You are looking for exchange functionality but have only got between 1 and 15 users, want to give more than one person access to enquiry and sales emails without having to contend with ISP’s hard wired IMAP connection limits.
With Office 365 you get that functionality built in through the use of distribution groups, distribution groups are in essence an email address such as email@example.com that delivers any mail sent to it to as many individual or indeed other distribution groups as you have. On top of that you get all the other features such as sharepoint online, access the lync online to setup online meetings, not to mention being able to use office professional plus anywhere in the world with a broadband connection.
Anyway to business, you have gotten your office 365 P1 licenses and now need to get your stuff transferred across. For clarity this guide is for business’s that meet the following criteria:
Have between 1 and 15 users
Have no on-site Active directory domain
currently use a hosted Pop3 or imap email service
one thing you should note is that the P1 version of the service requires that if you already have your own Internet domain name and do not intent to use the *.onmicrosoft.com domain, you have to fully re-delegate the domain rather than just re-point mx records to your new email server.
Step 1 – pick your time
make sure you pick your moment, fully re-delegating a domain can take from 15 minutes up-to 72 hours so don’t book an it engineer to come and change your outlook email account until you know it has transferred or you will have an expensive coffee drinker kicking his heels.
i would also recommend starting the delegation process on a friday evening, this will minimise any disruption.
Step 2 – Redelegate that domain
Log in to your Office 365 portal at https://portal.microsoftonline.com and input your username and password
Click the Admin section at the top of the page
Then select domains, and click on add domain
type your domain name, in my case it was access-it-systems.co.uk and click ok
Follow the instructions, the first thing you have to do is verify your domain on office 365
This requires you to add a dns TXT record to your isp’s advanced dns section
this is normally contained where you created your email addresses, or in Zens case in the customer portal.
Once you have added this record it can take between 15 minutes and 72 hours to successfully verify your domain.
Once you have verified you can then create users with your domain name, but you wont yet be getting email into them yet
It would be a good idea here to write down the name server addresses office 365 gives you as you will need these later
Next you need log into your isp’s control panel that gives you access to your dns settings for your domain
I use fasthosts, log in click on registered domains, then your domain and click on name servers
replace NS1, and NS2 with the addresses provided by microsoft in the domain setup wizard
Please note that as soon as you change your name servers, your pop3 or imap email will stop working, plus any websites you have hosted will experience issues and in some cases not work at all once the name server change has propagated across the internet.
Step 3 – Wait for it
First you need to create a new A record in your Office 365 domain dns manager, host name would be www.company.com and Ip address would be the ip of the server that hosts your website, this ensures that once the name server has changed over there are no problems connecting to the website
Use the site www.mxtoolbox.com and type your domain name in the NS search, keep doing this until you see that your name servers have changed over
Now you need to make sure there is a cname record entered for autodiscover.company.com—-autodiscover.outlook.com
Once you have followed the above instructions you are now ready to connect your outlook clients to office 365 but we will cover that in the next post
If your interested in Office 365 P1 for only £4 per month per user then contact 0845 528 0773 or check out our website www.access-it-systems.co.uk