Managing your email organizations

You can set up as many mailboxes as your Hosted Exchange Email plan allows. You can set up mailboxes in multiple organizations using the same Hosted Exchange Email plan. However, each organization must have its own domain. Organizations may have more than one domain, but domains cannot be used by more than one organization.

Adding Mailboxes

You can add mailboxes to your organizations, up to the total number of mailboxes allowed for your plan. The same email address cannot be added to multiple organizations.

To Add a Mailbox

  1. Open the folder of the Organization for which you want to add a mailbox.
  2. Open the Mailboxes folder.
  3. Above your list of Email Addresses, click Add Mailbox.
  4. On the Select Organization page:
    1. From the Select an Organization list, select the organization in which you want to add the mailbox.
    2. From the Plan list, select the Hosted Exchange Email plan from which you want to create the mailbox.
    3. Click Next.
  5. On the Configure Mailbox page:
    1. Enter a User name for the address, and select a domain from the Domain list.
    2. Enter and confirm a password for the email address.
    3. Indicate how much disk space you want to allocate to the mailbox.
    4. Click Next.
  6. On the Confirm Configuration page:
    1. Verify the organization and plan you selected are correct.
    2. Verify the email address and mailbox information you entered is correct.
  7. Click Finish.

Editing Email Addresses and Mailboxes

If necessary, you can change an email address by changing the user name or the domain associated with the mailbox. You can also update the settings for the mailbox.

To Edit an Email Address or Mailbox Settings

  1. Open the folder of the Organization that contains the email address or mailbox you want to modify.
  2. Open the Mailboxes folder.
  3. In your list of Email Addresses, select the email address that you want to modify, and then click the Edit icon.
  4. (Optional) To change the email address, in the Edit Mailbox section, you can change the User Name or Domain.
  5. (Optional) To change the amount of disk space you want to allocate to the mailbox, specify the new amount in the Space for this Mailbox field.
  6. Click OK.

Resetting the Password for Email Addresses

If a user loses their password or if the security of their password is compromised, you can reset their password for them.

To Reset an Email Address Password

  1. Open the folder of the Organization that contains the email address for which you want to reset the password.
  2. Open the Mailboxes folder.
  3. In your list of Email Addresses, select the email address for which you want to reset the password, and then click the Reset Password icon.
  4. In the New Password field, enter the new password.
  5. Click OK.

Deleting Mailboxes

If you delete a mailbox, that email address is removed from all distribution lists, etc. on which it is included.

WARNING: If you delete a mailbox, we might not be able to retrieve its information from our servers.

To Delete a Mailbox

  1. Open the folder of the Organization that contains the mailbox you want to delete.
  2. Open the Mailboxes folder.
  3. In your list of Email Addresses, click the Delete icon for the email address you want to remove.
  4. In the Confirm Delete section, select Delete selected Mailbox(es).
  5. Click OK to verify you want to delete the email address and its mailbox.

Creating Organizations

Hosted Exchange Email helps you to organize and manage your users by letting you create organizations in which you can group your users and allow them to collaborate. For example, you might have one organization that consists of the members of your sales force. You may have another organization that consists of all of your Division Managers.

You can create as many organizations as you need, provided you have mailboxes and disk space available for your Hosted Exchange Email account.

To Add an Organization

  1. On the Hosted Exchange Email Manager Home page, at the top of the Organizations menu click Create Organization.
  2. On the Organization Settings page, in the Name field, enter a name for the new organization.
  3. Click Save.

Adding a Domain to Your Organization

Your organization can use multiple domains. If your domain is in a different shopper account than your Hosted Exchange Email account, you will need to modify the DNS settings.

To Add a Domain to Your Organization

  1. On the left, in the Organizations list, expand the Organization you want to work with and click Domains.
  2. Click Add Domain and do one of the following:
    • Click Add a domain in this account and then select a domain from the drop down list.
    • Click Add a domain Not in this account and then enter a domain in the field.
  3. (Optional) If you selected a domain in this same account, and you want us to update your MX Record for you, click Update MX Record.

    NOTE: If you are using a domain name not registered with us, or registered in a different shopper account, you need to update your DNS. For more information, see Updating DNS records.

  4. (Optional) If you selected a domain in this same account, and you want to update your CNAME Records, click Update DNS. This creates your Outlook Web Access URL as well as your Outlook Autodiscovery URL.

    If you are using a domain name not registered with us, or registered in a different shopper account, you need to update your DNS. For more information, see Updating DNS records.

  5. Click OK.
  6. Click Save.

Viewing and Editing Organizations

You can view the details and change the name of your organization from your Hosted Exchange Email Control Center.

To Edit the Name of an Organization

  1. Select the Organization you want to edit.
  2. Click Rename.
  3. In the Name field, delete the current name and enter a new name for the organization.
  4. Click OK.

Deleting Organizations

You can delete an organization at any time. If you delete an organization, the email addresses, email forwards, SharePoint sites, contacts, and distribution lists, etc. that were created under that organization are also deleted.

WARNING: If you delete an Organization, we cannot retrieve its information from our servers.

To Delete an Organization

  1. From the Organizations list, select the organization that you want to delete.
  2. Verify that the organization you want to delete displays in the Organization Settings area. Then, click Delete.
  3. In the Delete Organization window, click OK to verify you want to delete the selected organization and all email addresses, email forwards, SharePoint sites, contacts, and distribution lists associated with it.

Changing Your Email Display Name

You can change the "From" name that displays to recipients when you send email in the Hosted Exchange Email control panel.

To Change Your Email Display Name

  1. Open the folder of the Organization that contains the email address or mailbox you want to modify.
  2. Open the Mailboxes folder.
  3. In your list of Email Addresses, select the email address that you want to modify, and then click Contact Info.
  4. Enter your contact information, and then click OK. Your First Name and Last Name are your display name.

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