Working with Mail (Hosted Exchange)

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Working with Mail (Hosted Exchange)

TM offers Microsoft Exchange hosting as a powerful messaging solution allowing you to create and manage mail services on the domain. That includes creating mail user Accounts, mail lists, redirects, etc.

You can use the mail services via Microsoft Office Outlook installed on your computer or via web interface - Outlook Web Access (OWA).

Go to Hosting > Configuration & Administration > Exchange > Setup to get information about how to configure your mail client to connect to your Exchange Server and how to connect Microsoft Outlook Express to the Exchange Server.

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Managing Mailbox

Mailbox is a storage area where the messages for a single e-mail user are kept. With TM Control Panel you can set up a mailbox for your domain and configure your mailbox.

To manage Exchange mailboxes in CP, go to Hosting > Configuration & Administration >

Exchange > Mailboxes. On the Mailboxes screen, you can see the list of existing mailboxes if you have any. From the list, you can obtain the following information about each of your mailboxes:

Display name of the mailbox;

Login under which a Service User gets access to the mailbox;

E-mail address of the mailbox;

Actual size of the mailbox:

Limit size of the mailbox;

Status of the mailbox.

The mailboxes can be managed by means of the buttons placed on the same screen.

More operations can be performed on the screen opened after clicking the Display name of a mailbox.

Creating Mailbox

Note: This functionality is not available if there are no domains with Hosted Exchange in your Subscription.

If you want to add a new mailbox to your Account, perform the following:

1 Open the Mailboxes screen.

2 Click on the Add New Mailbox.

3 Specify a Service User for the mailbox being created.

Figure: Selecting Service User

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Select one of the following options:

 New Service User - Select this option if you want to create a new Service User for the mailbox.

 Existing Service User - You can make the mailbox be used by an existing Service User whom you need to select from the drop-down list. Click Next to continue.

4 If at the previous step you selected the New Service User option, fill out the following form:

a In the Display name field, type the name of the new Service User as it will be displayed in CP.

b In the Login field, specify the new Service User's login in the UPN (User Principal Name) format. For the UPN login, you need to type the login name and select an existing domain from the drop-down list.

c Specify the password the Service user will use to start a service. You can type the same password twice: into the Password and Confirm password fields. If you prefer the system to generate a password, click on the Generate new password button.

d Click Next to continue.

Figure: Specifying Mailbox Parameters 5 Specify the mailbox general parameters:

 Alias. Enter here a unique name for mailbox you find convenient and cognate.

 E-mail address. Provide an e-mail address and select the domain from the drop-down menu.

 Size limit. Set the mailbox size limit. See the Aggregated Mail Storage topic for the information about how to set the size limit properly.

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In the Mailbox Access area, turn on the protocols and services with which you want to get access to the new mailbox. The following protocols are available:

 Outlook Web Access (OWA)

 Outlook Access

 ActiveSync

 IMAP4

 POP3

In the Mailbox Initialization area, select the Create mailbox folder structure checkbox if you want the Exchange server to create mailbox folders. Specify the locale for folder names by selecting the required language.

Note: The Mailbox Initialization panel is hidden if there is an Exchange 2007 service in your Hosting Plan.

Figure: Creating Mailbox 6 Click Finish to schedule the new mailbox for creation.

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The mailbox list opens with the new mailbox in. The new mailbox has the Creating status.

Above the list, you can see the message:

Mailbox creation

Creation of mailbox <name of mailbox> is scheduled and will be completed in a few minutes. As soon as mailbox status becomes Ready, you can go to the mailbox properties page and configure your Outlook or mobile device to access the mailbox. Follow the instructions you can read after clicking View setup info links.

Note: If you use Exchange 2003 service, the test message will be sent to each newly- created mailbox. It will have the "Microsoft Exchange Test Message" subject and the following content: This is an e-mail message sent automatically by Microsoft Exchange while testing the settings for your mailbox.

Configuring Mailbox Parameters

If you want to configure mailbox parameters, do the following:

2 In the list of mailboxes, click the Display name of the required mailbox. A five-tabbed page will open. The General tab displays the information about the mailbox settings.

3 Click on the Edit button. The main information will be displayed in edit mode.

4 Make changes in your mailbox parameters. You can do the following:

 Enter a new mailbox alias into the Alias field;

Make the mailbox visible in Microsoft OAB or in OWA address book by selecting the Show in address book checkbox;

Change the set of protocols and services by selecting required check boxes in the Mailbox Access area;

Enable or disable Exchange ActiveSync mobile service by selecting required checkbox in the Mobile Services area.

5 Click Submit to save the new data.

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Setting Up Primary E-mail Address

If you have more than one e-mail address in a mailbox, only one of them will act as the primary e-mail address. This address appears in the From field of e-mail messages sent from the mailbox.

Note: The primary e-mail address can be used as Service User's login. Refer to the Changing Service User's Login section.

By default, the first created e-mail address in the mailbox is set up as primary. However, you can select another e-mail address of the same mailbox or specify any custom e-mail address to be used as primary.

To set up another e-mail address of the same mailbox as a primary one, perform the following steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes.

2 Select the mailbox you want to change the primary e-mail address for by clicking on its Display name.

3 Move to the E-mail addresses tab.

4 Click on the Change button located in the Primary E-mail Address area.

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Figure: "E-mail addresses" tab 5 Click the Mailbox e-mail address option button.

Click Next.

Figure: Selecting Type of E-mail Address

6 Click on the Set as primary e-mail address link located near the e-mail address you want to set as primary.

Select the Synchronize Service User's login with primary e-mail address checkbox if you want the primary e-mail address to be used as the Service User's login.

Click Finish.

Figure: Setting primary e-mail address

Another e-mail address of the same Exchange mailbox is set to primary.

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Custom Primary E-mail Address

You can set up a custom e-mail address (for example, [email protected]) as a primary e-mail address of your mailbox (if this ability is provided by your Subscription). Such e-mail address will not be activated immediately. First the system will send a confirmation

message to a mailbox associated with this e-mail address. You will have to follow

instructions provided in the message in order to confirm that this e-mail address belongs to you and can be used as a primary e-mail address of your Exchange mailbox.

Note: If this functionality is unavailable in your Subscription and you would like to have it, please contact TM.

To set up a custom e-mail address as a primary one, perform the following steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes and select the mailbox you want to set up the primary e-mail address for by clicking on its Display name.

2 Move to the E-mail addresses tab.

3 Click on the Change button located in the Primary E-mail Address area.

4 Click the Custom e-mail address option button.

Click Next.

Figure: Selecting Type of E-mail Address

5 Specify an e-mail address to be used as a primary for this mailbox.

Figure: Specifying Custom E-mail Address

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Select the Synchronize Service User's login with primary e-mail address checkbox if you want this e-mail address to be used as Service User's login.

Note, this checkbox is hidden if this functionality is disabled in your Subscription. In that case the following screen will appear:

Figure: Specifying Custom E-mail Address

Note: To enable the synchronization, please contact your TM.

Click Finish.

After clicking on the Finish button, the following message will appear on the top of the screen:

You need to check the mailbox, which e-mail address you've specified as a custom primary one, and follow instructions provided in the confirmation message. After the confirmation procedure is completed, the new primary e-mail address will be activated.

If 48 hours is over and you have not passed the confirmation procedure yet, the link provided in the message will expire and the old primary e-mail address will remain effective for the Exchange mailbox.

In that case, if you click on the link provided in the confirmation e-mail, you will receive the following message:

Confirmation key is not valid or has expired.

You will need to repeat from the beginning the procedure of setting up a custom e -mail address as a primary, and process instructions provided in the confirmation message during 48 hours.

Important: Depending on your subscription, you can have an ability to set up any e-mail address as a primary without confirmation.

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Managing E-mail Aliases

You can create one or more e-mail addresses having different mail names that would point to the same mailbox. This functionality enables you to appear to have an address on one domain, yet the mail will be forwarded on to your real mail account.

To create an e-mail alias:

2 Click the Display name of the required mailbox.

3 Open the E-mails addresses tab. This page displays all the E-mail addresses for a given mailbox.

4 Click on the Add New E-mail address button. The screen for adding new e-mail address will open.

5 Type in the name of the e-mail address that would become an alias for the given mailbox.

Figure: Email Addresses 6 Click on the Submit button to save the new e-mail.

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Viewing and Updating Mailbox Actual Size

You can view the actual size of any of your mailboxes in the list of mailboxes (Hosting >

Configuration & Administration > Exchange > Mailboxes), in the Size column. In this column, besides the actual size in kilobytes, you can view the rate of used memory within the size limit. The rate is represented graphically - as the size scale, and textually - as a percent number.

The mailbox actual size is updated periodically, but you can request the update of the actual size without waiting for the planned update. For this purpose, you need to do the following:

3 Open the Limits tab.

Figure: "Limits" Tab (fragment) 4 Click on the Update Size button.

After a while, the mailbox actual size will be updated.

Configuring Mailbox Limits

In order to distribute the disk space assigned for the mailboxes in your Subscription, you can set up quotas for the size of the mailbox and incoming and outgoing letters.

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To define these limits, perform the following actions:

3 Open the Limits tab. At this screen you can see the current default limits defined by the provider.

4 Click Edit to change these limits. On the displayed page enter the desired values of limits in the corresponding fields.

Figure: "Limits" Tab in Edit Mode

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Note: See Aggregated Mail Storage for the information about how to set the Size limit properly.

5 Click Submit to save the new values.

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Setting Up Mail Forwarding

Using CP, you can make the incoming mail be automatically forwarded to an e-mail account. With Exchange hosting, it is possible to forward e-mail coming from mailboxes, public folders, distribution lists, and contacts. You can also make copies of one message be automatically sent to both the forwarding address and the user's mailbox. In this case, the deleting of one message copy does not induce the deleting of the other.

By default, the forwarding service is disabled. Once you create a redirect, the service becomes permanently active and all the mails you receive to the mail address will be redirected to another one.

To set up the forwarding:

3 Open the Forwarding tab. If you set up the forwarding for the first time, this service will be disabled.

4 To turn the forwarding on, click on the Enable button.

5 Into the E-mail address field, enter the address to which you want to redirect the incoming mail.

6 Select the Leave copy of messages checkbox, if you wish to leave copies of all the forwarded mails.

Figure: Enabling forwarding 7 Click on the Submit button to save the new settings.

8 The Forwarding tab turns into display mode. You can see the message that says about successful forwarding configuration.

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Figure: Forwarding enabled 9 Click Refresh to make the message disappear.

If you want to change the forwarding configuration, click on the Change button and follow Steps 5-9 of the above procedure.

If you want to disable the forwarding, click on the Disable button.

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Managing Mailbox Permissions

Microsoft Exchange provides you with the ability of advanced mailbox configuration. You are able to configure Exchange mailbox so that any Mailbox/Distribution List user in CP can be granted with the following permissions:

Send Permissions:

 Send On Behalf Of - Mailbox/Distribution List user is able to send messages on behalf of another mailbox user.

For example, you configure the mailbox of User A to grant the Send On Behalf Of

permission to mailbox/distribution list User B, so the User B is able to send a message on behalf of the User A.

 Send As - Mailbox/Distribution List user is able to send e-mail messages as another mailbox user. With the Send As permission, the recipients of a message cannot identify whether the message was sent by the mailbox owner or another user that has been granted the Send As permission.

For example, you configure the mailbox of User A to grant the Send As permission to mailbox/distribution list User B. Sending a message, User B can enter e-mail address of User A to the 'From' field of the message, so it will appear as the message was sent by User A (but actually it was sent from User B mailbox).

Mailbox Permissions:

 Full Access permission - Granting this permission to a user for a mailbox allows that user to log on to the mailbox and gain access to the contents of the entire mailbox: open mailbox folders, read, move and delete messages.

Note: Users with the Full Access permission cannot send messages as that mailbox.

They can send messages as or on behalf of that mailbox only if they are additionally granted with the respective Send Permission.

Find the detailed description of mailbox permissions at http://technet.microsoft.com/en- us/library/bb123879.aspx

The mailbox permissions configuration can be useful in cases when a manager delegates the management of his/her mailbox to the assistant, so the assistant gets an ability to send messages on behalf of or as the manager and/or to access his/her mailbox folders and its content.

You can grant specific permissions to Exchange Mailbox/Distribution list users in CP at Hosting > Configuration & Administration > Exchange > Mailboxes > [some mailbox] >

Permissions tab.

Configuring Mailbox Permissions

With the Full Access permission, the Mailbox/Distribution list users can open and read the content of the mailbox folders they are granted permission on. However, they cannot send messages from that mailbox.

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To grant the mailbox Full Access permission to a Mailbox/Distribution list users in CP, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes. The list of existing mailboxes opens.

2 Select the mailbox to configure permission in.

3 Move to the Permissions tab. The list of mailboxes and distribution lists granted the Full Access permission on this mailbox opens in the Mailbox Permissions subtab:

Figure: Viewing List of Users with Granted Mailbox Permissions 4 Click on the Add button. The following screen will open:

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Figure: Adding 'Full Access' Permission

5 Select the checkboxes opposite the mailboxes and/or distribution lists users to grant Full Access permission on.

6 Click Submit.

As a result, selected mailboxes and/or distribution lists users appear in the list of ones with granted Full Access permission on the mailbox.

Use-Case: 'Full Access' Permission

Example on How to Use 'Full Access' Permission in OWA via Internet Explorer browser.

Let's assume that your boss delegates the management of his/her mailbox to you. He/she informs you that his/her mailbox is configured the way, that you can access it. It means that you get an ability to access boss' mailbox and read, move and delete messages.

To access boss' mailbox, follow the steps:

Note: That example describes the way to access Exchange mailbox via Outlook Web Access in Internet Explorer.

1 Open your Exchange mailbox in OWA in the IE browser.

2 In the upper right-hand side of the window, click on your name. The Open Other Mailbox window appears:

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3 Enter the boss' mailbox login name or e-mail address in the Select mailbox field and click Open... The content of that mailbox will open in another window.

Now you can manage the content of the boss' mailbox.

Important! To access the mailbox from different mail clients, you need to perform

additional mail client configuration. Information on how to do it can be found in respective mail client's documentation.

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Configuring Send Permissions

With the Send Permissions granted to a Mailbox/Distribution list users, they can send messages on behalf of or as the mailbox user who grants them these permissions.

In CP, you can configure the following Send Permissions for the Exchange mailbox:

 Send On Behalf Of permission

 Send As permission

One Mailbox/Distribution list user can be granted with one of these permissions only.

To configure the send permissions for Exchange mailbox, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes. The list of existing mailboxes opens.

2 Select the mailbox to configure permission in.

3 Move to the Permissions tab and the Send Permissions subtab. The list of mailboxes and distribution lists granted the send permissions on this mailbox opens:

Figure: 'Send Permissions' Column 4 Click on the Add button. The following screen will open:

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Figure: Configuring Send Permissions

5 Select the respective send permission from the drop-down list opposite the name of Mailbox/Distribution list users you want to grant that permission to.

6 Click Submit to save settings.

As a result, selected mailbox and/or distribution list users appear in the list of ones with granted Send Permissions.

The type of granted permission is displayed in the Send permission column.

Use-Case: Send Permissions

Example on How to Use the 'Send on Behalf Of'/'Send As' Permission in Microsoft Outlook 2007.

Let's assume that your boss delegates you the right to send the messages on behalf of his/her name. He/she informs you that corresponding permission is configured for you in his/her mailbox.

You can send the message from your Exchange mailbox on behalf of your boss name, in the following way:

1 In Microsoft Outlook 2007, click on the New button to create e-mail message.

2 In the opened window, move to the Options tab and click on the Show From option. The From field will appear in the message window:

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3 Click on the From button. In the window that opens, select the sender from the list of mailboxes you are granted to send messages from. Click Ok. Then fill out the message window and send the message to the required recipient.

If you are granted with the 'Send on Behalf Of' permission, the recipient will see the following address in the From field: 'Your e-mail address' on behalf of 'You boss e-mail address' If you are granted with the 'Send As' permission, the recipient will see the following address in the From field: 'Your boss e-mail address', in spite of it was sent from your mailbox.

Important! On how to use the send permissions in other mail clients, please find information in respective mail client's documentation.

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Managing Distribution List Membership

Your mailbox, public folder or contact can be a member of a distribution list. Distribution list is a group of exchange objects that can be used to send a message to all members of the group. When an object is a member of a distribution list, it receives all the messages addressed to that distribution list. See the Managing Distribution Lists section for more information about distribution lists.

The membership management of a mailbox is demonstrated in this section. However, you can also apply the same instructions to public folders and contacts.

Including Mailbox in Distribution List

If you want to make your mailbox the member of a distribution list, do the following:

3 Open the Member of tab. The Distribution List Membership area of the tab displays the list of the distribution lists that your mailbox is the member of.

4 Click the Add to Other Lists button. The list of the distribution lists that don't contain your mailbox will open.

5 Check the box(es) in the first left column of the list near the display name(s) of the distribution list(s) that you want to select for your mailbox membership.

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6 Click Submit. The Distribution List Membership area will reopen and you will see the selected distribution list(s) in the list in the area. Your mailbox will receive all the messages addressed to this(these) distribution list(s).

Excluding Mailbox From Distribution List

If you want to exclude your mailbox from a distribution list, do the following:

1 In the Distribution List Membership area check the box(es) in the first left column of the list near the display name(s) of the distribution list(s) that you want to select for your mailbox membership.

2 Click Delete.

3 To refresh the list of the distribution lists click the Refresh button at the right top corner of the Control Panel. The list will not contain the distribution list(s) that you selected at Step 1. Your mailbox will not receive the messages addressed to this(these) distribution list(s).

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Configuring Mailbox Access

You can enable access to your Exchange mailbox using specific protocols:

Outlook Web Access (OWA)

Outlook access

ActiveSync

IMAP4

POP3

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, the list of existing mailboxes opens,

2 Select a mailbox by clicking its Display name. On the General tab, in the Mailbox Access area, you can see the protocols you may use for the access to your mailbox.

3 If the required protocol is Disabled, click on the Edit button, and select the checkbox opposite this protocol. Then click Submit.

4 If you want to provide access to your mailbox using one of the protocols, you need to set up this protocol. For this purpose, follow the instructions you can get by clicking the View setup info link opposite the required protocol.

5 To configure access to your mailbox in your mail-client applications, follow the instructions you can get by clicking the View setup info link opposite the required protocol.

If the mailbox has the Creating status, the following warning appears: "Mailbox is not yet created. Please wait while mailbox status becomes Ready and click this link again."

If the mailbox is in the Ready status, follow the steps described on the Setup Info page.

Note: There are some peculiarities with the OWA protocol. When the mailbox becomes Ready, the URL to OWA appears in the Outlook Web Access (OWA) field. By clicking this URL, you immediately get access to your mailbox.

Auto-Configuring Outlook Profile

The Outlook program is configured to access to your mailbox through the creation of a profile. Outlook profile contains specific information about your e-mail account such as Exchange server location and connection settings.

CP enables you to automatically configure Outlook profile for you Exchange mailbox.

To configure Outlook profile, do the following:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, the list of existing mailboxes opens,

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2 Click on the Display name of the mailbox you want to generate Outlook profile for. The General tab of the multi-tabbed window opens.

3 In the Mailbox Access area, click on the View setup info link located in the Outlook access field.

Figure: Configuring Outlook Profile The Setup Info window opens.

4 Follow the steps described on the Setup Info page.

1. Download Outlook Profile Configuration Script and save it locally. Ensure Outlook application is not running.

2. Run the script by double-clicking on it. Outlook profile will be configured and after that Outlook application will run.

3. In the login prompt enter your Exchange mailbox login (for example, [email protected]) and the password.

4. Select the newly created Outlook profile from the Choose profile dialog window.

As a result, the Outlook profile is configured automatically for your Exchange mailbox.

Configuring Outlook Profile Manually

If you do not want to automatically configure Outlook profile, you can download textual file containing settings to connect to your mailbox and import it manually.

To do it, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes,

2 Select a required mailbox. The General tab of the multi-tabbed window opens.

3 In the Mailbox Access area, click on the View setup info link located in the Outlook access field. The Setup Info window opens.

4 Follow the steps described on the Setup Info page:

1. Download the Outlook Profile and save it locally (for example, C:\OutlookProfile.prf).

2. Ensure the Outlook application is not running.

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3. Click Start, select Run and execute the following command: outlook.exe /importprf "C:\OutlookProfile.prf"

This will restart Outlook and you will be asked to accept new profile settings, click Yes.

4. In the login prompt enter your Exchange mailbox login and password.

5. Select the newly-created outlook profile from the Choose profile dialog box and enter again your Exchange mailbox login and the password.

Outlook profile is configured for your Exchange mailbox.

Note: On the Setup Info page you can also find parameters, which will allow the advanced users experienced in mail client configuration to configure connection to Exchange server.

Auto-Configuring Outlook on Windows Mobile Device

CP allows you to automatically configure ActiveSync on your Windows mobile device for synchronizing with your Exchange mailbox.

You are able to download auto-configuration profile to your Windows mobile device using the link provided in CP and Outlook will be synchronized with Exchange server by means of ActiveSync program.

To configure Outlook profile on your mobile device, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes,

2 Select a mailbox you want to configure Outlook profile for, the General tab of the multi- tabbed window opens.

3 In the Mailbox Access area, find the ActiveSync item.

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 If the ActiveSync option is Disabled, click on the Edit button and select a checkbox near the ActiveSync property. Click Submit. ActiveSync is enabled.

 Click the View setup info link.

4 The setup info page opens. On this page follow the instructions on How to configure ActiveSync on Windows Mobile 2003, Windows Mobile 5.0, Windows Mobile 6.0 Smartphones and Pocket PC.

As a result, ActiveSync is automatically configured on your Windows mobile device.

Changing Service User's Login

By default, the first created e-mail address in a mailbox is used as Service User's login to the mailbox. You can see the Service User's login on the General tab of the Mailbox screen, in the Login field.

Figure: "Login " field displaying login to mailbox If you want to change the Service User's login, perform the following steps:

1 Open the E-mail addresses tab.

2 Start changing the primary e-mail address. Refer to Changing Primary E-mail Address.

3 While changing the primary e-mail address, select the Synchronize UPN logon with primary e-mail address checkbox. As a result, the new primary e-mail address will be used as Service User's login.

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If you don't select the Synchronize UPN logon with primary e-mail address check-box, the Service User's login will remain the same, though the new primary e-mail address will appear in the From field of e-mail messages sent from the mailbox.

Creating Bulk of Mailboxes

CP allows you to create Exchange mailboxes in bulk using information from CSV file.

This procedure, so-called, bulk mailboxes importing, may be useful if you want to move your organization from existing mail service to Hosted Exchange or create multiple mailboxes just in a few steps.

To import a bulk of mailboxes, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Mailboxes, the list of existing mailboxes opens.

Figure: Importing Bulk of Mailboxes 2 Click on the Import Mailboxes button. The following screen opens:

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Figure: Selecting CSV Separator

Note: To create multiple mailboxes at once you have to use information taken from the CSV (Comma-Separated-Value file format) file. CSV file is used to provide mailbox data for bulk importing.

In the Help area you can get a description of supported CSV fields by clicking on the View link and download a sample CSV file containing all supported field names and few sample records by clicking on the Download link.

Specify the following Import Source parameters:

 CSV file - Specify the path to the CSV file by clicking on the Browse button or type it manually. .

 Separator - As CSV is a delimited text file, it uses a comma to separate values. CP allows alternate CSV separators to be used. Here select a separator symbol from the drop-down menu.

 Encoding - Select a required encoding from the drop-down list.

Note: If you use Microsoft Excel to create CSV file and your data contains

international symbols, select the Save as type: Unicode Text option to save data in Unicode encoding and preserve international symbols. In case you select the Save as type: CSV (Comma delimited) option, data will be saved in ANSI encoding and international symbols may get lost.

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3 Click Next to validate the content of CSV file. The system validates the following conditions:

All specified e-mail addresses are based on the domain that is enabled for Exchange.

All specified e-mail addresses are unique and do not conflict with existing mailboxes.

 Available limit of the Mailboxes resource is less or equal to the number of importing mailboxes.

 Size limit of each importing mailbox is less or equal to the Maximum Allowed Mailbox Size resource limit.

Sum of size limits of all importing mailboxes is less or equal to the available value of Diskspace resource.

For each mailbox option (OWA, Outlook, IMAP, POP3, ActiveSync) the total number of importing mailboxes having this option enabled is less or equal to the available value of corresponding resource.

There are two possible types of mailbox validation result:

 Success - all records passed validation without errors.

 Failed - validation completed with errors.

4 Review the results of CSV file validation.

 If the validation is successfully passed, review mailbox records and click Finish.

If the validation is completed with errors, specify the valid CSV file or perform necessary corrections of mailbox data.

You may fix errors automatically by selecting one of the following Import Options:

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Figure: Selecting Appropriate Importing Option

 Force generate unique values - Select this checkbox if you receive an error that the value is not unique within the system/file (for example, e-mail address indicated in the CSV file belongs to a mailbox already existing in the system). This value will be replaced by a unique one automatically.

 Ignore invalid values in optional fields (mandatory fields are marked with *) - Select this checkbox if you receive any error, prefer to ignore invalid values and use the default ones.

 Skip records not passed validation - Select this checkbox if you want to skip records containing incorrect values.

 Skip unrecognized fields - If your CSV file contains fields that are not supported for mailbox importing, the Unrecognized field error appears. Select this checkbox if you want such fields to be skipped.

Click Finish.

Mailbox data is imported into the system and mailboxes creation process is initiated. You can review importing summary – which mailboxes are imported and which are skipped.

Newly created mailboxes are fully functional and can be accessed by users after they get the Ready status.

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Using Mailbox Owner Control Panel

CP allows Service Users to manage the configuration of Exchange mailbox on their own through the Control Panel. You need to provide a Service User with:

Access URL to CP. It's the same URL that you use to log in to your CP account.

Login name and password, which you created during the Service User creation.

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Managing Public Folder

Public folders provide an effective way to collect, organize, and share information with others in your company. Public folders can contain any type of Outlook folder items, such as messages, appointments, contacts, notes, tasks, journal entries. You can set

permissions so that only a selected group of people can read, post, edit, and delete information. A public folder can be also set to be available to anyone on the Exchange system. You can use public folders in Microsoft Outlook 2003, OWA, Microsoft Word 2003 and SharePoint Team Services.

Creating Public Folder

To create a new public folder in CP, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens.

2 Click on the Add New Public Folder button.

3 Specify public folder general parameters:

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In the General area:

Figure: Creating Public Folder

 Parent Folder - From the drop-down list, select the <Top level folder> if you want to create the top level Public Folder, or select the name of the existing Public Folder to create a child Public Folder within its hierarchy (see the Creating Public Subfolder section).

 Public folder name - Type the name for a new Public folder.

 Items Type - From the drop-down list, select the type of items, which will be placed in the new public folder.

The following item types are available:

- Mail Items - Contact Items

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- Appointment Items - Note Items

- Task Items - Journal Items

 Size limit - Define the public folder size.

 Default role - Select a Role that all mailbox users in your organization will be granted on this public folder. You can change it later or overwrite it for individual mailbox in the Permissions tab of the public folder details window.

In the Mail-Enabled area, select the checkbox if you want to assign an e-mail address to the public folder that will allow users to post messages in that public folder by e-mail.

 E-mail address - Specify an e-mail address for a public folder being created.

 Shown in address book - Select this checkbox to make the mailbox visible in the Microsoft Outlook address book or in the OWA address book.

 Accept messages from - Specify an ability of the public folder to receive messages either from members of Exchange organization only, or from everyone over the Internet:

- Everyone. Everyone can send messages to the public folder being created.

- Organization. Only members of the organization are allowed to send messages to the public folder being created.

4 Click Submit to save the newly created public folder. The list of your public folders opens. You can see the just created public folder with the Creating status.

After a while, the public folder status changes to Ready. The public folder is ready to use.

Creating Child Public Folder

CP enables you to create the so-called child public folder. Child public folder is a folder created within already existing top-level public folder hierarchy.

For example, you have a top-level public folder called Documents. You are able to create another public folder within this folder hierarchy. During public folder creation, you will need to choose the .Documents from the drop-down list, so the public folder being created will be the child public folder of the Documents public folder. In turn, the Documents public folder will become the Parent public folder.

You are able to create, view and manage child public folders via CP.

Note: The child public folders creation is available only in case this functionality is supported by your Subscription. Please contact your provider if this functionality is not avalable for you.

To create a child public folder, follow the steps:

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1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens.

2 Click on the Add New Public Folder button.

3 Specify public folder general parameters:

In the General area:

Figure: Creating Public Subfolder

 Parent Folder - From the drop-down list, select the parent public folder.

 Public folder name - Type the part name for a child public folder.

 Items Type - From the drop-down list, select the type of items, which will be placed in the child public folder.

 Size limit - Define the child public folder size.

 Default role - Select a Role that all mailbox users in your organization will be granted on this child public folder. You can change it later or overwrite it for individual mailbox in the Permissions tab of the public folder details window.

In the Mail-Enabled area, select the checkbox if you want to assign an e-mail address to the child public folder that will allow users to post messages by e-mail.

 E-mail address - Specify an e-mail address for a public folder being created.

 Shown in address book - Select this checkbox to make the mail-enabled public folder visible in the Microsoft Outlook address book or in the OWA address book.

 Accept messages from - Specify an ability of the child public folder to receive messages either from members of Exchange organization only, or from everyone over the Internet:

- Everyone. Everyone can send messages to the public folder being created.

- Organization. Only members of the organization are allowed to send messages to the public folder being created.

4 Click Submit to complete the child public folder creation.

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Figure: Child Public Folder

As a result, the child public folder is appeared in the list of all public folder. It is located under its parent Public Folder.

Note: The size of a public folder shown in the Size column includes own public folder's size plus the sizes of all its child subfolders.

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Deleting Child Public Folder

Note: You are not able to delete the parent Public Folder while it has at least one child Public Folder. If you need to delete the top-level public folder, you need to delete all its child public folders first.

To delete a child public folder, follow the steps:

1 Go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens.

2 Select the checkbox opposite the child public folder to be deleted.

3 Click on the Delete button.

Figure: Deleting Child Public Folder 4 In the notification message, click OK.

The following message will appear at the top of the screen:

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The child public folder will get the Deleting status in the list of all public folders.

After a while, refresh the page, selected child public folder is deleted from the list.

After all child public folders of the same parent public folder are deleted, the checkbox will appear opposite the parent public folder name. After that, you will be able to delete the parent public folder following the instructions from the Deleting Public Folder section.

Configuring Public Folder

To configure a public folder, follow these steps:

1 In CP, go to Hosting > Configuration & Administration > Exchange > Public Folders. The list of existing public folders opens.

2 Click on the Display name of the required public folder.

If the public folder is not mail-enabled (what is marked by No in the Mail-enabled column), the following tabs are available:

 General

 Permissions

 Limits

If the public folder is mail-enabled (what is marked by Yes in the Mail-enabled column), the following tabs are available:

 General

 Permissions

 E-mail addresses

 Limits

 Member of

3 On the General tab, click on the Edit button

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Figure: Configuring Public Folder The following parameters can be specified:

 Default role - Select a Role that all Exchange mailbox users in your organization will be granted on this public folder.

 Mail-enabled - Select the checkbox if you want to assign an e-mail address to the public folder that will allow users to post messages in that public folder by e-mail.

 Show in address book - Select this checkbox to make the mailbox visible in the Microsoft Outlook address book or in the OWA address book.

 Accept messages from - Specify an ability of the public folder to receive messages either from members of Exchange organization only, or from everyone over the Internet:

- Everyone. Everyone can send messages to the public folder being created.

- Organization. Only members of the organization are allowed to send messages to the public folder being created.

4 Click on the Submit button to save the settings.

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The list of your public folders reopens. You can see the just modified public folder having the Updating status.

After a while the status changes to Ready. The public folder is ready to use.

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Managing Public Folder Permissions

By using the permission mechanism, introduced by Microsoft Exchange Server, you can control access to public folders. You can grant a set of permissions to an Exchange mail item (mailbox and distribution list) to define the actions this item can perform with the public folder.

Configuring 'Role' Permission

One of the permissions you can grant to a Public Folder is called a Role. The table below shows the Roles you can give to mail items and the operations each Role can perform with a public folder:

Role Create items Read items Edit own Edit all Delete own Delete all

Editor + + + +

Author + + + +

Nonediting Author + + +

Contributor + +

Reviewer +

None

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When you create a public folder, all your mailboxes get the default Role of Reviewer. If you want to give another Role to an item, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Public Folders.

2 Click the Display name of the required public folder.

3 Move to the Permissions tab, the Public Folder Permissions subtab. The list of mailboxes and distribution lists granted a role on this public folder opens.

4 Click on the Add button to assign a certain Role for using the public folder.

5 From the Role drop-down box, select the Role to assign to the mail item.

Figure: Configuring Public Folder Permision 6 After you have chosen the desired Role, click Submit.

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Configuring Send Permissions

Note: The Send Permissions can be configured on the Mail-Enabled Public Folder only.

With the Send Permissions granted to a mailbox/distribution list user, he/she can send messages on behalf of or as the Mail-Enabled Public Folder in which you configure these permissions.

You can configure the following Send Permissions in the Public Folder:

 Send On Behalf Of - Mailbox/Distribution List user is able to send messages on behalf of the Public Folder.

For example, you configure the Mail-Enabled Public Folder 'B' to grant the Send On Behalf Of permission to some mailbox/distribution list User 'A'. The User 'A' sends a message. In the 'From' field of the message will appear: User 'A' On Behalf Of Public Folder 'B'.

 Send As - Mailbox/Distribution List user is able to send e-mail messages as the Public Folder. With the Send As permission, the recipients of a message cannot identify whether the message was sent by the Public Folder or another user that has been granted the Send As permission.

For example, you configure the Mail-Enabled Public Folder 'A' to grant the Send As permission to some mailbox/distribution list User 'B'. The User 'B' sends a message.

The message will appear as if it was sent by the Mail-Enabled Public Folder 'A' (the 'From' field will indicate: 'Mail-Enabled Public Folder 'A'). Recipients will not be able to identify that actually that message was sent by User 'B'.

One Mailbox/Distribution list user can be granted with one of these permissions only.

To configure the send permissions on the Public Folder, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Public Folders.

2 Select the Public Folder to configure the permission for.

3 Move to the Permissions tab and the Send Permissions subtab. The list of mailboxes and distribution lists granted the send permissions on this Public Folder opens.

4 Click on the Add button:

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Figure: Configuring Send Permissions

5 Select the respective send permission from the drop-down list opposite the name of a mailbox/distribution list you want to grant that permission to.

6 Click Submit to save settings.

As a result, selected mailbox and/or distribution list users appear in the list of ones with granted Send Permissions for the Public Folder.

Adding E-mail Aliases to Public Folder

As with mailboxes, you can create an e-mail alias for a public folder. In this case, this address will be associated with the public folder and all the mail sent to it will actually go to the public folder.

To add an e-mail address to the Public folder:

1 Open the Public Folders screen.

3 Open the E-mail addresses tab. This page is intended to display all the e-mail addresses for a given public folder.

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4 Press the Add New E-mail address button. The screen for adding new e-mail address will open.

5 Type in the name of the e-mail address that would become an alias for a given public folder.

6 Press Submit to save it.

When you have two or more e-mail addresses for the same public folder, you can change the Reply to e-mail address. This address will be used to receive the letters replied to any of your e-mail aliases. By default this address is the first address you create for the public folder.

To change the Reply to e-mail address:

1 On the E-mails address tab click the Change button under the address in the Reply to e- mail address area. The list of existing e-mail addresses will open, excluding the one you wish to change.

2 Click on the name of the address that you want to make the Reply to e-mail address.

You will be moved back to the list of e-mail addresses. As you will be moved back to the list of e-mail addresses, you will see that the Reply to e-mail address has changed.

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Viewing and Updating Public Folder Actual Size

You can view the actual size of any of your public folders in Hosting > Configuration &

Administration > Exchange > Public Folders, in the Size column. In this column, besides the actual size in kilobytes, you can view the rate of used memory within the size limit. The rate is represented graphically - as the size scale, and textually - as a percent number.

The public folder actual size is updated periodically, but you can request the update of the actual size without waiting for the planned update. For this purpose, you need to do the following:

Figure: "Limits" Tab 4 Click on the Update Size button.

After a while, the public folder actual size will be updated.

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Configuring Public Folder Limits

In order to distribute the disc space assigned for the public folders in your Subscription, you can set up quotas for the size of the public folder and items sent to it.

To define these limits:

4 You may enter new values into the following fields:

 Size limit - The maximum amount of space the public folder can occupy. When this limit is reached, the public folder owner becomes unable to send or receive messages.

Note: See the Aggregated Mail Storage topic for the information about how to set the Size limit properly.

 Maximum item size - The size of an item that can be posted to the public folder.

Figure: "Limits" Tab in Edit Mode 5 Click Submit to save the new settings.

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Managing Distribution List Membership

Your public folder can be a member of a distribution list. Distribution list is a group of email addresses that can be used to send a message to all members of the group. When a public folder is a member of a distribution list, the public folder receives all the messages addressed to that distribution list. See the Managing Distribution Lists section for more information about distribution lists.

Adding the public folder to a distribution list, or excluding the public folder from a distribution list are similar to analogous operations on the mailboxes. Use the Member of tab for this purpose. See the Managing Distribution List Membership topic in the Managing Mailbox section for detailed instructions.

Default Role for Created Public Folder

You can select and assign a Role when creating new public folder. This Role will be granted to all mailbox users of customer's organization through the system distribution list of All Exchange users.

To grant a Role on a public folder to a mailbox or to a distribution list, do the following:

3 Open the Permissions tab. Here you can see the current Access Control List for the public folder.

4 Click on the Add button.

5 Select the required mailbox or distribution list.

6 Assign a predetermined Role.

7 Click on the Submit button.

Note: If a mailbox is a member of one or more distribution lists, the mailbox gets resulting permissions equal to the sum of Roles, which these distribution lists are granted on the public folder. Note, if a mailbox is granted a Role on the public folder explicitly, it

overwrites any Roles granted through distribution lists, which the mailbox is member of.

To revoke permissions, you need to remove the corresponding object(s) from the Permissions tab by selecting the object(s) and clicking Remove.

Deleting Public Folder

To delete a public folder, follow these steps:

2 Click the checkbox(es) in the leftmost column opposite the name(s) of the public folder(s) you want to delete.

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3 Click on the Delete button. The message box appears with the question:

Are you sure want to delete selected public folders?

4 Click OK in the message box to confirm your intention. The public folder(s) status turns to Deleting.

After a while, the public folders disappear from the list and from the system.

Aggregated Mail Storage

When you create a mailbox or a public folder, you need to set the size limit. The field to enter the size limit is accompanied by mentioning two values:

Available mail storage

Maximum allowed mailbox (public folder) size

Knowing these values is helpful for setting size limit properly.

The Available mail storage is calculated by the formula:

R = D * X - E where:

 R – remaining disk space limit

 D – limit of the "Diskspace" resource

 X – value of "Disk space limit factor" activation parameter of Hosted Exchange resource

E – sum of size limits of all existing mailboxes and public folders The Maximum allowed mailbox (public folder) size is defined in the Subscription. When you create a mailbox or a public folder, set the size limit by selecting a value from 0 to MIN (M, R).

When you modify mailbox (public folder) size limit, set a new size limit by selecting a value from 0 to MIN (M, R + S).

Where:

 M – maximum allowed mailbox size resource limit

 R – remaining disk space limit

 S – current value of the mailbox (public folder) size limit.

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Managing Distribution Lists

Distribution list is a group of email addresses that can be used to send a message to all members of the group. Whenever a message is addressed to the name of list, the message is routed to all of the members.

To manage Exchange distribution lists in CP, go to Hosting > Configuration & Administration

> Exchange > Distribution Lists. On the Distribution Lists screen, you can see the list of existing distribution lists if you have any.

Figure: List of Distribution Lists

Note: The Membership column is hidden if there is an Exchange 2007 service in your Hosting Plan.

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Creating Distribution List

To add a new distribution list:

1 Open the Distribution Lists screen.

2 Click on the Add New Distribution List button.

3 Provide the following parameters:

Name of the distribution list. Provide the following two names:

 Alias - a short (no longer than 64 symbols) name that may contain letters (uppercase and lowercase), digits, !, #, $, %, &, ', *, +, -, /, =, ?, ^, ., _, `, {, |, } or ~. Unicode characters from U+00A1 to U+00FF are also valid in an alias.

 Display name - a long (no longer than 255 symbols) name that may contain any types of symbols including spaces.

Both names don't need to be unique. They must be convenient enough to facilitate the search of the object in the address book.

 E-mail address. Enter the address that will be used to deliver messages to all the members of the list.

 Membership. If you leave the Visible option selected (by default), everybody from your Exchange organization will be able to view members of the distribution list with the help of mail client software (Outlook, Outlook Web Access). If you don't want anybody in your Exchange organization (including members of the distribution list being created) to be able to see info about membership in the distribution list, select the Hidden option.Select Visible if you want to allow mailbox owners to view other members of the distribution list.

 Accept messages: Specify who will be able to post messages to the distribution list.

The following variants are available:

everyone (default):

members of your Exchange organization;

members of the distribution list.

 Show in address book. Select this checkbox to make the distribution list visible in Microsoft Offline Address Book or in Outlook Web Access address book.

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Figure: Creating distribution list 4 Click on the Submit button to save the distribution list.

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Creating Bulk of Distribution Lists

CP allows you to create a bulk of Exchange distribution lists using information from CSV file. This procedure, so-called, bulk distribution lists importing, may be useful if you want to move your organization from existing mail service to Hosted Exchange or create multiple distribution lists just in a few steps.

To import a bulk of distribution lists, go to Hosting > Configuration & Administration > Exchange

> Distribution Lists and click the Import Distribution Lists button.

The process of creating a bulk of distribution lists is similar to the process described in the Importing Bulk of Mailboxes section. Follow the instructions provided in the Importing Bulk of Mailboxes section to import a bulk of distribution lists.

Note, a CSV file for importing distribution lists may contain the Members field.

Members is an optional field representing a comma-separated list of e-mail addresses of distribution list‟ s members. If a members‟ separator is equal to a separator of the whole CSV file, the member's list must be quoted.

For example: [email protected], "[email protected], [email protected]"

Find the list of supported CSV fields and formats for distribution lists by clicking on the View link in the Help area. You can also download a sample CSV file containing all supported field names and few sample records by clicking on the Download link.

Configuring Main Parameters

To configure main parameters of any existing distribution list, follow these steps:

2 Click the Display name of the required distribution list. A multi-tabbed page opens.

3 On the General tab, click on the Edit button.

4 You can change the following parameters:

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Figure: Editing distribution list general parameters

 Display name

 System

 Show in address book.

Note: Refer to Creating Distribution List for detailed information about these parameters.

5 Click on the Submit button to save the new settings.

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Adding Members to Distribution List

To add a member to a distribution list:

2 Click the Display name of the required distribution list.

3 Move to the Members tab. The list of members of the distribution list opens, if you have any.

4 Click on the Add New Member button. The list of all Exchange mail objects will be displayed, which are not the members of the current list.

5 Select the items you wish to make the members of this distribution list.

Figure: Adding Member to Distribution List 6 Click Submit to save the information.

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Adding E-mail Aliases to Distribution List

Adding e-mail aliases to Distribution lists is very similar to that of Public folders. Read the corresponding topic to learn what is an e-mail alias and how to create it.

Managing Distribution List Membership

Your distribution list can be a member of other distribution list(s). In this case the mailboxes of your distribution list receive all the messages addressed to the distribution list(s) which include your distribution list.

Adding the distribution list to another distribution list, or excluding the distribution list from other distribution lists are similar to analogous operations on the mailboxes. Use the Member of tab for this purpose. See the Managing Distribution List Membership topic in the Managing Mailbox section for detailed instructions.

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Creating Contacts as Members of Distribution List

CP allows you to add new members in bulk to an existing distribution list.

To add multiple members to a distribution list at once, you need to specify their e-mail addresses in the appropriate wizard after clicking the Import Members button. E-mail addresses should be separated by comma, semicolon, space or new line.

To add a bulk of new members to a distribution list, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Distribution List and select a distribution list you want to add members to. The General tab of the multi-tabbed window opens.

2 Move to the Members tab. The following screen opens:

3 Click on the Import Members button and specify the list of e-mail addresses separated by comma, semicolon, space, or new line.

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Figure: Specifying Email Addresses

Note: If specified e-mail address corresponds to an existing object (mailbox, contact, distribution list or public folder) in your organization, this object will be added as a member of the distribution list.

Otherwise, there will be created a new contact and then this contact will be added to the distribution list as a member.

Click Submit.

As a result, new members are added to the distribution list.

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Configuring Distribution List Permissions

With the Send Permissions granted to a mailbox/distribution list user, he/she can send messages on behalf of or as the Distribution List in which you configure these permissions.

You can configure the following Send Permissions in the Distribution List properties:

 Send On Behalf Of - Mailbox/Distribution List user is able to send messages on behalf of that Distribution List.

For example, you configure the Distribution List 'B' to grant the Send On Behalf Of permission to some mailbox/distribution list User 'A'. The User 'A' sends a message.In the 'From' field of the message will appear: User 'A' On Behalf Of Distribution List 'B'.

 Send As - Any Mailbox/Distribution List user is able to send e-mail messages as the specific Distribution List. With the Send As permission, the recipients of a message cannot identify whether the message was sent by that Distribution List or another user that has been granted the Send As permission.

For example, you configure the Distribution List 'A' to grant the Send As permission to some mailbox/distribution list User 'B'. The User 'B' sends a message. The message will appear as if it was sent by the Distribution List 'A' (the 'From' field will indicate:

'Distribution List 'A' ).

One Mailbox/Distribution List user can be granted with one of these permissions only.

To configure the send permissions for the Distribution List, follow these steps:

1 Go to Hosting > Configuration & Administration > Exchange > Distribution Lists.

2 Select the Distribution List to configure the send permissions for.

3 Move to the Permissions tab. The list of mailboxes and distribution lists granted the send permissions on this Distribution List opens.

4 Click on the Add button: