E-mail

Change Hosted Mail Mailbox Password

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Change Hosted Exchange Mailbox Password

  1. Access Outlook Web at https://ex.mail.ovh.ca

  2. After succesful logon, click on the icon on the top right-hand corner.

  3. On the resultant menu, click on Options (Figure 1).

Figure 1

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  1. In the Options page, click on General --> My Account --> Change your password (Figure 2).

Figure 2

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  1. In the Change password page, enter your current password in the Current password field, enter the new password in the New password field, re-type the new password in the Confirm new password field and click the Save button (Figure 3).

Important: Your password must be at least 8 characters, it must contain at least 1 number and 1 special character.

Figure 3

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Create Signature in Hosted Mail Webmail

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Enter your custom signature in the Signature section and then click the OK button at the bottom of the page (Figure 3):

Figure 3

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Opening an Encrypted PDF Email in the Secure Email Portal

Introduction

When you receive an Encrypted PDF email, the email has a Password Protected PDF file attached to it. The actual encrypted content is contained inside the attached PDF file. In order to open the attached PDF and read the encrypted content, a password for that PDF file must first be generated in the Secure Email Portal and then pasted in your favorite PDF reader when prompted for the password.

It's important to understand that in order to generate the password to the attached PDF file, you must first successfully authenticate to the Secure Email Portal.

If this is the first time receiving and Encrypted PDF Email, please follow the instructions in the section titled "Opening an Encrypted PDF Email for the First Time" which will guide you through creating a Secure Email Portal password and then generating the password to open the attached PDF file.

If this is NOT the first time opening an Encrypted PDF Email, please follow the instructions in the section titled "Opening an Encrypted PDF Email" which will guide you through authenticating to the Secure Email Portal with a previously set Secure Email Portal password and then generating the password to open the attached PDF file.

Opening an Encrypted PDF Email for the First Time

When opening an Encrypted PDF Email for the first time, you must first create a Secure Email Portal password and then generate the password to actually open the Encrypted PDF that's attached to the email.

  1. Once you receive the Encrypted PDF Email, locate and click on the link below Step 1 on the email body under the section "Click the link below. You will be directed to our secure email portal." (Figure 1).

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  1. After creating a password, the system will automatically authenticate you and direct you to the Generate one time passowrd for the encrypted PDF page. Click on the Generate password button on the bottom of the page (Figure 3).

Figure 3

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  1. After you click the Generate password button, the system will create a new pop-up window with a new password. Select the entire password and copy to your computer's clipboard by either clicking the CTRL and the C keys on your keyboard or right-clicking and selecting Copy (Figure 4).

Figure 4

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  1. Next, go back to the received Encrypted PDF email and open the attached PDF file with your favorite PDF Reader (Adobe Reader, Foxit Reader etc.). You will be prompted for a password to open the PDF file. Paste the password you copied from Step 4 into the password fild and click OK (Figure 5).

Figure 5

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  1. If you pasted the correct password in Step 5, the encrypted message contents will be displayed in the PDF document (Figure 6).

Figure 6

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  1. If you wish to reply to the sender of the email, click on the button on the top right. You will be directed to the Secure Email Portal to the Compose a reply message page where you will be able to reply as well as add any attachments (Figure 7).

Figure 7

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Opening an Encrypted PDF Email

When opening an Encrypted PDF Email, you must first authenticate to the Secure Email Portal with a password you previously set and then generate the password to actually open the Encrypted PDF that's attached to the email.

  1. Once you receive the Encrypted PDF Email, locate and click on the link below Step 1 on the email body under the section "Click the link below. You will be directed to our secure email portal." (Figure 8).

Figure 8

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Figure 9

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  1. After succesfully authenticating to the Secure Email Portal, the system will automatically direct you to the Generate one time passowrd for the encrypted PDF page. Click on the Generate password button on the bottom of the page (Figure 10).

Figure 10

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  1. After you click the Generate password button, the system will create a new pop-up window with a new password. Select the entire password and copy to your computer's clipboard by either clicking the CTRL and the C keys on your keyboard or right-clicking and selecting Copy (Figure 11).

Figure 11

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  1. Next, go back to the received Encrypted PDF email and open the attached PDF file with your favorite PDF Reader (Adobe Reader, Foxit Reader etc.). You will be prompted for a password to open the PDF file. Paste the password you copied from Step 4 into the password fild and click OK (Figure 12).

Figure 12

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  1. If you pasted the correct password in Step 5, the encrypted message contents will be displayed in the PDF document (Figure 13).

Figure 13

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  1. If you wish to reply to the sender of the email, click on the button on the top right. You will be directed to the Secure Email Portal to the Compose a reply message page where you will be able to reply as well as add any attachments (Figure 14).

Figure 14

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How to send/receive encrypted email from Microsoft Outlook

Guide has been updated for Outlook for Office 365/Outlook 2019

Introduction

This guide will help you with configuring Outlook to send encrypted e-mail using S/MIME.

For the purposes of this guide, an external user is someone who has their email hosted outside the domain and control of the Hermes Secure Email Gateway. For example, an external user would have their email hosted with an email service like Gmail, yahoo etc. Typically, this external user has the need to send/receive encrypted email with an internal user i.e. someone who is inside the domain and consequently the control of the Hermes Secure Email Gateway.

Assumptions

This guide assumes you have already received an email with an attached .pfx file. A .pfx file is nothing more than a password protected certificate that you have to install into your Outlook email client. In order to install the certificate, you must have the password which should had been given to you separately.

Instructions

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On the More choices list of certificates, select the certificate with your e-mail address, ensuring the Valid From field has an end date in the future and then click on the OK button (Figure 15). It's possible you have more than one certificate installed in your machine, so you must ensure you select the correct certificate. If you are unsure, ask your for help with your IT department.

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Next, back in the Trust Center window, click the OK button to return back to Outlook (Figure 17).

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How to Create a Spam Report Button in Outlook

E-mail Spam Definition

"Spam is any kind of unwanted, unsolicited digital communication, often an email, that gets sent out in bulk." 

The main takeaway from the definition above is the word "unsolicited". This means that any bulk e-mail that you receive from an entity that you have signed up with and have given them your e-mail address is generally not considered Spam. In those cases, simply unsubscribing from their e-mail lists/newsletters usually stops the e-mails. 

Introduction

When you receive an e-mail that you believe should had been quarantined or marked as [SUSPECTED SPAM], you can typically forward that e-mail as an attachment to our team at spam@deeztek.com. This usually involves selecting the e-mail in question, clicking on More in the Respond Outlook ribbon toolbar, selecting Forward as Attachment (Figure 1) filling out the To field with spam@deeztek.com and clicking Send (Figure 2).

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While this is not very time consuming, you can simplify this process by creating a SPAM button in Outlook to speed up the process.

Create a Spam Report Button

In the Outlook Quick Steps ribbon toolbar, click on Create New (Figure 3).

Figure 3

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In the Edit Quick Step window, set the following:

Set the Name: field to SPAM - DEEZTEK (Figure 4).

Figure 4

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Click the Choose an Action drop-down and select Forward message as an attachment (Figure 5).

Figure 5

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In the To... field enter spam@deeztek.com (Figure 6).

Figure 6

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Click on Show Options, in the Subject: field enter [REPORT SPAM]: <subject> and check the Automatically send after 1 minute delay checkbox (Figure 7).

Figure 7

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Next, click on Add Action button and in the Choose an Action drop-down select the Delete message action (Figure 8).

Figure 8

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Finally, click the Finish button (Figure 9).

Figure 9

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The button you just created will be visible in the Quick Steps ribbon toolbar in your Outlook window (Figure 10)

Figure 10

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How to Create a Not Spam Report Button in Outlook

Introduction

When you receive an e-mail that you believe should not had been marked as [SUSPECTED SPAM], you can typically forward that e-mail as an attachment to our team to ham@deeztek.com. This usually involves selecting the e-mail in question, clicking on More in the Respond Outlook ribbon toolbar, selecting Forward as Attachment (Figure 1) filling out the To field with ham@deeztek.com and clicking Send (Figure 2).

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While this is not very time consuming, you can simplify this process by creating a NOT SPAM button in Outlook to speed up the process.

Create a Not Spam Report Button

In the Outlook Quick Steps ribbon toolbar, click on Create New (Figure 3).

Figure 3

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In the Edit Quick Step window, set the following:

Set the Name: field to NOT SPAM - DEEZTEK (Figure 4).

Figure 4

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Click the Choose an Action drop-down and select Forward message as an attachment (Figure 5).

Figure 5

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In the To... field enter ham@deeztek.com (Figure 6).

Figure 6

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Click on Show Options, in the Subject: field enter [REPORT HAM]: <subject> and check the Automatically send after 1 minute delay checkbox (Figure 7).

Figure 7

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Finally, click the Finish button (Figure 8).

Figure 8

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The button you just created will be visible in the Quick Steps ribbon toolbar in your Outlook window (Figure 10)

Figure 10

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How to create a rule to move [SUSPECTED SPAM] messages to Junk Folder

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Configure Outlook for Hosted Mail using ActiveSync

Outlook 2016 or higher from Office 365 on Windows

If you installed Outlook 2016, Outlook 2019 or Outlook for Office 365 from Office 365 (i.e. downloaded and installed from Office 365), please be advised that those versions of Outlook have an issue with autodiscover. Because of this, you must first disable the Simplified Account Creation wizard in order to setup  your mailbox with our Hosted Mail.

Disable Simplified Account Creation wizard

You can disable the Simplified Account Creation wizard by following the instructions outlined at the link below:

https://support.microsoft.com/en-us/topic/how-to-disable-simplified-account-creation-in-outlook-2016-outlook-2019-and-outlook-for-office-365-662bf4f8-c357-dbc8-53b3-ff8f445e8247

Alternatively, you can download and import the disable_simplified_account_creation_wizard.reg to your computer.

Configure Outlook

Start Outlook

If this is the first time starting Outlook, the Auto Account Setup window will automatically launch.

If this is NOT the fist time starting Outlook, click on File on the upper left-hand corner (Figure 1).

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Click on Account Settings, and then click Manage Profiles (Figure 2).

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In the Mail Setup window, click on Email Accounts... (Figure 3)

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In the Email Accounts window, click on New... (Figure 4).

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In the Auto Account Setup window, select Manual setup or additional server types  and click Next (Figure 5).

Figure 5

 

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On the Choose Your Account Type window, select Exchange ActiveSync and click Next (Figure 6).

Figure 6

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On the Server Settings window, fill out the all fields ensuring you set the Mail server field to mail.hosting.deeztek.com and click Next (Figure 7):

Figure 7

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If everything went well, you should see the following window indicating that Outlook connected successfully to our mail server. Click the Close button to continue (Figure 8).

Figure 8

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On the following window, click the Finish button (Figure 9).

Figure 9

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Configure Outlook for Hosted Mail using IMAP and CalDav Synchronizer

Outlook 2016 or higher from Office 365 on Windows

If you installed Outlook 2016Outlook 2019 or Outlook for Office 365 from Office 365 (i.e. downloaded and installed from Office 365), please be advised that those versions of Outlook have an issue with autodiscover. Because of this, you must first disable the Simplified Account Creation wizard in order to setup  your mailbox with our Hosted Mail.

Disable Simplified Account Creation wizard

You can disable the Simplified Account Creation wizard by following the instructions outlined at the link below:

https://support.microsoft.com/en-us/topic/how-to-disable-simplified-account-creation-in-outlook-2016-outlook-2019-and-outlook-for-office-365-662bf4f8-c357-dbc8-53b3-ff8f445e8247

Alternatively, you can download and import the disable_simplified_account_creation_wizard.reg to your computer.

Download and install the latest version of CalDav Synchronizer

Navigate to CalDav Synchronizer page at https://caldavsynchronizer.org/download-2/ and download the latest version of CalDav Synchronizer (As of the writing of this guide, the latest version was 4.0.0).

Extract the downloaded zip and then install CalDav synchronizer using the included setup.exe.

Configure Outlook

Start Outlook

If this is the first time starting Outlook, the Auto Account Setup window will automatically launch.

If this is NOT the fist time starting Outlook, click on File on the upper left-hand corner (Figure 1).

Figure 1

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Click on Account Settings, and then click Manage Profiles (Figure 2).

Figure 2

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In the Mail Setup window, click on Email Accounts... (Figure 3)

Figure 3

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In the Email Accounts window, click on New... (Figure 4).

Figure 4

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In the Auto Account Setup window, select Manual setup or additional server types  and click Next (Figure 5).

Figure 5

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On the Choose Your Account Type window, select POP or IMAP and click Next (Figure 6).

Figure 6

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On the POP and IMAP Account Settings window, fill out the all fields ensuring you set the the Account Type drop-down to IMAP, the Incoming mail server and the Outgoing mail server (SMTP) fields to mail.hosting.deeztek.com and click the More Settings ... button (Figure 7):

Figure 7

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On the Internet Email Settings window, click on the Outgoing Server tab, place a check mark on My ougoing server (SMTP) requires authentication and ensure Use same settings as my incoming mail server (Figure 8).

Figure 8

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Next, click on the Advanced tab, and in the Incoming server (IMAP) field enter 993, on the Use the following type of encrypted connection drop-down select SSL/TLS, on the Outgoing server (SMTP) field, enter 587, on the Use the following type of encrypted connection drop-down select STARTTLS and then click the OK button (Figure 9).

Figure 9

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Back on the POP and IMAP Account Settings window, click the Next button (Figure 10).

Figure 10

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Outlook will test the incoming mail server and attempt to send a test email message. If everything goes well, you should see the following Test Account Settings window with checkmarks for each successful test. Click the Close button (Figure 11).

Figure 11

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On the following window, click the Finish button (Figure 12).

Figure 12

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Configure CalDav Synchronizer

From the Outlook main window, click on CalDav Synchronizer from the top menu (Figure 13).

Figure 13

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Next, click on Synchronization Profiles button (Figure 14).

Figure 14

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In the CalDav Options window, click the image-1620640470840.png (Add multiple profies) button and in the Select Profile Type window, select Sogo and click OK (Figure 15).

Figure 15

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Back in the Options window under Server Settings section, place a checkbox on Use IMAP/POP3 account password (1) and then click the Get IMAP/POP3 account settings  button (2). It should automatically fill in the DAV URL, Username and Email address fields. Next, click on the Discover resources and assign to Outlook folders button (3) (Figure 16).

Figure 16

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In the Select Resource window, in the Calendars tab, click the image-1620641737725.png button to the right of the Personal Calendar (Figure 17).

Figure 17

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In the Select Folder window, click the New... button (Figure 18).

Figure 18

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In the Create New Folder window, under the Name field enter Calendar, under the Folder contains drop-down select Calendar Items ensure you have selected the correct e-mail account under the Select where to place the folder section and click the OK button (Figure 19).

Figure 19

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Back in the Select Folder window, you should have a new folder named Calendar (This computer only), select it and click the OK button (Figure 20).

Figure 20

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Back, in the Select Resource window, click the Address Books tab and click the image-1620641737725.png button to the right of the Personal Address Book (Figure 21).

Figure 21

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In the Select Folder window, click the New... button (Figure 22).

Figure 22

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In the Create New Folder window, under the Name field enter Contacts, under the Folder contains drop-down select Contact Items ensure you have selected the correct e-mail account under the Select where to place the folder section and click the OK button (Figure 23).

Figure 23

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Back in the Select Folder window, you should have a new folder named Contacts (This computer only), select it and click the OK button (Figure 24).

Figure 24

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Back, in the Select Resource window, click the OK button (Figure 25).

Figure 25

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Back in the Options window, select Sogo (Personal Calendar) on the left-hand pane and ensure you place a check mark on Synchronize items immediately after change on the right-hand pane (Figure 26).

Figure 26

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Next, select Sogo (Personal Address Book) on the left-hand pane and ensure you place a check mark on Synchronize items immediately after change on the right-hand pane and click the OK button (Figure 27).

Figure 27

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Configure Thunderbird for Hosted Mail

This guide assumes you are configuring Thunderbird for the first time. 

In the Set Up Your Existing Email Address window, enter your full name in the Your name field, your e-mail address in the Email address field and your password in the Password field, ensure Remember password is checked and click the Configure manually.. button (Figure 1).

Figure 1

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Under the INCOMING, in the Protocol drop-down, ensure IMAP is selected, in the Server field enter mail.hosting.deeztek.com, in the Port drop-down ensure 993 is selected, in the SSL drop-down ensure SSL/TLS is selected, in the Authentication drop-down ensure Normal password is selected. 

Under the OUTGOING section, in the Port drop-down ensure 587 is selected, in the SSL drop-down ensure STARTTLS is selected, in the Authentication drop-down ensure Normal password is selected and click the Re-test button. (Figure 2).

Figure 2

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If you entered the correct settings above, Thunderbird will attempt to probe the mail server and upon success will output The following settings were found by probing the given server. Click the Done button (Figure 2).

Figure 2

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From the main Thunderbird window, right-click to the right of the Quick Filter icon and on the resultant menu, select Menu Bar (Figure 3).

Figure 3

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Thunderbird should now have a top menu bar (Figure 4).

Figure 4

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From the top menu bar, click on Tools --> Add-ons (Figure 4).

Figure 4

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In the Add-ons Manager, ensure Extensions is selected on the left-hand pane and in the Find more add-ons search field, enter tbsync and click theimage-1620679393013.pngicon to perform the search (Figure 5).

Figure 5

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In the Search Results for "tbsync" window, click on the Add to Thunderbird button to the right of TbSync (Figure 6).

Figure 6

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In the Add TbSync? confirmation window on the top-right, click the Add button (Figure 7).

Figure 7

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Back the Search Results for "tbsync" window, scroll down the results and locate Provider for CalDAV & CardDAV and click on the Add to Thunderbird button to the right of Provider for CalDAV & CardDAV (Figure 8).

Figure 8

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In the Add Provider for CalDAV & CardDAV? confirmation window on the top-right, click the Add button (Figure 9).

Figure 9

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Next, click on Tools --> Synchronization Settings (TbSync) (Figure 10).

Figure 10

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In the TbSync account manager window, click on the Account actions --> Add new account --> CalDAV & CardDAV (Figure 11).

Figure 11

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In the Select a server profile window, select Automatic Configuration and click the Next button (Figure 12).

Figure 12

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In the Enter account information window, enter a friendly name in the Account name field, your e-mail address in the User name field, your password in the Password field and clickl the Next button (Figure 13).

Figure 13

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In the Confirm account creation window, click the Finish button (Figure 14).

Figure 14

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Back in the TbSync account manager window, place a check mark on Enable and synchronize this account (1), under Available resources, place a checkmark on GAL, Personal Address Book, Personal Calendar (2), set the Periodic synchronization (in minutes) to 5 minutes (3) and click the Synchronize now (4) button (Figure 15).

Figure 15

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If everything goes well, you should get an OK under Status. Then you can close the TbSync account manager window (Figure 16).

Figure 16

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Disable All Junk Filtering in Thunderbird

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Configure iPhone for Hosted Mail

Navigate to the "Settings" application and select "Mail" as pictured:

 

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From the "Mail" options select "Accounts" as pictured:

 

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Select the "Add Account" option:

 

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Select the "Microsoft Exchange" option:

 

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Input your account email address and a friendly description (this can be anything like like to help you remember the purpose of this account), when finished select "Next":

 

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Select the "Configure Manually" option when prompted:

 

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Confirm your account email address and description then input your account password into the appropriate field. When finished select "Next."

 

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If you receive the below warning please select "Continue."

 

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Input the address as shown in the "Server" field and verify that other account details are correct as configured so far, if the "Password" field is blank you will need to input your password again. We finished select "Next":

 

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Move the sliders to on or off for each item your would like to synchronize for this mail account. When finished select "Save" and your account setup is complete:

 

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Configure Samsung Android Phone for Hosted Mail

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Enable Automatic E-mail Check and Desktop Notifications

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Deeztek Hosted Mail DNS entries

The following entries must be set in customer's domain DNS records in order for Hosted Mail to function correctly. The name domain_tld refers to the customer domain but instead of a . (dot) to separate the Top Level domain (TLD), substitute with a _ (underscore). For example, if domain is mycompany.com then the entry should be mycompany_com.

Name Type Priority Weight Port TTL Value
autodiscover CNAME       60 mail.hosting.deeztek.com
autoconfig CNAME       60 mail.hosting.deeztek.com
mail._domainkey CNAME       60 dkim_domain_tld.hosting.deeztek.com
@ MX       60 smtp.deeztek.com
_imap._tcp SRV 0 0 143 60 mail.hosting.deeztek.com
_imaps._tcp SRV 0 0 993 60 mail.hosting.deeztek.com
_pop3._tcp SRV 0 0 110 60 mail.hosting.deeztek.com
_pop3s._tcp SRV 0 0 995 60 mail.hosting.deeztek.com
_submission._tcp SRV 0 0 587 60 mail.hosting.deeztek.com
_smtps._tcp SRV 0 0 465 60 mail.hosting.deeztek.com
_sieve._tcp SRV 0 0 4190 60 mail.hosting.deeztek.com
_autodiscover._tcp SRV 0 0 443 60 mail.hosting.deeztek.com
_carddavs._tcp SRV 0 0 443 60 mail.hosting.deeztek.com
_caldavs._tcp SRV 0 0 443 60 mail.hosting.deeztek.com
_carddavs._tcp TXT       60 "path=/SOGo/dav/"
_caldavs._tcp TXT       60 "path=/SOGo/dav/"
@ TXT       60 "v=spf1 mx a a:smtp.deeztek.com ~all"
_dmarc TXT       60 "v=DMARC1; p=quarantine; rua=mailto:dmarc-domain_tld@deeztek.com; ruf=mailto:postmaster@deeztek.com; fo=0; adkim=r; aspf=r; pct=100; rf=afrf; ri=86400"

Connect Google Calendar to Hosted Mail

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