Exchange 2013 User Guide For Apple devices

Exchange 2013 User Guide For Apple devices

Notes and pre-setup advice 3 Exchange 2013 differences 3 Ultra Quick start guide 3 Welcome to Exchange 2013 4 Welcome 4 About Exchange mailboxes 4 Getting Started 5 Before you get going 5 Using Web Mail 6 Outlook Web Application (OWA) 6 Outlook Web App - hints & tips 7 Executive/Classic/Essentials Mailbox Setup 8 Apple Mail (auto setup) 8 Outlook 2011 (auto-setup) 11 iphone/ipad (auto-setup) 13 iphone/ipad (manual setup) 15 Basic mailbox (imap/pop3/smtp) Setup 18 Apple mail setup 18 Outlook 2011 setup 21 iphone/ipad 22 Other imap/pop/smtp applications setup 26 2

Notes and pre-setup advice Exchange 2013 differences If you re upgrading from an earlier version of Exchange, there are some notable differences in Exchange 2013 1. you must have an auto discover record in your DNS for Exchange 2013 to setup. Manual setup is not supported on outlook 2011/mac mail (or indeed outlook windows). Details are on page 5 of this guide. Any problems with this please contact support. 2. Outlook 2003 (for windows) or entourage for mac, are not supported. You should upgrade to a later version preferably 2010 or 2013 (for windows) or outlook 2011 (for mac) 3. Outlook web access (OWA) can now be found at https://exchange.mse2010.com/owa and it has changed considerably from older versions. Microsoft are still tuning and fixing bits in the new version and we re finding that some browsers, firefox, work better than others, google chrome. 4. OWA can now work offline once you ve set it up! so you can really use OWA instead of a desktop client. Instructions can be found here: http://office.microsoft.com/en-gb/ support/using-outlook-web-app-offline-ha102828007.aspx 5. Spam/junk mail filtering still seems to err on the weak side to avoid capturing false positives. For customers requiring more advanced anti spam, we recommend http:// www.simplymailsolutions.com/email/email-filtering It costs pence per month and will save you a lot of time. 6. PLEASE NOTE that the server name is exchange.mse2010.com NOT mse2013.com. This is because the 2013 servers were upgraded from 2010 and the domain could not be changed. Don t worry, you re still on a proper 2013 service. Ultra Quick start guide Step 1. Add your domain and mailbox to the control panel https:// secure.simplymailsolutions.com/controlpanel Step 2. Make sure you can login to your mailbox via owa https://exchange.mse2010.com/ owa (it can take up to 24hrs for a mailbox to create fully although usually much sooner) Step 3. Once you re sure you can login to your new mailbox, if you have taken out advanced anti spam protection, email support@simplymailsolutions.com and ask for future spam to be added to your new email address and we will give you your new MX records Step 4. If you have no advanced anti spam option, then change your MX records to:- mx10.simplymailsolutions.com. priority:10 mx20.simplymailsolutions.com. priority:20 3

Welcome to Exchange 2013 Welcome You ve chosen well! Apple and Exchange make a great team. Whether you use Apple Mail, MS Outlook 2011, Postbox or something entirely different, you will find that Exchange fits into your Apple workflow perfectly. We re often asked which application we recommend for Mac OSX and Exchange. We recommend Outlook 2011 for maximum functionality but Apple mail works too and is a bit more mac-like.! About Exchange mailboxes First of all, let s discuss the various types of Exchange mailbox you may buy. MSE Basic - This is a cost effective mailbox offering just 1GB of POP3/IMAP4/SMTP and web access. It is not a full exchange mailbox and does not support collaboration, mapi, full iphone/ ipad syncing etc. You may upgrade this box with no work or loss of data by calling 01925 818448 MSE Essentials - This box also offers only 1GB of space but it comes with full exchange features such as mapi, activesync for iphone/ipad support and so on. This is the one to get if you have your own Outlook software, iphones/ipads and want full support for a smallish mailbox. Note: we do not supply email software with this option. MSE Classic - With a classic mailbox you get all the features of an essential but with 25GB of space AND the latest Microsoft email application of your choice to install on one machine. Outlook 2010 for windows or Outlook 2011 for Macintosh. MSE Executive - This ultimate option builds on classic box to offer unlimited storage space and our very best advanced antispam solution built in. One for the chairman! It s important to know which type of mailbox you are setting up as different types of mailbox have different setups and this manual is divided up by mailbox type. So, if you are setting up an MSE Basic mailbox, you should skip to the Basic Mailbox Setup part of the manual for accurate setup information. We re sometimes asked if the boxes are downwards compatible, in other words, can an Essentials/Classic/Executive box be accessed like a basic one using pop/imap/smtp. The answer is yes it can and in that case, you may use the Basic setup instructions. NOTE: the same is not true in reverse, a Basic box can t be setup as a Classic. Finally a quick note about SPAM. The most asked question is do we have any way to stop more spam. We do, it s called FutureSpam and is just pence a month. You can order by calling 01925 818448 or online here:- http://www.simplymailsolutions.com/products/anti-spam 4

Getting Started Before you get going In order to get your apple devices working well with exchange, you need to make some changes to your DNS (domain name service) for your email domain. Your email domain is the part of your email address after the @ sign. So, if your email address is somebody@somewhere.com your email domain is somewhere.com Throughout the setup of your email accounts, you will be making a few changes to the DNS for your email domain but they need to be done in order. The first change is to add an autodiscover entry as follows _autodiscover._tcp.somewhere.com SRV 0 5 443 exchange.mse2010.com. If your DNS provider does not support SRV then you could add the following CNAME *BUT* this is not preferred and may cause a certificate error message to appear each time you start your mail application. autodiscover.somewhere.com CNAME exchange.mse2010.com. This entry should be made wherever you bought your email domain from. You should find that there will be a control panel to make this change or you may need to contact the support department for your domain. If you bought your domain from Simply Mail Solutions we will be happy to complete this step and all other required DNS changes for you. PLEASE NOTE: Exchange 2013 will ONLY work if there is a valid SRV record. If you have trouble with this step, please let us know by either calling us on 01925 818252 (9-5 mon-fri) or emailing support@simplymailsolutions.com 5

Using Web Mail Outlook Web Application (OWA) Web Mail, or OWA as it s known in Exchange, is a great way to access your email wherever you are without having to setup an email application. As long as you have access to a web browser, you should be able to get into your email. Using OWA is very easy, in any web browser, go to the address:- https://exchange.mse2010.com/owa You should see something like this Login using your email address/password and you will be able to see your email/calendar/ contacts and send/receive emails. Help can be found here http://help.outlook.com/ NB: OWA may not work properly with certain browsers such as google chrome. If you have problems with one browser, try another like firefox or safari. 6

Outlook Web App - hints & tips 1.Can I change the colour of the web app? You can change the theme of webmail by logging in and clicking options - Select a Theme 2.Can I setup an out of office reply? Yes, go to options - Set Automatic Replies. Remember to setup messages for people both inside and outside your organisation if you want everyone to get a message. Remember that people will only receive one out of office message for you. The next time the same person emails, they won t receive another OOF. 3.How do I set up a signature? Options - Settings - E-mail Signature. You can use HTML but remember that the more fancy you try to make it, the more chance it has of looking weird on some peoples machines and the more likely it is to get your email listed as a spam/junk email. Try to keep signatures short with only the absolutely necessary information. 4.How do I force a signature to every email sent from everyone in the organisation? This is called an email Disclaimer and is an additional low cost option available by calling sales on 01925 818448. We can automatically add a signature/disclaimer to everyone s email without you having to set each one up individually. Great for compliance. 5.How do I change my password? Just login and go to Options - Settings - Change Password. Specify the current password and then the new password twice. This is the fastest way to set the password but please be aware that the old password will continue to work for a short time afterwards. This is normal. 6.How do I change my password if I don t know my current password? Your exchange administrator can change your password for you by using the SMS Control Panel at https://secure.simplymailsolutions.com/controlpanel or can contact us at 01925 818252 for further assistance. 7.I m still getting too much spam/junk email? Spam email increases every day and although basic spam filtering is included in your exchange package, if you want a much improved anti-spam package for just a few pence a month, you or your exchange administration can order futurespam from sales on 01925 818448 7

Executive/Classic/Essentials Mailbox Setup Apple Mail (auto setup) As long as you ve setup the DNS for your email domain, Apple mail should just ask you for your email address and password. That s it! So, fire up Apple mail by clicking on the stamp icon and then go to the FILE menu and choose ACCOUNTS - you should see the window below Click the EXCHANGE image and it should take you to the add account section (cont.) 8

The Name: should be your name Email address: your email address that you setup on the SMS control panel already (https:// secure.simplymailsolutions.com/controlpanel if you have not yet completed that step) Password: is the Password you chose 9

If all goes well you should see something like this Click continue and you should see...and that s all there is to it! 10

Outlook 2011 (auto-setup) Assuming that your DNS is all setup as described earlier, Outlook 2011 will auto-setup. Double click the Outlook 2011 icon to start it and if it asks you to create an account, choose Exchange and follow the instructions. If it does not ask you to setup an account, call up Outlook - Preferences - Accounts and then enter your account information. Enter your Email address, set method to User Name and Password. Username is your email address again, and Password is your mailbox password then click Add Account. 11

Outlook should ask you if it s ok to allow the Exchange Server to configure outlook. You should tick Always use my response for this server and click Allow. If all has gone well, you should see something like the below screenshot and the dot by the account name should turn from amber to green. You can close that window and start using Outlook 2011. 12

iphone/ipad (auto-setup) As long as you have the correct DNS setup for your domain, setting up your iphone/ipad will be very easy indeed. Choose settings then mail,contacts,calendars and then Add Account... Choose Microsoft Exchange and you should see the next screen appear (cont.) 13

Simply enter your SMS Email address and password then click Next. The system should go away for a few seconds, verify the connection and then show the final screen with everything marked on. You can of course choose not to sync any of these items by marking them off but most people will want them all on. press save and that s all there is to it. Note, it will take a few minutes for your email to start syncing so dont worry if you go into the mail application and you get an error or nothing is in there. It will start to work over the next few minutes. If you were asked more questions than these then you should follow the manual setup guide which follows on the next few pages. 14

iphone/ipad (manual setup) Choose settings then mail,contacts,calendars and then Add Account... Choose Exchange and you should see the next screen appear 15

Enter the email address of the mailbox you re setting up, the password you chose and tap next. On the Next screen: Enter the server name which is : exchange.mse2010.com Leave the Domain field blank In the Username field enter your email address again Finally the password and tap next 16

If all goes well, you ll see the following screen where you can choose which features you wish to synchronise then press Save. Note, it will take a few minutes for your email to start syncing so don t worry if you go into the mail application and you get an error or nothing is in there. It will start to work over the next few minutes. Occasionally the phone may stop syncing in which case deleting and re-adding the account as you ve just done above will get it working again. 17

Basic mailbox (imap/pop3/smtp) Setup Apple mail setup As usual, click the + sign to add a new account and fill in your name, email address and password on the next screen. Once done, click continue. 18

On the next screen you need to choose whether you want to access your mailbox using POP or IMAP. We recommend IMAP which will keep your email on the server as well as showing it in your email application, phone and webmail. POP is an older way to access mailboxes which allows you to pull down all your email and leave nothing on the server. Don t choose it unless you have a specific reason to do so. Click continue and then fill in the Outgoing Mail Server as in the screenshot below (using your own username/password of course!) 19

On the next screen, make sure to clear the Use Secure Sockets Layer box and set authentication to Password then click Continue. If you see a Verify Certificate box, click the Always trust... box and then click Connect Everything should now be setup and ready to go! 20

Outlook 2011 setup Click on + to add a new account Type in your email address and password username is your email address TYPE = IMAP incoming server: imap.mse2010.com : 143 outgoing server: smtp.mse2010.com : 25 or 587 Then click ADD ACCOUNT 21

iphone/ipad The MSE BASIC mailbox doesn t come with iphone/ipad sync functionality but you can still set it up using IMAP or POP3 by following the guide below. If you would prefer to upgrade your basic mailbox to a full iphone/ipad compatible box, please call 01925 818448 we can upgrade you instantly without any loss of data. First add account and choose Other 22

Tap Add Mail Account Enter your email address, password, description 23

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...and that s it. Once you click Next, your device should be setup 25

Other imap/pop/smtp applications setup Your SMS Basic mailbox will support any application or device which uses industry standard IMAP/POP/SMTP standards. Although it would be impossible for us to support every application with step by step instructions, they all tend to ask for the same setup information. You should be able to use the information below to set anything up from an email application, to a compatible fax machine. Please note, not all devices are made to be compatible with industry standards. We often find that photocopiers/fax machines and other devices have poorly written email interfaces which makes them fail to setup. This is not a failure with your mailbox. IMAP SETUP Incoming Mail Server imap.mse2010.com username your mailbox email address password your mailbox password Protocol IMAP (or IMAP4) Port 143 SSL OFF POP SETUP Incoming Mail Server pop.mse2010.com username your mailbox email address password your mailbox password Protocol POP (or POP3) Port 110 SSL OFF SMTP SETUP (outbound email server setup) Outbound Mail Server smtp.mse2010.com Authentication ON using same credentials as incoming username your mailbox email address password your mailbox password Protocol SMTP Port 587 SSL OFF 26