elisa toimisto – administrator guide

ELISA TOIMISTO – ADMINISTRATOR GUIDE

Table of contents 1 Management of the Toimisto Lokaali service .............................................................................. 1

1.1 Sign in to the Toimisto Lokaali management centre ............................................................ 1

1.2 Toimisto Lokaali –organisation menu .................................................................................. 2

1.3 User management............................................................................................................... 4

1.3.1 Adding a user ............................................................................................................... 4

1.3.2 Adding services for users ............................................................................................. 7

1.3.2.1 Adding a Toimisto Paketti for a user ...................................................................... 9

1.3.3 Removing services from users ................................................................................... 12

1.3.4 Editing a user ............................................................................................................. 14

1.3.5 Removing a user ........................................................................................................ 17

1.3.6 Moving a user between departments ......................................................................... 18

1.3.7 Adding multiple users from an Excel file ..................................................................... 20

1.3.8 Importing services ...................................................................................................... 23

2 Exchange administration centre ............................................................................................... 26

2.1 Shared mailbox (Jaettulaatikko) ........................................................................................ 27

2.2 Distribution lists (Jakelulista) ............................................................................................. 30

2.3 Resource boxes (Resurssilaatikko) ................................................................................... 32

2.4 External contact (Ulkoinen kontakti) .................................................................................. 34

3 Sharepoint ................................................................................................................................ 36

3.1 Creating a SharePoint site ................................................................................................ 36

3.2 Site settings ...................................................................................................................... 39

3.2.1 Users and access rights ............................................................................................. 39

3.2.2 Web design options (Verkkosuunnittelijan valikoimat) ................................................ 40

3.2.3 Page management (Sivustonhallinta) ......................................................................... 40

3.2.4 Search ....................................................................................................................... 41

3.2.5 Appearance (Ulkoasu) ............................................................................................... 41

3.2.6 Site functions (Sivuston toiminnot) ............................................................................. 42

3.2.7 Site collection management (Sivustokokoelman hallinta) ........................................... 43

4 Lync management centre ......................................................................................................... 44

4.1 Lync Federation ................................................................................................................ 44

Elisa Administrator Guide 1 (44)

Elisa Toimisto Corporate customers version 1.0 Confidential

1 Management of the Toimisto Lokaali service

1.1 Sign in to the Toimisto Lokaali management centre

Use your browser to navigate to https://hallinta.toimisto.elisa.fi/

Enter your user name and password and select Sign in. The user name is usually the same as your e-mail address. You will find your user name and password in the delivery confirmation. If you have forgotten your password, select Forgot password.

PLEASE NOTE: To reset the password, you must have a Secondary email address.

https://hallinta.toimisto.elisa.fi/



1.2 Toimisto Lokaali –organisation menu

When signed in, you will find the organisation view on the left. With five or more services or users in the organisation menu, they can be hidden using the arrow button to provide for a clearer view.

1. Your company is the top level of the menu, with all the services listed under it. 2. The menu displays the services that have been ordered for your company. In

this case, these include Exchange, Lync and SharePoint. 3. Additional services under the ordered services. 4. A separate department defined for the company. Users can be added to the

department. 5. Users are listed under the Users item. 6. Services added for users. PLEASE NOTE: Services must be listed below the

user to be available for the user. For more information, see Adding services for users.



Click a service or user to open more information.

PLEASE NOTE: When you make changes to the management pages, you need to refresh the administration panel by pressing the refresh button in the top right-hand corner of the organisation menu.

The role defined for you shows at the top of the page on the right. Moving the mouse over the symbol opens a menu that you can use to sign out.

Press the magnifying glass to display a search field for making searches within the site.



Search results are displayed in a box directly below the search field. Click a result to display the related page.

1.3 User management

1.3.1 Adding a user

To add a new user, first click NEW at the bottom left-hand corner, and then select User.

Select an organisation for the user and press Next.



In the next window, enter the name, e-mail address, AD synchronisation and password expiration rule for the user. You can disable the user account by unchecking the IsEnabled checkbox. When disabled, the user cannot use the services.



Add contact information in the Contact details tab. The tab also has the optional Secondary email field for a secondary e-mail address that is required for resetting the password via the oma.toimisto.elisa.fi address. You can also change the language to be used in Webmail. The Advanced technical details settings are not being used at the moment.



You have now created the user, and the window displays the user name and password.

NOTE! The required services must first add to the user before the user can use the services. The first service can be added to the user instantly after the user creation the Add Service button.

1.3.2 Adding services for users

To add an Exchange or Lync package for the user, select a user in the organisation menu and press NEW SERVICE. If you have continued to add a service after creating a user, you will move straight to the next step.

PLEASE NOTE: To add a Sharepoint package for the user, use the Members list under the Sharepoint main product.



Select a service from the list and press Next. For more information on services, see the service descriptions.



Check the information and press finish. You have now created Exchange e-mail for the user.

1.3.2.1 Adding a Toimisto Paketti for a user

The content of Toimisto Paketti service packages is predefined. Toimisto Paketti 1 includes Exchange Perus 5G, Lync Teho and Sharepoint WEB user services. You can also define individual services instead of a package, then pricing is a per service. Use the control panel to select the user for which you will add the Toimisto Paketti. When the user is active, select NEW SERVICE in the bottom bar.



Select Toimisto Paketti 1 from the list and select next.

Check the user e-mail address in the Exchange panel.



Also make sure that the e-mail address in the Lync panel is correct. To add another address, press +. The Location and Voice Policy fields are not used at the moment.

You have now created a Toimisto Paketti service package for the user.



1.3.3 Removing services from users

To remove a service but not the entire user account, follow these instructions. Note that when the e-mail service is removed, the content of the user's mailbox is deleted. Select from the organisation menu the user whose package is to be removed, and press the arrow button to the left of the user name. The services defined for the user appear under the user name. Select the service to be removed. The press TERMINATE at the bottom of the page.



The Account Termination window displays. Use the window to select the removal date in the Set account termination date (UTC) field. Finally, select terminate now. If you do not select a date, the service will be removed shortly after pressing terminate now.

To remove from a user a service that is not listed under the user name, open service settings by clicking the service in the left-hand control panel. The users of the service are listed under Members.



When you hover over the user names in the Members list, a pencil icon appears. Press the icon to open the Members user management window. Use the Current items section to remove the user from the service's user list. First select the user to be removed, then press the blue arrow button, and finally select OK.

1.3.4 Editing a user

To edit user information, first select the user in the organisation menu. Then hover over the information to be edited and click the pencil icon.



Add the information into the field and confirm the changes.

The edited user information fields are indicated in the user information panel. Save changes by selecting SAVE from the bottom bar or cancel them by selecting CANCEL.



To change the user's password, select RESET PASSWORD from the bottom bar. Enter a new password or select Generate to create a random password. You can also define a password change for the next time the user signs in to the service. The administrator can deliver the new password to the user by any desired method.

To change the user name of a user, select RENAME from the bottom bar.

PLEASE NOTE: Also change the user name in the service (Exchange of Lync) to which the user has been added.



1.3.5 Removing a user

Use the organisation menu to select the user to be removed.

PLEASE NOTE: When a user is removed, all the services defined for the user are removed as well, including the mailbox with e-mails.

With the user selected, click TERMINATE at the bottom of the page.

A window appears displaying the name of the user to be removed. To remove the user directly, select terminate now. Alternatively, you can choose the time of removal from the calendar.



Finally, select Yes to confirm the removal.

1.3.6 Moving a user between departments

In the user list, select the user to be moved and select Move from the bottom bar.



In the next menu, select a new department for the user. Select Move account.

Select Yes to confirm the move.

The user has now been moved to a new department.



1.3.7 Adding multiple users from an Excel file

Select NEW at the bottom bar. The select Import Users.

Select your organisation from the list and press Next.



Choose the number of users from the menu and click Download template to download the needed Excel template.

Open the Excel template and add user information in the appropriate fields. Fields indicated by a red asterisk are compulsory. Do not make changes into the blue fields. If the field has a drop-down menu, use it. Do not write information in these fields.

PLEASE NOTE: You may have to enable macros in Excel when editing the template. How to enable macros in Excel.

Save the Excel template on your hard disk and select Upload template - Browse. Then select the saved Excel template and upload it to the Lokaali service.

When you have uploaded the Excel template, select Upload users.

http://office.microsoft.com/fi-fi/excel-help/makrojen-ottaminen-kayttoon-ja-poistaminen-kaytosta-office-tiedostoissa-HA010031071.aspx#BM12



A summary of the added users appears. Check the information and select import users.

You have now added the users to the service. To add more users, click import users.



1.3.8 Importing services

To import contact information lists for users, select + NEW and Import Services at the bottom left-hand corner of the page.



In the right-hand panel, click the user group with the users that you want to import. Click Next.

In the next display, select the users whose information you wish to import. Check the Select All checkbox to select all users at once.

To import the user list, click Download template. The user list downloads to the computer as an xlsm file (Excel worksheet). You can edit the file and upload it in the next display. To upload the file, select Browse and browse to the correct xlsm file. Then click Upload services.



In the Preview window that appears next, check the information contained in the imported list. To complete the import, select Import services.



2 Exchange administration centre

Use the Exchange administration centre to edit the e-mail service settings for the company and to add shared mailboxes and distribution lists.

The Exchange package is located in the organisation menu below your organisation (see the image below).

To open the service information for your company, select the Exchange package in the menu. PLEASE NOTE: Only change the Domain type when necessary.



2.1 Shared mailbox (Jaettulaatikko)

With shared mailboxes, a group of people can monitor and send e-mails using an account such as [email protected] or [email protected]. When a member of the group responds to a message received by a shared mailbox, the shared mailbox instead of the users will be displayed as the sender of the response.

To create a shared mailbox, first select the Exchange service from the control panel and then select NEW SERVICE.



Select Jaettulaatikko from the service list and press Next.

Enter the desired mailbox information, size, administrators and mailbox owner. When you have edited all the necessary information, select finish.



The shared mailbox now displays in the organisation menu under the Exchange package. Click to edit information.

The users defined as the users of the mailbox can now add the mailbox in Outlook and Outlook Web App.



2.2 Distribution lists (Jakelulista)

A distribution list is a list of two or more recipients, displayed in the shared address book. When an e-mail is sent to the distribution list, all the recipients on the list will receive it.

To create a distribution list, first select the Exchange service from the control panel and then select NEW SERVICE.

Select Jakelulista from the service list and press Next.



Enter the e-mail address, user name and recipients (members) for the new distribution list. Use the DisplayName field to enter a distribution list name that will show in the address book. A logical naming system should be used for all distribution lists to help users recognise the lists based on the name. Example: Sales Supervisors. When you have completed the distribution list, select finish.

The distribution list (Jakelulista) now displays in the organisation menu under the Exchange package. Click to edit information.



2.3 Resource boxes (Resurssilaatikko)

Resource boxes can be used as booking calendars to book various resources:

• A room box is tied to physical premises such as meeting rooms, auditoriums or training facilities.

• An equipment box is a resource with no fixed location, such as a laptop, audio-visual devices or vehicles.

To create a resource box, first select the Exchange service from the control panel and then select NEW SERVICE.



Select Resurssilaatikko from the service list and press Next.

Enter a name, e-mail address, resource type and capacity for the new resource box. Enter the name in the DisplayName field. A logical naming system should be used for all resources to help users recognise the resource based on the name. Example: Meeting room 123. When you have completed the resource box, select finish.



The resource box (Resurssilaatikko) now displays in the organisation menu under the Exchange package. Click to edit information.

2.4 External contact (Ulkoinen kontakti)

External contacts are external to the organisation, but their information may be displayed in the organisation's address list or other address lists. External contacts do not have a mailbox within the organisation. They use an external e-mail address, and are not able to sign in to the organisation's domain.

To create an external contact, first select the Exchange service from the control panel and then select NEW SERVICE.



Select Ulkoinen kontakti from the service list and press Next.

Enter an internal and external e-mail address and a user name for the external contact. When you have completed the external contact, select finish.



The external contact (Ulkoinen kontakti) now displays in the organisation menu under the Exchange package. Click to edit information.

3 Sharepoint

3.1 Creating a SharePoint site

Ensure that the top level of the Company Structure list is selected, and click the New Service link at the bottom of the page.



Select Sharepoint WEB from the list and click next.

The following settings are available in the Configure list:

URL: The hostname for the SharePoint page.

Site Name: The name of the new site.

Storage Size: The size of the storage space for the site.

Language: The language of the site.



Owner: The owner of the site.

Owner Email: The e-mail address of the site owner.

Members: The users of the site.

Click finish to create the new site.



3.2 Site settings

You can adjust the site settings using the Sivuston asetukset option found in the gearwheel menu in the top right-hand corner of the page.

3.2.1 Users and access rights

To manage users and access rights, use the Käyttäjät ja käyttöoikeudet section of the site settings (Sivuston asetukset) page.

Select Henkilöt ja ryhmät to display the users and user groups for the site and to remove users from the sites. To add new users for the sites, you must add the users as SharePoint user via the local control panel.

Select Sivusto-oikeudet to manage access rights of users and to create user groups. You can, for example, click Myönnä käyttöoikeuksia to give new access rights to users.

The Sivustokokoelman järjestelmänvalvojat command allows you to add or remove administrators for the sites.

The Sivuston sovelluksen käyttöoikeudet option is used to view and manage application user rights.



3.2.2 Web design options (Verkkosuunnittelijan valikoimat)

Use the Sivustosarakkeet option to manage columns on all main sites.

Select Sivuston sisältötyypit to display, create and manage the content types of a site.

Select Verkko-osat to display a web component selection that can be used to save and retrieve saved components.

The Luettelomallit option shows list templates. You can add templates to the selection, which will make them available for use when creating lists.

Use the Perustyylisivut page to save basic style pages.

Use the Teemat option to save your own themes to make them available for the sites.

Select Ratkaisut to access a page where you can download new solutions and remove, activate and deactivate and update solutions.

Use the Muodostetut ulkoasut option to save new appearances to a list.

3.2.3 Page management (Sivustonhallinta)

Select Maakohtaiset asetukset to access country-specific settings, where you can define the time zone and regional settings.

Select Kieliasetukset to change the language settings for the site.

Select Sivuston kirjastot ja luettelot to open the libraries and lists for the site. You can edit existing libraries and lists or create new ones.

Select Käyttäjien ilmoitukset to edit user messages.

Select RSS to activate or deactivate RSS feeds.

Select Sivustot ja työtilat to display all your sites and workspaces. You can edit them or create new ones.

Select Työnkulun asetukset to view and edit workflow settings for the site.



3.2.4 Search

Select Tuloslähteet to edit, create or remove old search result limitations.

Select Tulostyypit to edit the appearance of result types by creating a display template and defining rules.

Select Kyselyn säännöt to create query rules to edit and fine-tune search results.

Select Rakenne to create or edit managed properties, indexed properties and classes.

Select Haun asetukset to define the properties of the search function such as the URL of the search centre and the search result page where the queries will be sent to.

Select Näkyvyys hauissa ja offline-tilassa to define visibility settings for the search.

Select Tuo määritykset to import existing search definitions from your computer.

Select Vie määritykset to download the active search definitions to your computer.

3.2.5 Appearance (Ulkoasu)

Select Otsikko, kuvaus ja Logo to edit the title, description and logo of the site.



Select Pikakäynnistys to add new quick start-up links and to change their order.

Select Ylälinkkipalkki to add new links for the top link bar and to edit their order.

Select Puunäkymä to choose whether quick start-up and tree view are activated.

Select Muuta ulkoasua to choose a theme for the site.

3.2.6 Site functions (Sivuston toiminnot)

Select Sivuston ominaisuuksien hallinta to view, activate and deactivate site properties.

Select Tallenna sivusto malliksi to save the site as a site template that users can use when creating new web sites.

Select Ota käyttöön hakumääritysten vienti to activate the search definition export option.

Select Sivustokokoelman Web Analytics –raportit to view a report of the use of the site collection.

Select Sivuston Web Analytics –raportit to view a report of daily page views for a selected period.

Select Palauta sivustomäärityksesi to reset your site definitions.

Select Poista tämä sivusto to remove a site.



3.2.7 Site collection management (Sivustokokoelman hallinta)

Select Roskakori to view the content of the recycling bin. You can restore or remove selected items or empty the recycling bin. The recycling bin automatically deletes the items after 30 days.

Hakutuloksen lähteet: see Tuloslähteet.

Hakutulostyypit: see Tulostyypit.

Hakukyselyn säännöt: see Kyselyn säännöt.

Hae rakenne: see Rakenne.

Haun asetukset: see Haun asetukset.

Hakumääritysten tuonti: see Tuo määritykset.

Hakumääritysten vienti: see Vie määritykset.

Select Sivustokokoelman ominaisuudet to activate or deactivate properties of the site collection.

Select Sivustohierarkia to view a list of all the sites created to your site. Use the view to quickly navigate to a site or edit it.

Select Portaalisivuston yhteys to edit portal site connection settings.

Select Sivustokokoelman sovelluksen käyttöoikeudet to view a list of applications that have access to the content of the site collection.

Select Tallennustilan arvot to view the information of the site's disk space.

Select HTML-kentän suojaus to manage the protection settings of the site collection's HTML field.

Select SharePoint Designer –asetukset to edit SharePoint Designer settings.

Select Sivustokokoelman kuntotietojen tarkistus to check site collection condition information.

Select Sivustokokoelman päivitys to check the update status of the site collection.



4 Lync management centre

4.1 Lync Federation

The Lync Federation section shows who has access to the Lync environment.

To add Lync access rights to users, click the pencil icon and check the checkbox.

Allow public users will allow communication with users of common quick messaging services (e.g. Skype).

Allow federated users will allow communication with other Lync domains.

Use the Allowed Domains section to list the Lync environments/domains that can be communicated with. Use a comma to separate domains. Enter * to allow all domains.

Use the Blocked Domains section to name the domains for which you do not want to allow communication. If Allowed Domains is defined as *, allowing all domains, these domains are excluded from the list. If Allowed Domains only contains certain domains, the Blocked Domains list is not used, as other domains are automatically blocked.

elisa toimisto – administrator guide

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