BUSINESS CLASS

BUSINESS CLASS E-MAIL

CUSTOMER ADMINISTRATOR GUIDE

ROAD RUNNER COMMERCIAL SERVICES

VERSION 2.0

T ab l e o f C o n t en t s

GETTING STARTED...1

ABOUT THIS GUIDE...1

ACCESSING THE APPLICATION...2

NAVIGATING THE APPLICATION...3

MANAGING ACCOUNTS...4

CREATING INDIVIDUAL USER ACCOUNTS...4

Configuring Forwarding Addresses ...5

Assigning E-mail Aliases ...6

CREATING MULTIPLE USER ACCOUNTS WITH A BATCH...7

LISTING ACCOUNTS...8

MODIFYING AN ACCOUNT...10

Changing a User’s Password...11

Using the Lookup Feature ...11

Creating an Auto-Reply Message ...12

Getting Started

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Road Runner’s Business Class E-mail provides Pop3 and Web-based e-mail solutions to its Commercial Services’ customers. The e-mail solution includes options for vanity and non-vanity e-mail domains.

Note: Depending on the e-mail package your company purchased, your e-mail options will vary.

The Vanity E-mail solution provides Pop3 and Web-based e-mail to commercial customers with a registered domain name (or for companies who wish to register a domain name). Provisioned accounts utilize your company’s domain (for example:

yourname@xyzcompany.com).

If you are a vanity e-mail customer, you are assigned an administrative account that allows you to create and manage your organization’s mailbox accounts.

The Non-vanity E-mail solution provides Pop3 e-mail to commercial customers who do not own a domain name. Provisioned accounts utilize a centralized address from your Time

Warner Cable division (for example: [email protected]).

If you are a non-vanity e-mail customer, your organization’s accounts are grouped into a Virtual Family Mailbox (VFM) within your division’s domain. You are assigned a “master account” that allows you to create and manage your organization’s mailbox accounts in the same manner that an administrator for a vanity e-mail (specified domain) customer

manages their accounts.

To manage your organization’s mailbox accounts, you use the Web-based E-mail

Administration tool. This tool allows you to create mailbox accounts, modify or delete accounts, and configure additional functionality, such as creating auto-reply messages for your users and forwarding their mail.

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This guide is written for customer e-mail administrators responsible for managing their organization’s mailbox accounts and includes the following sections:

• Getting Started explains how to access and navigate the application.

• Managing Accounts explains how to create individual accounts and multiple accounts via a batch. This section also explains how to view, modify, and delete existing user accounts. Note: If you need assistance with any of the tasks described in this document, contact your

Getting Started

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You access the E-mail Administration tool via your Web browser.

Note: The E-mail Administration tool is optimized for Microsoft® Internet Explorer versions 5.0 and higher and for Netscape 6.0 and higher.

To access the E-mail Administration tool, use the following procedure:

1. Enter the following address in your Web browser’s address field to access the Login page: http://adm.biz.rr.com:2002

2. On the Login page, enter your User Name and Password.

For administrators of vanity e-mail domains, your User Name is admin@yourdomain.

For administrator of non-vanity e-mail accounts, your User Name is the e-mail address

assigned as the Master Account for your VFM.

Note: If you do not know your User Name and Password, contact your local Time Warner Cable division.

3. Click Submit. The main menu appears. A sample is shown on the following page (refer to

Getting Started

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After submitting your User Name and Password on the Login screen, the Main view appears (shown below).

The Main menu appears on the left side of the screen. Click Account to view the sub-menu, then

click on the task (Create, Batch, Modify, List, or Delete), you want to perform.

Note: When navigating through the application, do not use you browser’s Back button.

Exiting the System

To exit the E-mail Administration tool, click Logout. If you are logged in to the application and

are then idle for more than 15 minutes, the system will automatically log you off (however you can log in again).

Warning! Do not just close the browser to log out of the application, as this action will lock you out of the administration tool for 15 minutes (meaning you must then wait to log in again). You must click Logout.

Managing Accounts

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The E-mail Administration tool allows you to create mailbox accounts within your domain (or VFM), modify or delete accounts, and configure additional functionality. This section explains how to:

• Create individual accounts and multiple accounts at one time via a batch.

• View your accounts via the List function.

• Modify existing accounts.

• Delete existing accounts.

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The E-mail Administration tool allows you to create accounts either individually or in batches.

1. Click Create in the Account sub-menu. A sample of the Create Account screen is shown

below.

Note: Your Domain Name automatically appears in the first field. Note: To clear the remaining fields click Reset.

2. Enter the Account name. Do not add the domain name after the account name as the system

will add it automatically. For example, enter jsmithson, NOT [email protected].

3. Enter a Password for this account. The user can change their password when they access

their mailbox.

Managing Accounts 4. If applicable, enter a POP Login. If you leave this field blank, the default value is the user’s

e-mail address. Do not add the domain name after the POP name as the system will add it automatically.

5. If applicable, add Aliases. If the user has more than one e-mail alias, separate each alias with a space (for example: jane jane.smithson). For more information about this option, refer to Assigning E-mail Aliases on the following page.

6. If applicable, add Forwarding Addresses for this account. Separate each forwarding address

with a space (for example: [email protected] [email protected]). For more

information about this option, refer to Configuring Forwarding Addresses below.

7. Enter the size of the mailbox in the Disk Quota field. If you leave this field blank, the default mailbox account size is 10MB.

Note: During provisioning for your organization’s account, Road Runner defined a maximum storage limit for your entire domain (or VFM) based on the package purchased. Keep this in mind when assigning storage to individual mailboxes. 8. If the account is a POP account, select the Enabled checkbox next to POP Delivery.

9. Click Create Account. A message appears confirming that the account was successfully created.

10. Click Done. You are returned to the Create Account screen.

C o n f i g u r i n g F o r w a r d i n g A d d r e s s e s

The E-mail Administration tool allows you to forward a user’s e-mail to another account. To set up mail forwarding, enter the complete e-mail address(es) (e.g. [email protected]) to which you want to send this user’s e-mail in the Forwarding Addresses field on the Account screen. Separate multiple addresses with a space.

For POP3 only customers, the message is forwarded to the indicated address(es) and a copy is NOT kept in the user’s mailbox (the message is removed from the server).

Web mail customers have the option of keeping a copy in their mailbox and forwarding the message to the indicated addresses; however, the user must configure this option themselves within their account (users can refer to the Help section within their Web mail:

Managing Accounts

A s s i g n i n g E - m a i l A l i a s e s

In addition to the user's primary e-mail address (entered in the Account filed), you can add

additional or alternate e-mail addresses for each user. This alternate address is known as an “alias.” The primary e-mail address is the address to which mail sent to you actually goes, even if the

sender uses an alternate address in the Send field. For example, your primary address is

[email protected]m; however, mail addressed to [email protected], or [email protected] is also routed to your primary address.

Your primary address is also the address that appears as your Reply To address if you reply to

or forward a message sent to one of your aliases. For example, you receive a message addressed to [email protected]m, when you forward this message to someone else, your Reply To

address shows your primary address: [email protected]m.

To configure one or more alternate e-mail addresses, enter the name(s) in the Aliases field on the Account screen (do not include the domain name). Separate multiple addresses with a space. Note: You can enter only aliases that are within the same domain.

Managing Accounts

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If you need to provision a large number of accounts, the easiest way is by creating a batch. To create a batch, use the following procedure:

1. Select Batch in the Accounts sub-menu. The Batch screen is shown below.

Note: Your Domain name automatically appears in the first field. Note: To clear the remaining fields click Reset.

2. Enter the Account Names you want to add to this domain. Enter only the account names

without the domain (for example: jsmith or jane.smith). Separate accounts with a space.

Keep in mind that all accounts within your domain should have the same format.

3. Enter a Password for the accounts. The password you enter here is applied to all account names

you enter above. The user can change their password when they log in to their account. 4. Enter the size of the mailbox in the Disk Quota field. If you leave this field blank, the default

mailbox account size is 10MB.

Note: During provisioning for your organization’s account, Road Runner defined a maximum storage limit for your entire domain (or VFM) based on the package purchased. Keep this in mind when assigning storage to individual mailboxes.

Managing Accounts

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The List function allows you to view information about each account at a glance. After listing accounts, you can easily select an account to modify it, if necessary. In addition, you can download a report of the account listings to a disk.

To list accounts under a specific Domain, use the following procedure:

1. Click List in the Accounts sub-menu. A sample of the List Account screen is shown below.

Note: Your Domain name automatically appears in the first field. Note: To clear the remaining fields click Reset.

2. In the Account Pattern field, enter the account name (e.g. jsmithson). To display all accounts within the domain, leave this field blank.

Note: To aid in searching for a specific account, you can use an asterisk (*) as a wildcard. Refer to Searching by Pattern, on the following page.

3. To view details of the account (such as status, alias, size, etc.), select the DETAILED check. To view just a list of account names without any detailed information, deselect the

DETAILED checkbox.

Managing Accounts 4. Click List Accounts. If you left the Account Name field blank, each account within your

domain is listed. A sample with details is shown below.

Note: Use the Previous Page and Next Page buttons to navigate through multiple pages of results.

5. To modify an account, click on the underlined account name. The Modify Account screen appears (refer to Modifying an Account on the following page).

Searching by Pattern:

If you do not know the user’s entire account name or how to correctly spell it, you may use an asterisk (*) as a wildcard in the Account Pattern field. You can use the (*) at the beginning, end, or within the pattern. For example, to find all accounts that begin with “car”, enter car*. In addition you can use the (*) before a pattern. For example, *car locates all accounts that end with “car.” To find all names that contain “car”, use the (*) on either side—*car*. You can also use the (*) within the pattern (e.g. car*ton).

When you click List, only the accounts matching your pattern are listed.

Downloading a Report to disk:

If necessary, you can download a report of the account information listed. To download the

report, click Download to Disk and follow the prompts to save the report to your hard drive or

Managing Accounts

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After creating an account, you can change the account information; however, you cannot change the Account name. If you misspell an account name, or otherwise need to change the name, you must create a new account with the correct name, and then delete the old one. To modify an account, use the following procedure:

1. Click Modify in the Account sub-menu. The Modify Account screen is shown below.

Note: If you use the List feature first, click on the underlined account name to view this screen.

Note: Your Domain Name automatically appears in the first field. Note: To clear the remaining fields click Reset.

2. Enter the Account name in the appropriate fields.

Note: If you did not reach this screen via the List feature, click Lookup to view the properties of this account (refer to Using the Lookup Feature on the following page). 3. Modify the applicable fields (for information on using the Auto-Reply feature, refer to

Creating an Auto-Reply Message on the following page).

4. Click Modify. A message appears confirming that the changes were made.

Managing Accounts C h a n g i n g a U s e r ’ s P a s s w o r d

Occasionally you may need to reset a user’s password (such as when a user forgets their password). You can reset the user’s password on the Modify Account screen.

1. On the Modify Account screen, enter a new password for the account in the Password field.

2. Click Modify for the change to be effective. A message appears confirming the account was

successfully changed.

3. Click Done. You are returned to the Modify Account screen.

4. Inform the User of their new password. The user can then change their password when they log in to their account.

U s i n g t h e L o o k u p F e a t u r e

If you know the complete account name for a user, the Lookup function allows you to easily view the user’s account information.

To use the Lookup function, enter the user’s Domain and Account names on the Modify Account

screen.

Note: The Lookup function is not a “search” function. You cannot use wildcards on the Account screen to search for an account. To search for a user’s account, use the List function.

Click Lookup and the remaining fields auto-populate with the user’s information. You can now

Managing Accounts

C r e a t i n g a n A u t o - R e p l y M e s s a g e

The E-mail Administration tool allows you to define Auto-Reply messages for users. To define

these messages, you configure the Auto-Reply section at the bottom of the Modify Account

screen. A sample is shown below.

The Auto-Reply feature allows you to define the auto-reply method and the content of a reply message. To enable the Auto-Reply, use the following procedure:

1. Select one of the following Reply Types:

Vacation. This option replies to only the first message the user receives from each sender each day. So, if a user receives five messages from the same sender on the same day, the sender will receive only one auto-reply from the user.

Reply. This option replies to every message received, including multiple messages from the same sender.

Echo. This option also replies to every message received, including multiple messages

from the same sender; however, this option includes the original message from the sender with the auto response.

2. Enter reply text in the Reply Message field. A sample of a vacation message is shown in the

example above.

3. Click Modify to enable the Auto-Reply. A message appears confirming the account was

successfully changed.

4. Click Done. You are returned to the Modify Account screen.

Managing Accounts

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In addition to creating and modifying accounts, you can delete an account when necessary. To delete an account, use the following procedure:

1. Click Delete in the Account sub-menu. The Delete Account screen is shown below.

Note: Your Domain Name automatically appears in the first field. Note: To clear the remaining fields click Reset.

2. Enter the Account name you want to delete.

3. Click Delete. A confirmation dialog box appears

4. Click OK to delete the account and all associated mail. A message appears confirming the

account was deleted.

5. Click Done. You are returned to the Delete Account screen.