Quick Start Guide

Giacom Hosted Exchange

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Giacom Hosted Exchange

Contents
Chapter 1 Overview The Unified Management Platform UMP Password Contact Information Billing Technical Support Activity

Chapter 2

Getting Started Adding an Organisation Adding Domain Names Adding Mailboxes Creating Distribution Groups Relaying to an External Email Address Adding Additional Email Addresses Email Display Name Public Folders Mailbox Access

Chapter 3

Outlook AnyWhere and Outlook Web Access Outlook Anywhere Outlook Web Access

Chapter 4

Outlook Licences End-User Licence Download End-User Client Dashboard

Chapter 5

Chapter 6

Support Telephone or ticket support

Appendix I

MX Record Change Detail

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Chapter 1
Overview of your Hosted Exchange account

The Unified Management Platform Sign in using your username and password at www.manage.giacom.com. The Unified Management Platform (UMP) provides access to all of your services. You will find details about your account under the menu located on the left, including access to your online services such as Microsoft Exchange 2010. Available services are listed in tab order under this menu. Password Original allocated passwords can be changed here. Each account is enabled with one username and password. Contact Information Please update any changes to your contact details here, including updates to your emergency contacts. Billing The price of each of the services available are listed here. As you add any services within the control panel, the prices listed are the monthly prices you will pay. Details of your billing schedule are also displayed to show whether youre paying monthly or yearly, what billing method youre using, and the length of your contract. Technical Support From the Technical Support menu option you can issue new support ticket requests. These will be answered within our normal business hours of 9am 5.30pm Monday to Friday. There is also an option to request Emergency out-of-hours support here. Activity Log Any activity within the control panel will be shown here, which will include additions, amendments and deletions, along with details of the change and time-line.

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Chapter 2
Getting Started

Adding an Organisation To register a new Hosted Exchange organisation, select the Hosted Exchange 2010 tab located from the left-hand side of the screen. Once located, select the Add organisation link which will start the new organisation process. From within this screen you will find options to enter the name and the number of required mailboxes (In most cases selecting unlimited will be fine). Listing the organisations will show the status of the set up, which may take several minutes to complete. After the set up has completed, the organisation status will show Running, and you will be able to add domain names and mailboxes. Adding Domain Names You must register any associated mailbox domain names in order for the system to accept and relay mail correctly. Domain names must also be added to allow mailboxes to be created. Adding a domain name is easy - simply selected the Hosted Exchange 2010 tab located from the left-hand side of the screen and click the Add domain option, selecting the organisation that you wish the domain to be linked to. Adding Mailboxes Exchange mailboxes are registered under the Hosted Exchange 2010 tab. Mailboxes must be assigned to a particular organisation so you must first select the desired organisation after selecting Management console link. Selecting to view an organisation (using the magnifying glass icon) will display its properties along with various tabs providing actions one of which will be Mailboxes. Selecting this tab will reveal the option Add Exchange mailbox. Click this option and enter the necessary details. PLEASE NOTE: associated mailbox domain names must be added under the Domains option located in the same area. Mailbox users may alter the way that their name is shown by logging in to the control panel with their email address and password and then selecting the Address book link which displays the edit window where this can be configured. Creating Distribution Groups Distribution groups allow you to assign a global mailbox, ie. sales@abclimited.com to a number of mailbox users who require email from that address. To add a distribution group address, open the management console, select the organisation and click Distribution groups (tab option). Enter the name part and select the desired domain name. Once added you may then link individual mailboxes to the group by selecting the Edit option and adding/removing addresses from the lists.

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Relaying to an External Email Address As you may know, distribution groups provide the facility to link a number of exchange mailbox users to a particular address, allowing a copy of email destined to the address to be sent to each linked mailbox. In addition, mail-enabled contacts may also be added to a distribution group allowing email destined for the group to be relayed to a remote email address, i.e. joe.smith@googlemail.com. Mail-enabled contacts can be created from the organisation properties page, selecting the Mail-enabled Contacts tab option. After adding a new mail-enabled contact you may then link it to a distribution group. This is achieved by editing a particular distribution group, adding the address as given in the drop-down list. Adding Additional Email Addresses Often people in an organisation will have a primary email address and one or more addresses at different domains. As an example, john.smith@abclimited.com may also have an alternative email address of john@abclimited.co.uk with which he would like email sent to this address redirected to his primary Exchange mailbox, john.smith@abclimited.com. It is possible to add up to 10 different email addresses per mailbox. The management of this is done from the mailbox list whilst viewing a particular organisation after selecting the Hosted Exchange 2010 Management Console link. By selecting a particular mailbox user, the option to edit aliases will be available where you can add/remove aliases in an instant. Email Display Name Mailbox users may alter the way that their name is shown by logging in to the control panel with their email address and password and then selecting the Address book link which displays the edit window where this can be configured. Public Folders To manage public folder permissions, selected Hosted Exchange 2010 tab menu and click the Management console link. Select the desired organisation and then click the Mailbox option to list the active Exchange mailbox accounts. Managing the permissions is done at a user level, so you must select the settings option for a particular user to make any permission changes. From the settings window you will find Public Folder Permissions, where a drop down box provides the following permission options: Author Create and read items and files and modify and delete items and files you create. Publishing Author Createand read items and files, create subfolders, and modify and delete items and files you create. Publishing Editor Create, read, modify and delete all items and files, and create subfolders.

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Mailbox Access Granting rights for a mailbox to view another is a common organisation requirement. Often Managers will want to view another mailbox through Outlook Web Access (OWA) or Outlook Anywhere. Giacom Hosted Exchange provides a facility to manage such requirements and can be accessed by selecting Hosted Exchange 2010 from the left-hand column of the UMP, and then selecting Exchange Management Console link. After accessing the related organisation by simply selecting it from the list, you should find within the mailbox option a lock icon for each mailbox. Clicking this option will open the Mailbox Access Control where you can grant access to the mailbox by other mailbox users. Once access has been given, the mailbox user with the rights may view the email of that user. To view email for a mailbox from Outlook Web Access the following must be done: 1. Once connected to OWA, near the display name (top-right) click the arrow icon and enter the address of the mailbox with which you would like to open the email. To view email for a mailbox from Outlook Anwhere (Outlook email client) please do the following: 1. 2. 3. 4. 5. 6. Click Tools option from the context menu Click Account Settings Select the Exchange option to view Exchange properties Click More settings Click Advanced tab Click Add button to open the desired mailbox

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Chapter 3
Outlook Web Access and Outlook Anywhere

Outlook Web Access Exchange mailbox users can access their email from anywhere using the Outlook Web Access (OWA) facility. This may be accessed using any web browser from the following url: www.owa.messageexchange.com or https://cas.MessageExchange.com/owa Alternatively, you can add a C-NAME entry to your domains DNS records to personalise the OWA web address. For instance, you could create a record of www.owa.yourdomain.com or www. webmail.yourdomain.com which needs to point to owa.messageexchange.com in the DNS C-NAME record.

Outlook Anywhere Configuration Guide Introduction Outlook Anywhere (OA) will allow you to create a direct link to the Hosted Exchange Server without the need to use a VPN tunnel. OA encapsulates RPC in HTTP when connecting to the Server. DNS You will need to slightly alter the DNS settings for each and every domain that will be hosted. A CNAME entry of autodiscover.yourdomain.com should be created and pointed at autodiscover.messageexchange.com (yourdomain.com being your domain name). Supported operating systems and Outlook versions Unfortunately Outlook 2003 is not compatible with Exchange 2010. Hosted Exchange 2010 supports the use of Outlook 2007 SP1, Outlook 2010, Office for Mac 2011 (preferred), Entourage 2008 Office 2008 for Mac (limited compatibility). The following screenshots are based upon XP, Vista, Windows 7 and Mac 2011. Before setting up OA ensure that Windows and the Outlook installation is fully updated to the latest releases Windows/MAC. For mailboxes that have been selected to include an Outlook licence, you can download the software from control panel when logged in as the specific user. All downloads and installations of Outlook are strictly controlled by Microsoft and must adhere to the Microsoft Outlook terms included within the Hosted Exchange Agreement.

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Setting up Outlook Anywhere for PC This section is focused towards IT staff and those with a good knowledge of operating systems and the email set-up procedures. Screenshots are from Vista and Windows 7, however also apply to Windows XP SP3. 1. (A) Go into the control panel and start the Mail applet. Vista requires that you open the following Icon (A) first then (B): And Then (B)

2.

Click ADD a profile

Give it a useful name in the Profile Name Field then OK

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3.

Click on Manually configure settings. Then Next.

Select Microsoft Exchange and then Next. 4. Fill in the relevant fields, in the User name enter the full email address, and do NOT at this stage Check Names.

Click on More Settings

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5.

We will now configure the Configure the connector to the server. Choose Exchange Server and Next. You may get the following. Click OK

Then Cancel

6.

The Following screen will appear, click on Connection Tab.

Tick Outlook Anywhere and press the Exchange Proxy Settings

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7.

On the Proxy Settings page fill in the fields as below. Ensure that the Proxy authentication is set to Basic and there is a tick in all boxes.

NOTE: If operating system is Windows XP please un-tick this box.

Press OK twice until you are back on the Exchange Settings Page.

8.

Click Check Name if you have configured the Connection Settings correctly you will be prompted for a user name and password.

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9.

Put in your Full Email address and the agreed password. Click on the OK button.

A line should appear under the Exchange Server and the user name (as below).

10.

This confirms successful connections settings and authentication.

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Setting up Outlook for Mac Click on Tools -> Accounts

Click on Advanced ->

Server = https://Cas.MessageExchange.com./EWS/Exchange.asmx
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Chapter 4
Outlook Licences

For mailboxes with the additional Microsoft Outlook licence upgrade, you have the ability to access the Outlook downloads and licence keys. To do this, the mailbox user must log in to the control panel at www.manage.giacom.com with their email address and password. Once connected, mailbox users must agree to the Microsoft Software License Agreement and after doing so will be provided with a link to download the software and the relevant license keys (located on the Dashboard).

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Chapter 5
End-User

Client Dashboard Using the URL www.manage.giacom.com mailbox users are able to sign-into the Hosted Exchange platform to access the following details: Confirmation of the Exchange Server they are attached to, along with their username and password. Any aliases they have on their main address. Individual public folder permissions and the root folder name. The end-users are able to change their password here, update their address book entry and also add in additional aliases. Access to the Advanced Security plug-in if enabled on this mailbox.

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Chapter 6
Support

Requesting Support To request help, select the New support ticket link once you have selected the Technical Support option from the main menu. Simply fill in the details and submit. Once a reply has been given, you should find outstanding tickets, or new messages from the dashboard area. If your issue is urgent, please call 0870 740 7777 and you will be routed to the first available technician, who will gladly assist you. Our support hours are 9am 5.30pm Monday Friday excluding English Bank Holidays. Outside these hours, Premium Service accounts have access to a 24-hour emergency technician call back service. This service is linked directly to an on-call technician who may not be on-site, and therefore should only be used for emergency service outages. Please allow up to 1 hour for a response by telephone or email. This facility is available via your control panel under Technical Support.

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Appendix I

Once set-up is completed your client MX records will need to be changed to the following; inboundcluster1.messageexchange.com pref10 inboundcluster2.messageexchange.com pref10 inboundcluster3.messageexchange.com pref20 inboundcluster4.messageexchange.com pref20

Mandatory DNS You will need to alter the DNS settings for each and every domain that will be hosted. A CNAME entry of autodiscover.yourdomain.com should be created and pointed at autodiscover.messageexchange.com (yourdomain.com being your domain name). Shared mailbox facilities ie Calendar etc and Out of Office will not be available without this entry.

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