Hosted Microsoft Exchange Tutorial

Hosted Microsoft Exchange Tutorial
Welcome to Cbeyond’s Hosted Microsoft® Exchange, the premier enterprise-class email and
collaboration tool. Cbeyond’s Hosted Microsoft Exchange provides you with the capability to expand
your use of email as your business grows. Hosted Microsoft Exchange arms you and your business with
proven features including real-time mobile synchronization, shared company-wide calendars, as well as
enhanced email capabilities such as distribution lists, email forwarding and Outlook Web Access, along
with industry-leading anti-spam, anti-virus and anti-phishing protection from Cisco Ironport.
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Accessing Hosted Microsoft Exchange Email
Accessing Hosted Microsoft Exchange is easy. Simply log into CbeyondOnline using your Cbeyond user
name and password, select “Services”, and then click “Email”. For your User ID and Password, refer to
the automated email you received from Cbeyond’s Customer Support with the subject line “Cbeyond
Online Account Created”.
From there, select a domain by clicking the “Manage Email Addresses” button. It’s that simple.
Outlook Web Access:
Users can also check email via webmail from any computer with Internet access via the “Webmail”
button or by going to webmail.cbeyondonline.net.
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Overview of Hosted Microsoft Exchange
Once inside Hosted Microsoft Exchange, you can set up mailboxes, change email preferences and much
more. All of the actions explained in the document can only be performed by users with administrative
access except where noted. There are three main sections to help you set up and manage your Hosted
Microsoft Exchange account.
The first section is “All Mailboxes”. This is where you will set up, activate, deactivate, delete and
manage your mailboxes.
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The second section, the “My Mailboxes” tab, is where you or your users will manage your personal email
accounts. Here you will have Outlook Web Access, be able to change your email password and
download the free Microsoft Outlook Software. This section also provides your email administrators an
exact copy of what users will see when they log into Hosted Microsoft Exchange from Cbeyond Online.
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The third section is the “Global Address List”. This is where you can manage distribution and contact
lists accessible to your users and everyone in your company.
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There are two types of mailboxes: Basic and Complete.
Basic Mailboxes
Basic Mailboxes are free and may be accessed from any computer with an Internet connection
via an email client such as Outlook Express or through Outlook Web Access, also known as
“webmail”. You can access webmail by going to webmail.cbeyondonline.net. Users with Outlook
Basic mailboxes have standard email capabilities featuring robust anti-spam and anti-virus
protection, as well as the ability to sort, file and store email on their hard drives.
Complete Mailboxes
Complete Mailboxes, or Outlook Complete, is Cbeyond’s most advanced email and
collaboration solution offering you 2GB of storage (with the option to upgrade to 10GB), shared
calendars with busy/free visibility and real-time mobile synchronization to help you maximize
employee productivity in the office and on the go. Complete mailboxes also offer enhanced
email capabilities such as distribution lists, email forwarding, and Outlook Web Access, and
industry-leading anti-spam, anti-virus, and anti-phishing protection from Cisco Ironport.
There is no additional charge for synchronizing your Cbeyond mobile phone into your Complete
mailboxes. You simply need a Smart Phone to utilize Hosted Microsoft Exchange such as a
Blackberry device, Motorola Q or other Active Sync Smart Phone. Refer to an automated email
you received from Cbeyond with “Blackberry Device Activation Instructions” or “Windows
Mobile Device Activation Instructions” in the subject line for information on how to synchronize
your mobile device.
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Setting Up a Basic or Complete Mailbox
In the “All Mailboxes” tab, select a mailbox type from the “Create Mailbox” dropdown menu. You have
the option of creating a basic or complete mailbox. Once you have made your selection, click the
“create” button.
Note: If you do not have any unused Complete mailboxes available, you will be charged an additional
$10 per month for each mailbox you create. A message underneath the Create Mailbox dropdown menu
will tell you how many you have available. (To select our most advanced email and collaboration tool,
Outlook Complete, select “Complete” in the drop down list in the adjacent to Create Mailbox and click
the “create” mailbox button.)
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When you have selected the kind of mailbox you prefer, fill in the required fields including the owner,
email address and password, and then click the “save” button. The mailbox password must contain:
8 - 12 characters
at least one uppercase letter
at least one lowercase letter
at least one number
If you wish to have all mail sent to this mailbox forwarded to another email address in your global
address list, please click “forward all email to” and select an email address. Note that a contact must
first be added to your global address list for this option to function. If you do not wish to leave a copy
of the forwarded email in this mailbox, please un-check this option.
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In the Cbeyond Online section, you can associate the mailbox with an existing or new Cbeyond Online
user. This association allows the Cbeyond Online user to manage email preferences for the mailbox via
Cbeyond Online.
Select the desired CbeyondOnline User from the dropdown menu.
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To save, click the “update” button at the bottom of the page. The CbeyondOnline user will now be able
to view and edit the settings for this mailbox through their CbeyondOnline employee account.
Click the “Aliases” tab to enter additional email addresses for the mailbox. Email addresses or “aliases”
follow the same email formatting rules just mentioned. Click “apply” when you are finished.
The alias will now appear in the table below. Click the “update” button at the bottom of the page to
save.
You will receive a notification when an email address is already being used on your domain.
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You may upgrade a Basic mailbox to a Complete mailbox at any time. To upgrade a Basic mailbox to a
Complete mailbox, click the pencil icon in the “Manage” column next to the Basic mailbox you wish to
upgrade. Then select the upgrade checkbox under the “Type” section. Once you have selected to
upgrade a Basic mailbox to a Complete mailbox, you will immediately receive a purchase confirmation
pop-up. Click “yes” to confirm the upgrade. Then click “save” when you are finished.
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To increase storage for an existing Complete Mailbox, click the mailbox’s manage pencil icon, select the
amount of storage desired, then click the “save” button. Additional charges for increased storage will be
reflected on your monthly Cbeyond bill.
When you are ready to return to the “All Mailboxes” page, click “update” to store all of your changes,
including updates you have made within the aliases tab, contact information and mailbox sections.
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Mobile Device Synchronization
After completing the required fields, you can synchronize the Complete mailbox with a Cbeyond mobile
device. When you synchronize a Complete mailbox with a Cbeyond mobile device, the mailbox owner
will receive an email with activation instructions. The subject of the email will either be “Blackberry
Device Activation Instructions” or “Windows Mobile Device Activation Instructions”. Cbeyond mobile
devices include Blackberry devices, and Windows Mobile Smart Phones.
To synchronize a Complete mailbox with a Cbeyond mobile device, click the “Mobile” tab the “Edit
mailbox” screen.
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Select the checkbox saying “This mailbox uses a Cbeyond Mobile Device.”
Select a mobile number from the dropdown menu that appears.
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Click the “update” button at the bottom of the screen to save your selection.
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Microsoft Office Outlook 2007
Now that you have mailboxes set up for your domain, click the “My Mailboxes” tab. This section
provides a view where all of your users can access their personal email and change their email
passwords. Here, Complete mailbox users can download Microsoft Outlook 2007 which will install
Microsoft Outlook 2007. For Basic customers, the download configures the following email clients:
•
•
•
•
•
Microsoft Outlook 2003
Microsoft Outlook 2007
Microsoft Outlook Express
Windows Live Mail
Windows Mail
To download Microsoft Office Outlook 2007, click the “Download Now” button. The download requires
an average of 20 minutes depending on your Internet speed. After you begin the download, you may
continue working in all areas of Cbeyond Online.
Once you install the Microsoft Outlook 2007 software, you may need to make minor setting changes to
your Outlook Client in order to connect to your old emails. Though your old emails are still available,
they will not be visible through your new Outlook Complete account until these settings are in place.
Refer to the “Cbeyond Email Enhancements that will benefit your business” article in the “Find–it-Fast”
Answer Center on CbeyondOnline for more information on making these quick and easy setting
changes.
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Global Address List Setup
A Global Address List is made up of contacts, distribution lists, company mailboxes and their aliases.
Contacts are people, places and things that have an associated email address. Contacts are not required
to have a mailbox on your domain. Distribution Lists, also known as mailing lists, are groups of contacts
that users can email at the same time. If a contact does not have a mailbox on your domain, the contact
may only be viewed in the Contacts section of the Global Address List.
Please note that any revisions you make using the “All Mailboxes” tab will automatically update all
applicable fields, including the table in the Global Address List.
To add a new contact, click the “Global Address List” tab.
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In the “Create Mailbox” area, select “Contact” from the dropdown menu and click the “create” button.
Enter the required information including the contact’s last name and email address. Remember the
email address must not use your current domain.
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ear in your Global Address List
List. To delete a contact, simply
ply click the
Your new contact will now appear
“delete” icon. Note that mailboxes on your domain must be deleted from the “All Mailboxes” page.
Managing a Mailbox
There are three main things you can do to manage a mailbox:
•
•
•
Add or change general information,
Deactivate the mailbox, and
Delete the mailbox.
Deactivate a mailbox when you want to disable login and access to the mailbox but keep the email, data
and associated storage. Cbeyond will continue to bill you for all ass
associated
ociated charges. However, the
owner
er will not be able to login and access the mailbox.
Delete a mailbox when you want to permanently delete all email, data and associated storage. Cbeyond
will no longer bill you for deleted mailboxes and their associated charges.
Deactivating or Deleting a Mailbox
Mailbox:
To make a change, go to “All Mailboxes” and click on the button adjacent to the mailbox for the account
you wish to update. You can deactivate a mailbox by clicking on the icon in the “Active” column. The
mailbox name and data turns gray whil
while
e the button on the far right turns yellow to indicate that the
mailbox is now “deactivated”. You may reactivate the mailbox at anytime by clicking the button in the
“Active” column. Click on the icon in the “Delete” column next to the mailbox that you want
wan to delete.
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Note that it may take up to three (3) days to permanently delete Complete mailboxes and to see the
changes reflected on your monthly Cbeyond bill. Therefore, these changes will not appear
immediately.
When you click the “delete” button to delete a Complete Mailbox, you’ll receive a notification asking
whether you would like to:
•
purge the Complete mailbox including associated email, data and storage
•
and add it to your total number of unused Complete mailboxes.
•
permanently delete the Complete mailbox including all email, data and additional storage
associated with it
•
remove associated charges from your bill
or:
By purging the Complete mailbox, you retain the mailbox for future use and will continue to be billed for
the Complete mailbox. Make your final selection by clicking the appropriate choice on the notification
screen to complete your task.
When you “Delete” a Basic Mailbox, a window pops up to ask you to confirm your “Delete” request.
Remember that when you delete a mailbox, you delete all of the emails associated with this mailbox.
Once you click “delete” to confirm, the Basic Mailbox is immediately deleted from the screen and your
system.
Change a Password
From the “My Mailboxes” tab, you or your users can change their password at anytime. To create or
change a password, select an email address and enter a new password in the space provided. Re-enter
the new password and click on the “change” button. To clear the password fields and restore the
existing password, simply click the “clear” button.
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Distribution List Setup
After you create contacts in your Global Address List, you can group them into distribution lists.
To create a new distribution list, click “Distribution List” from the “Create” dropdown and then click the
“create” button.
In the “Create New” area, select “Distribution List” from the dropdown menu and click the “create”
button.
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Enter the distribution list email address and display name. Select a List Manager for the list – this person
will be able to edit the distribution list if they are an Outlook Complete user. Assign members to the
new list by selecting and dragging contacts from the “Unassigned” column to the “Assigned” column.
You must assign at least 2 contacts to continue. When finished, click the “save” button. Click the
internal only checkbox if you do not want the distribution list to receive email from senders outside your
company.
Your new distribution list will now appear in your Global Address List. Click the “Show Assignments” link
for a specific distribution list to see all members that are assigned to that distribution list. To delete a
distribution list, simply click the “delete” icon.
You can add, delete and edit email addresses on your distribution lists. You can assign people to
distribution lists by dragging email addresses to the desired Assigned and Unassigned column. Do the
reverse to remove contacts from a distribution list.
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Managing Contact Lists
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•
•
You can change or delete information for a contact in your Global Address List.
To manage information for a specific contact, click the “manage” icon for the contact you wish
to change.
To delete a contact, click the “delete” icon for the contact you wish to delete. A window will
pop up to confirm your delete request. Once confirmed, your contact will be permanently
deleted from the contact list and your Hosted Microsoft Exchange account.
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Congratulations
You have completed this tutorial and are ready to proceed with setting up your Hosted Microsoft
Exchange account. We hope you have found this tutorial helpful, and that you now feel confident to use
Cbeyond’s Hosted Microsoft Exchange to help your company stay connected.
A video version of this tutorial is available here:
http://vidego.multicastmedia.com/player.php?p=v4s718xh
More tutorials about Outlook Web Access and Outlook 2007 are available here:
http://cbeyond.custhelp.com/cgibin/cbeyond.cfg/php/enduser/std_adp.php?p_faqid=2573&p_created=1212157645&p_sid=2uALBeDj&
p_accessibility=0&p_redirect=&p_lva=97&p_sp=cF9zcmNoPTEmcF9zb3J0X2J5PSZwX2dyaWRzb3J0PSZw
X3Jvd19jbnQ9MTMsMTMmcF9wcm9kcz0wJnBfY2F0cz0mcF9.
Big solutions for growing your small business.
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