Simplicity Itself User Guide Hosted Exchange 2013
Contents WELCOME... 3 HOSTED EXCHANGE 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 CUSTOMER SUPPORT... 20 FORWARD EMAIL AS AN ATTACHMENT... 20 Page 2 of 21
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. Hosted Exchange Overview Hosted Exchange delivers managed Microsoft Exchange from the Cloud with options for shared or dedicated environments. This System will accommodate individual Mailboxes for Customer s endusers with corresponding email addresses such as name@company.com. Mailbox storage is unlimited. Page 3 of 21
Download Outlook Your Hosted Exchange account comes with Outlook. Use the steps below to download Outlook. 1. Log in to our Portal 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 21
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 21
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 21
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 21
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 21
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 21
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 21
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 21
Smartphone Setup The following pages explain how to set up your smartphone for use with 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 21
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 21
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 21
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 21
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 21
4. From the Add an Account menu select Outlook. 5. Enter your email address and password and click Sign In. Page 17 of 21
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 21
Modify Mailbox Quota Use the steps below to modify the mailbox quota for Hosted Exchange 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 21
Customer Support The two fastest methods for acquiring assistance from our support team are: Send an email to support@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 20 of 21
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 21 of 21