Advanced Hosted Services Pre-Requisites

Transcription

1 Advanced Hosted Services Pre-Requisites Advanced Hosted Services Pre-Requisites - V1.8 Page 1 of 19

2 Table of Contents 1 Pre-Requisites & System Information Introduction Internet Connectivity & Networking Recommended Internet Connection Speeds Internet Connection Latency Connecting via Wireless / Wi-Fi Personal Computers & Mobile Devices Windows PC Requirements Windows PC Operating Systems Supported Operated Systems Windows PC Service Packs Windows XP & Windows Vista RDP version and patches for Windows 7 machines Apple Mac Computer Requirements Thin Client Devices Mobile Devices Tablet Computers Other Devices Remote Desktop Client Printers & Printing Printer Devices Printer Trays & Advanced Features Hosted Desktop System Operation Hosted Desktop Hosted Login Format Logging Off Password Policy Access to Local PC Drives / USB Drives Music & Video Playback Two-Factor Authentication Password Change (Web Self Service) Password Change (Hosted Desktop) File/Folder System Permissions Office Customisation Fonts Internet Web Browsing Internet Favourites Advanced Hosted Services Pre-Requisites - V1.8 Page 2 of 19

3 5.15 System Maintenance Hosted Mail Exchange Server (Mail/Calendar) Permissions Calendars Disclaimer & Signatures Distribution Groups Outlook Social Connector MX Records (Clients with Hosted Mail) Hosted Mail Security Advanced Hosted Services Pre-Requisites - V1.8 Page 3 of 19

4 1 Pre-Requisites & System Information 1.1 Introduction This document provides important information regarding the Hosted services platform, as well as a number of pre-requisites that need to be in place, covering your local network, communications, PCs and printers. Please ensure you have reviewed this information in full prior to connecting users to the system. If you require any further information on the items below, please contact your Project Manager who will be able to assist. Advanced Hosted Services Pre-Requisites - V1.8 Page 4 of 19

5 2 Internet Connectivity & Networking 2.1 Recommended Internet Connection Speeds The Internet connection speeds required for you to connect to the Hosted system are detailed below. If your internet connection speed falls below our recommendations, and your connection speed to the Hosted services platform is not to your satisfaction, a line upgrade may be required. Recommended connection speeds will give the best experience of the Hosted system. Recommended Download 400Kbps (0.4Mbps) Per User Upload 100Kbps (0.1Mbps) Per User Quick Reference Table Download (Mbps) Recommended Upload (Mbps) 5 Users Users Users Users Users Users Users Users Users Users 20 5 The recommended values are based on the internet connection being dedicated to Hosted system traffic. If there is any other part of your local environment that utilises the same internet connection (for example IP Telephones, local Internet browsing, streaming services, cloud backup solutions etc.), or if you do a great deal of scanning / printing to/from the hosted systems, then please make your Project Manager aware as it could have an impact on the recommendations made. 2.2 Internet Connection Latency When a speed test is performed the latency (also known as ping ) should also be tested. You should test your ping connection to secure.a365hosted.com, and run this for a minimum of 60 seconds. Any ping result greater than 60ms Advanced Hosted Services Pre-Requisites - V1.8 Page 5 of 19

6 should be brought to the attention of the Project Manager for further investigation as this could cause performance issues and system lag when connected to the system. 2.3 Connecting via Wireless / Wi-Fi It is possible to connect to the Advanced Hosted service over a Wireless / Wi-Fi network connection, but due to the variable nature of this type of connection, Advanced are unable to guarantee performance and can offer no support for connections made to the hosted systems over this type of network. Advanced Hosted Services Pre-Requisites - V1.8 Page 6 of 19

7 3 Personal Computers & Mobile Devices 3.1 Windows PC Requirements All PCs connecting to the Hosted system should be of the minimum specification detailed below. If PCs requiring access to the Hosted services platform do not meet these requirements, performance may be affected: Intel I-Series Processor, designed and adequate for the operating system installed 4Gb Memory At least 10GB of free disk space 100Mbs or Gigabit Network Adapter SVGA Graphics Card / Monitor (XVGA preferred) 1024 x 768 Resolution or Widescreen 1366 x 768 (Min x 1024 Resolution preferred) Keyboard Mouse 3.2 Windows PC Operating Systems Supported Operated Systems All Windows PC s should have an operating system installed which is still in active support from Microsoft. Each Microsoft product has a lifecycle where it is supported for a certain period. The current lifecycle is explained here: In order to gain access to the Hosted system, you will need to connect from a compatible operating system running Windows 7 or above. These systems provide excellent levels of compatibility with the Hosted services platform, as well as providing the most secure connectivity. Windows Update should be run on all PCs to ensure all the latest fixes and updates are applied. Please refer to the matrix below for supported PC operating systems Status Windows XP (All Versions) Windows Vista (All Versions) Windows 7 (All Versions) Windows 8 (All Versions) Windows 10 Not Supported Not Supported Supported Supported Supported Advanced Hosted Services Pre-Requisites - V1.8 Page 7 of 19

8 3.2.2 Windows PC Service Packs All PCs are required to have the latest service pack installed and should have Windows Automatic Updates enabled. The following Microsoft website gives details of the latest service pack for each version supported of Windows, along with appropriate download links if required. If you are not sure which service pack level your PC is currently running, there are links on this site to help you ascertain this information Windows XP & Windows Vista Windows XP and Vista are not supported for connectivity to the Hosted system. If you run any of these operating systems on your PCs that are to be connected to the hosted systems, please contact your account manager or designated project manager to discuss options RDP version and patches for Windows 7 machines If you have a machine running Windows 7 it is recommended that you download the latest/patched version of RDP 8.1, see link below, which at present do not get applied as default as part of the service pack updates Apple Mac Computer Requirements The requirements for an Apple Mac Computer are as follows: Compatible 64Bit Mac Processor designed for the Mac operating system installed 2Gb Memory (4Gb or more Recommended) At least 8GB of free disk space 10/100 Network Adapter 1024 x 768 Resolution (1280 x 1024 Resolution preferred) Monitor Keyboard Mouse Mac OS X version 10.9 (Mavericks) or a later version of Mac OS Please confirm if you have any Mac PCs as there is a different installation process for Mac PCs. Apple Mac computers do not come with the remote access software installed as standard. Microsoft released a remote desktop client for the Mac called the Microsoft Remote Desktop Client, available at the MAC store: Advanced Hosted Services Pre-Requisites - V1.8 Page 8 of 19

9 The Apple Mac should be running on a supported version of Mac OSX 10.9 or above, and one that is still receiving security updates and in active support. The Mac hardware should be of a specification capable of running a supported version of the Mac OSX software and also the Remote Desktop client whichever is higher. 3.4 Thin Client Devices In order to use a Thin Client device to connect to the hosted environment, you should ensure the device has a supported embedded operating system (Windows 7 or above), and have a version of Remote Desktop client software installed which is compatible with Microsoft Remote Desktop Gateway. Please contact your Project Manager to discuss further if required. 3.5 Mobile Devices If mobile devices are to be used to connect to the Hosted platform, you must provide a list of all devices in order for us to confirm compatibility. Please note, Blackberry devices may be subject to an additional charge dependant on the device / tariff in place. 3.6 Tablet Computers There is a version of the Microsoft Remote Desktop Client for ipad / iphone and also Android. This works best on tablet size devices. You can download these applications from your Application Store. The remote desktop application should support connection using a Remote Desktop Gateway. 3.7 Other Devices It should be possible to access the Hosted system from any device that has a Remote Desktop Client Application, as long as the client application does not rely on a console connection. The remote desktop application should also support a connection using a Remote Desktop Gateway. 3.8 Remote Desktop Client In order to connect to the Hosted system, you will need to use software known as Remote Desktop (aka RDS/RDP or Terminal Services Client). All supported versions of Microsoft Windows include the Remote Desktop client pre-installed. For Apple Mac / other devices you may need to download additional applications to enable this feature. Advanced Hosted Services Pre-Requisites - V1.8 Page 9 of 19

10 In order to get the best experience of the Hosted system we recommend that the latest version of the Remote Desktop client relevant to your operating system is installed. These should be installed on all machines before live day or client User Acceptance Testing takes place (whichever comes first). This can normally be downloaded and installed via Windows Update. Advanced Hosted Services Pre-Requisites - V1.8 Page 10 of 19

11 4 Printers & Printing 4.1 Printer Devices In our experience, the most reliable way to configure printing is directly to the printer from the Hosted servers. This can be achieved by using port redirection on a public IP or a VPN (Virtual Private Network). For port redirection you will need all of the following: Each printer will need to be a network printer, with a Windows Server 2008 R2 / Windows Server 2012 R2 Certified Driver (Dep. On your hosted server operating system). Ideally the driver will be WHQL certified Your internet connection will need to have a fixed public IP address Whomever supports your local network / router will need to be involved to setup the port redirection. For a VPN, the requirements are as above, plus: Your internet router will need to be capable of an IPsec VPN and whomever supports the router will need to assist with its setup and be prepared to support it should there be a problem Whomever supports your local network will need to ensure they are happy for a VPN to be setup If port redirection / VPN is not possible, then printing to your current printers from within the Hosted services environment is achieved installing a piece of 3 rd party software called ThinPrint onto each user s desktop computer. To ensure you do not experience printing issues following your move to the Hosted system, you will need to ensure all PCs that will be utilising printing in this manner have all the necessary pre-requisites installed on them. Important Note: For many printer devices (including multi-functional devices) ThinPrint will only allow you to use the basic print options, therefore options such as duplexing / scanning etc. may not be available, supported or work reliably within the Hosted services environment. Additional options using print optimisation solutions may be required. 4.2 Printer Trays & Advanced Features If your current printers are configured in a way whereby different trays are selected for different paper types e.g. Tray 1 prints on letterhead paper and Tray 2 prints on plain paper, port redirection / a VPN connection for printing may be required. You should ensure your Project Manager is notified if this feature is in use and required on the Hosted System. Please also note that any local or wireless connected printers, printers not physically connected to the network, may not work within the hosted environment for a number of reasons. Additional infrastructure and costs may apply for any services which require a key fob or pin code to allow printing (for example, Papercut ). Advanced Hosted Services Pre-Requisites - V1.8 Page 11 of 19

12 If you have any local, wireless or key fob/pin code printers you wish to use within the hosted environment, you should confirm details of the make/model and connection type to your Project Manager who will review and confirm if the system is compatible. Advanced Hosted Services Pre-Requisites - V1.8 Page 12 of 19

13 5 Hosted Desktop System Operation 5.1 Hosted Desktop If you have opted for the Hosted Office software, your system will come with a shared workspace (for centralised document storage, accessible by all of your users) as well as a home folder which is dedicated to your own personal use and is not accessible by other users in your business. You should always use either the shared workspace or your home folder for storing documents and, where possible, avoid storing information on your Hosted desktop screen. 5.2 Hosted Login Format All users with access to the Hosted system will be allocated a unique Hosted Username. This username will differ from a user s PC / network login username in that the format will be two characters followed by five numbers e.g. ta The Hosted username format cannot be changed, or requested to be changed, as these are automatically generated by the Hosted system. The format of the hosted username has been specifically chosen for security purposes. 5.3 Logging Off In order to preserve system resources, you should always select Start, Log off when you log off the Hosted desktop. This will close down your session within the Hosted system and disconnect you from the servers. You should avoid just clicking the x button at the top of the remote desktop screen as this does not log you off the system, and leaves your Hosted session running in the background. 5.4 Password Policy In order to promote best practice and high levels of security, unless specified elsewhere in your service agreement, the default password policy on the Hosted platform is set to force a password change every 60 days. All passwords should adhere to the rules below: Passwords must be a minimum of 8 characters Passwords should not contain the users name, account login or display name or parts of the user name Passwords need to contain a minimum 3 out of the following: o Upper case character (A-Z) o Lower case character (a-z) o Number (0-9) or a non-alphanumeric character (example $,, % etc.) The password cannot be any of the previous 3 passwords that have been used Advanced Hosted Services Pre-Requisites - V1.8 Page 13 of 19

14 The policy will allow for 4 failed attempts, after which, the account will be locked out for 30 minutes 5.5 Access to Local PC Drives / USB Drives When you login to the system, your local desktop PC hard disk drives and any connected USB drives should be available from within the Hosted environment. This is known as Client Redirected Drives. This facility is enabled to allow you to transfer information between your PC and the Hosted system. This solution is not designed to be used as permanent storage, and any documents or files stored on your local PC will not be backed up as part of the service. Client redirected drives are designed for occasional ad-hoc use when transferring small quantities of documents and files. The service is not designed for transferring files in volume, large sized documents or when there is a requirement for frequent access from the Hosted system to the local PC storage. 5.6 Music & Video Playback The technologies used within the Hosted system environment are designed for the delivery of business applications over the internet. The systems are not designed to be used for playback of video and music content. In addition, the majority of music and video content is subject to strict copyright laws and, therefore, for legal reasons, we do not provide the ability to store this type of content on the Hosted system. 5.7 Two-Factor Authentication Two-factor authentication (2FA) can provide an extra layer of security for clients who require an added level of protection other than passwords alone. 2FA is not included as part of the standard solution, but can be purchased as an add-on option if required. 5.8 Password Change (Web Self Service) We provide the facility for users to reset their own passwords from a web portal. In order to use this service, you will require your login name and current password. The service is available at: Password Change (Hosted Desktop) For users that have full Hosted desktop access, you can change your password when logged into the system. In order to achieve this, you need to press keyboard combination Ctrl-Alt-End or go to Start, Windows Security. This will display a Advanced Hosted Services Pre-Requisites - V1.8 Page 14 of 19

15 screen where you simply select Change a password and follow the on screen instructions. Again, for security reasons, you must know / enter your old password before you will be allowed to set a new one File/Folder System Permissions A set of default permissions will be set on the following items: Files/Folders Home drives are accessed by user ONLY Shared drives are accessed by ALL users If specific permissions are required on data folders e.g. folder X can only be accessed by users 1-5, a detailed list of permissions will need to be provided in order to ascertain if this work can be carried out as part of the project, or if further charges will apply Office Customisation Any non-standard Office Customisation (including macros, auto text entries, building blocks etc.) created by the client will need to be re-created in the new Hosted environment. Office Customisation is not included in the Project Scope and is not transferred as part of the data transfer. Advanced may be able to assist on a consultancy basis at our standard hourly rates, please contact your Project Manager to discuss further if required Fonts Only standard Microsoft Fonts are available within the Hosted environment. If non-standard fonts are used, it is the responsibility of the client to verify these can be used within a Hosted environment, providing proof of ownership of any fonts and receive confirmation from the font provider that the font can be used within a Hosted platform. You should also be aware that any existing default fonts currently in use on your current PCs or local server systems will not form part of the data transfer process. Your individual users will need to apply these within their own hosted desktop once live Internet Web Browsing Microsoft Internet Explorer is the web browsing application of choice installed on the Advanced Hosted Systems. This solution offers the best level of support, performance, security and compatibility on the platform. If you wish to use alternative web browsers (e.g. Chrome or Firefox), then these should be installed and run from your local PC device. Advanced Hosted Services Pre-Requisites - V1.8 Page 15 of 19

16 5.14 Internet Favourites Internet favourites are not transferred as part of the Hosted setup and users will need to re-create these once live on the Hosted platform System Maintenance As part of our commitment to ensure the hosted systems reliability and stability is maintained, we perform regular schedule maintenance and upgrades on the hosted systems environment. The bulk of maintenance work can be performed at any time and in such a way that end-user operations are unaffected. In addition, we also operate a regular scheduled maintenance period where the hosted systems are taken offline, allowing us to apply security fixes and application updates on all systems. The regular planned maintenance periods are currently completed once per week, from 11pm each Wednesday evening for a maximum period of 3 hours. This allows Advanced to apply any application/operating system patches, updates, hotfixes etc. Any other planned or unplanned maintenance is scheduled to take place outside of our standard business hours, and where possible, notice is provided at least 5 working days in advance of any change. These changes are communicated via to a nominated primary contact at each client. Advanced Hosted Services Pre-Requisites - V1.8 Page 16 of 19

17 6 Hosted Mail 6.1 Exchange Server (Mail/Calendar) If the delivery includes the Hosted Mail services, please be aware of the following Permissions A set of default permissions will be set on the following items: Exchange Server Calendars & Public Folders all users have full access Personal calendars are accessed by owner ONLY these can be shared by the owner Public Folders/Calendars by ALL users - all users have ability to change permissions Personal mailboxes are accessed by owner ONLY if other users need access to send as or send on of behalf of a list of required permissions will need to be provided to your Project Manager Calendars Individual users have the ability to share their own calendars on Hosted. Calendar Free/Busy information is shared by default to enable meetings to be scheduled with attendees. This can be disabled upon request for all users or individual users. Important Note: Company wide requests to "share" users personal calendars with all users requires authorisation from a senior member of staff, who will be the primary contact details you provide, due to data protection regulations Disclaimer & Signatures A company-wide disclaimer/signature can be added to the Hosted Mail system. The disclaimer/signature must not contain any images and can only contain hyperlinked images (links to images on websites). If required, the client must provide the wording and format no later than 2 weeks before go-live. Individual signatures do not form part of the data transfer process, if users require this they will need to re-create these within their Hosted outlook client once live on Hosted Distribution Groups Distribution groups setup in the Hosted Mail environment will differ from those previously used on a local system. The distribution group name will include the client s company name followed by the distribution group name e.g. XYZ Ltd with a distribution group of Sales would be XYZ Ltd Sales. Advanced Hosted Services Pre-Requisites - V1.8 Page 17 of 19

18 6.1.5 Outlook Social Connector Microsoft Outlook includes a feature called Outlook Social Connector (OSC) which is designed to connect your account & business address with Social Media sites (Facebook, LinkedIn etc.). For users that subscribe to the Hosted Mail & Hosted Office solution, this feature is switched on by default. Some clients wish to restrict the use of OSC as part of a business network. If you require this feature disabling on your Hosted Mail / Hosted Office subscription, please notify your primary contact at Advanced. 6.2 MX Records (Clients with Hosted Mail) If you have selected the Hosted Mail option, your will need to be redirected to our Hosted Mail servers. To do so, the MX (mail) record for your domain(s) will need to be changed. We can carry out this change, but you will need to provide the control panel administration credentials for each domain you have registered. If you would prefer to make this change yourself, we can provide the required information for you to make the change. Important Note: Once updated, an MX record change can take between hours to propagate, during which time e- mail could be delivered to either your current mail system or the Hosted Mail servers. We therefore advise that during this stage both mailboxes, old and new, are monitored as either could receive incoming mail. 6.3 Hosted Mail Security All is sent from our Hosted Exchange systems using secure TLS (Transport Layer Security). If the external recipients system supports TLS, then in all likelihood, the message will be encrypted during transmission. This is referred to as Opportunistic TLS. This is transparent to end users, and requires no additional software or plug ins. If the external recipients system does not support TLS, the Opportunistic TLS system will revert to standard delivery, with any messages sent between mail systems as plain text, unencrypted. If required, we are able to configure the hosted mail service with enforced TLS which will ensure only secure content can be sent and received between our mail system and the external recipients mail system. In order for this to be configured, the external recipients system will need to meet certain criteria. If this is required, each external recipient will need to complete a TLS Discovery form before this can be configured. Please contact your Advanced account manager or project manager for further details. It should be noted that TLS will only encrypt the message while in transit (mail system to mail system) and not sender-torecipient. Advanced Hosted Services Pre-Requisites - V1.8 Page 18 of 19

19 Advanced Hosted Services Pre-Requisites - V1.8 Page 19 of 19