mailstreet admin console guide

MailStreet Administration Console Guide

© 2003 DevStreet, Inc. – All Rights Reserved

MailStreet Administration

Console Guide

***IMPORTANT***

Your user account must be set up as a “Company Administrator” to use the Administration Console.

Link to Administration Console:

http://www.mailstreet.com/admin

You may be prompted to install the latest Java runtime. Your browser will tell you if you need to download this software. If you have trouble after downloading the Java runtime, usually rebooting your PC will fix any issues and you should be able to login to the Administration console without issue. You will only need to install the Java runtime once. Otherwise, uninstall all references to Java & visit www.mailstreet.com/java and install the version available.

MailStreet Support Information Web http://www.mailstreet.com/support Email [email protected] (include domain name & email address) Telephone 866-433-8787 option 2 (U.S. & Canada only)

Revised 2/1/08



TABLE OF CONTENTS

Definitions Page 3

Creating a new User (Mailbox) Page 4

Deleting a User Page 8

Creating a Group (Distribution List) Page 9

Creating a Company Contact Page 14

Forwarding Email for a User Page 17

Adding an Email Alias to a User Page 20

Changing Mailbox Sizes Page 22

Assigning Mailbox Rights to a User Page 24

Assigning a User Role Page 27



DEFINITIONS

User A User is equivalent to a mailbox and logs into the MailStreet service with Outlook/Outlook Web Access, etc. to retrieve their email and calendars, etc.

Group A Group contains Users and Contacts that receive email for the Group. This is equivalent to an internal distribution list.

Contact A Contact is an entry in the system that points to an email address outside of the MailStreet service. You can create Contacts for email addresses that you want to appear in the company’s Global Address List (GAL). Contacts can also be used in forwarding email for users and also in Groups.

Email Alias An Alias is an additional email address for a User. For example [email protected] could have an alias of [email protected] that would allow the user to receive emails sent to both addresses. Note: a User can have only one default send as/reply as address.



CREATING A NEW USER (MAILBOX)

1. Login to the Administration Console at www.mailstreet.com/admin & right click on your domain in the left pane & navigate/choose Create New – User.

2. You will see the New User Wizard. Enter the user’s first and last name along with the Login for the user. NOTE: Not every LOGIN may be available as the login name must be unique on the ENTIRE forest in which your account resides. We recommend using the first initial + last name for creating your login names. Click Next. NOTE: Unfortunately we do have limits (for storage planning reasons) on number of mailboxes you may be able to add. If you reach the limit, contact MailStreet support and we will be happy to increase your quota. This is normally set at +5 mailboxes from your original order.



3. Enter the password (5 character minimum) & click Next



4. At the confirmation page, click Finish.

5. At the Auto-Subscribe a Package click OK which will start the Package Subscription Wizard; click Next



6. Enter the primary email address of the user (you can add other addresses/aliases later – See “Adding an Email Alias to a User” later in this document). Click Next.

7. Click Finish & the User is created.



DELETING A USER

1. IMPORTANT: You must first CLICK on the desired user/object to HIGHLIGHT that user. Then right click on the User & choose Delete. Failure to first highlight the user will result in the user at the top of the list to be deleted instead.

2. You will see the confirmation prompt. Click Yes to delete the User. NOTE: We cannot 100% guarantee recovery of deleted objects.

NOTE: Deleting a User does not remove related services for the user such as BlackBerry, Good Mobile Messaging & ActiveSync. You must email [email protected] to remove the User from these services.



Creating a Group (Distribution List)

You can create a Group containing Contacts, Users or other Groups which can act as a distribution list.

1. Login to the Administration Console at www.mailstreet.com/admin & right click on your domain in the left pane & navigate/select Create New – Group. You will be at the New Group Wizard.

2. Enter a Display Name for the Group (ex: Sales Group, etc) & click Next



3. Click Finish to complete the first step of the wizard

4. Click “YES” to provision and email enable the new Group

5. Enter the email address of the Group (this is the address that will receive email for the Group & distribute it to the Members of the Group)



6. Click Finish to complete the creation of the Group



7. Next, you will need to add the appropriate members to the Group. To do so, right click on the Group in the right Pane & choose Properties

8. Click on the Members tab & then the +Add button



9. Select the desired recipients & click the +Add button (Members can include Users, Contacts or other Groups) and click OK

10. Click OK to the Group Properties box to complete the task



CREATING A COMPANY CONTACT

A Company Contact is an address book entry that will show up in your Global Address List. A Contact consists of a Display Name and an external Email address. Contacts are also used in forwarding email to addresses outside of the MailStreet system and in distribution groups.

1. Login to the Administration Console at www.mailstreet.com/admin & right click on your domain & navigate/select Create New – Contact.

2. You will now be at the New Contact Wizard. Enter a Display Name & click Next.



3. At the next screen, click Finish.

4. IMPORTANT: Click Yes to provision the Contact

5. Enter the external email address of the Contact & a friendly alias name &

click Next



6. At the end of the Wizard, click Finish. The Contact has been successfully created & provisioned in the system



FORWARDING EMAIL FOR A USER

You can forward email for a mailbox to another MailStreet account or to an External (Contact) address by setting up an email forward. NOTE: You must first create a Contact as in the previous instructions to forward to an external address.

1. Login to the Administration Console at www.mailstreet.com/admin & right

click on the User in the right pane & choose Provision

1. Under the Packages tab, highlight Exchange & click Edit



2. On the General tab, select the “Forward To” radio button & click Modify



3. You will be prompted to select a User or Contact to forward the User’s

email to. Select the desired Contact & click OK.

4. If you wish for a copy of the emails to arrive in the User’s MailStreet mailbox, check “Deliver messages to both forwarding address and mailbox” and click OK. The forward is set.



ADDING AN EMAIL ALIAS TO A USER

You can create an unlimited number of Aliases (addresses) for a user in the MailStreet system.

2. Login to the Administration Console at www.mailstreet.com/admin & right click on the User in the right pane & choose Provision




2. Under the Email Addresses tab click Add. Type in the desired address & if you have multiple domains provisioned under your account, you can select the appropriate domain with the pull-down menu. NOTE: You can set any address as your primary address which will be the default send as/reply as address. Click OK, OK & OK to the subsequent windows to complete the wizard.



CHANGING MAILBOX SIZES





5. Under the Limits tab, increase the storage as desired. NOTE: The top 2 fields (Mailbox Size & Prohibit Send) should be the same. We recommend that the Warning Size be set to 20mb less. When the mailbox size reaches the Warning Size limit, a warning email will be sent during nightly batch.



Assigning Mailbox Rights to a User





3. Under the Mailbox Rights tab click +Add



4. Select the desired User & click the +Add button then click OK, OK & OK on the subsequent windows to complete the task.

NOTE: By assigning Mailbox Rights to a User allows that user to open the entire mailbox in their Outlook client.



Assigning a Role to a User

You can assign other Users in your company Admin rights or demote current Admins to Users. The roles are defined below:

ROLE

Allowed Actions

Cre

ate

Gro

ups

Cre

ate

Con

tact

s

Cre

ate

Use

rs

Man

age

Alia

ses

Send

on

Beh

alf o

f Any

one

Man

age

Mai

lbox

Siz

es

Ass

ign

Mai

lbox

Rig

hts

Full

Con

tol

Cha

nge

Pass

wor

ds

Company Administrator Yes Yes Yes Yes Yes Yes Yes Yes

Able to change everyone's password

Department Administrator Yes Yes Yes Yes Yes X X X

ONLY able to change

passwords for: Users, Group Admins and

other Department

Admins Group Administrator Yes Yes X X X X X X X



1. Login to the Administration Console www.mailstreet.com/admin & right click on the desired user in the right pane & choose Assign Role & select the desired role & click OK to complete the process.

mailstreet admin console guide

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