Business Email - Welcome - Bienvenue

Migration guide

Business Email

June 2013

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Contents

Introduction

Administrator Migration

What You Need to Get Started

1. Importing PST Files

2. Exporting PST Files

End User Migration Using Outlook

What You Need to Get Started

The Migration Process

1. Change DNS Settings and Update MX Records

1.1 Add Autodiscover CNAME Record to DNS Records via the

TELUS UC Management Centre

1.2 Change DNS Settings and Update MX Records via

Your Domain Registration Company

2. Create User Accounts

3. Provision User Accounts with Business Email

4. Download Microsoft Outlook (Business Email Professional Users Only)

5. Configure Your Desktop Mail Client to Connect to Your TELUS Mailbox

6. Move Your Email and Information From Your Old Mailbox to Your

New TELUS Outlook Mailbox

6.1 Migrating to Outlook From a Microsoft Outlook Client

6.2 Migrating to Outlook From Microsoft Exchange

6.3 Migrating to Outlook From Webmail

7. Phase Out Your Old Mail Account

8. Synchronizing Your Smartphone (Optional)

For More Information

Business email migration guide 3

Introduction

This document takes you through the process of migrating mail from your current mail

account to your new Business Email Account hosted by TELUS. When migrating mailboxes,

your users can follow the steps outlined in the Outlook Migration section. Alternatively,

customer administrators can choose to migrate mailboxes for their users using the

Administrator Migration section of the control panel.

Administrator MigrationWhat You Need to Get Started.In order to migrate the mail in your old mail account to your new account you will need:

■ Your TELUS account ID: Your account ID was e-mailed to the address you gave TELUS

prior to ordering service and is also listed on your work order. If you are unable to locate

your account ID, please call 1 877 846 4456 for help.

■ A copy of your existing users’ .PST files. You will need to ensure that your users have

been added to the UC Management Centre with Business Email and have logged into

that mailbox for the first time.

■ An FTP client or understanding of the File Transfer Protocol (FTP). If you do not have an

FTP client, you can download one of the freely available clients from the web (i.e. Filezilla).

The User Interface allows Exchange Service Administrators to import and export Exchange

mailboxes. This process involves the mailbox being saved as a PST file and saved on a FTP

server for export/import.

To access the Mailbox Import & Export screen, select from the main menu – Services >

Exchange > Mailbox Import/Export.

The screen will display the user’s FTP logon details for logging onto the server where the

exported mailboxes will be saved. This directory will also contain the Import folder where

mailboxes that are to be imported onto a Cortex user should be saved.

The screen is split into two sections:

■ Export Mailboxes — select this link to export any of your users mailboxes.

■ Import Mailboxes — select this link to import an mailbox PST file into an existing

Exchange user’s Mailbox.


1. Importing PST Files.

The Import Mailbox feature, imports an external data file (.PST) into a user’s existing mailbox.

Before proceeding with the import, ensure the incoming file is stored on the FTP server under

folders “MailboxImport”.

1. Visit TELUS.com/manageuc and log in as an administrator.

2. Choose Services from the top menu bar and select Exchange > Mailbox Import/Export.

3. Select Import Mailboxes. All users that are provisioned with an Exchange mailbox will be

displayed. Within the Mail Import Export screen select Import Mailboxes.

4. Select the user(s) whose mailbox will be updated with the external data file by selecting Edit.

A drop down list will appear for the user in the Import File column and the Import box will

be automatically checked for the user.

5. Search and select the relevant import file that is to be added to the user’s mailbox and select

Update.

6. Select Import Mailboxes. The table will be updated and the date & time of the import will

be displayed beside the customer in the Last Import field. To view how the import process is

progressing, select Refresh Status.

7. Once the import file has been imported into the user’s mailbox successfully, the provisioning

status will change to green. When the user logs onto their email system, they will be able to

view the additional emails that have been imported.


2. Exporting PST Files.

The Export Mailbox feature, exports the data from a user’s mailbox so that it can be imported

into another mailbox.


2. Choose Services from the top menu bar and select Exchange > Mailbox Import/Export.

3. Select Export Mailboxes. All users that are provisioned with an Exchange mailbox will be

displayed.

4. Select the users whose mailboxes are to be exported into a .PST file by checking the Export

box. Alternatively click on Select All to select all users that are displayed on the current

page or Select Collection to select all user mailboxes that are attached to the Customer.

5. Select Export Mailboxes. The export process will commence and the date & time of the

request will be inserted beside the user in the Last Export field. To view how the process is

progressing select “Refresh Status”.

NOTE: Do not select F5 as this will collapse the Export Mailboxes section.

6. Once the mailbox(es) have been exported successfully to the FTP server, the provisioning

status will change to green.

7. The exported mailbox will appear on the FTP server under folder MailboxExport.

Depending on your system configuration settings, the .PST file may have been compressed

into a .ZIP file.

ImportantYou should follow the procedures in this document in the order they are listed. Doing so will

provide a smooth migration to TELUS. If you need help during your migration, contact TELUS

at 1 877 846 4456.


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Change DNS settings and update MX records

Create user accountsProvision user accounts with business email

Configure your desktop mail client to connect to your TELUS mailbox

Move your email andinformation from your old mailbox to your new TELUS mailbox

Phase out your old mail account

Sync your smartphone to your business email account

Download Microsoft Outlook 2010 / 2011(optional)

1

End User Migration Using Outlook.

What You Need to Get Started.

In order to migrate the mail in your old mail account to your new account you will need:

■ Your TELUS account ID: Your account ID was e-mailed to the address you gave TELUS

prior to ordering service and is also listed on your work order. If you are unable to locate

your account ID, please call 1 877 846 4456 for help.

■ Access to your old mail account, including the Web address you use for checking mail,

your e-mail address, user name, and password.

■ (Option for new accounts) If you have an existing domain name (such as “yourcompany.com”)

that you will use with your TELUS account you have two options:

1. DNS externally hosted: you will require contact information for the company where

you registered the domain name and access to your online account.

2. TELUS Hosted DNS: Contact support at 1-877-846-4456 and have a representative

configure your account to have TELUS host your domain.

The Migration Process.


Change DNS Settings and Update MX Records.

You need to update your DNS records to point to TELUS in order for your domain name to

work with your TELUS account. Where you make these changes depends on who you want

to maintain them:

■ If TELUS hosts your DNS refer to 1.1 Add Autodiscover CNAME record to DNS Records

via the TELUS UC Management Centre.

If you’d like to transfer your DNS Record Control to TELUS for Management, contact

support at 1 877 846 4456 and have a representative configure your account to have

TELUS host your domain.

■ If you’d like to continue to have your Domain Registration Company Manage your Domain

Records (Recommended Method) refer to 1.2 Change DNS Settings and Update MX

Records via Your Domain Registration Company.

Note

Please refer to WHOIS service to find your DNS server provider/administrator.

For example www.kloth.net.

1.1 Add Autodiscover CNAME Record to DNS Records via the TELUS UC Management Centre.

Note

These records may have been pre-configured depending on when your account was set up.


2. Choose Services from the top menu bar and select DNS > DNS Management.

3. On the left hand side under DNS Management > New DNS Entry.

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4. Select Record Type CNAME from the drop-down menu and enter the following:

Alias: Autodiscover.mycompanydomain.com

Host: Autodiscover.Exchange.Telus.com

5. Click Provision and log out.

1.2 Change DNS Settings and Update MX Records via Your Domain Registration Company.

Contact your domain registration company and request that they change the list of records as

shown in the following table:

Notes

Replace domainname in the source strings in the table above with your company domain name.

Due to the distributed nature of DNS, it will take several days for the DNS changes to redirect.

The time it takes to redirect is usually 2 days, but it can be as long as 7-10. During this time,

your mail may be delivered to either the old email server that used to serve your domain(s) or

the new Exchange server mailboxes.

Type Priority Destination

MX 10 mx21.exchange.telus.com




CNAME Autodiscover.exchange.telus.com


Create User Accounts. For information on how to create user accounts, refer to the UC Management Centre

Customer Admin Guide.

Provision User Accounts With Business Email.For information on how to provision user accounts with Business Email Service, refer to the

Business Email Service Set-Up Guide.

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Download Microsoft Outlook (Business Email Professional Users Only).

Professional Business Email users have access to download either Microsoft Outlook 2010 &

2013 (if you are a PC user) or Microsoft Outlook 2011 (if you are a Mac user).

1. From the Home Page, select Services from the top menu bar, then select Exchange >

Download Outlook.

2. Follow the instructions to download and install Microsoft Outlook 2010 or 2011 onto your

computer.

Configure Your Desktop Mail Client to Connect to Your TELUS Mailbox.

Different desktop mail clients have different procedures for connecting to Exchange. Refer to

the Business Email Desktop Client Configuration Guide for information on how to configure

your desktop mail client to connect to your Business Email Account.

Move Your Email and Information From Your Old Mailbox to Your New TELUS Outlook Mailbox.

6.1 Migrating to Outlook From a Microsoft Outlook Client.

If you have been using a Microsoft Outlook client to manage your e-mail, follow these steps

to migrate your mail to TELUS. If you were previously using Microsoft Outlook to connect to

your old mail account, then your messages are stored in a .PST file on your local computer.


1. From your new TELUS mailbox, select the File tab in Outlook, select Open > Outlook

Data File, and then select your old .PST file. If there are multiple folders, you can open

each one and then return to the main screen to close and open another one until you find

your file.

2. If you do not see any .PST files, then the files are not located in the default location on the

hard disk and you will need to search to find them. How you locate the file depends on

your operating system:

1. If you are running Microsoft Windows® XP, click the Start menu, choose Search,

select all files and folders, type *.PST in the all or part of the file name field, and

then click Search.

2. If you are running Windows Vista® or Windows 7, click the Windows icon, type *.PST

in the Start Search field, and then click Search Everywhere.

3. Once you have located the .PST file, sign in to Outlook 2010 using your new TELUS

Business Email account.

4. Select the File > Open > Outlook Data File, and then navigate to the .PST file you

found in the previous step.

5. Outlook will open your locally stored mail.

To move your old mail account’s contacts, calendar, tasks, and messages from your old local

.PST file to your new TELUS Exchange system:

1. If you want to copy your contacts, click Contacts in your old mailbox, select a single

contact, press CTRL + A to select all of them, and then drag them to the Contacts folder

in the new mailbox.

2. You can follow the same process to copy over calendar items, emails and tasks.


6.2 Migrating to Outlook From Microsoft Exchange.

If you have been using Microsoft Exchange to manage your mail, use the following process

to migrate your mail from your old Exchange account to your new TELUS Exchange

Account.

1. In Outlook 2010, select the File tab, and click Add Account.

2. In the Auto Account Setup, type your TELUS account name, e-mail address, password,

and then click Next.

3. If you see a security prompt, select the Don’t ask me about this website again check

box, and then click Allow.

4. When prompted for your Username and Password, use your e-mail address for

Username.

5. Microsoft Outlook will now discover your e-mail settings and configure itself to connect

to your old Exchange Service mailbox. Once this is done, click Finish. The old Exchange

Mailbox will appear in the Outlook Navigation Pane under your new mailbox.

To move your old mail account’s contacts, calendar, tasks, and messages from your old

exchange mailbox to your new TELUS Outlook account:

1. In Outlook, click the folder icon in the lower left side of the screen to see a folder view.



in the new mailbox.

3. You can follow the same process to copy over appointments, emails and tasks.


6.3 Migrating to Outlook From Webmail.

If you have been using a Webmail solution to manage your email, use the following process

to migrate your mail to Outlook:

1. In Outlook, select the File > Add Account.

2. In the Auto Account Setup, select the Manually configure server settings or

additional server types check box, and then click Next.

3. In Choose E-mail Service, select Internet E-mail > Next.

4. In Internet E-mail Settings, enter the old mailbox account details into the fields for the

user and logon information.

5. For server information, use the following values for your Post Office Protocol (POP) and

Simple Mail Transfer Protocol (SMTP) server names:

a. Type the appropriate name of your old mail account’s POP server into the Incoming

mail server field.

b. Type the appropriate name of your old mail account’s SMTP server into the Outgoing

mail server (SMTP) field.

Note

Companies occasionally change their POP and SMTP server names. Contact your old

mailbox account company’s support team if you need help identifying their mail servers.

6. Click More Settings.

a. Select the Outgoing Server tab, and then select the My outgoing server (SMTP)

requires authentication check box.

b. Select the Advanced tab.

i. Select the This server requires an encrypted connection (SSL) check box,

and confirm the Incoming server (POP3) field changes to 995.

ii. If your old mail account’s server uses SSL encryption, from the Use the following

type of encrypted connection drop-down field, select SSL.

c. Click OK to return to the mail wizard.


7. When you have configured everything properly, click Test Account Settings to confirm

that Outlook can connect to your old mail servers.

8. Click Next > Finish to complete the e-mail wizard.

9. Your old e-mail account will appear as a new entry in your Outlook’s E-mail Accounts

listing. Click Close to dismiss the Account Settings window.

10. Outlook will connect to your old e-mail account.

To move your old mail account’s contacts, calendar, tasks, and messages from your old

webmail mailbox to your new TELUS Exchange system:

1. In Outlook, click the folder icon in the lower left side of the screen to see a folder view.



in the new mailbox.

3. You can follow the same process to copy over calendar items, emails and tasks.

Phase Out Your Old Mail Account.Confirm that your TELUS account is fully functional and you have performed the following

tasks:

■ Your TELUS account is activated and mailboxes have been created for everyone.

■ You have downloaded Outlook and have configured it to connect to your TELUS account

(Business Email Professional users only).

■ Your old email account is configured to automatically forward new mail to your TELUS

account, and you have an auto-reply message requesting that people contact you at your

new TELUS mailbox.

■ You have connected Outlook to your old mail account, and downloaded and copied your

e-mails, contacts, tasks, and calendar items.

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For More Information

■ Determine where a local .PST file is:

http://office.microsoft.com/en-us/outlook/HA012328051033.aspx?pid=CH102499831033#2


■ If you have been using Outlook and have an existing .PST file, ensure you have opened

the file and transferred its contents to your Exchange account.

■ If you have a mobile device, ensure you have configured it to work with your TELUS

account.

■ If you have registered a domain name (such as “yourdomain.com”) and want to use it

with your TELUS Business Class account, ensure you have added your domain name to

your account, created email aliases that use your domain name, and changed the DNS

records accordingly.

At this time, if you no longer want to use your old mail account, contact the company hosting

the account to close it.

Note

In order to minimize any disturbance in communications, we recommend that you wait to

close your old mail account until you are confident that all your contacts are using your new

TELUS email address to communicate with you.

Synchronizing Your Smartphone (Optional).Different mobile devices have different procedures for connecting to Exchange. Refer to the

UC Management Centre’s mobile device settings. Instructions can be found under Services

> Exchange.

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Documents

Business Email - Welcome - Bienvenue