Accounts. Adding accounts

Transcription

1 Accounts All changes to your accounts will be performed by logging in to For username or password assistance contact us at Once logged in, click on Hosted Organizations and select your organization. Adding accounts 1. To create a new account click Mailboxes from the menu on the left.

2 2. Next click Create New Mailbox 3. Enter the Display Name and address. Make sure the correct domain is selected from your drop down menu. 4. Type the password and confirm. The password must be 8 characters and should contain an upper, lower, and number for security.

3 5. Once the account is created you will be taken to the Edit Mailbox screen. From here you can add additional info such as First and Last name, addresses and so on. 6. Make any necessary changes and make sure to click Save Changes when done.

4 Account Modifications Password changes, aliases, forwarding, etc. are all performed from the mailboxes page. Click a mailbox name to begin editing. Adding Aliases Aliases are additional addresses that can be added to an existing account. Jim Jones address is jjones@exch.mystafford.net. If he also wanted to be known as jim@ or jones@ this is where you would add those properties. Another reason you might want to add an alias is if you have multiple domains. If your organization has multiple domain names such as exch.mystafford.net and demo.staffordnet.com you may want to have Jim Jones accessible from both domains. In this instance you would add an alias for each domain.

5 1. From the Edit Mailbox page, click Addresses 2. Type the name of the alias you would like to create and select the appropriate domain name from the drop down. Then click Add Address.

6 3. As previously mentioned, to create aliases for additional domain names, drop down the box and select the domain. To add domain names to your account please contact us at 4. To remove an alias, simply check the box next to the address and click Delete Selected s

7 Primary Addresses Your primary address has two purposes. It is the address you would use to login to your and it is also the address recipients will see when you send them a message. You can change your primary at any time, however any mobile devices will need to be updated with the new username. 1. To change your primary address, check the box next to the address and then click Set As Primary 2. A primary address cannot be deleted. To remove that address you must first set another address as primary. Mailbox Quotas Mailbox quotas are created based off of your primary hosting plan. If you purchase additional space you will have to increase the space on a per mailbox basis. Quotas are set in kilobytes but are sold in gigabytes. The table below shows purchased price to the suggested KB values to use in the quota section we suggest these numbers to give users fair warning without immediate disruption. There are three fields, issue warning, prohibit send, prohibit send and receive. When the issue warning quota is met the user will get an every 24 hours until corrective action is taken. If the prohibit quotas are met mail flow will be disrupted. Suggested Quota Sizes Package Size (GB) Issue Warning (KB) Prohibit Send (KB) Prohibit Send/Receive (KB)

8 Setting quotas can be done from the Advanced tab when editing mailboxes. 1. Click the Advanced tab 2. Set the appropriate mailbox quotas 3. Click to Save Changes

9 Removing accounts When removing accounts it is best to do this from the Users section rather than the Mailbox section. This will remove both the user and mailbox. Removing a mailbox alone will not remove the associated user and can cause an incorrect count that will prevent new mailbox creation. 1. Click Users from the menu on the left.

10 2. Click the red X next to the account you want to remove. 3. You will be prompted to continue. Click Ok to remove the account. 4. The account and mailbox have now been removed.

11 Mail Forwarding and Distribution Lists Mail can be forwarded to internal user, external addresses, or distribution lists. Internal Mail Forwarding 1. Click the Mail Flow Settings tab. 2. Check the Enable Forwarding button. 3. Click the Address Book icon to choose a recipient and click the username to select an account.

12 4. In this example I am forwarding Jim Jones mail to User 1 and having a copy delivered to his mailbox as well. This way both addresses will receive the messages. 5. Make sure to click Save Changes at the bottom of the page. To turn off mail forwarding, uncheck the Enable Forwarding box and click Save Changes. External Forwarding Additional steps must be taken to forward mail to a user outside of your organization. 1. Click Contacts from the menu on the left, then click Create New Contact

13 2. Type the name of the contact you would like to create and the external address then click Create Contact. 3. To forward to this address follow the steps detailed in the Internal Mail Forwarding section. 4. External contacts will be displayed with a different icon to distinguish them from internal users.

14 Distribution Lists Distribution lists are used to send mail to a group of people. If you have a sales team of 5 people and would like them to all receive s sent to orders@youcompany.com you would use a distribution list. List Creation 1. Click Distribution Lists from the menu on the left, then Create New Distribution List 2. Enter the Display Name and Address for your new distribution list, then click the address book icon to choose a manager. 3. Distribution List managers should be the person responsible for list maintenance such as a sales manager. Select the user from the address book to set them as manager. 4. Next, click Create Distribution List

15 Member Maintenance Users can be added and removed as needed. 1. Click the Add button to add users.

16 2. Check the users you would like to include on the list, and then click Add Accounts.

17 3. Click Save Changes to update the list.

18 4. To remove users, simply check their names, click delete, then save changes.

19 Aliases Just like mailboxes, distribution lists can have aliases. 1. Click the Addresses tab. 2. Type the name of the alias and select the desired domain name. 3. Click Add Address

20 Mail Flow Settings Some distribution lists are for internal purposes only. Using mail flow settings you can deny external users from sending mail to these lists. 1. Click the Mail Flow Settings tab. 2. Check the Require that all senders are authenticated box. 3. Click Save Changes. Additional restrictions including individual users can also be set on this page using the Accept Messages/Reject Messages area.