Frequently Asked Questions
1. I have seen all the instructions on your website. How much of this do I have to do myself?
a. The majority of set up is done for you but there are a couple of things you need to do. They include downloading and filling out the spread sheet of all the mailboxes you would like us to set up. The information on how to download and fill out the spread sheet can be found on this page.
b. The only other thing you need to do is to set up your client software, for example Outlook 2010 on the pc or Outlook 2011 on the Mac. You just need to look through the instructions we have on the site. It should take no more that ten minutes of work. If you run into trouble we are here to help. We have remote control technology which allows us (with your permission) to look at your screen and help you through the process.
2. Do Many people use this facility?
a. This facility is one of the largest in the world and is the recognized as one of Microsoft’s fastest growing hosting partners. In fact over 2,500 users are added on to this platform each month.
b. There are over 20,000 businesses who use this system each day who are located in over 80 different countries.
3. How reliable and secure is this facility?
a. The facility is run by qualified Microsoft Certified System Engineers. In addition to being one of Microsoft’s Gold Certified Partners they are also a BlackBerry Alliance Partner.
b. Every critical component of the infrastructure has its own redundant counterpart.
c. The network is hosted within a Global Tier 4 data centre and is monitored 24/7 by certified technicians and engineers.
d. A tier-4 data centre is the most robust and costly data centre you can have. It is equipped with redundant systems for power and cooling, with multiple distribution paths that are active and fault tolerant. Furthermore, access is controlled with biometric readers and single-person entryways and gaseous fire suppression. The cabling infrastructure has a redundant backbone, and the facility can permit very little hours of downtime per year.
e. The facility has been audited by Deloitte and complies with SAS 70 Type 1. This certification states that the facility has implemented standard controls to manage the business and delivery of services to customers
f. Finally the facility is compliant with the strictest industry standards providing a turnkey message and supervisory solution for compliance with such regulations as the Sarbanes-Oxley Act and HIPAA.
4. I am worried about my emails being lost. How do I back it all up?
a. The system is maintained by professional backup administrators – 24 hours a day, 7 days a week, 365 days a year. Clients are protected against risks associated with system changes, catastrophic server failures, and other controlled or uncontrolled events.
b. Secondly you will automatically have a backup because all your email will be synchronised on to your computer. In fact you can have it on more than one computer if you like. You could do what I do and have a desktop computer and a Netbook both with outlook installed and have your email automatically synchronised on to both machines simultaneously.
c. If you are really anxious then you may want to consider the email archiving solution. This costs a small amount extra per mailbox per month but all your emails are stored in a separate fully indexed system which you can search at any time.
5. How long does the process take and will I loose any emails in the change over?
a. The change over is seamless. You will continue to receive your email using your current method up until the time when the DNS changes take effect. From that moment on your email will go to the new mailbox. Because you can run the two systems in parallel you will have zero downtime.
6. What about my old emails? Will I be able to keep these?
a. Sure, once your new mailbox has been established on to your mail client (e.g. Outlook) you will be able to copy your old email to the new mailbox.
7. What about my old emails? Will I be able to keep these?
All your old emails can be converted across. In fact all you need to do is save your current emails to a PST file and then once your new email facility is set up just copy it back in. All your old emails will automatically be uploaded into the new account
8. How easy is it to add new people to the system?
a. You can purchase more users at any time – They will be set up within a 24 hour period.
b. You can also pre-purchase additional mailboxes so that they can be available to allocate to new people at a moments notice.
9. Do I have to sign up to any long term contracts?
a. No, you are only responsible for one month at a time. If at any time you feel that this service is no longer for you, just advise us and we will stop billing your account. You will already have all your data because it will be synchronised on to your computers.
10. I would like to set up email addresses where mail sent to these addresses gets diverted to one or more people. Is this possible and how much does it cost?
a. These are called Distribution Groups. For example you could set up email@example.com or firstname.lastname@example.org. You can have email sent to each of these sent to one or more mailboxes.
b. The good news is that you can have as many of these as you like and it costs you no more. You could for example have one mailbox for which you would pay $11.97 per month and ten distribution groups each with different email addresses which you could advertise. It would still only cost you $11.97 per month as there is no charge for the distribution groups.
11. Is it possible for people in my organisation to see my calendar?
a. Yes it is – With Outlook 2007, Outlook 2010 and Outlook 2011 (Mac) you have the ability to delegate access to other people in your organisation. This is available for your Calendar, your tasks, your contacts, notes, journal and of course your email.
b. There are four levels of security – None, Editor (can read, create and modify items), Author (can read and create items) and Reviewer (read only). You can for instance give one of your work associates read only access to your Calendar but no access to anything else.
12. My mailbox is currently hosted at Gmail. Is it possible to transfer that to a Hosted Exchange Facility?
a. Unfortunately the answer to this question is no. The same applies to Hotmail and any other of the “free” email facilities.
b. Some of these mailboxes do have the facility to forward mail to another mailbox. In this case you could set up a hosted exchange facility using your own domain and forward the email to that mailbox.
13. Do I need a domain name to get started with this facility?
a. Yes you do. If you don’t have one I suggest you get one at http://domains.austlink.net
b. Your domain should be reflective of your business name or reflect one of the things that you do.
14. How Many Domains can I attach to my mailbox?
a. With this facility you can attach an unlimited amount of domains to your mailbox without any further charge.
b. If for example you have two domains configured, everybody in your organization can have two email addresses. e.g. email@example.com and firstname.lastname@example.org.
15. I have heard that I may need DNS hosting for my domain. Is this correct and what is it anyway?
a. The easiest way to explain DNS is to compare it to the telephone book or White Pages. Say you are a business and have an extended listing which lists out your main phone number, your fax and your mobile number. Well the same functionality exists for your domain. We can configure records to point to different parts of the Internet. The internet runs on IP addresses. You can compare these directly to phone numbers that your individual directory listing points to. When you want to find someone’s number all you need to do is look up their name and you can easily read the number you want. The only difference with DNS is that the number that it returns is the IP address of the server that is hosting the service (e.g. email or webpage) for that client.
b. There is a small chance that you may need DNS hosting for your domain. Most likely your domain is already hosted on a DNS server somewhere. It will be if you have a website attached to it.
c. If your domain is new and you need the DNS to be hosted, we provide a fully managed DNS hosting facility for $4.50 per domain per month