IP Office - Job Aid Installing IMS with Exchange Server Summary This document summarizes the steps required in installing IMS with the IP Office Voicemail Pro. IMS communicates with the customer's Microsoft Exchange server and needs an email account configured for itself on the Exchange Server. This document should be used in conjunction with the IP Office Voicemail Installation Manual. 038 Issue 2 (16th April 2003)
Installing IMS with Exchange Server Introduction Introduction To ensure the successful installation of Integrated Messaging Server (IMS) and Microsoft Exchange Server, the steps in the following sections should be followed. Particular attention should be paid to the Permissions specified. These note should be read in conjunction with the Voicemail Installation manual. Installation of the IMS components on the Voicemail Pro server PC is part of the Voicemail Pro installation. Note the following within the IP Office Manager configuration: IMS License: IMS operation requires a license on IP Office in addition to the Voicemail Pro licenses. The license must appear as Valid and Unlimited in the IP Office configuration before installation of IMS. IP Office Voicemail to Email Settings: The Voicemail Email settings within the IP Office configuration for each User are not applicable to IMS and should be switched off. They are normally off by default. Installing IMS with Exchange Server Page 2
Installation Alternatives Installation Alternatives The IMS Server actually consists of three components: IMS Database Service. IMS Gateway Service. IMS Voice Service. These components can be installed separately if required. The IMS Voice Service must be installed on the Voicemail Pro server PC. The IMS Database Service and IMS Gateway Service must be installed on the same PC, which can be either the Voicemail Pro server PC or the Exchange Server PC. Installation of the IMS Gateway Service and IMS Database Service onto the Exchange Server PC requires more installation steps but may improve performance in some systems. Installing IMS with Exchange Server Page 3
1. Before Installing IMS 1. Before Installing IMS 1. Make sure that the PC that will be running the Integrated Messaging Server (ie. the Voicemail Pro Server PC) is a Member of the Domain. Windows NT: Right-click Network Neighbourhood and select Properties. Windows 2000: Right-click My Computer. Select Properties and select the Network Identification Tab. Note: To join the Domain you will need the use of an Account with Administrative permissions on the Domain. 2. Create an account called IMS on the Domain and an associated Mailbox. Provide a secure password and ensure User Cannot Change Password and Password Never Expires are ticked. 3. On the Voicemail Pro PC, select Administrative Tools Computer Management Groups. Select Add. In the Look In drop-down select the domain name. In the Name window highlight the IMS account and click Add. Click on OK twice. 4. On the desktop, right-click on the Outlook icon and select Properties to configure the IMS Account. 5. On the Mail Properties General Screen, click Add. Check the Microsoft Exchange checkbox followed by Next >. 6. Type in the Exchange Servers name in the Server field, and IMS account in the Mailbox field. Click Next >. 7. Select No when asked if you travel with this computer. Click Next >. 8. Click Finish. 9. Highlight the MS Exchange Settings and click Properties. 10. Highlight Microsoft Exchange Server and click Properties. 11. Click Check name and ensure the name is resolved. 12. If the name is resolved, select Apply. Click OK twice and then Close. 13. Do not continue until the name has been correctly resolved with the Exchange Server. If the name is not correctly resolved, check the Exchange and Mail account details with the Exchange Administrator. 14. Open Outlook and select Yes to register Outlook as the Default email application. Installing IMS with Exchange Server Page 4
2. While Installing IMS 2. While Installing IMS Provided all the above steps have been followed and the permissions have been correctly set as details above you should now be ready to install the Voicemail Pro and Integrated Messaging Server. The following instructions assume that Voicemail Pro has not already been installed on the PC. If you have already installed Voicemail Pro onto the PC, the instructions are the same except when prompted to Modify, Repair, or Remove, select Modify and tick the Integrated Messaging check box (do not untick any other boxes as this will remove that component). 1. Insert the Voicemail Pro CD Rom into the Drive. This should auto-start the installation. If not browse the CD Rom and double-click on Setup.exe to start the install. 2. Follow the prompts, selecting the installation directory and the components to install. 3. When prompted for the Account to use, select Browse and select the IMS account. Fill in the password and select next. 4. Once the installation has completed, select Finish and wait a few moments for the IMS Server System Settings to appear. On the Logging Level tab, scroll down and select ALL for both the Gateway Server and the Voice Server. Select Next. It is suggested that these settings are only used during initial testing and for troubleshooting any problems. Once emails are being sent correctly, these settings can be changed as required by opening the Integrated Messaging Server icon in the Windows Control Panel. 5. Browse and select the name of the Integrated Messaging Server if it has not been found by default and click Next. 6. Choose the Messaging parameters. Typically a 1-minute voicemail message equates to a 1Mb file. The larger the file the greater the impact on the Exchange Server. The settings chosen here are used as the default settings, which can be overridden for a particular user if needed. Consideration should be given to any attachment size restrictions on the Mail Server when making this decision. 7. Select Browse and select the IMS account to be used for sending mails and select Finish. 8. The system will now check with the IP Office for the necessary licenses, which may take up to a minute. Once completed select Yes to start the services when prompted. Installing IMS with Exchange Server Page 5
3. Associating Voice Mailboxes to Email Addresses 3. Associating Voice Mailboxes to Email Addresses 1. Select Start Programs IP Office IMS Administration Tool (the directory could also be Start Programs Voicemail Pro IMS Administration depending on the path chosen during installation). 2. On the menu bar, select Server and Add and enter the IMS Server name or browse for the server. 3. Once the server is added, the name will appear in the left hand Window with a [+] plus icon. Expand the [+] icon to show configurable options. 4. Highlight the Integrated Messaging Associations. After a few moments the voice mailboxes will appear in the right-hand window. 5. Select a voice mailbox to configure and double-click it to see it properties. 6. In the Associated Email Address field, select Change and select the relevant email address of the associated user. 7. If the mail settings need to be different from the default settings, select the User Properties tab and configure as applicable and select OK. 8. Once complete, synchronise the Mailboxes by selecting on the Synchronise Mailboxes Icon, or Selecting Mailboxes and Synchronise on the menu bar. The installation should now be complete. Make a call and leave a message in the Voicemail. A short while after hanging up a message should appear in the relevant user s mailbox. Checking & Observing IMS Operation If may be useful to check that the IMS Account has logged onto the Exchange Server correctly. 1. Open the Exchange Administration Manager. 2. Expand the Server Name and Mailbox Store. 3. Select Logons and locate the IMS account name. Only logged on accounts will be displayed. 4. Selecting Mailboxes also allows you to view IMS messages being received and sent. 5. Leave a voicemail message in an IMS user s voice mailbox. 6. After hanging up you should notice that for a brief time the Total Items field for the IMS mailbox increases by 1. The message is then sent from the IMS mailbox to the user s mailbox, who s Total Items increases by 1. 7. By default there should be no messages in the IMS mailbox. Installing IMS with Exchange Server Page 6
Installing the IMS Client Software Installing the IMS Client Software IMPORTANT NOTE: Do not install the IMS Client on the same PC as the Voicemail Pro / IMS Server. The IMS client is supported by Microsoft Outlook 95/97/2000. In order to install the client: You must log on to the user's PC as a user with local administrative rights for that PC. Attempting to install the software without having local administrative right for the PC will cause a number of errors. Outlook should already be installed and configured on the users PC. Test this by using Outlook to send a test message. The Integrated Messaging Server should already be installed and running. During installation of the IMS Server, the IMS Client Installer package is copied to C:\Program Files\Avaya\IP Office\Voicemail Pro\IMS\Client. The installer, called IMSClient.exe is approximately 10.1MB is size. 1. Copy the IMS Client installer package to a CD or to a network folder that can be accessed when you are logged on at the users PC. 2. Log on to the users PC using an account that has administrative rights. 3. Save and close all other applications prior. 4. Depending on where it is located, double-click on the ISMClient.exe file. 5. Choose the preferred Language and select OK. 6. Select Next > until the Personalize IMS Client Setup screen appears. 7. Enter the following information: Voicemail Mailbox: This is the Entry as it appears in the Username Field of the IP Office User Profile Screen. This is case sensitive. If this information is entered incorrectly, the IMS client will not connect to the IMS Server. IMS Server: This is the name of the IMS / Voicemail Pro Server. 8. When prompted to Restart the PC select Finish to restart the PC. Please note that if you attempt to open Outlook without restarting you will receive an error that a component has not been installed correctly. It is therefore recommended that you restart the PC when prompted. If the above details have been followed, after the User has logged back onto their PC workstation and opened Outlook, select the following to verify that the IMS Client has connected to the IMS Server correctly. Typically when starting Outlook if there is a connection error, a message should be received while Outlook is starting, asking for a user name and password. 1. In Outlook select Tools Integrated Messaging. If the IMS Client has connected you should only have the option to Disconnect. If this is the case you have successfully installed the IMS Client on the workstation. 2. A further indication will be a Telephone Icon in the mail message. If the Client has not been installed, this icon will not be displayed. Installing IMS with Exchange Server Page 7
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Installing the IMS Client Software Performance figures and data quoted in this document are typical, and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract. The company reserves the right to make alterations or amendments to the detailed specifications at its discretion. The publication of information in this document does not imply freedom from patent or other protective rights of Avaya, or others. All trademarks identified by or TM are registered trademarks or trademarks respectively of Avaya Inc. All other trademarks are the property of their respective owners. Intellectual property related to this product (including trademarks) and registered to Lucent Technologies has been transferred or licensed to Avaya. This confidential document is the property of Avaya and without its prior written consent may not be disclosed to a third party nor copied. Any comments or suggestions regarding this document should be sent to "wgctechpubs@avaya.com". 2003 Avaya Inc. All rights reserved. Avaya Sterling Court 15-21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ United Kingdom Tel: +44 (0) 1707 392200 Fax: +44 (0) 1707 376933 Email: contact@avaya.com Web: http://www.avaya.com Installing IMS with Exchange Server Page 9