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Managing Hosted Exchange

  
 Contents
  
 Mailboxes
  
 Create a new mailbox
  
 Modify a Mailbox
  
 Email addresses
  
 Mail Flow Settings
  
 Permissions
  
 Mobile Devices
  
 Deleting a Mailbox
  
 Contacts
  
 Create a contact
  
 Modify a contact
  
 Mail Flow Settings
  
 Delete a contact
  
 Distributions Lists
  
 Create a Distribution List
  
 Modify Distribution Lists
  
 General Settings
  
 E-mail Addresses
  
 Mail Flow Settings
  
 Permissions
  
 ActiveSync Policy
  
 Accepted Domains
  
 Add an Accepted Domain
  
 Delete an Accepted Domain and Set Default Domain
  
 Storage Usage
  
  
  
  
 The hosted exchange service offering contains the following components:
  
          •  Mailboxes -The amount of mailboxes is limited based on the hosting plan as well as the available storage. Mailboxes are created based on templates,
            so-called mailbox plans.
  
          •  Shared Contacts - Shared objects are objects that will appear in the global address list and are visible to all users within your organizations. The amount
             of shared contacts is limited by the hosting plan.
  
          •  Shared Distribution Lists - Shared distribution lists are objects that will appear in the global address list and are visible to all users within your
            organizations. The amount of shared distribution lists are limited by the hosting plan.
  
           •  ActiveSync Policy - Active Sync Policies are security related policies applied to devices that are using Exchange Active Sync to synchronize with a mailbox.
  
           •  Mailbox plans - Templates that defined the mailbox size as well as the messaging capabilities, the template will be applied upon mailbox creation.
  
           •  Accepted Domains - Organization owned SMTP domains for which email is accepted and which SMTP domain can be used in the definition of mailboxes,
             login names, aliases and distribution groups.
  
  
 

Mailboxes

  
 Within the hosted organizations home screen select the “Mailboxes” item in the right side menu. This will bring up the following form:
  
  
  
 

Create a new mailbox

 Click the “Create New Mailbox” button to bring up the “Create New Mailbox” form:
  
  
  
 The form as such has two modes: Initially the “New User” mode is selected where the mailbox will be created for a new account. Here is the option available to create 3 different types of mailboxes: User Mailbox, Room Mailbox or an Equipment Mailbox. The latter are meant to create so-called resource mailboxes that can be used when scheduling meetings.
  
 The “existing user” mode will display the following form:
  
  
  
 The existing user can be selected by clicking on the address book icon. This will bring up a form that shows all not mail enabled users within your organization.
  
  
  
 Select the user by clicking the user’s name.
  
  
  
 Ensure the desired mailbox plan is selected and click the “Create Mailbox” button
  
  
 

Modify a mailbox

 When a mailbox is created it will show the mailbox properties. The mailbox properties can also be displayed when selecting a mailbox user from the list with mailbox users.
  
 General Mailbox Setting
  
  
  
 To remove the user from the address list check the “Hide from Address Book”. When hidden from the address lists the user will not be able to use Outlook Anywhere as client.
  
 To disable a mailbox from receiving and sending email check the “Disable Mailbox” box.
  
 To change the mailbox plan, select a new mailbox plan.
  
 Once completed with the selection of options use the “Save Changes” button to apply the changes.
  
  
 

Email Addresses

 Select the “E-mail Addresses” tab to display and maintain the email address specific settings of this mailbox.
  
  
  
 In order to add a secondary email address or so-called alias fill in the text box with the desired email address prefix and select the appropriate domain name. Click the “Add e-mail Address” to add the new email address.
  
 To delete an email address check the box in front of the email address and click the “Delete Selected E-mails” button
  
 To change the primary email address tick the box in front of the mailbox you like to make the primary email address and click the “Set As Primary” button. Email send will have the primary email address as sender, by setting the primary email address it will not change the login name.
  
 

Mail Flow Settings

 Select the “Mail Flow Setting” tab to display and maintain the mail flow regulating specific settings of this mailbox.
  
  
  
 Tick the “Enable Forwarding” box and supply the destination address to forward all email to a specific email address.
  
 Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. What this means, is that the recipient is cognitive of who actually initiated the sending message, regardless of who it was sent on behalf of. To allow coworkers to send email on your behalf click the “Add…” button and select the person from the address list displayed.
  
 To specify specific email addresses you will accept messages from select “Only senders in the following list” and add the email addresses to the list.
  
 To specify specific email addresses you will reject messages from select “Senders in the following list” and add the email addresses to the list.
  
  
  
 

Permissions

 Select the “Mail Flow Setting” tab to display and maintain the permissions as applied to this mailbox.
  
  
  
 In case you may want that another person is able to send as you and you do not want the recipient to be cognitive about who initiated the message you configure the “Send As” permission. Click the “Add…” button and select the people from the address list that you want to provide this permission to.
  
 To allow other persons full access to your mailbox click the “Add…” buttons and select the persons from the address list shown.
  
 Once changes are made click the “Save Changes” to persist the changes made.
  
  
 

Mobile Devices

 Select the “Mobile Devices” tab to display and maintain the mobile devices that access this mailbox.
  
  
  
  
  

Deleting a Mailbox

  
  
 To delete a mailbox click the red cross at the right side. Deleting a mailbox will not delete the user account, though the mailbox and its content will be deleted.
  
  
 

Contacts

 Within the hosted organizations home screen select the “Contacts” item in the right side menu. This will bring up the following form:
  
  
  
 Select the “Create New Contact” button to start the process to create a new contact.
  
  
 

Create a contact

 After clicking the “Create New Contact” the following form will be brought up.
  
  
  
 Specify the Display Name and Email address of the contact and click “Create Contact”
  
  
 

Modify a Contact

 Once the contact is created or the contact is double clicked the following form will be displayed. This form will enable to provide more information regarding this contact.
  
 General Settings
  
  
 Once done click “Save Changes” to persist the changes
  
  
  

Mail Flow Settings

 Click the “Mail Flow Settings” to active the specific tab and configure the mail flow settings.
  
  
  
 To specify the address that are allowed to send email to this contact select the “Only Senders in the following list” and specify the users from the address list as such.
  
 To specify the address that are not allowed to send email to this contact select the “Senders in the following list” and specify the users from the address list as such.
  
  
  

Delete a contact

  
  
 In order to delete a contact, click the red cross.
  
  
  

Distribution Lists

 Within the hosted organizations home screen select the “Distribution Lists” item in the right side menu. This will bring up the following form:
  
  
  
 Select the “Create New Distribution List” button to start the process to create a new distribution list
  
  
  

Create a Distribution List

  
  
 Provide the display name, email address and select the owner/manager of the distribution lists.
  
 Once done click the “Create Distribution Lists”.
  
 The management of distribution lists will take place through the control panel solution.
  
  
 

Modify Distribution Lists

 Once the distribution list has been create or the distribution list has been selected from the list of distribution lists the list as such can be maintained.
  
  
 

General Settings

 Select the General settings tab to configure the general settings of the selected distribution list
  
  
  
 Change the display name if required by specifying the new display name.
  
 Tick the Hide from Address Book box to hide this distribution list from the address book.
  
 If the management permissions need to be transferred to another users select a new users from the address book. Management of the distribution list takes place through the control panel , regardless of the selected management user.
  
 Click the “Add…” button to select a mail enabled user or contact to be added to this distribution list.
  
 Once all options are set and selected click the “Save Changes” to persist the changes.
  
 

E-mail Addresses

 Select the email addresses tab to maintain the email address specific settings on this address list.
  
  
  
 In order to add a secondary email address or so-called alias fill in the text box with the desired email address prefix and select the appropriate domain name. Click the “Add e-mail Address” to add the new email address.
  
 To delete an email address check the box in front of the email address and click the “Delete Selected E-mails” button
  
 To change the primary email address tick the box in front of the mailbox you like to make the primary email address and click the “Set As Primary” button. Email send will have the primary email address as sender, by setting the primary email address it will not change the login name.
  
  

Mail Flow Settings

 Select the “Mail Flow Setting” tab to display and maintain the mail flow regulating specific settings of this distribution list.
  
  
  
 Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user. What this means, is that the recipient is cognitive of who actually initiated the sending message, regardless of who it was sent on behalf of. To allow coworkers to send email on your behalf click the “Add…” button and select the person from the address list displayed.
  
 To specify specific email addresses you will accept messages from select “Only senders in the following list” and add the email addresses to the list.
  
 To specify specific email addresses you will reject messages from select “Senders in the following list” and add the email addresses to the list.
  
 

Permissions

 Select the “Mail Flow Setting” tab to display and maintain the permissions as applied to this mailbox.
  
  
  
 In case you may want that another person is able to send as you and you do not want the recipient to be cognitive about who initiated the message you configure the “Send As” permission. Click the “Add…” button and select the people from the address list that you want to provide this permission to.
  
 To allow other persons full access to your mailbox click the “Add…” buttons and select the persons from the address list shown.
  
 Once changes are made click the “Save Changes” to persist the changes made.
  
  
 

ActiveSync Policy

 Within the hosted organizations home screen select the “Active Sync Mailbox Policy” item in the right side menu. This will bring up the following form:
  
  
  
 The active sync policy defines a security policy to be applied to those devices that do use exchange active sync to synchronize their mailbox with their device.
  
 
 Item Value
 Allow Non-provisionable devices  This setting specifies whether older phones that may not support application of all policy settings are allowed to connect to Exchange 2010 by using Exchange ActiveSync
  Refresh Interval This setting defines how frequently the mobile phone updates the Exchange ActiveSync policy from the server.
  Allow attachment to be downloaded to device This setting enables attachments to be downloaded to the mobile phone.
  Maximum attachment size This sets the maximum allowed attachment size.
  Windows File Shares Allows to connect to an internal file share.
  Windows Sharepoint Services Allows to connect to an internal sharepoint site.
  Require Password This setting enables the mobile phone password.
  Require alphanumeric password This setting requires that a password contains numeric and non-numeric characters.
  Enable Password Recovery When this setting is enabled, the mobile phone generates a recovery password that’s sent to the server. If the user forgets their mobile phone password, the recovery password can be used to unlock the mobile phone and enable the user to create a new mobile phone password.
  Require encryption to device This setting specifies whether device encryption is required. If set to $true, the mobile phone must be able to support and implement encryption to synchronize with the server.
  Allow simple password This setting enables or disables the ability to use   a simple password such as 1234. The default value is $true.
  Number of failed attempts allowed This setting specifies how many times an incorrect password can be entered before the mobile phone performs a wipe of all data.
  Minimum password length This setting specifies the minimum password length.
  Time outThis setting specifies the length of time that a mobile phone can go without user input before it locks.
  Password Expiration This setting enables the administrator to configure a length of time after which a mobile phone password must be changed.
  Enforce password history This setting specifies the number of past passwords that can be stored in a user’s mailbox. A user can’t reuse a stored password.
   
   
 

Accepted Domains

  Within the hosted organizations home screen select the “Accepted Domains” item in the right side menu. This will bring up the following form:
   
   
   
  Accepted domains are email domains that are owned by you and you want to receive email for. The specified accepted domain can later on be used to configure email addresses.
   
  An accepted domain will only work when this domain is registered with a DNS registrar and the name server records are pointing to your provider messaging platform where you host your mailboxes.
   
  In order to add a new accepted domain click the “Add New Domain” button
   
   
 

Add an Accepted Domain

  Once the “Add New Domain” button is selected, the following form will be shown.
   
   
   
  Provide the domain name to add and click the “Add Domain” button. If the accepted domain is not already added to the DNS environment, it will be added as such. The zone can be maintained through the DNS Editor.
   
   
 

Delete an Accepted Domain and Set Default Domain

   
   
  By selecting the default domain, the default domain name can be enforced when creating new users and mailboxes.
   
  To remove an accepted domain click the red cross. By removing the domain the domain extensions used will not be removed from the email addresses, this needs to be done manually
   
 

Storage Usage

  Within the hosted organizations home screen select the “Storage Usage” item in the right side menu. This will bring up the following form:
   
   
   
  The shown allocated storage are recalculated on a daily base, in order to enforce an immediate recalculation click the “Recalculate Disk Space” button.
   
  Click on the Allocated Disk Space amount to get an overview on the storage usage allocation per mailbox, this will bring up the following form:
   
   

 

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