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Chapter Title

Time Warner Cable Business Class Cloud Solutions Control Panel

Administrator Guide Hosted Microsoft® Exchange 2007 Hosted Microsoft SharePoint® 2007

Version 1.1.1

Cloud Solutions Administrator Guide (CS_EXCH2007_ADMIN-0911)

Time Warner Cable Business Class is a trademark of Time Warner Inc. Used under license. ©2011 Time Warner Cable. All rights reserved. All other trademarks are the property of their respective owners.

Table of Contents

Table of Contents ................................................................................................................................. 3

Chapter 1: Introduction ........................................................................................................................ 5 Planning Checklist ................................................................................................................................................................ 5 Administrator Control Panel .................................................................................................................................................. 6 Additional Resources ............................................................................................................................................................ 6

Chapter 2: Getting Started with Exchange ......................................................................................... 7 Overview ............................................................................................................................................................................... 7 1. Accessing Your Account .................................................................................................................................................. 8 2. Preparing DNS Records .................................................................................................................................................. 9 3. Adding Users ................................................................................................................................................................. 11

Adding Single Users ............................................................................................................................................................................. 11 Adding Multiple Users ........................................................................................................................................................................... 15

4. Setting Up the Email Client ............................................................................................................................................. 18 A. Download Client .............................................................................................................................................................................. 18 B. Install Client ..................................................................................................................................................................................... 19 C. Configure Client .............................................................................................................................................................................. 19 D. Moving Mail from Internet Mail Accounts ........................................................................................................................................ 28 E. Moving Existing Outlook Mail to New Account ................................................................................................................................ 29

5. Updating DNS Records ................................................................................................................................................... 31 6. Connecting to Mobile Devices ........................................................................................................................................ 32

ActiveSync ............................................................................................................................................................................................ 32 BlackBerry Access ................................................................................................................................................................................ 34

Chapter 3: Getting Started with SharePoint ..................................................................................... 37 Creating CNAME Record .................................................................................................................................................... 37 Assigning SharePoint to Users ........................................................................................................................................... 37 Selecting Site Template ...................................................................................................................................................... 39

Chapter 4: Managing Users ............................................................................................................... 41 Adding Users ...................................................................................................................................................................... 41

Adding Single Users ............................................................................................................................................................................. 41 Adding Multiple Users ........................................................................................................................................................................... 45

Assigning Services with User Templates ............................................................................................................................ 47 Editing User Accounts......................................................................................................................................................... 48

Editing Account Information.................................................................................................................................................................. 48 Changing Password ............................................................................................................................................................................. 50 Disabling/Enabling User ....................................................................................................................................................................... 50 Assigning Services ............................................................................................................................................................................... 51 Editing User’s Exchange Account ........................................................................................................................................................ 52 Changing User’s Blackberry Service .................................................................................................................................................... 53 Editing User’s Permission Rights in SharePoint ................................................................................................................................... 54 Removing Users ................................................................................................................................................................................... 54

Table of Contents



Logging In as User ............................................................................................................................................................................... 55

Chapter 5: Managing Exchange Options .......................................................................................... 57 Distribution Lists ................................................................................................................................................................. 57 External Contacts ............................................................................................................................................................... 59 Mobile Policy Management ................................................................................................................................................. 60 Custom Address Book Groups ........................................................................................................................................... 61 Disclaimer Settings ............................................................................................................................................................. 62 Other Exchange Options ..................................................................................................................................................... 63

Mailbox Types ...................................................................................................................................................................................... 63 User Disk Usages ................................................................................................................................................................................. 63 Offline Address Book Synchronization ................................................................................................................................................. 63



Chapter 1: Introduction

The purpose of this guide is to provide instructions on how administrators can set up and manage the following Time Warner Cable Business Class Cloud Solutions services: Hosted Microsoft® Exchange and Microsoft SharePoint®. This guide focuses primarily on how to use the Cloud Solutions administrator control panel. For specific details on using email clients, including Microsoft Outlook®, Entourage®, and SharePoint, please go to www.twcbc.com/cloudsupport for links to additional resources.

The following topics are discussed in this chapter:

Planning checklist

Administrator control panel

Additional resources

Planning Checklist

Before you start the setup process for Exchange, you should perform the following tasks:

Requirement

Identify the domain name that will be used for email

*Please note that if your domain name was registered on your behalf by another provider and you do not have access to managing your domain and DNS records, you will need to contact that provider to obtain access.

Access to modifying DNS records for your domain*

*Typically, an online site is available to manage your DNS. If you do not have access to such a site, please contact your DNS management provider. If your DNS services are hosted by Time Warner Cable Business Class, you can manage your DNS records at https://dns-email.twcbc.com or contact us at 1-866-442-0384.

Determine user email addresses*

*What appears before the @ sign of a user’s email address can be up to 64 characters in length and can contain alphanumerical characters, underscore (_), hyphen (-) and single period (.), but cannot contain spaces.

Ensure user computers are setup with the following: 1. Windows® XP/Vista with the latest Service Packs or Mac® OS X version 10.4.9 or later 2. Outlook Web Access requires Internet Explorer® 6.0 or later or Firefox® 3.0 or later 3. Internet connection, broadband speeds recommended

Mobile device access requires mobile devices with data plans in place*

*Mobile device access is only available with Premium mailboxes. BlackBerry access requires the additional purchase of the BlackBerry Access add-on which can be purchased online during the setup process.

Chapter 1: Introduction



Administrator Control Panel

You can manage your Cloud Solutions services online by logging in to https://connect.AppsOnline.com. The administrator control panel is organized into the following areas:

• Organization: View your company information and services that are enabled for your account.

• Users: Add and manage users.

• Services: Configure options and view details on services that are enabled for your company.

• Reports: Access log file of system and user activities.

• Preferences: View and modify organizational preferences and modify your account’s password question.

• Help: Access online help for using the console.

Additional Resources

Please visit www.twcbc.com/cloudsupport for additional resources on managing and using Cloud Solutions. For further assistance, please contact the Cloud Solutions Customer Care team at 1-866-442-0384.



Chapter 2: Getting Started with Exchange


Overview

1. Accessing Your Account

2. Preparing DNS Records

3. Adding Users

4. Setting Up Email Client

5. Updating DNS Records

6. Connecting to Mobile Device

Overview

There are typically six main steps in setting up Time Warner Cable Business Class Hosted Exchange:

The actual setup steps for your company may vary based on your existing email platform, your current DNS settings, the type of mailboxes that are being set up and other factors that are specific to your company. This section describes the setup process for customers that are currently not using Microsoft Exchange. If your current email platform is Exchange or if you are not familiar with the Exchange platform, we recommend that you contact our Cloud Solutions customer care team for assistance at 1-866-442-0384.

For information on how to use the User control panel and user setup activities, please see the Cloud Solutions User Guide at www.twcbc.com/cloudsupport.

1. Access Account

2. Prepare DNS

3. Add Users

5. Update DNS

*6. Connect Mobile Device

*4. Set Up Client

*Steps applicable to Premium mailboxes

Setting Up Exchange

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1. Log in to your current DNS hosting providers administration portal.

2. For AutoDiscover, create a new CNAME record for your domain using the following values:

• Alias or record name: autodiscover

• Data or “forwards to”: autodiscover.appsonline.com

• This will create the following new domain name record which will point to the Time Warner Cable Business Class Hosted Exchange service: autodiscover.DOMAIN.com

NOTE: When Outlook performs AutoDiscovery during configuration, users may receive the following security prompt: Allow this website to configure. Instruct users to check the Don’t ask me about this website box and click on Allow.

3. If your company is going to use SharePoint, then create another CNAME record using the following values:

• Alias or record name (replace “DOMAIN” with your company domain): sp.DOMAIN.com

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3. Adding Users

You are now ready to set up mailboxes by adding users. You will need to follow these steps for setting up all types of mailboxes, including Resource mailboxes. This step will set up users within the control panel. They will only start receiving mail from their new Time Warner Cable Hosted Exchange mailbox only after you have changed the MX records as described in Step 5: Updating DNS Records.

If you are adding multiple users with similar service configurations, it may be convenient for you to set up User Templates before you start to add users. For more details, see Chapter 4: Managing Users – Assigning Services.

Adding Single Users

If you have a large number of users, see Adding Multiple Users. To add users one-by-one:

1. Go to https://connect.appsonline.com and log in using your administrator ID and password.

2. From the home page, go to the Users section and click on the Add User icon.

3. Provide the following user information:

• User Information - Template (optional): Assign services using a template (see Chapter 4: Managing Users – Assigning Services with User Templates).

• General Information – Username (required): Enter what should appear before the “@” sign in the user email address. The email

address will also be the user’s control panel ID. Usernames can be up to 64 characters in length, containing alphanumerical characters, underscore (_), hyphen (-), and a single period (.), but no spaces.

CAUTION: Once you have added the user to the system, the username cannot be changed.

– Name (optional)

• User Password (required) for email account and access to the control panel – Auto Generate Password: Select this check box for the system to automatically generate the user

password. The password will be sent to the External Email address provided at the bottom of this page.

– Password / Confirm Password: To manually create the user password, enter and confirm password.

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8. You will now see a summary of the user settings. After verifying the settings, click Finish to add the user.

9. A page showing the activities being performed to add the user is displayed. After the user is successfully added, the status is shown as Completed. Click OK to continue.

10. A list of users is displayed, including the user that you just created. To add another user, click on the Add User button and repeat steps 3 to 10.

[email protected], Mary A.

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Adding Multiple Users

If you wish to add multiple users, you will need to import a CSV (comma-separated value) sheet with user information. In order to assign services as part of the user upload process, first create User Templates as described in Chapter 4: Managing Users – Assigning Services with User Templates or else services will need to be manually assigned to each user.

NOTE: You may also import an XML file with user information. For more information, please see the control panel’s online help.

When creating the CSV file, follow these guidelines and specifications:

• You can import up to 1,000 users in a CSV file with maximum file size of 300KB.

• There are twelve potential values that you can provide in the CSV file:

Value Name Required? Details Input Value

1. User Name Yes Enter what should appear before the “@” sign in the user email address. The email address will also be the user’s control panel ID. Note: User Name cannot be changed after user is added.

Up to 64 characters in length with alphanumerical characters, underscore (_), hyphen (-), and a single period (.) but cannot contain spaces

2. Password Yes User password for email account and accessing the control panel.

Select from one of these options: – Manually create a password by typing it

in to the CSV file, or – Enter <<NULL>> for the system to

automatically generate a password

3. User Template No but recommended

To assign services to the user during the import process, specify a User Template (see Chapter 4: Managing Users for details).

Name of valid User Template.

4. First Name No User’s first name. Any input is valid

5. Middle Name No User’s middle name. Any input is valid

6. Last Name No User’s last name Any input is valid

7. Admin Rights No Specify if user should have access to the Administrator control panel

TRUE: User has access to both the Administrator and User control panels FALSE or EMPTY: User can only log in to the User control panel

8. External Email No but recommended

Enter user’s secondary email address for receiving auto-generated password, password reset notifications, space limit warnings and account deletion notification

Valid email address

9. Phone No User’s phone number. Valid phone number format

10. Description No Additional user information Any input is valid

11. Control Panel Access Enabled

No Specify if user has access to the control panel

TRUE or EMPTY: User can access control panel and use any enabled services FALSE: User cannot access control panel nor use services

12. Sam_account_name

No Login name used to support older operating systems, such as Windows NT 4.0, Windows 95, Windows 98, and LAN Manager

Up to 20 alphanumeric characters in length, and cannot contain spaces. They can contain special characters, such as #. Example: user1#domainname




• Place user information on a single line; a new line indicates a new user.

• If you do not want to supply an optional value, you still need to type a comma for that value unless it is the last value you are entering. See the table below for examples of how to enter values.

Example Value in CSV File Explanation

User1,pwd1 User Name = User1 Password = pwd1 No services are enabled since User Template is not specified Access only to the User control panel

User2,pwd2,Exchange1 User Name = User2 Password = pwd2 Services Assigned = services in template Exchange1 Access only to the User control panel

User3,pwd3,,Tom,,Smith,true,,,,true User Name = User3 Password = pwd3 No services are enabled since User Template is not specified First Name = Tom Last Name = Smith Access to both the Administrator and User control panel

• If you need to import multiple files, wait until the import process is completely finished before importing another file.

• Save the CSV file with a .csv extension.

After you have created the CSV file, follow these steps to import the file:


2. From the home page, go to the Users section and click on the Import Users icon.




3. Click on the Browse button beside User Information Files (CSV) to find the file. Click Add.

4. Click on the Browse button beside User Information Files (CSV) to find the file. Click Add to import users and create new users. Based on the number of users and the optional values that you are adding, this process may take some time.

5. Users that have been successfully added will appear on the List Users page and welcome email messages will be sent to those users. If the system detects an error in a user’s information, that user is skipped. For information on any errors, check the Action Log by going to Reports and selecting Action Logs.




4. Setting Up the Email Client

Premium mailboxes include a free copy of Microsoft’s email client for Windows and Mac, including Outlook 2007, Outlook 2010, Entourage 2008 and Outlook 2011 for the Mac. For more information on Outlook, please visit http://office.microsoft.com/en-us/outlook or http://www.facebook.com/MicrosoftOutlook.

If your company is already using Outlook 2010 or Outlook 2011 for the Mac, or you do not wish to change your current email client, then please proceed directly to C. Configure Client.

A. Download Client

Depending on the email client, there may be two ways to make the email client available to your users:

• Creating a CD or DVD of the client application that you can use to install the client on each user’s computer.

• Allowing users to directly download and install the client onto their computers.

To access the email client:


2. From the home page, click on Download Outlook and Entourage Media link.

3. Review the terms and conditions for downloading and using the client. If you agree to the terms and conditions, select I Accept and click Continue to Download Page.

4. Distribute the email client by following one of these two options:

a. To create a CD or DVD of the client, click on the ISO link and save the file to your computer. After extracting the ISO file, use a disk utility program to write the files to a recordable media.

b. To allow users to directly download the client, click on the ZIP link and save the file to your computer or server from where you want users to access the link. Alternatively, users can download the client from the User control panel. For the Windows clients, Outlook 2007 and Outlook 2010, you will need to distribute the product keys to users since the keys are not available in the User control panel view.




B. Install Client

This section provides an overview of how to install the email client.

To install a Windows client:

1. Extract files onto the user’s computer if the ZIP file was downloaded.

2. Click on the setup.exe file to start installation.

3. When prompted, enter the product key.

NOTE: You will need to provide the license key to users since this information is only available from the Administrator control panel, on the Outlook and Entourage Download page. Please use care when distributing this information.

4. Follow the instructions in the wizard to complete the installation process.

To install a Mac client:

1. Extract files onto the user’s computer if the ZIP file was downloaded.

2. Click on the Office Installer icon to start installation.

3. Follow the instructions in the wizard to complete the installation process.

C. Configure Client

You or the user will now need to configure the email client to connect to the Time Warner Cable Hosted Exchange server. This section provides instructions on configuring:

• Outlook 2010 for Windows

• Outlook 2007 for Windows

• Manual Configuration (Windows Clients)

• Outlook 2011 for Mac

• Entourage 2008

• Mac Mail




Outlook 2010 for Windows Configuration

1. Click the File tab, select Info and then click Add Account.

NOTE: If this is your first time using Outlook, begin with Step 2.

2. Enter the Mailbox Name (e.g., Main Company Email), Email Address and Password. The email address is based on the Username that was created in Step 3: Adding Users. The password is the same one that is used to access the User control panel. Click Next.

3. If a security prompt appears, select Don’t ask me about this website again and click Allow.

4. When prompted for Username and Password, enter the user’s email address for the Username.

5. Microsoft Outlook will search for auto-configuration settings to automatically connect to the user’s Exchange mailbox. Once this is done, click Finish. The user can now open a new profile in Microsoft Outlook.

6. Repeat for each computer that needs to be connected to the user’s Exchange mailbox.




Outlook 2007 for Windows Configuration

1. Click Start, then Control Panel and Mail. Click the Show Profiles button to begin the profile creation process.

NOTE: If this is your first time using Outlook, go to Step 4.

2. Click Add and type in a name to refer to the profile (e.g., Main Company Email). Click OK.

3. In the Add New Email Account window, enter the user’s Name, Email Address and Password. The email address is based on the Username that was created in Step 3: Adding Users. The password is the same one that is used to access the User control panel. Click Next.

4. If a security prompt appears, select Don’t ask me about this website again and click Allow.

5. When prompted for Username and Password, enter the user’s email address for the Username.

6. Microsoft Outlook will search for auto-configuration settings to automatically connect to the user’s Exchange mailbox. Once this is done, click Finish. The user can now open a new profile in Microsoft Outlook.

7. Repeat for each computer that needs to be connected to the user’s Exchange mailbox.




Manual Configuration (Windows Clients)

1. Click Start, then Control Panel and Mail. Click the Show Profiles button to begin the profile creation process.

2. Click Add and type in a name to refer to the profile (e.g., Main Company Email). Click OK.

3. In the Add New Email Account window, click on Manually configure server settings or additional server types box in the lower left corner. Click Next.

4. Select Microsoft Exchange. Click Next.

1. In the Microsoft Exchange Settings dialog box, enter the following information:

• Microsoft Exchange Server: Enter ex-003.mail.navisite.com • Used Cached Exchange Mode: Checked • User Name: Enter the user email address or display name

2. In the Microsoft Exchange dialog box, click on the Connection tab. Check the Connect to Microsoft Exchange using HTTP box. Click on Exchange Proxy Settings.




3. In the Microsoft Exchange Proxy Settings dialog box, enter the following information:

• https:// Enter anywhere.appsonline.com • Connect using SSL only: Checked • On fast networks…: Checked • On slow networks…: Checked • Proxy Authentication: Select NTLM Authentication

4. Click OK and then click OK again to close the Microsoft Exchange dialog box.

5. Click Next and then Finish. If a security prompt appears, select Don’t ask me about this website again and click Allow.




Outlook 2011 for the Mac Configuration

1. On the Tools menu, click Accounts.

2. In the lower-left corner of the Accounts dialog box, click Add and then click Exchange.

3. Enter the following information:

• Email Address: Enter the user email address that was created in Step 3: Adding Users • Authentication Method: Select User Name and Password • User Name: Enter the user email address that was created in Step 3: Adding Users • Password: User password for accessing the control panel • Configure automatically: Check this box

[email protected]

[email protected]




4. Click Add Account to have Outlook automatically detect the Exchange server settings.

5. If a security prompt appears, select Always use my response for this server box and click Allow.

6. When the process of adding the account is completed, the account appears in the left pane of the Accounts dialog box. A green indicator next to the account name shows that the account is connected.

Default AccountCompany [email protected]




Entourage 2008 Configuration

1. Select Tools from the menu bar and then Accounts. Click on the Exchange tab.

2. Click New and select Exchange. In the Account Setup Assistant window, click Configure Account Manually.

3. In the Account Settings dialog box, enter the following information:

• Account name: A descriptive name to identify the mailbox account (e.g., My Company Email) • Name: Display name (e.g., Steve Johnson) • Email Address: Enter the user email address that was created in Step 3: Adding Users • Select Use my account information • Account ID: Enter user#domain.com. You must use “#” between the user name and domain. This field is

limited to 20 characters. • Domain: Enter MAIL • Password: User password for accessing the control panel • Save password in my Mac OS keychain: Check this box if you wish to save the password on the computer • Exchange Server: Enter https://mail.AppsOnline.com/exchange/[email protected] • This DAV service requires a secure connection (SSL): Check this box

4. Click OK to save settings.

5. Select the Advanced tab and enter the following information:

• Public Folders Server: Enter mail.AppsOnline.com/public • This DAV service requires secure connection (SSL): Check this box • LDAP Server: Enter ldap.AppsOnline.com • Server Requires Login: Check this box • LDAP Server Requires SSL: Check this box • Override Default Port: Check this box and enter port value of 636 • Search Base: Enter the following (replace DOMAIN.COM with your company’s domain name)

“ou=DOMAIN.COM,ou=hosting,dc=mail,dc=navisite,dc=com”

6. Click OK to complete setup. Emails will be synchronized between the Exchange Server and Entourage.




Mac Mail Configuration

1. Start the Mail app and complete the Welcome to Mail wizard.

2. Enter Name, Email Address and Password. The email address is based on the Username that was created in Step 3: Adding Users. The password is the same one that is used to access the User control panel. Click Continue.

3. Searching for mail servers for the specified email address… text will appear, followed by the Account Summary page.

4. Users can confirm settings via the Preferences \ Accounts page in the Mail, Address Book, and iCal applications.

Automatic setup is recommended; however if setup needs to be done manually, use the following settings:

External/Internal Server anywhere.AppsOnline.comServer Path /EWS/Exchange.asmxPort 443Use SSL CheckedAddress Book, iCal Check the boxes as necessary

Other Email Clients

Email clients not referenced in this document may be used with Hosted Exchange but are not supported by Time Warner Cable Business Class. If you wish to use other clients, the following table provides settings that may be needed:

POP3 (incoming) server pop.appsonline.comIMAP4 (incoming) server imap.appsonline.comSMTP (outgoing) server smtp.appsonline.comServer requires authentication YesSSL enabled Yes (recommended)




D. Moving Mail from Internet Mail Accounts

If your company is switching from an Internet-based email application, such as Gmail, Yahoo Mail or Hotmail, messages, calendars, contacts and tasks can be moved to a user’s Time Warner Cable Hosted Exchange account.

NOTE: If you are switching to Time Warner Cable Business Class Exchange from a Microsoft Exchange email platform, please contact us at 1-866-442-0384 for setup instructions.

The first step is to configure Outlook to receive emails from the Internet mail account by following these steps:

1. Go to the Tools menu and click Account Settings.

2. On the Email tab, click the New button.

3. On the Choose Email Service page, confirm that Microsoft Exchange, POP3, IMAP, or HTTP is selected. Click Next.

4. In Auto Account Setup, select Manually configure server settings or additional server types. Click Next.

5. In Choose Email Service, select Internet Email and click Next.

6. In Internet Email Settings, enter the following information:

• Account details for the user’s Internet email account. • If the outgoing server requires authentication, after entering the SMTP server information, click More Settings

and select the Outgoing Server tab. Check the My outgoing (SMTP) requires authentication box and provide the authentication details.

• Select OK.

7. After entering all the information, click Test Account Settings to confirm that Outlook can connect to the user’s existing mail servers.

8. Click Next and Finish. The Internet email is now shown in Outlook’s Email Accounts listing. Click Close.

9. Outlook will now connect to the existing email account and download messages to a .PST file on the user’s computer.

After setting up Outlook to receive emails from the Internet mail account, follow these steps to move information:

1. In Outlook, click the folder icon to see a folder view.

2. To copy contacts, click Contacts, select a single contact, press CTRL+A to select all of them, and then drag them to the Contacts folder.

3. To copy calendar, click Calendar, and choose View, Current view, View all Appointments, highlight one appointment, and then press CTRL+A to select all appointments. Drag them onto the Calendar icon under Mailbox

4. To copy email messages, highlight one e-mail message, press CTRL+A to select all e-mail, and then drag it to your inbox under Mailbox at the top of your mail items.

5. To copy tasks, highlight one task, press CTRL+A to select all tasks, and then drag them to your tasks under Mailbox at the top of your mail items.

6. To copy any additional email folders, select the folder and drag it onto Mailbox at the top of your mail items




E. Moving Existing Outlook Mail to New Account

If your company is already using Outlook, messages, calendars and contacts can be moved from user’s current email account to the Time Warner Cable Hosted Exchange account by following these instructions.

To create a .PST file of the messages, calendars and contacts from the current account:

1. Open Outlook using the profile associated with the user’s existing email account.

2. Select File and then Import and Export. (In Outlook 2010, select File > Open > Import.)

3. Select Export to a File and click Next.

4. Select Entire Mailbox to Export. If this option is not shown, select Personal Folder File (.pst) or Outlook Data File (.pst). Click Next.

5. Select the items to be exported. To include subfolders, check the Include subfolders box. Click Next.

6. Click Browse and select where the file should be saved and click Open. Since you will need access to this file, note this location. In the Options section, select how duplicate items should be handled. Click Finish when done.

7. Log out of Outlook.




To import the .PST file to the user’s new email account:

1. Open Outlook using the profile associated with the user’s new Time Warner Cable’s email account.

2. Select File and then Import and Export. (In Outlook 2010, select File > Open > Import.)

3. Select Import from another program or file and click Next.

4. Select Personal Folder File (.pst) or Outlook Data File (.pst). Click Next.

5. Click Browse and select where the file should be saved and click Open. Click Next.

6. Check the Include subfolders box and Import items into the same folder in box. From the dropdown list, select the user’s Time Warner Cable Hosted Exchange email address. Click Finish.




5. Updating DNS Records

Now that all users have set up and configured their email clients, it is time to start receiving and sending emails using your new Time Warner Cable Hosted Exchange account. This is done by changing the MX records for your domain. The MX records are the DNS records that identify the mail server which should be receiving mail for your domain name.

To modify your MX records:

1. Log into your DNS providers management interface or schedule a time for you provider to manage the transition.

2. Remove the MX records that are pointing to your current mail servers.

3. Add the following MX records:

Mail Exchange or Mail Server Priority navisite.com.s5a1.psmtp.com 10 navisite.com.s5a2.psmtp.com 20 navisite.com.s5b1.psmtp.com 30 navisite.com.s5b2.psmtp.com 40

4. If you have not yet added or updated your existing AutoDiscovery record, create a new CNAME record or update an existing one with the following values:

• Alias or record name: autodiscover

• Data or “forwards to”: autodiscover.appsonline.com

NOTE: If you already have an AutoDiscover CNAME record created for your domain, you will need to modify the record to point to autodiscover.appsonline.com. After this change has propagated, all new accounts set up using AutoDiscover will be configured to connect to the Time Warner Cable Business Class Hosted Exchange account, and will NOT connect to your current mail provider.

If your DNS management provider will make the DNS changes, please request that they change the list of records shown in the following table:

NOTE: These settings are for your email only and will not affect websites that have been set up.

Purpose Source Type DestinationEmail DOMAIN.com TXT v=spf1 ip4:207.211.35.128/25 ~all Email mail.DOMAIN.com CNAME mail.appsonline.com

SharePoint sp.DOMAIN.com CNAME twc.sp.appsonline.com

*Replace “DOMAIN” with your company’s domain name.




6. Connecting to Mobile Devices

Users with Premium mailbox types can connect their mobile devices to the Exchange server for anytime, anywhere access to their emails, calendars, contact lists and tasks using Microsoft ActiveSync®. For BlackBerry® users, see the BlackBerry Access section.

ActiveSync

ActiveSync allows users to access Exchange through mobile devices that are compatible with ActiveSync, which includes iPhone®, iPad™, Windows Mobile, Android™ and Palm® devices. ActiveSync is included with Premium mailboxes and can be used to automatically synchronize e-mail, contacts, calendar and other information from Exchange to mobile devices.

Configuration settings for connecting mobile devices to ActiveSync are as follows:

• Username / Email: [user email address] • Password: [user password] • Server: anywhere.appsonline.com • Requires SSL: [if available, yes/checked]

The actual steps for setting up different mobile devices will vary based on the operating system and version, device type and data plan provider and the setup instructions provided in this section should be used as a reference.

Configure Android Devices

1. Go to the Settings page and select Accounts & Sync option. 2. Select Add Account. 3. When prompted, enter the following information:

• User Name / Email: [user email address] • Password: [user password] • Server: anywhere.appsonline.com • Use secure connections (SSL): checked • Accept all SSL certificates: checked

4. To synchronize calendar and contact data, check Sync calendar from this account and Sync contacts from this account. Select Next to start data synchronization between the phone and Exchange.

Configure iPhone

1. From the home screen, select the Settings icon. 2. Go to Mail, Contacts, Calendars. 3. Select Add Account. 4. Select Microsoft Exchange.

5. When prompted, enter the following information: • Email / User Name: [user email address] • Password: [user password] • Server: anywhere.appsonline.com • Domain: [leave blank]

6. Select which folders to synchronize between the iPhone and Exchange (i.e., Mail, Contacts, Calendars).

7. Select Save and data synchronization with the Time Warner Cable Hosted Exchange server will begin.




Configure Windows Mobile

1. From the App list, go to Settings.

2. Select Email & Accounts.

3. Select Add an account and then select Outlook.

4. Enter the user Email Address and Password and then select Sign In.

5. Exchange information will be synchronized to the phone and you are finished setting up ActiveSync. If account settings are not found, then try these additional steps:

• Perform the following actions to verify the information and then select Sign In.

Field ActionEmail address Verify the user email address is correct Password Select Show Password and verify the password is correct User Name Verify the user name is correct. The user name is what

appears before the “@” sign (e.g., for email address [email protected], “johnd” is the user name)

Domain This field should be empty.

• If account settings still are not found, then select Advanced and perform the following actions:

– Go to Server and enter anywhere.appsonline.com – Select Show All Settings and verify that Server requires (SSL) connection setting is enabled – Select Sign In

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4. In the list of Available Services, select SharePoint and click Next.

NOTE: If SharePoint does not appear in the list of Available Services, then please contact us at 1-866-442-0384 so that we can add SharePoint to your account.

5. Select the checkbox next to Windows SharePoint Service and click the blue circle to view permission rights.

6. Select from one of the following permission rights that you wish to assign to the user and click Save.

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• Contribute: User can view and edit site content

• Design: User can view and edit design elements

• Full Control: User can view and edit site content, and modify site settings

Typically, most users are assigned Read or Contribute access. At least one user must be assigned with Full Control access to design and control site permissions.

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Chapter 4: Managing Users



8. You will now see a summary of the user settings. After verifying the settings, click Finish to add the user.

9. A page showing the activities being performed to add the user is displayed. After the user is successfully added, the status is shown as Completed. Click OK to continue.

10. A list of users is displayed, including the user that you just created. To add another user, click on the Add User button and repeat steps 3 to 10.

[email protected], Mary A.

[email protected]




Adding Multiple Users

If you wish to add multiple users, you will need to import a CSV (comma-separated value) sheet with user information.

In order to assign services as part of the user upload process, first create User Templates as described in Assigning Services with User Templates or else services will need to be manually assigned to each user.

NOTE: You may also import an XML file with user information. For more information, please see the control panel’s online help.

When creating the CSV file, follow these guidelines and specifications:

• There are twelve potential values that you can provide in the CSV file:

Value Name Required? Details Input Value

1. User Name Yes Enter what should appear before the “@” sign in the user email address. The email address will also be the user’s control panel ID. User Name cannot be changed after user is added.

Up to 64 characters in length with alphanumerical characters, underscore (_), hyphen (-), and a single period (.) but cannot contain spaces

2. Password Yes User password for email account and accessing the control panel.

Select from one of these options: – Type in the user password, or – Enter <<NULL>> to automatically

generate a password

3. User Template No but recommended

To assign services to the user during the import process, specify a User Template

Name of valid User Template

4. First Name No User’s first name. Any input is valid

5. Middle Name No User’s middle name. Any input is valid

6. Last Name No User’s last name Any input is valid

7. Admin Rights No Specify if user should have access to the Administrator control panel

TRUE: User has access to both the Administrator and User control panels FALSE or EMPTY: User can only log in to the User control panel

8. External Email No but recommended

Enter user’s secondary email address for receiving auto-generated password, password reset notifications, space limit warnings and account deletion notification

Valid email address

9. Phone No User’s phone number. Valid phone number format

10. Description No Additional user information Any input is valid

11. Control Panel Access Enabled

No Specify if user has access to the control panel TRUE or EMPTY: User can access control panel and use any enabled services FALSE: User cannot access control panel nor use services

12. Sam_account_name

No Login name for older operating systems, such as Windows NT 4.0, Windows 95, Windows 98, and LAN Manager

Up to 20 alphanumeric characters in length with special characters but cannot contain spaces. Example: user1#domainname




• You can import up to 1,000 users in a CSV file with maximum file size of 300KB.

• Place user information on a single line; a new line indicates a new user.

• If you do not want to supply an optional value, you still need to type a comma for that value unless it is the last value you are entering. See the table below for examples of how to enter values.

Example Value in CSV File Explanation

User1,pwd1 User Name = User1 Password = pwd1 No services are enabled since User Template is not specified Access only to the User control panel

User2,pwd2,Exchange1 User Name = User2 Password = pwd2 Services Assigned = services in template Exchange1 Access only to the User control panel

User3,pwd3,,Tom,,Smith,true,,,,true User Name = User3 Password = pwd3 No services are enabled since User Template is not specified First Name = Tom Last Name = Smith Access to both the Administrator and User control panel

• If you need to import multiple files, wait until the import process is completely finished before importing another file.

• Save the CSV file with a .csv extension.

After you have created the CSV file, follow these steps to import the file:


2. From the home page, go to the Users section and click on the Import Users icon.

3. Click on the Browse button beside User Information Files (CSV) to find the file. Click Add.

4. Click on the Browse button beside User Information Files (CSV) to find the file. Click Add. Based on the number of users and the optional values that you are adding, this process may take some time.

5. Users that have been successfully added will appear on the List Users page and welcome email messages will be sent to those users. If the system detects an error in a user’s information, that user is skipped. For information on any errors, check the Action Log by going to Reports and selecting Action Logs.




Assigning Services with User Templates

If you are assigning services with similar options and settings, you can create User Templates to assign services when creating new users. If you are adding multiple users, you will need to create User Templates if you want services to be assigned during the import process.

To create User Templates:


2. From the home page, go to the Users section and click on the Add User Template icon.

3. Enter the following User Template information:

• Template Name (required): Enter the name you want to give the template. Names must be between 1 and 128 characters in length. Example: Premium Email, Basic Email, Resource Email

• Description (optional): Enter up to 512 characters

4. Select the service(s) that you want enabled for this template. Click Next.

5. The next screen displays services that can be associated with this template. After selecting the services, click Next.

6. Select the service settings that should be part of this template as follows:

• BlackBerry: Select the checkbox next to BlackBerry Enterprise Server and click the blue circle . Enter the Activation Password that users will need to activate BlackBerry Access. The password can only contain alphanumeric characters (see Chapter 2: Setting Up Exchange – Connecting to Mobile Devices for details). Click Next.

• SharePoint: Select the checkbox next to Windows SharePoint Service and click the button. Select the default permission rights for the template (see Chapter 3: Getting Started with SharePoint for details). Click Next.

• Exchange: Select the checkbox next to Hosted Exchange 2007 and click the button. Modify the following settings as needed. Click Next when finished.

– Mailbox Type: Select whether the mailbox is being assigned is to an actual user, a room or an equipment (e.g., video projector). Default value is User.

– Disk Space: The maximum server disk space available to the mailbox is set to 25,000 MB (or 25 GB).

– Disk Space Threshold: Specify the threshold to trigger disk-space usage alerts. Default value is 90%.

– Mailbox Template: Select whether the mailbox is Premium (i.e., full access to Exchange) or Basic (i.e., limited to web access to Exchange). Default value is Basic.

– Show User in Address Book: Check this box to display the user in your company’s address book. If this option is not selected, the user can only use OWA, OMA, POP, IMAP, and Outlook Express to access the mailbox. Default value is checked.

– Mobile Device Policy: Select if a mobile device policy should be applied to the user. This option is only available if you selected User as the mailbox type. Default value is none.

7. Verify the template details and then click Finish to add the template.




Editing User Accounts

You can modify user account and service information by going to List Users.

Editing Account Information

To edit a user’s account information:


2. From the home page, go to the Users section and click on the List Users icon.

3. Right-click on the user name that you wish to modify and select Edit Account Information.

4. Modify the User Account information as needed. Note that all modifiable fields are optional. Click Save when done.

NOTE: User information, such as address, phone, title, department and office, will appear in the Global Address Book for the user. \

• General Information

– Name: Enter first, middle and/or last name of user.

– Account Enabled: Check this box to enable account and allow user to log in to the control panel and use services. If unchecked, the account is disabled and user cannot log in to the control panel or use services.

– Organization Administrator Privileges: Check this box to give the user access to both the Administrator and User control panels. If unchecked, the user can only access the User control panel.

– Control Panel Access: Check this box to give the user access to the control panel. If unchecked, the user cannot access the control panel but will still have access to their services.

– Enable Password Expiration: Check this box if you want the user password to expire after a specific time interval.

– Account Expires: Check this box if you want the account to expire on a set date. The account will expire at 11:59:59 pm on the date entered.

‘[email protected]’




• Address: Enter the street and/or mailing address of the user.

• Telephones: Enter relevant phone numbers for the user.

• Organization Information

– Title: Enter the user’s title or role.

– Department: Enter the user’s department. If you wish to create Custom Address Book Groups, either Department or Office will need to be entered.

– Company: Enter the organization in which the user is employed.

– Office: Enter the user’s location. If you wish to create Custom Address Book Groups, either Department or Office will need to be entered.

– Assistant: The name of user’s assistant. This user must be an existing Exchange user.

– Manager: The name of user’s manager. This user must be an existing Exchange user.

– Private1: Optional user information that is not displayed to the user in the user control panel.

– Private2: Optional user information that is not displayed to the user in the user control panel.

• Contact Information

– External Email: (optional but recommended): Enter the user’s secondary email address which will be used to send auto-generated password, password reset notification, warnings about mailbox disk space limits and when the account is deleted. If no external email address is provided, the user may not receive these messages.

– Phone: User’s phone number.

– Description: Additional user information that you want to provide.

• Roles

– User Role: All users have the following default privileges for their own account: view and edit user information, change password, edit password hint question and view help files. Users assigned Exchange mailboxes can also set email forwarding preferences and delegate mailbox rights.

– Organization Role: If Organization Administrator Privileges box is checked, a list of different types of administrator rights is provided. For details, select from one of the administrator roles in the drop-down menu and click on the magnifying glass icon.




Changing Password

To change a user’s password:



3. Right-click on the user name that you wish to modify and select Change Password.

4. Enter the new password. Re-enter the new password and click on Save. If the user is currently logged in, s/he will be logged out on their next action within the control panel and will need to log in again using the new password.

Disabling/Enabling User

Disable a user account if you want to temporarily prevent that user from accessing the user control panel and services. To restore access to the control panel and services, the user account will need to be enabled. To disable or enable a user account:



3. Right-click on the user name that you wish to modify and select Disable User or Enable User.

4. Click OK to proceed. If the user is currently logged in and the account is disabled, s/he will be logged out on their next action within the control panel and access to the control panel will be denied.



[ ]




Assigning Services

To assign additional services to a user:



3. Right-click on the user name that you wish to modify and select Add Service.

4. In the list of Available Services, click on the service(s) that you wish to add and click Next.

NOTE: If SharePoint does not appear in the list of Available Services, then please contact us at 1-866-442-0384 so that we can add SharePoint to your account.

5. Provide the following information to set up the service(s) for the user:

• Exchange

– Select the checkbox next to Hosted Exchange and click the blue circle to set mailbox settings. Modify Exchange settings as needed (see Assigning Services with User Templates for details). Click Next.

• BlackBerry Access

– Select the checkbox next to BlackBerry Enterprise Server and click the blue circle . Enter an Activation Password. The password can only contain alphanumeric characters (see Chapter 2: Getting Started with Exchange, Step 6: Connecting to Mobile Device for details). Click Next.

• SharePoint

– Select the checkbox next to Windows SharePoint Service and click the blue circle . Assign permission rights to the user (see Chapter 3: Getting Started with SharePoint for details). Click Next.

6. You will see a summary of the assigned services. After verifying service settings, click Finish.

7. A page showing the activities being performed to assign services is displayed. After the services are successfully added, the status is shown as Completed. Click OK to continue.





Editing User’s Exchange Account

To edit the user’s Exchange email account:



3. Right-click on the user name that you wish to modify and select Hosted Exchange 2007.

4. Additional menu options will appear where you can change the following user’s Exchange account information:

• Edit Service Information: Select this option to edit the following items:

– Disk Space Threshold: Specify the threshold to trigger disk-space usage alerts. – Mailbox Template: Select whether the mailbox is Premium (i.e., full access to Exchange) or Basic (i.e.,

limited to web access to Exchange). – Show User in Address Book: Check this box to display the user in your company’s address book. If this

option is not selected, the user can only use OWA, OMA, POP, IMAP, and Outlook Express to access the mailbox.

– Mobile Device Policy: Select which mobile policy to apply for user’s mobile devices (see Chapter 5: Managing Exchange Options – Mobile Policy Management for details).

• Manage Distribution List Membership: Add or remove the user from distribution lists (see Chapter 5: Managing Exchange Options – Distribution Lists for details).

• Manage Email Addresses: Add or remove email addresses associated with the user as well as establishing the user’s primary email address.

NOTE: A user’s primary email address is what appears in the “From” field whenever the user sends an email, regardless of the email alias that is being used to send the email.





• Manage Delivery Restrictions: Specify mailbox delivery restrictions for the user as follows and click Save when done.

– Everyone: Allows the user’s mailbox to receive emails from all users, contacts and distribution lists. – Only From (white listing): User’s mailbox can only receive email from specified users, contacts and

distribution lists. If you select this option, you need to select the email addresses or distribution lists from which the user can receive email. If you select a distribution list, the user can receive email from any member of the distribution list. To select multiple entries, hold down the shift key while clicking entries.

– Everyone Except (black listing): User’s mailbox can receive email from everyone except from specified users, contacts, and distribution lists. If you select this option, you need to select the email addresses or distribution lists that will be blocked for the user. If you select a distribution list, the user cannot receive email from any member of the distribution list. To select multiple entries, hold down the shift key while clicking entries.

• Manage Mobile Device Remote Wipe (requires Premium mailbox type): Remotely delete all Exchange information on a user’s lost or stolen mobile device(s).

Changing User’s Blackberry Service

To edit the user’s BlackBerry service:



3. Right-click on the user name that you wish to modify, select BlackBerry Service.

4. Additional menu options will appear where you can change the following user’s BlackBerry account information:

• Edit Service Information: Select this option to change or create a new BlackBerry activation password. Click the blue circle and create a new BlackBerry activation password (see Chapter 2: Getting Started with Exchange, Step 6: Connecting to Mobile Device for details). Click Save.

• Kill Device: Select this option to remotely erase all Exchange data associated with the device PIN number and disable the device. Click OK to confirm.





Editing User’s Permission Rights in SharePoint

To edit the user’s permission rights in SharePoint:



3. Right-click on the user name that you wish to modify, select SharePoint and then click on Edit Service Information.

4. Click the blue circle and modify user’s permission rights (see Chapter 3: Getting Started with SharePoint for details). Click Save.

Removing Users

To completely remove the user account and information:



3. Right-click on the user name that you wish to modify and select Remove.

4. Click OK to confirm.






Logging In as User

Administrators can log in to a user’s account without having to enter a user name or password by using the auto-login feature. However, some features may not be available in the auto-login mode, such as the User’s Password Hint. With automatic login, the user’s control panel is displayed in your browser window. However, you still maintain your initial login identity. The initial login is shown on the upper right corner as Logged in as… while the user’s control panel login is shown as Working as. To return to your initial control panel, just click on the Log Out button on the upper left.

To auto log in to a user’s control panel:



3. Right-click on the user name that you wish to modify and select Auto Login.




Chapter 5: Managing Exchange Options


Distribution Lists

External Contacts

Mobile Policy Management

Custom Address Book Groups

Disclaimer Settings

Other Exchange Options

Distribution Lists

Distribution Lists can be used to send emails to multiple people using a single email address. When a message is sent to a distribution list, it is automatically routed to the email address of each member in the list. Two default distribution lists are automatically created: [email protected] and [email protected]. Even though these lists cannot be deleted, they can be hidden from view.

To add a distribution list:


2. From the home page, go to the Hosted Exchange section and click on the Distribution Lists icon.

3. Click Add Distribution List and provide the following details. When finished, click Add.

• Display Name: Enter the list name that you want displayed in the Address List. Names can be up to 64 characters in length, containing alphanumerical characters, underscore (_), hyphen (-), and a single period (.), but no spaces.

• List Address: Enter what should appear before the “@” in the email alias for this distribution list.

• Group Type: Select Distribution.

• Group Scope: Keep the default value of “Global”.

• Owner: Assign an owner to the distribution list by clicking on the Find button. The owner, who must have a Hosted Exchange email account, can manage the list’s members from their Outlook client. Note that all users with Administrator rights will be able to manage the distribution list via the control panel.

• Description (optional): Provide a description of the distribution list.

• Show this distribution list in address book: Check this box to have the distribution list displayed in the Global Address List. If unchecked, the list will be hidden.




After the distribution list is added, you will need to add users to the list. To add or remove members of a distribution list:



3. Select the distribution list that you wish to add or remove users and click Members.

4. Check the box beside any users with a Membership Status of Non-Member and click Subscribe to add them to the distribution list. To remove users, check the box beside any users with a Membership Status of Member and click Un-Subscribe.

Similar to Exchange mailboxes, list members can be assigned delegation rights to send emails using the distribution list email alias. To set up, modify or remove delegation rights of distribution lists:



3. Select the distribution list that you wish to manage delegation rights and click Manage Delegation.

4. Select the distribution list members that should receive delegation rights and click on one of the two options:

• Send As: User can send emails in which the “From” field will only indicate the distribution list’s email alias and recipients will not know the sender’s actual email address.

• Send On Behalf: User can send emails which are marked as the email is sent on behalf of the distribution list (e.g., “John Smith on behalf of Western Sales Team).

5. To remove delegation rights, select the user and click on Remove.

Additional email aliases can be assigned to the distribution list by following these steps:



3. Select the distribution list that you wish to manage aliases and click Aliases.

4. Click Add. Enter the full email address of the new alias ([email protected]).

5. If you wish to have an alias displayed in the “From” field, select the alias and click on Set as Primary.

Farmer, StefanieDay, Raymond

Jones, SteveSmith, Mary

Bryan, Mike




External Contacts

You can add people who are external to your company as contacts in the Global Address List without providing them with email accounts. Emails sent to external contacts are forwarded directly to the external email addresses and not stored in Exchange.

To add an external contact:


2. From the home page, go to the Hosted Exchange section and click on the External Contacts icon.

3. Click on Add External Contact and provide at a minimum the following information. When finished click Add.

• Name: Enter the name that you want displayed in the Global Address List. Names can be up to 64 characters in length, containing alphanumerical characters, underscore (_), hyphen (-), and a single period (.), but no spaces.

NOTE: Name cannot be changed after the external contact is created.

• Display Name: The contact's name as you want it displayed in the address book. If display name is not specified, the contact’s full name is displayed in the address book.

• Email Address: The contact’s external email address.

• Contact Alias: The external contact will be assigned an email alias using your company’s domain. Enter what should appear before the “@” in the email alias for this contact.

NOTE: Contact Alias cannot be changed after the external contact is created.

• Outlook Rich Text: Check this box if emails sent to the external contact can be in rich text format. If unchecked, regardless of the original email, the external contact will receive the email in plain text format.

• Show this external contact in address book: Check this box to have the external contact displayed in the Global Address List. If unchecked, the external contact will be hidden

You can associate multiple email aliases with an external contact. To add or remove email aliases:


2. From the home page, go to the Hosted Exchange section and click on the External Contacts icon.

3. Click on Add External Contact and provide at a minimum the following information. When finished click Add.

4. Select the contact that you wish to manage aliases and click Aliases.

5. To add a new alias, click Add. Enter the full email address of the new alias ([email protected]) and click Add.

6. To remove an alias, select the alias and click on Remove. There must be at least one alias for the contact.




Mobile Policy Management

You can create policies to manage how mobile devices access the Exchange server, such as device password settings. Mobile policies can be created for all users or different types of users. A policy called Global is created by default. This policy cannot be modified or deleted.

To create a mobile policy:


2. From the home page, go to the Hosted Exchange section and click on the Mobile Policy Management icon.

3. Click Add Policy and provide the following information.

Item Description Policy Name Enter a name for the policy. It must be unique with 1 to 100 characters.

Allow non-provisionable devices Check this box to allow all mobile devices to synchronize with the Exchange server, regardless of whether the device can enforce all the settings established in the Exchange ActiveSync policy. If unchecked, non-provisionable devices are blocked from synchronizing with the Exchange server.

Default Global Policy: checked

Allow attachments to be downloaded to device*

Check this box to allow attachments to be downloaded to a mobile device.

Default Global Policy: checked

Maximum attachment size (KB) Specify the maximum size of attachments that can be downloaded or select Unlimited.

Default Global Policy: 25,600KB

Require password Check this box to require a mobile device password.

Default Global Policy: not checked

Require alphanumeric password Check this box to require the device password to contain alphanumeric characters.

Enable password recovery Check this box to store the recovery password for the device on the Exchange server so that the recovery password can be viewed from Outlook Web Access.

Require encryption of device Check this box to enable storage card encryption of Microsoft Windows Mobile devices.

Allow simple password Check this box to allow for simple passwords such as 1111 or 1234.

Number of failed attempts allowed Specify the number of attempts a user can make to enter the correct device password. Enter any number between 4 and 16, or else select Unlimited to remove restrictions.

Time without user input before password must be re-entered (in minutes)

Specify the length of inactive time before password is required to reactive the device. Enter any interval between 30 seconds and 1 hour, or else select Unlimited.

Password expiration days Specifies the length of time that a password can be used. After this time, a new device password needs to be created. Select Unlimited to remove restrictions.

Minimum password length Specify the minimum number of characters required for the device password. You can enter any number between 1 and 16.

Enforce password history Specifies the number of previously used passwords to store. When a user creates a new device password, the user cannot re-use any of these stored passwords.




Custom Address Book Groups

Address books can be created in which users are grouped together based on department or office. Custom address book groups can only be viewed using an Outlook client and is not viewable in Outlook Web Access.

In order to create custom address book groups, you will need to specify the department and/or office in the user’s account profile. For details, see Chapter 4: Editing Users – Editing Account Information.

To create a custom address book group:

NOTE: In order to use this feature, you must first add at least one user that is assigned the Premium Mailbox type, log out of the control panel and then re-login.


2. From the home page, go to the Hosted Exchange section and click on the Custom Address Book Groups icon.

3. Click Add and provide the following information. When finished, click Add.

• Based On: Select whether the address book group should be based on Department or Office.

• Group Name: Select from the group names available. These group names are based on the values that you provided for users in the Department or Office fields.

• Specify New Group Name: Check this box if you wish to change the group name and enter the name in the text box. If you change the group name, then you will need to change either the Department or Office of all users to reflect this new group name in order for them to be part of this address book group.

NOTE: If you change the group name, you will need to update the Department or Office to reflect the new name for each user that you want as part of this address book group. For details on how to make these changes, see Chapter 4: Editing Users – Editing Account Information.

• Display Name: Enter how you would like the group name to be displayed in the address book. The display name cannot exceed 64 characters.

4. Click Add to create the new address book




Disclaimer Settings

You can set up a pre-formatted message to automatically appear at the bottom of all outbound email messages. A disclaimer can be used for a variety of reasons, such as providing legal information, warnings about unknown or unverified email senders, or marketing messages. A disclaimer cannot be modified by individual users and is automatically appended to all emails that are sent from your domain.

To add a disclaimer:


2. From the home page, go to the Hosted Exchange section and click on the Disclaimer Settings icon.

3. On the Set Disclaimer page, provide the following information.

• Enable Disclaimer: Check this box to enable disclaimer.

• Select Font Type (Arial, Courier New, Verdana), Font Size, and Font Color from the drop down lists.

• Separator: Select whether a separator line should or should not appear before the disclaimer.

• Fallback Action: Select what should happen if a disclaimer cannot be applied to an email message – Wrap (default and recommended): A new email message with the disclaimer in the body will be created

and the original email will be sent as an attachment. – Ignore: The message will be sent without the disclaimer. – Reject: The message will not be delivered and a non-deliverable message will be sent to the sender.

• Disclaimer Text: Type in the disclaimer text. The text must contain at least three characters and a maximum of 2,048 characters. You can either have the text automatically wrap or else manually insert line breaks.

4. To see how the disclaimer will look in an HTML-formatted email, click on Preview. When you are done click Save.




Other Exchange Options

Mailbox Types

Time Warner Cable Business Class Hosted Exchange offers two types of mailboxes: Premium and Basic. To view details on the features for each mailbox type, click on the Mailbox Types icon.

User Disk Usages

To view the disk usage of all active mailboxes for your company, click on the User Disk Usages icon.

Offline Address Book Synchronization

The OAB (Offline Address Book) is a copy of your company’s Address Book which is accessed offline using Microsoft Outlook. The OAB is periodically synchronized with the Exchange server. To view when the last synchronization occurred, click on the Schedule OAB Synchronization icon.

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