Simplicity Itself User Guide TekEx 2013
Contents WELCOME... 3 TEKEX OVERVIEW... 3 DOWNLOAD OUTLOOK... 4 CONFIGURE OUTLOOK... 5 CONFIGURE MAC EMAIL CLIENT... 10 SMARTPHONE SETUP... 12 IPHONE SETUP... 12 ANDROID SETUP... 14 WINDOWS 7/8 MOBILE SETUP... 16 OUTLOOK WEB APP... 18 MANAGE CONTACTS, DISTRIBUTION LIST, AND RESOURCE MAILBOXES... 18 MODIFY MAILBOX QUOTA... 19 TEKFILTER... 20 MANAGE DOMAIN-WIDE SPAM PREFERENCES... 20 VIEW DOMAIN-WIDE SPAM STATISTICS... 22 REVIEW EMAIL LOGS... 23 MANAGE INDIVIDUAL USER SPAM PREFERENCES... 24 MANAGE OTHER ISSUES... 24 TEKARCHIVE... 25 ACCESS ARCHIVED EMAIL... 25 FORWARD OR REPLY TO ARCHIVED EMAIL... 26 SEARCH ARCHIVED EMAIL... 26 SAVE EMAILS SCHEDULED FOR PURGING... 28 CUSTOMER SUPPORT... 29 FORWARD EMAIL AS AN ATTACHMENT... 29 Page 2 of 30
Welcome Welcome and thank you for partnering with TekLinks to improve your business. We look forward to providing you with unique IT solutions that allow you to keep your focus on the business that you do best, while we handle your IT needs. TekLinks designs, implements and supports solutions from only the leading providers of technology, including Cisco, Microsoft, EMC, Citrix, and VMware. By focusing on these industry leaders and trendsetters, we are able to deliver a high level of expertise that is unparalleled in the region. We have dedicated professionals working with this choice list of manufacturers to ensure that our engineers are experts in the products we sell. TekLinks employs over 70 Systems Engineers who carry the highest levels of engineering certifications from each of our chosen manufacturers, including certification combinations that are only matched by approximately 300 individuals worldwide. For more information about other TekLinks managed services, please see our website or contact your customer service representative. TekEx Overview TekEx is our hosted e-mail solution, where we provide fully managed Microsoft Exchange from our data centers. You get the productivity that comes with all the features in Exchange but without the headaches of managing Exchange yourself. The global address list, group calendars, public folders, and contacts are provided to you just as you are accustomed. We provide several different ways to access your email remotely, and TekEx supports smartphones and other mobile options. Also included with TekEx is our spam filter, TekFilter, archiving, and backup. Page 3 of 30
Download Outlook Your TekEx account comes with Outlook. Use the steps below to download Outlook. 1. Log in to our TekPortal Services Manager at https://portal.teklinks.com. 2. Hover over the services menu and click Downloads. 3. This will display the download page. Click the Download link below the Outlook version of your choice for Windows or Mac. Page 4 of 30
Configure Outlook Use the instructions below to manually configure Outlook to connect to your Exchange Hosting account. You will create a new profile for Outlook. This will allow you to have multiple profiles if you use Outlook to connect to different mail accounts. If you have Microsoft Business Contact Manager for Outlook installed and are having difficulties configuring Outlook for your Exchange account, you will need to create two Exchange profiles. Note: Your Outlook version can be determined by the splash screen during the initial program startup 1. Close Outlook if it is open. 2. Go to the Control Panel (depending on your Windows version, go to Start > Control Panel or Start > Settings > Control Panel. 3. From the Windows Control Panel, double-click the Mail icon. 4. Click Show Profiles. 5. On the Profiles screen, click Add to create a new outlook profile that will be used for the Exchange user. 6. Enter a Profile Name (either Outlook or your name) and click OK. Page 5 of 30
7. The Auto Account Setup should automatically begin and will show your name and email address. Verify that the information is correct and click Next. 8. If everything has configured properly, click Finish. 9. If prompted to trust Autodiscover, check Don t ask me about this website again and click Allow. Page 6 of 30
10. If the account does not connect, select Manually configure server settings or additional server types and click Next. 11. Select Microsoft Exchange Server and click Next. 12. In the Server field enter webmail.mysetup.io. 13. Enter your first and last name in the User Name field. 14. Click More Settings. Page 7 of 30
15. Go to the Connection tab and check Connect to Microsoft Exchange using HTTP and click Exchange Proxy Settings. 16. Under Connection Settings, enter: webmail.mysetup.io under Use this URL to connect to my proxy server for Exchange. 17. Check the Only connect to proxy servers that have this principle name in their certificate flag. 18. Enter: msstd:webmail.mysetup.io 19. Check both boxes for fast and slow networks. 20. Under Proxy authentication settings, select Basic Authentication from the drop down box. 21. Click OK. Page 8 of 30
22. The Add Account screen should redisplay. Click Check Name. 23. You will be prompted for your username and password. Enter your email address as the User Name and enter your password. When it has authenticated, the server will be underlined. 24. Click Next and then Finish. Your account has been set up! NOTE: If you receive an error regarding your username or password, check the email address and password again. To test your email password, go to webmail.mysetup.io and sign into your webmail account. If you cannot sign into your webmail account, contact your administrator for a password reset. Page 9 of 30
Configure Mac Email Client 1. Open the Mail application from either the dock or your Applications folder. 2. The Mail Setup window appears if this is the first time you have opened Mail. Select Exchange. If you already use Mail, click File, then Add Account and Exchange. 3. For Account Type, select Exchange. 4. Enter your Full Name, E-mail Address and Password in the relevant fields. 5. Click Continue. Page 10 of 30
6. Enter a description (e.g., Work, Exchange) in the Description field. 7. Enter your email address as the User Name. 8. Enter your password in Password field. 9. Enter webmail.mysetup.io in the Server Address field. 10. Click Continue. 11. Leave boxes checked to set up Address Book contacts, Notes, Reminders, and ical calendars to synchronize with the Exchange server. If you don't want to synchronize these items, deselect each box. 12. Click Done. 13. You may see an additional screen for Incoming Mail Security. If so, verify that the Use Secure Socket Layer (SSL) flag is checked and click Continue. NOTE: If you receive an error regarding your username or password, please check the email address and password again. To test your email password, go to webmail.mysetup.io and sign into your webmail account. If you cannot sign into your webmail account, please contact your administrator for a password reset. Page 11 of 30
Smartphone Setup The following pages explain how to set up your smartphone for use with TekEx Hosted Exchange email. iphone Setup Use the instructions below to connect your iphone to your new Hosted Exchange email account. If you are unsure about any part of this process please don t hesitate to open a ticket or call the TekLinks support center. 1. Open Settings then select Mail, Contacts, and Calendars. 2. Select Add Account to create your new Hosted Exchange account. 3. The Add Account screen will show a list of email account types that you can configure. Select the Microsoft Exchange option. Page 12 of 30
4. Enter your email address and password and select Next. 5. The screen will show the information you entered along with a Server field. Enter webmail.mysetup.io as the Server. 6. Leave the Domain field blank. 7. Enter your email address as the Username. 8. Select Next. 9. When your iphone verifies the correct account information for your mailbox, the Exchange window will reappear with your account information and you will see your mail, contacts and calendars, which can be synchronized as needed. Select Save. You can now send and receive email on your Hosted Exchange account with your iphone. Page 13 of 30
Android Setup Use the instructions below to connect your Android phone to your new Hosted Exchange email account. Depending on your phone manufacturer, these screens might look different than what appears here. If you have any trouble please don t hesitate to call us. 1. From your phone s Home screen, select Applications > Settings > Accounts. 2. This menu will show list of active accounts currently being synced. Choose Add Account to add your new account. 3. Enter your email address and password. Select Next. 4. If any of these messages pop up, select OK or Continue to proceed with the account set up. Page 14 of 30
5. Your device will attempt to automatically find the additional details needed to set up your account. If it cannot automatically find the additional details needed, you will see screen similar to this: The Domain/Username should be your full email address. For the server name, enter webmail.mysetup.io. Check both flags: Use secure connection (SSL) and Accept all SSL certificates. If there is a domain field, leave it blank. Select Next. 6. Chose items and times to sync. These settings are personal preferences and can generally be left on the default settings. 7. Enter a name for the account. This will help you easily identify this account if you add additional email accounts to your device. Select Done. Page 15 of 30
Windows 7/8 Mobile Setup Use the instructions below to connect your Windows phone to your new Hosted Exchange email account. If you are unsure about any part of this process please don t hesitate to open a ticket or call the TekLinks support center. 1. Select Settings from the Applications screen. 2. Select email & accounts from the Settings menu. 3. Select Add an Account from the Settings menu. Page 16 of 30
4. From the Add an Account menu select Outlook. 5. Enter your email address and password and click Sign In. Page 17 of 30
Outlook Web App Outlook Web App lets you use a Web browser to access your mailbox from any computer that has an Internet connection. You can use the browser to read and send e-mail messages, organize contacts, create tasks, and manage your calendar. 1. Go to webmail.mysetup.io. 2. Log in using your email address and password. Your mailbox is ready to use as soon as you sign in. You don't have to change any settings or turn anything on or off to start sending and receiving e-mail messages. However, you might still want to change some settings to suit your preferences. 3. When you finish using your mailbox, make sure to click Sign out on the toolbar, and then close all browser windows. Signing out helps prevent someone else from using the computer to access your mailbox. Even if you plan to continue using the computer to visit other Web sites, click Sign out and close all browser windows after every session. Note: Depending on the configuration of the server that hosts your mailbox, Outlook Web App may automatically close its connection to your mailbox after a period of inactivity to help protect your mailbox from unauthorized access. Manage Contacts, Distribution List, and Resource Mailboxes Go to Services > Exchange and choose the appropriate menu item to manage the following: Contacts this allows you to add, modify, or remove contacts. Distribution Groups distribution groups are collections of users, contacts, and other distribution groups that are represented with a single email address in the Global Address List. When a user sends an email to the group email address, all members of the group receive the email. This menu option allows you to manage distribution groups. Resource Mailboxes Resources consist of spaces or equipment that are used for holding meetings and need to be reserved when a meeting is organized. Exchange provides mailboxes for these resources so that users can include them in meeting requests made through Outlook. This menu option allows you to manage resource mailboxes. Page 18 of 30
Modify Mailbox Quota Use the steps below to modify the mailbox quota for TekEx accounts. Administrators have the appropriate rights to perform the following actions. If the following controls are unavailable for you then please contact TekLinks customer support at hosting@teklinks.com. NOTE: This process could take a long time (hours) depending on size of the user s account 1. Go to the User screen. 2. Locate the user and click the green arrow next the user s username to expand the User Functions. 3. Click Services. 4. Click the green arrow beside the Hosted Exchange section. Then click the green arrow beside the UserPlan. 5. The Mailbox Storage Limit is valuemeasured in mega-bytes (MBs). Set the limit as needed. 6. Click the Provision button to apply the changes. Page 19 of 30
TekFilter TekFilter Standard allows you to manage domain-wide spam preferences, while TekFilter Advanced allows each user to manage their individual spam preferences. Use the instructions below to manage preferences and view statistics. Manage Domain-Wide Spam Preferences Note: We recommend that you do NOT add large domains such as Yahoo or Gmail to a safe list. This will allow a large amount of spam to get through. 1. Go to: http://spam.teklinks.com 2. Click Login on the Main Menu. 3. Enter your domain name and password that have been provided by TekLinks. 4. Click Login. 5. Click Domain Options on the Main Menu. Page 20 of 30
6. For Information on domain-wide Spam preferences, click Email Setup. To make changes to these preferences, contact TekLinks at (205) 314-6634 for urgent requests or at hosting@teklinks.com for normal priority requests. 7. For information regarding any alias domains that are affected by the domain-wide Spam preferences, click Alias Domains. To add an alias domain, please contact TekLinks. 8. To view current Safe List or Block List entries for your domain, click the appropriate tab. 9. Use these steps to add an e-mail address, IP address or domain name to your domainwide Safe or Block List: a. Click Add List Entry. b. Select Safe or Block from the drop-down menu. c. Select Email Address, Domain or IP Address from the drop-down menu. d. Enter an appropriate safe list or block list entry. e. Click Add Entry. Page 21 of 30
View Domain-Wide Spam Statistics 1. Click Spam Stats. 2. For domain specific statistics, your stats will be displayed as follows: Pie chart representing the current day. Pie chart representing the current month. Numerical statistics for the current day and previous six days. Numerical statistics for the current month and previous three months. 3. To compare your domain specific statistics with our current global statistics, click Global Stats. 4. To draw a graph of trends for the current week, the current month, the previous month, the current year, or the last two years, click Trending and use the drop-down menus and Graph button to draw graphs as appropriate. Page 22 of 30
Review email Logs 1. Click email Logs. 2. Select the date from the drop-down menu. email Logs are available for the current day and previous six days. For older messages, please contact TekLinks for support options. Any support request searching for a message must include the date the message was sent, the sender s e-mail address and the e-mail address of the intended recipient. 3. Select Accepted or Rejected from the drop-down menu. 4. Enter at least a sender or a recipient. For best results, enter both. 5. If the message shows as Accepted, TekLinks accepted responsibility for the message and the message continued to process. If the user did not receive the message, it may have been Quarantined or Blocked during additional message inspection. See below for additional information or contact TekLinks. 6. If the message appears as Rejected, the sender s e-mail server should have generated an NDR message to his or her mailbox. Click on the message in email Logs to display a Denied by and Reason. 7. If the message does not appear as Accepted or Rejected, TekLinks did not receive the message in question and this likely indicated a message delivery issue on the sender s end. Please contact TekLinks for a final confirmation before relaying this information to your end user or the original sender. Page 23 of 30
Manage Individual User Spam Preferences TekFilter Advanced users will receive an End User Digest message up to six times per day. End User Digests are generated automatically at the following times: 12 AM, 6 AM, 8 AM, 12 PM, 4 PM and 6 PM. This Digest Schedule is set at a global level and cannot be modified on a-per domain or per-user basis. These Digest Messages will be sent from scanner@tekfilter.com. End User Digest Messages do not require the creation of a TekFilter Advanced account. In the event that an end user does not have a TekFilter Advanced account, their Digest Message will include links to the following: Request New End User Digest Generate the most current End User Digest. This new Digest will include all currently quarantined messages, rather than just a list of those quarantined since the last scheduled Digest. Create My Account This option allows you to save personal safe list preferences. You will be prompted for your name, e-mail address and password. Help Release any new Quarantined Messages Release a quarantined message for immediate delivery to the End User s mailbox. End User Digest Messages for users who have created a TekFilter Advanced account will include the following links: View This will require you to log on with your password to view the Quarantined Message in a web browser before Releasing the message or Safe-listing the sender. Safelist This option adds the e-mail sender to an end user s personal Safelist. Additional messages from the same e-mail address will not be quarantined in the future. Request Safe/Blocked Senders List Generates an e-mail message that includes the End User s personal Safe and Block Lists. Manage My Account Allows you to log into the TekFilter Advanced interface and perform password resets, edit Safelist entries, etc. Manage Other Issues For issues that are not outlined above, please contact TekLinks Customer Support at (205) 314-6634 or via e-mail at hosting@teklinks.com. These issues may include the following: Messages that are Accepted at http://spam.teklinks.com, but are neither delivered nor quarantined. Messages that are neither Accepted nor Rejected at http://spam.teklinks.com. Messages that are Quarantined, but are not delivered after clicking Release in a Digest Message. End User password resets. Page 24 of 30
TekArchive TekArchive automatically archives your emails onto storage servers. Your email administrator sets up policies when emails are archived for example, when your email file reaches a certain size. No plug-in or other software needs to be installed on your computer to archive your emails. You can access your archived emails at any time. Access Archived Email Your email administrator sets up your email to be automatically archived based on certain conditions determined by your organization to meet your business needs. Use the steps below to access your archived email: 1. Find the stub message in your email. Archived messages have a stub message inserted as a placeholder for the original message, allowing quicker and more efficient archival and retrieval. This stub has the same visual appearance as the original email entry except that (Archived) is appended to the subject line. The stub message includes identifying information such as header information, date, subject, and name of attachments as well as a preview of the body content. Note: Stub messages are placed in the same folders in which you had placed the original messages (e.g., Inbox, Sent Messages, and any subfolders you have created to organize your inbox). 2. Click the link in the stub message: Click here to open full message. The entire message opens in your default web browser (e.g., Internet Explorer, Firefox, Chrome). Page 25 of 30
Forward or Reply to Archived Email Although you cannot edit archived email, you can perform the following tasks from the archived email: Forward the archived email internally within the company or externally outside the company. After you open the full archived email message, click the Forward button at the top of the screen. Click the Address Book button to select the email addresses to which you want to forward the email. Click Send. Reply to the message. After you open the full archived email message, click the Reply or Reply with History button and the full archived message will open in a browser window. You cannot change the message, but TekArchive does allow you to enter a comment that will accompany the archived message. Click the Address Book button to select the email addresses to which you want to forward the email. Click Send. Search Archived Email There are two ways to search archived email: After you open the full archived email message, click the Search button at the top of the screen. OR Click the Search Archive button in the stub message: Page 26 of 30
1. The Search window will display. Enter keywords such as sender, dates, the recipient, or subject line information. 2. Use the In Folder field to indicate which folders you want to search. You can select a single specific folder or select All to search all folders. 3. Select Start and End dates if needed to narrow the search and make the results display faster. 4. Click Search. 5. Review the emails returned by your search. Click the blue link in the Subject column to view the full message in a web browser. Page 27 of 30
Save Emails Scheduled for Purging Your email administrator determines a schedule for purging emails. You will receive a Disposition Report the first of each month. This report identifies whether any of your emails are marked for purging. Each disposition report is customized per user, therefore, all emails noted in the report you receive will be yours. You cannot recover any emails that are purged. Therefore, be sure to pay attention to these reports. 1. When you receive a notification email with your Disposition Report, click on the email link to display the email. 2. The Archived Message Purge Report will open. Select the checkbox to the left of the emails you want to save, or select the All checkbox to save all of the emails listed in the report. 3. Click Save. The email will be saved for an additional 60 days. You will be prompted to extend the retention period for this email in two months. Page 28 of 30
Customer Support The two fastest methods for acquiring assistance from our support team are: Send an email to hosting@teklinks.com which will automatically create a service ticket in our system, or Call 205-314-6634, or 877-301-3125 to speak to a member of our support team. For Emergency and Urgent Response after hours, call the telephone number above and leave a voice message. The On-Call Engineer will return your call quickly. Forward Email as an Attachment When an email fails to be delivered, the best way to discover the reason behind the delivery failure is to examine the header information. Use the instructions below to forward your failed email and its header information as an attachment so that TekLinks Client Care can determine why the email failed. 1. Open the failure notice. Click More and choose Forward as Attachment. It could be either a small or large icon depending on your Outlook Settings. Page 29 of 30
2. This creates a new email with the message attached and all information preserved. Forward the failed message to hosting@teklinks.com and a ticket will be generated. The Client Care team will perform an investigation and help you resolve the issue. Page 30 of 30