8.1 Email Statistics... 47 9 Support... 47 9.1 On-line information... 47 9.2 Contacting Support... 47 2009 Everyone.net, Inc. - 3 -
Table of Contents 1 Preface 1.1 Intended audience This document is intended to provide a reference guide for administrators managing Everyone.net products and provides instructions on how to use the features available in the web based Control Center for one_business. If administrators have any questions that are not addressed by this document, please contact Everyone.net technical support. 1.2 Overview This Control Center for one_business document is divided into the following sections: The Control Center A brief overview on the web-based interface which allows you to create and modify accounts. The Home page The main page of the Control Center with links to all of the Control Center features. Manage Services Administer your accounts advanced options. Customization Customize the look and feel of your one_business web interface. Manage Users Create, modify, and manage your one_business user accounts. Account Summary View your account information, including billing and Control Center password. Reports This section is reserved for legacy customers. It is not relevant to one_business customers. Support Obtain technical support from Everyone.net Support. Each of these sections is briefly described in the paragraphs below and screen shots are displayed demonstrating the steps needed to access the functionality available. 2009 Everyone.net, Inc. - 4 -
2 The Control Center The Control Center allows you to add/delete users and customize the look and feel of your one_business web interface. You may also easily upgrade your one_business service or update your current contact/billing information. 2.1 Accessing the Control Center The Everyone.net Control Center can be accessed by clicking on the Login link located on the top right corner of the Everyone.net web site or by going to https://controlcenter.everyone.net. To log into your Control Center, you will need your Client ID, this is your account number with Everyone.net and password. 2.2 Control Center Login Credentials The Login ID or Client ID (account number) is given to you during the sign-up process for one_business on your domain. This account number helps us to identify your account and is the unique ID to allow you to access our online Control Center to manage your one_business service. The Client ID starts with the letter "c" (e.g. c123456). If you forgot your Everyone.net Control Center password you can use the password reset/reminder feature. This feature is accessible from the login page when you click on Forgot Login ID or Password?. You may also access this page directly by going to https://controlcenter.everyone.net/amc/scripts/forgot.pl. 2013 Everyone.net, Inc. Page 5 of 47
3 The Home Page The Home page of the Control Center contains important information and links to the services and features available for your account. The top navigation tabs allow you to easily maneuver between features. 3.1 Announcements The announcement section contains Everyone.net updates and useful links. 3.2 Useful Links Some links available for some support information in regards to services. 3.3 New Customer Service Contacts for Administrators Contact email address and support hours. 2013 Everyone.net, Inc. Page 6 of 47
4 Manage Services The Manage Services section contains a list of features which allow you to customize or update your service. You will also find your one_business web login URL on this page. When you go to Manage this service, another list with more features will appear. 2013 Everyone.net, Inc. Page 7 of 47
4.1 Advanced Options The Advance Options page allows you to confirm your DNS settings or change your service URL settings. From this page you can also find instructions on how to add HTML code to easily create a custom user login form on your website. 4.1.1 Confirm DNS Settings Whether setting up one_mail using the fully branded version or graduating from the co-branded version to the fully branded version, your domain's MX records must point to the Everyone.net servers. To complete the fully branded service setup, you need to verify that the MX record updates have been made. The Everyone.net MX record to point to is: sitemail.everyone.net (This is the literal server name to point to.) To Confirm your DNS Settings: 1. Verify your DNS settings are updated and the MX record is pointing to sitemail.everyone.net (see note below) 2. After successfully verifying that the MX record is pointing to Everyone.net, Log into your Control Center 3. Go to the Manage Services page 4. Choose Advance Options 5. Select Confirm DNS Settings 6. If the settings are pointing to our servers, the next page will indicate that you have "Passed." If the settings are not pointing to our servers, the page will say that the DNS settings check has "Failed." 2013 Everyone.net, Inc. Page 8 of 47
Note: In some cases your web host provider may take up to 48 hours to make this change to your DNS records. Everyone.net does not have any control over these settings. We recommend you contact your DNS host provider to ensure that these settings have been completed. Once you complete this step, you can offer your users fully branded email addresses, user@yourdomain.com. Note: To verify if your MX record is pointing to Everyone.net settings, please use a DNS look up tool. 4.1.2 Change one_business Web Login Address Your web address (URL) entry is created when you setup the service using the fully branded or co-branded versions. If you decide to use a different URL for one_business, you may do so by changing this in the Change Web Address section. To change your one_business Web Login URL: 1. Go to the Manage Services page 2. Select Advance Option 3. Select Change Web Address 4. Choose the URL you would like to use for the web address by entering your selections in the fields provided (the new web address will look like: http://newsitename.onebusiness.everyone.net) 5. Then click on the Submit button Note: If you are using a login link to one_business on your website, please remember to get a new HTML code for the login box or text link from the "Add it!" section. Every time you change the web address of the email service pages, you need to update the HTML code for the login box or text. If you are a current subscriber and would like to change your web address (URL) to a fully branded (URL), please send email to support@everyone.net with your Control Center Client ID and the new web address (URL), i.e. onebusiness.domain.com, you would like to use for your service. If you understand DNS set-up, the exact server name to point your CNAME record for your fully branded URL to is: siteurl.everyone.net. (This is the exact server name to point your CNAME to.) 4.1.3 Change one_mail Email Address You may change the domain for your email address under two conditions: You are graduating to the fully branded service. This is applicable only to legacy every1.net domains. Your MX setting has not yet been confirmed (non-active service) If you do not meet these conditions, you cannot change your domain name. Please ensure that you are the domain owner for the new domain and your web host has updated the MX records in your DNS file before making this change. 2013 Everyone.net, Inc. Page 9 of 47
To change your email address: 1. Please ensure that you meet the requirements stated above to change your email address 2. Go to the Manage Services page 3. Select Advance Option 4. Select Change Email Address 5. Then click on the Next button at the top of the page. 6. Choose a domain for the fully branded service. Select one of the three options: a. Use your current domain, user@yourdomain.com. If you choose this option, all mail functions associated with the domain will be affected, including email addresses and auto responders email addresses. Mail functions for any other variation of your domain will not be affected. If you would like to maintain any of the above mentioned functions, you may move the mail functions to a variation of your domain, or offer the email using options 2 or 3 as described below. If you choose to use your current domain, you can access your mail in two ways: By using your browser to access your web-based email account. By creating forwarding accounts that send mail addressed to your Everyone.net email account, to another email service b. Use a sub-domain, user@yourchoice.yourdomain.com. If you choose this option, then you offer the email service using a variation of your domain. This allows you to maintain all the mail functions that you currently have on your domain and offer the Everyone.net email service using a sub-domain. c. Register a new domain specifically for the email service, user@yourdomainmail.com. 7. In the next section you can send your DNS instructions directly to your Web or DNS Host. There will be five fields to enter: Host's email address Host's company name Host's contact name Host's phone number Your email address Only your host's email address and your email address are required. Clicking on the Next button will send the instructions for updating your DNS file to your web host. If you host the DNS files on your servers, enter your email address instead of a hosting company's. 8. Once your web host has updated your DNS files by pointing your MX records to our servers, log into the Control Center, confirm your MX record, and if applicable get the HTML code for the login box or text link to the email service pages. Please note your fully branded email service will not be activated until your DNS settings are confirmed in the Check DNS Settings section. 4.1.4 Rotate Banner Ad This is not a supported feature in the one_business service. Rotating ad banners, or ad banners themselves are not displayed in web mail. 2013 Everyone.net, Inc. Page 10 of 47
4.1.5 Add It! one_business Login Boxes Once you are ready to link the one_business service to your site, you may copy the HTML code provided and paste it on your website. The purpose is so your users can directly log into their web mail accounts from any site you provided, instead of the web mail URL above. We have provided four options: The first three are web login boxes and the fourth is a text link. For better visibility, we recommend that you paste the login boxes or text link at the top or at another visible location on your home page. Remember, you will need to replace the login box or text link whenever you change the one_business web address. Please note that many HTML (WYSIWYG) editors may reformat the HTML code. If you experience problems with the login box, please compare the HTML code on your website against the HTML code provided. Everyone.net cannot provide assistance with modified HTML code. The best way to test your HTML code is to copy our HTML code onto a blank page first. 4.2 Email Rules The Email Rules section provides you the tools to manage one_mail messages. The features are explained in the paragraphs below. 4.2.1 SpamShield Score SpamShield is a spam fighting premium service that can automatically move unwanted mail to the Spam or Trash folder or reject the message. This process is simple, automatic and can be personalized. SpamShield 2013 Everyone.net, Inc. Page 11 of 47
Lite offers general spam protection. SpamShield Pro includes advanced spam prevention features and customization. SpamShield assigns points to a message for suspicious indications of spam, such as having suspicious subject line characteristics, and reduces points for characteristics of legitimate email, such as having an approved sender. On an average, a message with a cumulative SpamShield score greater than 3 is most likely an unwanted email. A score of 1.0 to 2.5 - Indicates that message is not likely to be spam A score of 3.0 - Indicates that message is spam. A score of 3.5 to 5.0 - Messages are considered most likely to be spam A score of 5.0 or higher Messages have been sent from known sources of spam. In the Control Center you can set the maximum score threshold, which is applied by default to all of your end users. To adjust the SpamShield Score setting: 1. Log into your Control Center 2. Select Manage Services 3. Click on Email Rules 4. Select Spam Shield Score 5. Enable the filter by checking the box 6. Select the SpamShield Score from the drop down menu 7. Select the action to be taken from the drop down menu 8. Click OK to save your changes 4.2.2 Email Rules Email Rules automatically apply your specific actions to messages that meet your specific criteria. The only exception is for messages designated to go to the INBOX. A user rule can process the message afterwards to move a message into another folder, as the first condition to be in the INBOX has been met. Inbound Email Rules Inbound Email Rules apply to all incoming messages and take precedence over user-defined Email Rules. Outbound Email Rules 2013 Everyone.net, Inc. Page 12 of 47
Outbound Email Rules apply to all outgoing messages via Web Mail and SMTP services hosted by the Everyone.net service. To create a rule: 1. From the Email Rules section, select Inbound or Outbound Email Rules 2. Click on Create a New Rule or New Rule button 3. Name the rule (optional) 4. Select the Condition(s) of the rule 5. Select the Action(s) 6. Click on Save To edit a rule: 1. Next to the email rule you want to edit, click the Edit icon (yellow notepad with a pencil). 2. Make the required changes, then click the Save button To enable/disable a rule: 1. Edit the rule by clicking on the Edit icon (yellow notepad with a pencil) 2. Enter a check mark in the Disabled box (located in the upper right corner) 3. Make the required changes, then click the Save button To remove a rule: 1. Next to the email rule you want to remove, click the Remove icon (red icon with an X). 2. A box will pop up asking you to confirm that you want to remove the rule. Click OK. 3. Make the required changes, then click the Save button 4.2.3 Approved/Blocked Senders The Approved and Blocked Senders lists are email rules that will filter emails specified by a complete email address (e.g. sender@example.net) or a domain (e.g. example.net). 2013 Everyone.net, Inc. Page 13 of 47
Entries entered into the approved senders list will allow all messages sent from that sender to be delivered to all of your end users. While the blocked senders list will ban messages from the specified email address or domain to be delivered to any of your end users. Each list takes precedence over the user-defined approved/blocked sender list in one_mail. You can have a total of 500 entries in each list. To add an entry: 1. From the Email Rules section, select Approved or Blocked Senders 2. Enter the email address or domain name 3. Click the Add button 4. Click the Save Changes button To remove an entry: 1. Select the entry from the list 2. Click the Remove button 3. Click the Save Changes button Notes: A blocked sender/domain will get a bounce error message with a simple statement of: banned. An approved/blocked sender will supersede any spam functionality set forth by Everyone.net, but the message will adhere to email rules once past all the filters. 4.2.4 Approved/Blocked Networks The Approved and Blocked Networks lists are email rules that will filter emails specified by a valid IPv4 address or network (in CIDR notation). 2013 Everyone.net, Inc. Page 14 of 47
Note: This is an advanced feature and is not recommended unless account administrators are familiar with CIDR notation in IPv4 format. It is possible to block the entire Internet with this feature. Entries entered into the approved networks list will allow all messages sent from that sender to be delivered to all of your end users. While the blocked network list will ban messages from the specified valid IPv4 address or network to be delivered to any of your end users. Each list takes precedence over the userdefined approved/blocked sender list in one_mail. You can have a total of 500 entries in each list. To add an entry: 1. From the Email Rules section, select Approved or Blocked Networks 2. Enter the valid IPv4 address or network range 3. Click the Add button 4. Click the Save Changes button To remove an entry: 1. Select the entry from the list 2. Click the Remove button 3. Click the Save Changes button 4.2.5 Order of Rules Here is the order in which the email rules process. 1. Everyone.net spam filtering (this is not optional). 2. Approved Networks 3. Approved Senders 4. Blocked Networks 5. Blocked Senders 6. SpamShield Score 7. Email Rules It is possible for a domain to reside in an approved network, but the domain can be blocked. 2013 Everyone.net, Inc. Page 15 of 47
5 Customization Everyone.net offers two web interfaces. The Classic interface is a simpler product which users with older PC s/browsers/slower access can continue to use. Easily tailor the look and feel of your Classic interface using the Themes or Advanced Customization features found under the Manage Services > Customization section. Please note that Everyone.net s AJAX web interface does not support customization of themes, templates, colors & fonts, images & background or navigation buttons. Some one_business features are not available in the Classic web interface. 5.1 Customize with Themes Conveniently customize your Classic web interface using one of many professionally designed themes. To select a Theme: (Please note when applying one of the themes to your service, any changes made to the interface with Advanced Customization will be lost.) 1. Select a theme by marking the radio button below the desired theme 2. Click on Preview to view the changes (Please note that selecting Preview will override any customizations you have made) 3. Click on Finish when done 5.2 Advance Customization You can fully customize your email service interface using our features available under Advanced Customization. Any service with a red asterisk (*) indicates that the service is for the Classic web interface. 5.2.1 Templates There are several layouts you can choose for the Classic web interface. These templates include the service login page. To select a Template for the Classic web interface: 1. Select a template by marking the radio button below the desired template 2. Click on Preview to view the changes (Please note that selecting Preview will override any customizations you have made) 3. Click on Finish when done To select a Template for the one_business login page: 1. Select a template by marking the radio button below the desired login page template 2. Click on Preview to view the changes (Please note that selecting Preview will override any customizations you have made) 3. Click on Finish when done 2013 Everyone.net, Inc. Page 16 of 47
5.2.2 Colors & Fonts Easily customize the colors and fonts for your Classic Web Mail pages. This feature will allow you to select the default colors and fonts for the Classic Web Mail interface only. 5.2.2.1 Select a Font Setting To select a font setting: 1. Select the Font Style from the drop down menu 2. Select the Font Size, the default size is 10pt 3. Select the Font Color by either entering the hexadecimal color code or selecting a color from the palette. 4. Click Submit to save your changes. 5.2.2.2 Selecting Colors for Text Links and Navigations Bars The Link Color contains three different settings, link color, visited link color, and active link color. All which can be customized to be the same or different color. To change text links and navigation bar colors: 1. Select the Font Color by either entering the hexadecimal value or selecting a color from the palette. 2. Click Submit to save your changes. 2013 Everyone.net, Inc. Page 17 of 47
5.2.2.3 Selecting Bar and Bar Font Colors Here you can change the bar and bar font colors for both the primary and secondary bars. To change primary and secondary bar and font colors: 1. Select the Font Color by either entering the hexadecimal value or selecting a color from the palette. 2. Click Submit to save your changes. 5.2.3 Text & Links Customize the text and links for your Web Mail pages in the Text & Links section. Here you can modify, create, and edit the default settings for your clients. When you create a new account the domain will have these default settings, which can be individually modified in their Control Center. 5.2.3.1 Enter your site name The site name will appear on the service pages for the accounts. These pages include the Web Mail login and Logout page. Below you will find a screen shot of the area where the site name is displayed in Web Mail. This is highlighted by the arrow. 2013 Everyone.net, Inc. Page 18 of 47
5.2.3.2 Enter the page title The text you enter here will be displayed in the browser title bar. Below you will find a screen shot of the area where the site name is displayed in Web Mail. This is highlighted by the arrow. 2013 Everyone.net, Inc. Page 19 of 47
5.2.3.3 Enter the address your services will link back to The logo and any "Home" links will link to a web address (URL) you enter here. Your users will be taken to this URL when they click on these links. 5.2.3.4 Create your outgoing email promotional signature You can create an email promotional signature that will be appended to all outgoing email messages sent by your end users. Please keep in mind that HTML is not allowed. Unfortunately, this feature is not available in the Private Label Service. 5.2.3.5 Create your login page message You can create a message that will appear on the login page. Please keep in mind that basic HTML is allowed. Below you will find a screen shot of the area where the site name is displayed in Web Mail. This is highlighted by the arrow. 2013 Everyone.net, Inc. Page 20 of 47
5.2.3.6 Create your welcome page message You can create a message that will be displayed on your welcome page. Please keep in mind that HTML is allowed. Below you will find a screen shot of the area where the site name is displayed in Web Mail. This is highlighted by the arrow. 5.2.3.7 Create your copyright message You can create a copyright message that is displayed at the bottom of all pages in Web Mail. HTML is allowed. Please keep in mind that the Rich Web Mail interface will enforce on line of text as the maximum height. 2013 Everyone.net, Inc. Page 21 of 47
Below you will find a screen shot of the area where the site name is displayed in Web Mail, by the arrow. 5.2.3.8 Help Link The help link in web mail can be adjusted here. 1. The default is to link to an Everyone.net page with some information 2. The second option is to create your own page, and specify where this points to via an HTTP link. 3. The last option is to not have a help link. 5.2.4 Images & Backgrounds In this section you can specify the logos and customize the background for Web Mail. You can also upload background stationery that end users can choose from to enhance their email messages. 2013 Everyone.net, Inc. Page 22 of 47
5.2.4.1 Display your logo This Logo appears on the pages of your DCC, and in the consequent Mail Control Center for all domains. 5.2.4.2 Display your login logo When you upload your large logo, this will appear at the top of the email login page and at the top of the four frame email templates. Please keep in mind that it must be a GIF image no larger than 450 X 105 (width X height) pixels. This large logo will only be displayed when using the Classic Web Mail interface. This is where the logo will appear in web mail. 2013 Everyone.net, Inc. Page 23 of 47
5.2.4.3 Large logo background color If your large logo is smaller than 450 x 105 pixels or has a transparent background, you can select a large logo background color. You can select the Font Color by either entering the hexadecimal color code or selecting a color from the palette. This background color will only be displayed when using the Classic Web Mail interface. 5.2.4.4 Display your Classic Interface logo You can upload a small logo on the top left corner of your service pages. This must be a GIF image no larger than 100 X 100 (width X height) pixels. This large logo will only be displayed when using the Classic Web Mail interface. Below you will find a screen shot of the Distributor Control Center and the area where the small logo is displayed in Web Mail. 2013 Everyone.net, Inc. Page 24 of 47
5.2.4.5 Customize the Classic interface background You can create and upload a GIF image that would become the background for Web Mail. You can also select a background color instead of an image by entering the hexadecimal value or selecting a color from the palette. If you have uploaded a background image you can also clear this by selecting a background color. 5.2.4.6 Stationery Stationery is a background image your end-users can use to enhance their messages. There are no limits on the amount you may offer. We recommend using light colors and keeping the image size small for best results. Also, please keep in mind that stationery images must be smaller than 100K. To add Stationery: 1. Browse or enter the location of the image 2. Enter the name of the image 3. Click Submit 2013 Everyone.net, Inc. Page 25 of 47
5.2.4.6.1 Stationery not available An icon is not available in between the Background Color palette and the Emoticons. 5.2.4.6.2 Stationery available The Stationery drop down is available once one has been uploaded, with the name set from above. 5.2.5 Mail Plus The one_business service does not use any of these features, and is focused towards our free Publisher Mail service. If your end-users require more storage, please contact Everyone.net support to add additional storage for your end users. 5.2.6 Sign up Link Your end users have the option of signing up for their own user account under your domain. You can easily enable and disable this feature as needed. We do not recommend enabling this feature due to the cost incurred to you and potential abuse when non-authorized individuals provision accounts under your service. This feature is primarily used by ad-supported Publisher Mail clients. In addition, your service will be at a higher risk level when this feature is turned on. By default, all one_business services have this off as a default. 5.2.7 Default Web Mail Preferences You may modify the default settings for Web Mail. When you create a new account the end users will have these settings enabled. Your end users may modify these preferences in Web Mail. Default Time Zone Default Time Format Default Date Format Action to be taken after moving or deleting a message Action to be taken after sending a message 2013 Everyone.net, Inc. Page 26 of 47
Auto Save to Draft enable or disable Auto Complete: enable or disable Forwarding Mode: Attachment or Inline Text Editor: using rich or plain text editor Chose the default Rich Text Editor (RTE) settings: font and size Webmail Interface enable or disable Calendar Free/Busy enable or disable NOTE: Current users are unaffected by these changes. End-users will need to manually change these settings. Only new users will inherit these defaults. 5.2.8 Report Spam When enabled, the feature is indicated by this button in the rich web: However, In favor of using this feature, we ask that users wanting to report false negatives follow the process indicated here: http://helpdesk.everyone.net/kb.cgi?view=263&lang=en 1. Web Mail: a. Save the message in a specified folder so we can review. 2. Email Client a. The message is preferably needs to be saved as a *.EML file. If not, one of the other formats will work b. The message requires the full email header in order for us to process. c. If there are multiple messages, they need to be put in a ZIP file. 5.2.9 Quota Warning Letter 5.2.9.1 Email Quota Warning Letter You can notify your end users when their mailbox quotas are near capacity. This email will be generated automatically. 5.2.9.2 One_storage Quota Warning Letter You can notify end-users when their one_storage service is near capacity. This email will be generated automatically. 2013 Everyone.net, Inc. Page 27 of 47
5.2.9.3 How to create quota warning letter To create a quota warning letter: 1. Enter the From address, this must be an email address within your service. 2. Enter the Subject 3. Enter your message 4. If sending the email in HTML format, check the box next to Send email in HTML format. 5. Click on Submit to save your changes Note: You can preview your letter by clicking on the Preview Letter link. It is important that you always SUBMIT after you are done. 5.2.10 Welcome Letter You can create a welcome email message that greets new end-users of your email service. This will appear as their first email message in their Inbox. Please keep in mind that this message will go to all new end users across all of your domains. To create a welcome letter: 1. Enter the From address, this must be an email address within your service. 2. Enter the Subject 3. Enter your message 4. If sending the email in HTML format, check the box next to Send email in HTML format. 5. Click on Submit to save your changes Note: You can preview your letter by clicking on the Preview Letter link. 2013 Everyone.net, Inc. Page 28 of 47
It is important that you always SUBMIT after you are done. 5.2.11 Calendar In this section you can enable or disable calendaring for all of your users using this feature. Select the radio button next to enable or disable to set your preference. If the calendar is disabled, and you use our one_sync service, this may not function properly. 5.2.12 Navigation Buttons You can select or upload your own navigation buttons for the Web Mail interface. We offer you a variety of buttons style choices for any backgrounds. Please keep in mind that this process may take several minutes for the changes to appear. This large logo will only be displayed when using the Classic Web Mail interface. 5.2.12.1 System buttons To select a button style: 1. Click on the radio button next to the style of your choice 2. Click Submit 5.2.12.2 Customized buttons To upload your own buttons: First ensure that your own buttons are 110X24 (width x height) pixel GIF images. 1. Browse or enter the location of the image 2. Do the same for any additional buttons you will be changing 3. Click Submit 2013 Everyone.net, Inc. Page 29 of 47
6 Manage Users The User Management section of the Control Center allows you to administer your user base. This is divided into two sections, the user management and email specific functions. User Management section This section provides a summary which contains the maximum users allowed. You can also list your user accounts, reserve login names, and request a demographics report. Email-Specific Functions section Features such as create users, send email, manage email aliases, and expire user passwords can be found in this section. 6.1 List User Accounts Search your user base using their last name, first name, or login name. You may also use one of the many quick search selections found under the Shortcuts menu. 2013 Everyone.net, Inc. Page 30 of 47
6.1.1 To search under first name, last name, or login name: 1. Search for user information by entering the login name, last name, and/or first name in the appropriate fields 2. Click on the "Submit" button to retrieve the specified user information. 6.1.2 To search using the shortcut menu: You may use one of the shortcuts on the List User Accounts page to get user information in a batch. Please keep in mind that these queries may take some time to execute depending on the size of your user base. Once you click on the appropriate shortcut link, the list of accounts you requested will appear at the bottom of the page. Shortcuts are disabled if you have over 5000 users. Your choices are: List reserved accounts Reserved account are names which are used a place holders accounts to prevent others from signing up for these names. List alias accounts Alias accounts are forwarding accounts. These accounts forward all mail sent to the address to one or more email addresses. List suspended users A suspended account does not allow account access. List frozen users Accounts may become frozen by the Everyone.net team when the account has become compromised and/or has abused our terms of service. List all users When you select this option all user accounts will be displayed. 6.2 Manage User Accounts Results When you have successfully conducted a search the results will be displayed in list format. 6.2.1 Search user accounts You can use filters to locate specific accounts that are suspended, reserved, alias, restricted, or frozen. 2013 Everyone.net, Inc. Page 31 of 47
To search using filters: 1. On the List User Accounts result page select the criteria from the drop down menu 2. The page will refresh with the specified results 6.2.2 Edit a user account 1. On the List User Accounts result page you will find a link called Regular located under the Account Type column 2. Click on the Regular link to edit the user account information 3. Modify the end user information 4. Click on Save to submit your changes 6.2.3 Change a user password 1. On the List User Accounts result page you will find a link called Regular located under the Account Type column 2. Click on the Regular link to edit the user account password 3. Set the new password a. See the create user section for the password policy. b. In addition, we also now show the last time the password was updated next to this text field. 4. Confirm the new password 5. Click on Save to submit your changes Note: First and Last Name are required fields. Please ensure you have entered this information before submitting your changes. 6.2.4 Delete a user To delete a user: 1. On the List User Accounts result page check the box next to the last name of the user 2. Click on the Delete button Note: Users can now be recovered using the Recover Users function if it was deleted in the past 7 days. Please see this function. Beyond 7 days, the user is no longer recoverable. 6.2.5 Suspend a user As an administrator you can suspend user accounts when necessary. When you suspend a user they will no longer have access to web login, POP, IMAP, SMTP, or other one_business applications. Also, any email sent to the email account will not be delivered and the sender will receive an undeliverable notification response. Upgraded Publisher Mail accounts such as Mail Plus cannot be suspended. Please contact Everyone.net support if you wish to suspend an upgraded account. To suspend a user: 1. On the List User Accounts result page check the box next to the last name of the user 2. Click on the Suspend button 2013 Everyone.net, Inc. Page 32 of 47
6.2.6 Un-suspend a user 6.2.7 To un-suspend a user: 1. On the List User Accounts result page check the box next to the last name of the user 2. Click on the Un-suspend button 6.2.8 Unable to un-suspend a user: In some cases end users may become suspended by the Everyone.net abuse team due to a violation of the terms of service. These users can only be un-suspended by Everyone.net and are denoted by a restricted or frozen status. Please contact support to request that the user be un-suspended. 6.2.9 Restricted User A user with a restricted status indicated that Everyone.net locked the user account. Please contact support for more information in regards to this user s restriction. 6.2.10 Restoring Deleted User Users deleted from the Everyone.net system can be recreated at any time. Users can be recreated and restored to the previous state prior to its deletion if done within 7 days of deletion. There are 2 methods for restoring a user. 6.2.10.1 Using the Create User function Please denote the two important factors when recreating a user for a full restoration. Same username (data from an account is based on the username) The user was deleted in the past 7 days. If you do not meet these 2 requirements, the deleted user may not be restored. When restoring a user, follow the create user process. Make sure the username is the one you are want to restore. You will be prompted as below: If you chose the option to recover, you will be given this next option to choose recovery date. (We have seen admins delete/create multiple times in a small time frame, and the restore points have been added to identify when the user was exactly deleted.) 2013 Everyone.net, Inc. Page 33 of 47
Upon selecting the recovery time, the user will be confirmed recreated, and be restored to the status it was prior to its deletion. 6.2.10.2 Recover Users option See the section below regarding this feature. 6.2.11 Blocked User This feature view was added to the Everyone.net services in 2012. User blocking for messages caught as spam has been part of the Everyone.net service features for quite some time. Due to large scale spamming, we have had the need to increase our performance measures by blocking accounts. Blocking User s is prohibited from sending email. They can receive, but not send (from web mail or SMTP). Due to the large number of false positive (FP) messages, users were getting blocked at a high rate. For FP reporting, please use the methods outlined here: http://helpdesk.everyone.net/kb.cgi?view=265&lang=en Although the false negatives (FN) are not higher in comparison to the volume of regular email, they have a very negative affect against our IP s, hence we get blacklisted. Everyone.net needs a method to automatically stop an account from sending email and stops the account from sending at all if we find it abusing our network, or will potentially cause our other user base harm. Our IP s getting blacklisted is one of the largest issues we face. Current limitation and Support Currently, admins can only Un-Block a user twice in a lifetime. There is an RFE open to change this in the future, but if you reach a limit for performing an Un-Block, you will need to contact support to have this examined. Control Center Updates 2013 Everyone.net, Inc. Page 34 of 47
Due to the excessive number of FP s being reported, and users getting blocked, we have given more information to the admins on messages users are attempting to send. We have updated a few parts of the List User accounts section. Under 5000 users As normal, we allow user bases under 5000 the ability to review all users by the shortcut s menu: You can simply look at your blocked users through this link. Over 5000 users You will need to search by the log-in name (username). New Information 2013 Everyone.net, Inc. Page 35 of 47
We have added 1 new column: Blocked Date. The Status column has been updated that will also give more information. NOTE: Once you unblock a user, the status history and abuse history becomes unavailable for you to view. Please do the needful on your end by viewing this data first before unblocking the user. Status: This column previously served to give the user s status, either blank, or other previous statuses of suspended, locked, etc. The? still serves of getting the exact date of when this status occurred. However we have added a status history that gives an audit history of what has occurred on the account and how many times the account was blocked: 2013 Everyone.net, Inc. Page 36 of 47
Blocked Date The time given here matches the time displayed as the? character in the Status column. What is more important is the abuse history. Once opened, there may be multiple entries. We only display the 100 most recent entries for up to two weeks. If the entry is older than 2 weeks, it is removed from display. 2013 Everyone.net, Inc. Page 37 of 47
When you View Message, this is the raw version of the email. 2013 Everyone.net, Inc. Page 38 of 47
Depending on how the person formatted the email, some information may be false, i.e. the FROM address. We do track the IP they are connection from, if you would like to trace this yourself. The body of the message would be the last part of the raw message information. For your viewing, you can download the Raw Message. This is best viewed in Outlook Express, if there is too much HTML. Unblocking User To unblock a user, please follow these steps in this order: From the drop-down menu, select Un-Block Do this one first. We have an outstanding RFE to change this order, as the default drop down selection is to DELETE a user. Select the check box next to the username If doing all on the page, the box at the top can be checked Press the Go button. 6.3 Create Users one_business To create a new user account: 1. From Manage Users select Create User Account 2. Enter the end user information into all the fields. Please keep in mind that all fields are required 3. Passwords must be at least adhere to the 2012 password policy: a. Minimum 8 character length b. Maximum 20 characters length c. Contain at least one numeric [0 9] character d. Contain at least one upper-case character e. Contain at least one lower-case character f. Contain at least one special character from:!@#$%^&*()~`- =_+[]{} :";',.\/<>? g. Cannot match the username or email address. 4. As a one_business account you have the option to add the user information into Shared Address Book. Please check this box if you wish to add the end user to your Shared Address Book 5. Click Submit 6.4 Recover users The recover user s option is easier to use. Upon going to the page, you will be prompted with the deleted user(s). 2013 Everyone.net, Inc. Page 39 of 47
Select the user, and then press the recover button. You can only recover 1 user at a time. If you have multiple users, you can recover again. You will be notified after each user has been recreated per the notes on the page. 6.5 Manage Email Aliases An Email Alias is an email address which forwards all mail sent to the address to one or more email addresses. The email alias can point to a group of email addresses, or a single email address. This is not an email box and is considered a forwarding account only, thus email cannot be sent from nor received using an email alias. 6.5.1 Create a New Email Alias 1. From the Manage Users page select Manage Email Aliases 2. Click on the Create A New Email Alias link 3. Enter the alias name which will be the new email address to receive email 4. As a one_business account you can add the new alias to the Shared Address Book at this time. Please enter the Shared Address Book name for the alias 5. Enter the distribution list. This is the address(es) any email sent to the alias will be forwarded to. Multiple addresses must be separated by commas 6. Click Submit 2013 Everyone.net, Inc. Page 40 of 47
6.5.2 List/Edit/Delete Aliases 6.5.2.1 To list email aliases: 1. From the Manage Users page select Manage Email Aliases 2. Click on the List/Edit/Delete Aliases link 6.5.2.2 To edit email aliases: You may only edit the distribution list. 1. From the Manage Users page select Manage Email Aliases 2. Click on the List/Edit/Delete Aliases link 3. Click on the Edit link located under the Edit column for the account 4. Modify the distribution list 5. Click on Submit NOTE: Make sure that aliases are not left blank. There is a bug that at times will allow you to save a blank alias. This will cause problems when you try to edit this alias later on. It will be easier to delete the alias. 6.5.2.3 To delete email aliases: 1. From the Manage Users page select Manage Email Aliases 2. Click on the List/Edit/Delete Aliases link 3. Select the account(s) to delete by checking the box under the Delete column next 4. Click Submit Note: Deletion of an alias account is permanent and cannot be undone or recovered. 6.5.3 Alias Administrator Email Address Per issues regarding spam and how aliases are handled, we have a feature that allows bounced messages from invalid recipients of an alias to go back to an administrator address. On this level, it would be someone in your organization. 6.6 Demographics Reports A Demographics Summary Report contains detailed information on your end user base. This includes the following fields: User Name/Login Name Last POP First Name Total POP Last Name Last IMAP Account Type Total IMAP Account Creation Date Last SMTP Suspension Status Total SMTP Mailbox Size Last Forward Additional Storage Last Auto-response Email Last Web Mail Login Total Auto-response Email Total Web Mail Login Total Number of Users 2013 Everyone.net, Inc. Page 41 of 47
Total Number of Upgraded Users Combined total number of logins For one_business Accounts 6.6.1 To retrieve your user demographics summary: 1. In the Mange User section select Retrieve Demographics 2. Please click the SUBMIT button to request a demographics report 3. The summary report will be sent to the email address in your Control Center profile the next day. Note: To view or edit the email address we have on file, please go to the Account Profile Section. 6.6.2 To view your user demographics summary: The Demographics Report will arrive as an attached compressed archive (zip format) containing two Comma Separated Values (CSV) files: list.csv and demographics.csv. list.csv - contains user activity statistics such as the date and time of a user's last login. demographics.csv - contains aggregated data volunteered by your users such as gender and age groups. To view the report you may need an application that will open compressed Zip archives such as WinZip and a second application to open CSV files such as Excel or Notepad. 6.6.3 Additional information regarding the Demographics Summary: A blank value typically means that no information is yet available. The contents of list.csv and demographics.csv are Copyright Everyone.net, Inc. All rights reserved worldwide. Use of the information contained in list.csv and demographics.csv for purposes other than analysis is not permitted. Resale of the information is expressly prohibited. 6.7 Calendar sharing management tool: one_sync 6.7.1 Using one_sync The one_sync service is a downloadable file that currently only functions with Outlook 2003 and 2007. For tutorial and how to s, we do have a guide on how to use and set-up one_sync here: http://www.everyone.net/pdf/onesync_book.pdf In addition, we have a video on the basics of using one_sync found here: http://www.everyone.net/support/online_guides/one_sync/using%20one%20sync.html 6.7.2 Control Center function From the Control Center, you may designate calendar admins. (Per the notation, usernames only.) 2013 Everyone.net, Inc. Page 42 of 47
An admin may view all calendars from their web mail and/or Outlook from within the domain. 6.8 Mobile device service one_mobile 6.8.1 Functionality The one_mobile service is an integrated product feature that does not use the IMAP/POP/SMTP protocols. It is an Exchange based mobile set-up feature. This is a push feature that allows you to sync these items from your one_mail service: Mail Contacts Calendar Please look here for currently supported devices and configuration set-up: http://www.everyone.net/pdf/one_mobile_v1.3_channel.pdf 6.8.2 Control Center function The Control Center allows a certain level of security for a mobile device, and how it can interact with an enduser. The main function is doing a self-service remote wipe. Important note: Using the WIPE feature will reset your mobile device completely. 6.8.2.1 Self-Service This function is admin set to allow end-users to wipe their own mobile device. By setting the Allow, an enduser will have the option in the one_mail service to perform the wipe function. If this is not allowed, the admin has complete control of performing a remote wipe via the Control Center. 2013 Everyone.net, Inc. Page 43 of 47
6.8.2.2 Remote Wipe Per the above note, and the note presented on the Control Center: Doing so removes all data and configuration information from the device, then the device is securely erased to original, factory settings. 1. Start the wipe by finding the username of the account. 2. When looked up, all devices set-up as one_mobile will be displayed as synced. 3. Select the device to wipe, and then press the wipe button. 4. A pop-up will occur indicating to confirm the action to continue. Once you start, this cannot be undone. 5. Once your mobile device connects to the internet, it will perform the wipe, and your device will be completely reset. 6. If the same device is used, the wipe status is removed once the device successfully reconnects. Per above statements, once a wipe has been processed, it cannot be undone. The mobile device will need to be restored using whatever functions available to restore the device, in addition to reconfiguring where needed. 2013 Everyone.net, Inc. Page 44 of 47
6.9 Reserve Login Name A reserved login name is a place holder account to set aside the login name for future use or to prevent others from signing up for these names. You will not be able to use reserved accounts as regular user accounts. For example, email messages will not be delivered to reserved login names. 6.9.1 To create a Reserve Login Name: 1. On the User Management section, select Reserve Login Name 2. Fill in the Login Name(s) field. You may enter multiple login names separated by a comma. 3. Click on Submit 6.9.2 To delete a Reserve Login Name: 1. On the List User Accounts result page check the box next to the last name of the user 2. Click on Delete 7 Account Summary The Account Summary section allows you to change your contact information, password, and modify your billing profile. 7.1 Account Profile We recommend that you periodically check your profile information to ensure that we have the latest contact information on file. 2013 Everyone.net, Inc. Page 45 of 47
7.1.1 To view your profile: 1. Log into the Control Center 2. Select Account Summary 3. Click on the Update Profile link 7.1.2 To update your information: 1. Log into the Control Center 2. Select Account Summary 3. Click on the Update Profile link 4. Make the appropriate changes 5. Click on Submit 7.2 Change Password For security reasons we recommend that you periodically change your password to the Control Center. Also, if there has been a staffing change in the email administrator role, we recommend that the password be changed immediately to ensure account security. All passwords must be at least six characters long. Note: Currently the Control Center has no minimum requirements as our end-user accounts. However we do recommend you follow the same policy as end-user accounts. To change your password: 1. Log into the Control Center 2. Select Account Summary 3. Click on the Change Password link 4. Enter your old password 5. Enter the new password a. Password must be at least six characters long 6. Confirm the new password by entering this again 7. Click on Submit 7.3 Edit Billing Information The Billing information contains the latest transaction for your subscription renewal. In this section you may view this information or change your credit card number. For security reason we only display the last four digits of the credit card on file. To edit billing information: 1. Log into the Control Center 2. Select Account Summary 3. Click on Edit Billing Information 4. Click the Edit the Billing Information used for this subscription link 5. Enter the new credit card number and update all other information 6. Click Submit Note: For security reasons the Credit Card information will always appear blank when editing the profile. 2013 Everyone.net, Inc. Page 46 of 47
7.4 Renew Suspended Services At times, admins may upgrade end-user accounts through the sales team. Some services can be renewed through the Control Center. 8 Reports 8.1 Email Statistics This feature is no longer available. 9 Support All one_business clients have support with Everyone.net. 9.1 On-line information You will also find useful information in support page found here: http://www.everyone.net/support/index.html. We have several tutorial guides and a knowledge base to search for information. In addition, our older knowledge base has information: http://helpdesk.everyone.net/ In addition, for any global issues we see, we update our Service Status page on current events located at: http://www.everyone.net/main/scripts/status.cgi 9.2 Contacting Support When contacting support via email or phone, please always include or have the following information available: Your name Your phone number Client ID or Domain Name Email address of account being discussed (if applicable) Summary of the issue To contact support you may submit a case, send email to support@everyone.net, or call our Technical Support line. The phone number is listed in your Control Center.. Support Engineers are available Monday Friday from 5AM 5PM PST to answer questions by phone. Email issues are handled 24x7x365. 2013 Everyone.net, Inc. Page 47 of 47