CORPORATE EMAIL SERVICE SETUP - extra.pramac… SETUP... · Doc. reference: Rev. File name: EMAIL SETUP GUIDE V1.9.doc Page 2 of 7 PRAMAC Group – Global ICT Services Introduction

Doc. reference: Rev.

File name: EMAIL SETUP GUIDE V1.9.doc Page 1 of 7

PRAMAC Group – Global ICT Services

CORPORATE EMAIL SERVICE SETUP

A guide to using the corporate email service Author : Luca Lorenzetti

Release Date : 26/11/2012

Last Revision : 1.9

Revision Date : 26/11/2012

Introduction .............................................................................................. 2 How to use Outlook Web Access to view email from the web ................. 2 How to change the password ................................................................... 3

How to configure Outlook to download email locally (POP3) ................... 3

How to configure Outlook with Exchange (RPC over HTTP) ................... 4 Archiving Outlook Email ........................................................................... 5 Prevent the password request ................................................................. 6




Introduction Your new corporate email address is [email protected], and it comes along with “pramacpwd” as default password. It is recommended that you change it on the first connection (see next chapters for instructions).

You can use your email in many ways: via Web, via Microsoft Outlook with an IMAP/POP3 type configuration or with an exchange (RPC over HTTPS) configuration.

The recommended configuration is Microsoft Outlook 2010 with RPC-HTTPS configuration, especially if you want to have emails, appointments and tasks synchronized with more than one pc or mobile device (like a windows mobile or Symbian smartphone)

How to use Outlook Web Access to view email from the web With Outlook web access you can view your mailbox from any pc with an internet browser and an active internet connection.

Here the steps for the access:

1. Go to https://mail.pramac.com site, enter your user name (first letter of the name + surname – E.g.: for James Brown, user name is jbrown) and your password (the default is pramacpwd)

Once you log in, you can find an environment very similar to Microsoft Outlook, with a list of folders in the left side, a list of mail in the center pane, and a mail preview on the right side.

If you have also an office communicator account you will be able to chat with your contacts and view their status. A list of persons is shown below the folder list, and doing a double click over a name a new chat instance with this user will begin.

https://mail.pramac.com/




How to change the password

Access the mail server via the Web (see previous chapter);

On the right side, above in the screen, choose “Options”;

In the new screen, in the right side, you can find the appropriate link “Change Password”;

You will be asked to insert the old password and the new one, twice to avoid typing mismatch;

Click on “save” once fulfilled all data

The password has been changed.

How to configure Outlook to download email locally (POP3)

Follow these steps to configure your Outlook 2007/2010 to download emails from the corporate mail server:

In the first windows of the account wizard, select “Configure Manually”

Right click the Microsoft Outlook icon. Select "Properties"

On the "Services" tab, select "Show Profiles"

Click "Properties"

Select the "Servers" tab

Under "Incoming Mail" enter: mail.pramac.com

Under "Outgoing Mail" enter: mail.pramac.com

Enter Account Name (first letter of the name + surname – E.g.: for James Brown, user name is jbrown) under Account Name

Enter Password in the password field

Click on the "Settings" tab

Under "Outgoing Mail Server" check "My Server requires authentication" and “Use same settings as my incoming mail server”

In “Server Port Numbers“ change the value for “Outgoing Server (SMTP)” in “27”

DO NOT check on "Log on using Secure Password Authentication"

Click "OK" to save your changes.




How to configure Outlook with Exchange (RPC over HTTP) To access your mailbox with your pc without downloading emails (useful if you check emails also with other devices like mobile phones, or via web browser) you can configure the account in this way:

The minimum Outlook version is Outlook 2007 SP2.

1. In the Email account window select “new” and fulfil all data as requested, then click “Next”

2. Confirm this request

3. Insert all data to login to your mailbox and confirm

Be sure to use “NT\” prefix, not “nt/”. In “Windows 7” it may occurs that you find a request similar to the following:




Click on “Use Another Account” and insert correct username:

4. Click on “finish”

With this kind of configuration each object remains on the exchange server, so it may occurs that you will run out of space. To avoid this is suggested to periodically move old elements in a local archive as described in the next chapter.

Archiving Outlook Email To reduce the size of your exchange mailbox, you will need to archive old email.

Archiving copies old email messages and attachments to an Archive.pst file and then removes the data from the main .pst file, decreasing its overall size. This will optimize Outlook's performance while still allowing you to access email messages and folders you need on a daily basis.

Items moved to the Archive.pst file are still accessible -- to view them, open Outlook, go to the File menu, select Open, then Outlook Data File. Select your Archive.pst file, and then click OK.

The email folders you archived will now be listed in the Folder List on the left side of the Outlook window. If you don't see the Folder List, click the View menu and select Folder List.

How frequently you need to archive your email in Outlook will depend largely on the amount of email and email attachments you receive. The mailbox size on exchange server is 20Mb, so we suggest archiving at least once a week.

There are two different ways in which you can archive your Outlook email; either option will work properly, but the choice of one over the other is dependent on how much control over the

Archive process you wish to have.

Option 1: Manual Archive Procedure (required if you imported email from Eudora)

The manual Archive option requires you to create an Archive.pst file and manually move the messages and/or folders that you no longer need in your main .pst file. This option gives you more control over the Archive process, allowing you to selectively pick folders and messages to archive, regardless of date.

Option 2: AutoArchive

Outlook's AutoArchive wizard archives mail by date. Specify a date and the AutoArchive folder will archive all email received before that date. This option is faster and easier than the manual archive procedure and preserves your current Outlook email folder structure. However, it does not provide the same level of control and flexibility as a manual archive.

Due to the manner in which Outlook imports mail and address items, you will not be able to run the AutoArchive wizard on any email messages or contacts that were imported from email programs other than Outlook. If you are attempting to archive items that were imported from Eudora or Outlook Express, use the manual archive procedure.




Option # 1: Manual Archive Procedure

To start the archive process, you will need to create an Archive.pst file:

1. Open Outlook.

2. Click the File menu, click New, and then choose Outlook Data File.

3. Select Personal Folders File (.pst) and click OK.

4. Type archive.pst in the File name field and click OK.

5. Type Personal Folder Archive in the Name field and click OK.

6. You should now see Personal Folder Archive in your Folder List. If Outlook is not configured to show the Folder List, click on the View menu then click Folder List.

7. You can now move email messages out of your main .pst file into the Archive folder. If you wish to move entire mail folders, left-click on the folder you wish to move and drag it into the Archive folder. If you wish to move only certain messages to the Archive folder, first make a folder within Archive to hold the messages, and then drag the messages out of the main Personal Folder into the Archive folder.

Option # 2: Using Outlook's AutoArchive wizard

To start the AutoArchive wizard:

1. Click the File menu and select Archive....

2. Select the folders you wish to archive, and then select a date for which old items should be archived. All email older than this date will be archived. If you wish to have the AutoArchive wizard archive all folders in the Personal Folder File, click Personal Folders and make sure the option to Archive this folder and all subfolders is selected.

3. Click OK to archive your selected folders and subfolders. The archive process may take as long as 30 minutes. Please refrain from using Outlook while the archive is in progress. You can monitor the archive status in the lower right corner of the screen Compacting

Prevent the password request When Office Communicator and Outlook start, usually they prompt for username and password. To prevent this situation, login information can be stored in windows user account.

Go in “Control Panel” -> “User accounts”; Select their own account; In the left side, click on “Manage my network password”; In the new window click on “Add” button; In “Server” field, type “*.pramac.com”; Fulfil remaining data with correct login information and click “OK”; Click once again the “Add” button; In “Server” field, type “*.pramac-lifter.it” Fulfil remaining data with correct login information and click “OK”; Click “Close” button




In Windows 7 things are little different.

In “Control Panel” with category view active, choose “User Accounts”, and then “Credential manager”; Clink on “Add a Windows Credential”; In “Internet or network address” field, type “*.pramac.com”; Fulfil remaining data with correct login information and click “OK”; Click once again on “Add a Windows Credential”; In “Internet or network address” field, type “*.pramac-lifter.it”; Fulfil remaining data with correct login information and click “OK”;

Documents

CORPORATE EMAIL SERVICE SETUP - extra.pramac… SETUP... · Doc. reference: Rev. File name: EMAIL SETUP GUIDE V1.9.doc Page 2 of 7 PRAMAC Group – Global ICT Services Introduction