Installation & User’s Guide Plug-&-forget Messaging Solution for Microsoft Outlook and Office Users
Copyright 2000 Castelle. All rights reserved. OfficeDirect Messaging Server User’s Guide 2.0 61-1207-001 rev. A Castelle is a registered trademark of Castelle. Microsoft, Windows, and Outlook are registered trademarks of Microsoft, Inc. Windows 98/2000/NT are registered trademarks of Microsoft, Inc. All other product names or name brands are trademarks of their holders. This material is protected by international copyright laws. Reproduction is prohibited without permission.
• • • The network topology (e.g., Ethernet or Token Ring). The name and version numbers of the email system and clients you are using. A description of the problem or its symptoms. FCC Statement This device complies with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. Operation is subject to the following two conditions: • • This device may not cause harmful interference.
Contents 1.
Unaddressed and Incoming Faxes__________________________________ Manual Routing _____________________________________________ Automatic Routing ___________________________________________ Users ________________________________________________________ Adding Users _______________________________________________ Sharing Client PCs – Adding Users Manually ______________________ Privilege Levels _____________________________________________ Upgrading User Privileges _____________________________________ ODMS Fa
Chapter 1 The Messaging Server Fax and email. Castelle’s OfficeDirect Messaging Server.100 integrates two of your company’s most powerful communication tools into one unified messaging solution. Created specifically for the growing business, the Messaging Server provides a simplified, cost-effective way to outfit an existing small LAN with some of the more valuable email and fax features of a large enterprise network.
M ESSAGING S ERVER U SER ’ S G UIDE B EFORE YOU B EGIN Before beginning the setup, confirm the hardware and services you’ll need are in place, make sure you understand the Messaging Server’s modes of operation, and contact your Internet Service Provider to review the Mail Delivery Options detailed on page 9. H ARDWARE AND S ERVICES These services and hardware must be in place prior to setup.
B EFORE YOU B EGIN M AIL D ELIVERY O PTIONS The OfficeDirect Messaging Server supports both Simple Mail Transfer Protocol (SMTP) and Post Office Protocol (POP3), two standard protocols your Internet Service Provider (ISP) uses to transport, store, and route email. The Messaging Server sends all Internet email via SMTP, but may retrieve email using either SMTP or POP3. During setup, you’ll select either SMTP or POP3 as the delivery mode for mail retrieval.
M ESSAGING S ERVER U SER ’ S G UIDE M AIL D ELIVERY M ETHOD 1: POP3 S ETUP I NFORMATION S HEET The Messaging Server setup using the POP 3 delivery method will require the following information.
B EFORE YOU B EGIN SMTP – Mail Delivery Method 2 Simple Mail Transfer Protocol is a TCP/IP protocol used to send, route, and receive email. Using the Messaging Server’s SMTP mail delivery method requires your ISP to redirect all incoming Internet email to the Messaging Server. Email is stored on your Messaging Server, rather than on the ISP’s POP3 mail server. For email to be re-routed to the Messaging Server, your ISP will need to modify their Mail Exchange (MX) record.
M ESSAGING S ERVER U SER ’ S G UIDE M AIL D ELIVERY M ETHOD 2: SMTP S ETUP I NFORMATION S HEET The SMTP delivery method will require the following information.
B EFORE YOU B EGIN Network Configuration Scenarios The mail delivery method you choose will be determined, in part, by the Internet access and equipment your network uses to connect to your ISP. Your network’s internet access – DSL or dial-up, ISDN or T1 – and the associated equipment also determine the steps you’ll take to configure the Messaging Server for your network.
M ESSAGING S ERVER U SER ’ S G UIDE Dialup Access with an ISDN or Analog Router Another common Internet access scenario is the use of an analog router (a WebRamo 200i, for example) and dialup connection. Less common, but still in the analog category, is an ISDN connection using an ISDN terminal adapter. Any kind of Internet access using an analog connection requires that the Messaging Server operate in POP3 mail delivery mode.
B EFORE YOU B EGIN P ACKAGE C ONTENTS The OfficeDirect Messaging Server package contains: • • • • • one OfficeDirect Messaging Server unit a setup CD-ROM, containing this manual in PDF format, OfficeDirect Messaging and Storage Server setup utilities, and a flash utility for future firmware and software upgrades.
M ESSAGING S ERVER U SER ’ S G UIDE Rear Panel Messaging Server Rear Panel Components Fax Line 1 Connect your fax line here. LPT1 Connect a printer for incoming faxes and the Messaging Server’s diagnostic printouts here. 10/100 BaseT Network Connector Attach your hub/router here. 9 Volt DC Power Connector Plug the power adapter in here. A TTACHING THE M ESSAGING S ERVER TO YOUR N ETWORK 1. Record serial number.
Chapter 2 The Setup O N A L OCAL W INDOWS M ACHINE Install OfficeDirect Messaging Server and Administrative Client software on machines running: • • • Windows 98/2000 NT 4.x, server or workstation 2000 server or Professional Edition S YSTEM R EQUIREMENTS The Windows machine acting as master file server, storing the Messaging Server’s system, email and fax files, must have: • • • • N OTE : at least 100MB of free disk space. an Ethernet card. TCP/IP installed and enabled.
M ESSAGING S ERVER U SER ’ S G UIDE The machine used as the Messaging Server’s master file server should also be: • • able to stay powered on at all times to allow the Messaging Server to send and receive fax and email messages. configured with a static IP address. The client machines using the Messaging Server to send email and fax messages require TCP/IP and an Ethernet card installed, and must have Microsoft Outlook 97, 98 or 2000 installed and configured: • as the default mail application.
I NSTALLING THE S OFTWARE B EFORE I NSTALLING • • • • allocate an IP address for the Messaging Server’s use. A static IP address is recommended if the Messaging Server will be operating in POP mail delivery mode, and required for the Messaging Server to operate in SMTP mail delivery mode. make sure all of the information described in either the ”Mail Delivery Method 1: POP3 Setup Information Sheet’ on page 10 or the ”Mail Delivery Method 2: SMTP Setup Information Sheet’ on page 12 is easily accessible.
M ESSAGING S ERVER U SER ’ S G UIDE setup does not launch automatically, select Start > Run, then type CD-Drive-Letter:\AutoRun.exe and click OK. If, for example, your computer’s CD drive is drive D, you’d type D:\AutoRun.exe. Castelle OfficeDirect Messaging Server Setup 3. Click the Install ODMS Server button to begin. Setup will then prepare the InstallShield® Wizard to guide you through the rest of the installation. 4. The Welcome screen directs you to close all open Windows programs.
I NSTALLING THE S OFTWARE 5. The Internet Connection screen asks you to choose whether your company will use the Messaging Server for Internet email, or for internal company email only. Select the appropriate radio button, then click Next >. Internet Connection N OTE : If you select No ISP required, skip to step 7, then 14. 6. The Connection Type screen confirms that your company does have an existing ISP account. Choose the method you use to connect to your ISP, then click Next > to continue.
M ESSAGING S ERVER U SER ’ S G UIDE 7. The Company Domain Name screen requires your company’s domain. Enter the name, then click Next >. Company Domain Name 8. This Please wait! interim window appears while setup identifies your network’s default gateway/internet router. 9. The Router Identification requires you to confirm that the Internet Router/Gateway IP address detected is correct. Click Next> to confirm. To change the IP address shown, select the Yes, I want. . .radio button, and click Next>.
I NSTALLING THE S OFTWARE 10. The Default Gateway is a conditional window, only appearing if you selected the Yes. . . radio button in step 9, or if setup cannot detect your Internet Router/Default Gateway IP address. Enter your router’s TCP/IP address. Default Gateway 11. The DNS window is conditional, only appearing if setup cannot successfully detect the ISP’s DNS IP address for your network. Enter the IP addresses of your ISP’s primary and secondary Domain Name Servers, then click Next >.
M ESSAGING S ERVER U SER ’ S G UIDE 12. The Connection Test window allows you to test all aspects of your Messaging Server’s internet connectivity. Click Test. (WebRamp 200i users: this router requires more time to connect to your ISP than setup allows. Click the Test button a few times in a row to give the 200i time to form an Internet connection.) Running the connection test is highly recommended. Connection Test 13.
I NSTALLING THE S OFTWARE 14. The Unit Serial Number dialog box requires the Messaging Server’s serial number, located on the underside of the unit. Enter the serial number, then click Next >. Unit Serial Number 15. The Network Storage screen allows you to select either the machine you are working on, or Castelle’s OfficeDirect Storage Server for the Messaging Server installation.
M ESSAGING S ERVER U SER ’ S G UIDE S TORAGE S ERVER I NSTALLATION 16. This Please Wait! screen is conditional, only appearing if you selected the Install on Storage Server radio button. Please Wait 17. This Please wait! interim window appears while setup determines whether or not the Messaging Server has been assigned a TCP/IP address. Please Wait 18. The ODMS TCP/IP Address requires you to enter a unique TCP/IP address for the Messaging Server.
I NSTALLING THE S OFTWARE 19. This Please Wait! screen appears while setup creates a Castelle directory (share) on the Storage Server. This new Castelle share will be created with the user name from your current Windows NT/98 session, and “castelle” as the the password. If there is an existing Storage Server account with the same user name as the as your current Windows 98/NT session’s, setup will assign a new password of “castelle” to the Storage Server account also. 20.
M ESSAGING S ERVER U SER ’ S G UIDE 21. The ODSS Settings Verification window gives you an opportunity to review your settings prior to copying the program files. Please verify that the settings selected are correct, then click Next > to begin copying files. Setup will now copy the required files into the Storage Server’s new Castelle share. Once the files are copied, move to step 28. ODSS Settings Verification L OCAL M ACHINE I NSTALLATION 22.
I NSTALLING THE S OFTWARE 23. This Please wait! interim window may appear momentarily. 24. The ODMS TCP/IP Address requires you to enter a unique TCP/IP address for the Messaging Server. A static IP address is recommended for the Messaging Server to operate in POP3 mode, and required for the Messaging Server to operate in SMTP mode. Enter an IP address, then click Next>. NEW ODMS TCP/IP Address 25.
M ESSAGING S ERVER U SER ’ S G UIDE 26. These Please wait! interim windows appear after the files are copied, while setup reboots the Messaging Server and reconnects to begin the fax and email configuration outlined in the following Mail Delivery Configuration section. 27. If you selected No ISP required in step 5, this conditional Information window will appear, and the steps in the following Mail Delivery Configuration section will not be displayed automatically.
I NSTALLING THE S OFTWARE SMTP Mode To configure the Messaging Server to operate in SMTP mode, follow the steps outlined in Configuring for SMTP Mail Delivery Mode, pages 37 to 42. N OTE : You may switch the Messaging Server’s mail delivery mode at any time by repeating the setup, or running serverconfigwizard.exe. The serverconfigwizard.exe file is included with the Administrative Client software. The default location is Program Files>Castelle> ODMS>Administrative Tools.
M ESSAGING S ERVER U SER ’ S G UIDE 2. The DNS IP Address is a conditional window, only appearing if setup detects more than one set of DNS IP addresses. Enter your ISP’s Primary and Secondary DNS IP addresses, then click Next >. DNS IP Address 3. The Outgoing Mail Settings POP3 window requires the name or IP address of the server your company uses to send mail. Refer to your POP3 Setup Information Sheet, enter the name of your ISP’s outgoing mail (SMTP) server, then click Next>.
I NSTALLING THE S OFTWARE 4. The Receiving Mail Settings window requires the name or IP address of your company’s incoming mail (POP 3) server, and your catch-all mail account name and password. If necessary, contact your ISP to confirm the mail account name and password. Enter the required information, leave the polling interval set to the default 5 minute interval, and click Next>. Receiving Mail Settings 5. The Dialing Properties window requires you to enter your county’s area code.
M ESSAGING S ERVER U SER ’ S G UIDE 6. The Fax Line Properties window requires information used to send and receive faxes. Leave the Fax Line field set to Line 1. The Remote Terminal ID field identifies your company’s faxes for recipients; enter your company’s name. In the Local Fax Number field, enter your company’s fax number. Fill in the PBX Pre-Dial field if you have to dial a number (“9”) prior to making an outside call from the Messaging Server’s dedicated analog fax line.
I NSTALLING THE S OFTWARE 8. The Serverconfigwizard screen gives you the option of rebooting the Messaging Server. The Messaging Server must be rebooted for the new settings to take effect. Click Yes (recommended) to reboot the Messaging Server now, or No to reboot later. 9. If you select Yes in step 8, the Messaging Server will take a few minutes to reset itself now, saving the new settings. If you click No, you must remember to reboot the Messaging Server after completing the setup. 10.
M ESSAGING S ERVER U SER ’ S G UIDE 11. The Test Results window allows you to confirm installation and configuration success. Click the Save Results button if you’d like to copy the test results to the Administrative Tools folder, or
I NSTALLING THE S OFTWARE must be installed on at least one network PC. To install the Administrative Client, follow the instructions in Chapter 3. You may also choose to exit setup and install the Administrative client on a different network PC. C ONFIGURING FOR SMTP M AIL D ELIVERY M ODE Follow the steps in this section to configure your Messaging Server to operate in SMTP mail delivery mode.
M ESSAGING S ERVER U SER ’ S G UIDE 2. The DNS IP Address is a conditional window, only appearing if setup detects more than one set of DNS IP addresses. Enter your ISP’s Primary and Secondary DNS IP addresses, then click Next >. DNS IP Address 3. The Outgoing Mail Settings window requires the name or IP address of your company’s outgoing mail (SMTP) server, and your mail account name and password. Contact your ISP to confirm the mail account name. Enter the required information, and click Next>.
I NSTALLING THE S OFTWARE 4. The Dialing Properties window requires you to enter your county’s area code. Enter the area code, select your country code from the pull down list, then click Next > to continue. Dialing Properties 5. The Fax Line Properties window requires information used to send and receive faxes. Leave the Fax Line field set to Line 1. The Remote Terminal ID field identifies your company’s faxes for recipients; enter your company’s name.
M ESSAGING S ERVER U SER ’ S G UIDE 6. The SMTP Confirm window summarizes the selected configuration settings. Click the Confirm button if the settings displayed are correct, or select
I NSTALLING THE S OFTWARE 9. The first Test window allows you to test the functionality of the configuration settings. Click the Test button to run the selftest, an email from the Messaging Server to your ISP, and display the results. Test 10. The Test Results window allows you to confirm installation and configuration success. Click the Save Results button if you’d like to copy the test results to the Administrative Tools folder, or
M ESSAGING S ERVER U SER ’ S G UIDE 11. The Setup Complete screen confirms that the Messaging Server’s system software is now installed. Click Finish. Setup Complete 12. This Information screen requires you to click OK to return to the main setup screen for the Administrative Client installation. The Administrative Client software allows you to administer and configure the Messaging Server, and must be installed on at least one network PC.
I NSTALLING THE S OFTWARE Setup Summary Understand the setup in terms of its two distinct sections: The first section, installing the ODMS server software, created a Castelle directory, or share, on the hard drive of the machine acting as the Messaging Server’s file server. This directory includes storage space for the Messaging Server’s fax and email messages, user database, and system files.
M ESSAGING S ERVER U SER ’ S G UIDE 44
Chapter 3 The Clients Install OfficeDirect Messaging Server client software on network machines running: • • • Windows 95/98/2000 NT 4.x, server or workstation 2000 server or Professional Edition Messaging Server client machines should have at least 100 MB of free hard disk space, a TCP/IP network card, 64 MB of RAM, and must have Microsoft Outlook 97, 98 or 2000 installed and configured: • • N OTE : as the default mail application.
M ESSAGING S ERVER U SER ’ S G UIDE A DMINISTRATIVE I NSTALLATION The Administrative client setup will install the OfficeDirect Messaging Server Program Group (ODMS Configurator, ODMS Manager Help, ODMS Manager, ODMS UnInstall) and create a User-privileged Messaging Server account and Outlook profile. N OTE : Use the ODMS Manager to upgrade the new mailbox from User to Supervisor-privileged following installation. See Chapter 4 for details. To begin: 1.
A DMINISTRATIVE I NSTALLATION 4. The Welcome screen directs you to exit all Windows programs. Click Next > to continue, or Cancel to close open programs. Welcome 5. The Installation Type window gives you the choice of installing either the administrative or user client software. Select the Administrative Installation radio button, then click Next >.
M ESSAGING S ERVER U SER ’ S G UIDE 6. The ODMS Client Installation screen identifies the destination path for your ODMS files. Click Next> to install to the specified destination folder, or Browse to select a different folder. ODMS Client Installation 7. The User Information window requires you to enter a first name, last name and password. This information will be used to generate an email address and password for the new User mailbox created during the Administrative client installation.
A DMINISTRATIVE I NSTALLATION 8. This Messaging Server List window is conditional, appearing only if setup detects more than one Messaging Server on your network. Select the Messaging Server to use, then click Next>. 9. The Settings Verification window allows you to review your settings prior to copying the program files. Make sure the selected settings are correct, then click Next > to begin copying files, or < Back to change settings. Settings Verification 10.
M ESSAGING S ERVER U SER ’ S G UIDE 11. The Setup Status window displays the copied files. 12. The Setup Complete window confims that installation is finished. Click Finish to confirm completion and exit setup. Setup Complete N OTE : 50 Be sure to complete the next section, Adding your Password to the Client Profile, before logging in to your new Castelle ODMS Outlook profile.
A DMINISTRATIVE I NSTALLATION A DDING YOUR P ASSWORD TO THE C LIENT P ROFILE You will need to manually enable the email password of your new Castelle ODMS Internet E-mail account. 1. Select Start>Settings>Control Panel and double-click on the Mail control panel (or right-click on your Microsoft Outlook desktop icon and left-click on Properties) to bring up the Castelle ODMS Properties window. Castelle ODMS Properties 2. With the Services tab selected, double-click on Internet E-mail - FirstName.
M ESSAGING S ERVER U SER ’ S G UIDE U SER I NSTALLATION The User installation creates a User-privileged mail account. Be sure to omplete the Adding your Password to the Client Profile section before using your new Castelle ODMS Outlook profile. To begin: 1. Log on as administrator to a network machine. 2. Place the Castelle CD-ROM in the drive. The Castelle OfficeDirect Messaging Server Setup screen should launch automatically. Click the Install ODMS Client button.
U SER I NSTALLATION 4. The Installation Type window gives you the choice of installing either the administrative or user client software. Select the User Installation radio button, then click Next >. Installation Type 5. The ODMS Client Installation screen identifies the destination path for your ODMS files. Click Next > to install to the specified destination folder, or Browse to select a different folder.
M ESSAGING S ERVER U SER ’ S G UIDE 6. The User Information screen requires you to enter a first name, last name and password. This information will be used to generate an email address and password for the new User mailbox created during the Administrative client installation. The format of the email address will be firstname.lastname@companydomainname.com. User Information 7.
U SER I NSTALLATION 8. The Settings Verification window allows you to review your settings prior to copying the program files. Please confirm that the selected settings are correct, then click Next > to begin copying files, or < Back to change settings. Settings Verification 9. This Information screen appears, confirming the email address of the new User-privileged email account. 10. The Setup Complete window confims that installation is finished. Click Finish to confirm completion and exit setup.
M ESSAGING S ERVER U SER ’ S G UIDE A DDING YOUR P ASSWORD TO THE C LIENT P ROFILE The password of your new Castelle ODMS Outlook profile account must be manually enabled before you first log in. 1. Select Start>Settings>Control Panel and double-click on the Mail control panel (or right-click on your Microsoft Outlook desktop icon and left-click on Properties) to bring up the Castelle ODMS Properties window. Castelle ODMS Properties 2.
U SER I NSTALLATION C LIENT I NSTALLATION S UMMARY Installing the Messaging Server client: • • • generates, on the server side, a new client account in the Messaging Server’s user database. creates, on the client side, a new Castelle ODMS Outlook profile. This profile contains two new information services, Internet Email and OfficeDirect Messaging Server Transport.
M ESSAGING S ERVER U SER ’ S G UIDE 58
Chapter 4 The Administrator The OfficeDirect Messaging Server’s administrative utilities may be accessed by any supervisor-privileged user, from any machine installed with the Administrative client software. The Administrative client setup installs the OfficeDirect Messaging Server Program Group, which includes the ODMS Configurator, ODMS Manager, ODMS Manager Help and ODMS Uninstall. Access the OfficeDirect Program Group utilities from your Windows Start Menu.
M ESSAGING S ERVER U SER ’ S G UIDE 1. Log on to a machine with the Administrative client installed. 2. Select Start>Programs>OfficeDirect>ODMS Configurator. ODMS Configurator 3. Enter your Messaging Server’s serial number and click the Show Settings button to display your Messaging server’s IP settings.
T HE ODMS M ANAGER T HE ODMS M ANAGER The ODMS Manager provides access to all of the Messaging Server’s administrative features. Use the ODMS manager to: • • • • • modify the Messaging Server’s fax and mail server settings. upgrade user accounts. route incoming faxes. view, sequence, hold, delete, save and print outgoing faxes. resend failed faxes. L OGGING I N N OTE : TO THE ODMS M ANAGER 1. From the Windows Start Menu, select Programs> OfficeDirect Messaging Server>ODMS Manager. 2.
M ESSAGING S ERVER U SER ’ S G UIDE 4. Logging in as supervisor allows you access to all of the ODMS Manager’s folders. Expand the Serial Number, Mailbox, and Administration and Transaction Logs branches to display all of the folders. ODMS Manager ODMS M ANAGER D IRECTORIES Select each directory to display contents. Right-click on the Serial Number, Mailbox, Unaddressed, Users, Received Logs, Transmitted Logs and Internet Fax folders to access properties and options.
T HE ODMS M ANAGER A DMINISTRATION F OLDERS Unaddressed Faxes Lists the faxes in the Unaddressed Faxes mailbox. Users with supervisor, operator, or router privileges can access this mailbox and route its contents to the intended recipients. Unless you decide to implement some form of automatic routing, all incoming faxes will be displayed in this folder. Users Select this folder to display the Messaging Server’s user list. Rightclick on a user to add, upgrade, modify or delete an account.
M ESSAGING S ERVER U SER ’ S G UIDE M ESSAGING S ERVER P ROPERTIES The Messaging Server properties allow you to access and configure your Messaging Server’s email and fax server settings, fax line settings, storage reclamation, dialing properties, and more. Much of this information was entered during setup. Refer, if necessary, to the Mail Delivery Configuration section, page 31, in Chapter 2 for configuration help.
T HE ODMS M ANAGER Additionally, use the: Postmaster User pulldown menu to designate a recipient for all incoming faxes not addressed to a specific Messaging Server user. The default postmaster user is supervisor; all supervisor-privileged Messaging Server users will, however, be displayed in the pulldown list. Naming Policy button to customize the email address format of your Messaging Server users.
M ESSAGING S ERVER U SER ’ S G UIDE 4. Select the Server Settings tab. Use the Server Settings dialog box features as follows: Server: rename the Messaging Server. Default symbol set code: select the code you want the Messaging Server’s Cover Page Editor to use for European symbols on your cover pages. Use the pulldown menu to select either PC-8 or PC-850. To determine the right code to use, type chcp at a DOS prompt.
T HE ODMS M ANAGER Voice Phone Number: enter number to appear on cover pages where the user’s personal default return voice number is not used, enter the number in the edit box. 5. The Line Settings dialog box allows you to configure the Messaging Server’s fax line settings. Understand the Fax Line settings as follows: Remote Terminal ID: entering a name or number here enables the Messaging Server to identify itself during the negotiation phase of a fax transmission.
M ESSAGING S ERVER U SER ’ S G UIDE Pulse supports phones with rotary dials. Tone supports push button and newer dialing systems. Refer to your phone company representative if you need assistance determining the type of dial system your phone lines support. The Line Direction section, displays the fax line’s direction of communication. Bi-Directional the line handles incoming and outgoing faxes. Input Only the line handles incoming faxes only. Output Only the line handles outgoing faxes only.
T HE ODMS M ANAGER 6. The Storage Reclamation dialog box lets you delete outdated faxes, notices and transaction logs. Reclaim space immediately using the Clean Up Now button, or configure the Messaging Server to purge the database files daily with Automatic Cleanup. If there is insufficient disk space on the machine acting as master file server, the Messaging Server will suspend operations. Periodically purge the stored files to guarantee sufficient disk space.
M ESSAGING S ERVER U SER ’ S G UIDE 70 7. The Dialing Properties dialog box displays settings entered during setup (page 23). Make sure the Apply Dialing Rules to Fax Numbers box is checked to enable automatic dialing of long distance and international calls. 8. The Advanced functions tab displays the enabled and disabled advanced functions. Check the function you’d like to enable.
T HE ODMS M ANAGER 9. N OTE : The Castelle Internet Fax dialog box can be configured to enable your Messaging Server to send faxes via the Internet, instead of by phone line, provided the receiving device is another CIF enabled and routing table-configured OfficeDirect Messaging Server or FaxPress, or a CIF service provider. CIF can significantly reduce the cost of long distance and international faxing.
M ESSAGING S ERVER U SER ’ S G UIDE • check Allow this ODMS to receive internet faxes. You can now click the radio buttons to specify delivery locations: • Deliver directly to local users (this is the most common usage), or • Use as Gateway to other Internet Fax systems and service providers. 10. The Server Information dialog box displays Messaging Server and file server settings. Click the Server Information window’s Advanced button to view the Messaging Server’s software version.
T HE ODMS M ANAGER O UTGOING F AX Q UEUE The Outgoing Fax Queue is the electronic equivalent of a stack of faxes in the ‘in’ hopper of a standard fax machine. The Messaging Server sends the faxes in the order received by the clients, then sends notices informing the client senders of the transmission successes and failures. Use your keyboard’s F5 key or View>Refresh to refresh the list. To access your administrative options for queued faxes: 1. Expand the Serial Number and Mailbox: branches. 2.
M ESSAGING S ERVER U SER ’ S G UIDE applied Unhold returns a held fax to the queue Sequence lets you resequence the transmission order. Mail opens Outlook; also can be used to open failed faxes. Approve not an active Messaging Server feature Fax Now overrides the Time to Send setting (if enabled; by default, it isn’t) in the ODMS Transport Properties’Outgoing Faxes dialog box.
T HE ODMS M ANAGER 2. In the Route Fax window select a recipient from the Distribution List. If you can’t see the entire list, type the first letter of the recipient’s first name in the Distribution Name field to bring the name into view. Automatic Routing Automatic routing may require special equipment, service subscription, and/or sender intervention. DID (Direct Inward Dial) fax routing enables Messaging Server users to have their own individual fax numbers.
M ESSAGING S ERVER U SER ’ S G UIDE U SERS Adding Users Add new users by running the Administrative or User client installation from the Setup CD-ROM as described in Chapter 3. Adding users manually to a machine lacking the client software will not install the services required for Outlook to function as a Messaging Server fax client.
T HE ODMS M ANAGER 3. Select the Printer Configuration tab and enter the user’s printer settings. (For help with the Printer Configuration settings, see page 75.) 4. Click OK to exit the User Properties window, then close the ODMS Manager. 5. A password must now be assigned to the new user’s account. Log in to the ODMS Manager using the new user’s Mailbox Name. To log in, right-click on the Messaging Server’s serial number in the ODMS Manager window, select Login As. . .
M ESSAGING S ERVER U SER ’ S G UIDE the user’s Mailbox Name and password in the Account name and Password fields. Leave the Log on using Secure Password Authentication and My server requires authentication fields unchecked. Click OK. 8. Click Next> through the remaining fields, then Finish to exit the Microsoft Outlook Setup Wizard. 9. Exiting the Wizard will return you to the Mail window with the General tab selected and your new, additional Castelle ODMS Outlook profile highlighted. Click Properties.
T HE ODMS M ANAGER Operator Has Router privileges plus the ability to view, route, list, resequence, and delete all fax or print jobs. Supervisor Has Operator privileges plus the ability to upgrade, delete, or edit user accounts, set default settings and print transaction logs. Upgrading User Privileges One User-privileged Messaging Server account is generated per Administrative or User client installation.
M ESSAGING S ERVER U SER ’ S G UIDE 80 4. Use the User Properties’ Privilege pulldown menu to upgrade privileges from the User default privilege to Router, Operator, or Supervisor. 5. Use the Printer Configuration dialog box to configure the user’s print options. In the Default Print Queue section, select the Parallel Port radio button only if there is a printer connected to the Messaging Server’s parallel port. Or, select the HOST Shareable radio button, and click Queue.
T HE ODMS M ANAGER 6. The Host Shareable Print Queue dialog box lets you configure your account to use a shared network printer. Enter your printer’s information and click OK. 7. The Alias dialog box allows you to enable users to receive email addressed to email addresses other than their primary one. “Sales” or “Marketing” are examples of possible alias email addresses. The lists, or groups, the Alias Names belong to, if any will be displayed in the Member Of: field.
M ESSAGING S ERVER U SER ’ S G UIDE ODMS F AX TRANSPORT P ROPERTIES Once a User account has been assigned Supervisor privileges, the Transport Properties available include Administrative features not found in the Transport Properties of User-privileged accounts. The Administration tab is available only to accounts with Supervisor privileges. To access your account’s Transport Properties: 1. Log into your Supervisor-privileged Castelle ODMS Outlook profile. 2.
ODMS F AX TRANSPORT P ROPERTIES you open the Castelle ODMS Outlook profile. If the transport seems unable to login to the Messaging Server when you open your inbox, use the Verify Login button to confirm that server and client are communicating. 4. The Outgoing Faxes window lets you set the time faxes are sent, select the cover page to accompany the fax, configure the handlling of failed faxes, and set some transmission parameters.
M ESSAGING S ERVER U SER ’ S G UIDE 84 5. The Incoming Faxes window allows you to configure settings to store, forward, and print incoming faxes. The transport polls the Messaging Server periodically for new personal incoming faxes routed to the user. 6. The Administration tab provides another way to access the administrative utilities found in the ODMS Manager.
ODMS F AX TRANSPORT P ROPERTIES 7. The Unaddressed Faxes tab allows you to determine how incoming faxes, unaddressed, will be handled. These settings can only be modified by Supervisor-privileged users. 8. The General Settings tab provides access to the Castelle Cover Page Editor through the Cover Page Management button. 9.
M ESSAGING S ERVER U SER ’ S G UIDE messages. Notepad is the default viewing application. Click View to display the log file. T HE M ESSAGING S ERVER A DDRESS B OOK S YNCHRONIZING Every time a new user is added, a new Messaging Server Address Book for that user is also created. The new address book is current, and includes all of the users on the Messaging Server.
T HE M ESSAGING S ERVER A DDRESS B OOK 3. Right click on Address Book on ODMS to bring up the Messaging Server’s Address Book Properties window. 4. Click the Synchronize button, then OK to update your Messaging Server Address Book.
M ESSAGING S ERVER U SER ’ S G UIDE C OVER P AGES Use the Castelle Cover Page Editor to make custom cover pages for your fax messages. Custom cover pages may be generated by: • • creating new cover page templates, explained here. modifying existing templates, as explained in Chapter 5. O PENING THE C ASTELLE C OVER P AGE E DITOR Open the Castelle Cover Page Editor from the: • • ODMS Manager, by selecting Fax>Compose Cover Page.
C OVER P AGES To add permanent text to your cover page: 1. From the Insert pull-down menu, select the Text option. 2. A large plus sign will appear, allowing you to draw the text boxes for your permanent text. Hold down the left mouse button and drag the mouse to the right and down to create a text box. Position the box by single-clicking inside and dragging it.
M ESSAGING S ERVER U SER ’ S G UIDE 3. N OTE : Double-click inside the box. Your cursor will change from an arrow to an insertion point symbol. Click again, and your text insertion point will be at the upper left hand corner of the text box. Enter company and/or personal information you’d like to appear on your cover page. Change the font, font size and other font characteristics by selecting text and using the Format bar. If you don’t see the Format bar, enable it in the View menu.
C OVER P AGES 2. Position the two new recipient variable boxes by selecting and dragging them. Initially, both boxes will be selected. Subsequently, position the variable boxes by selecting each individually or, by control-clicking, both. The variable box without brackets is the label box, and can be treated as any other text box; double-click in it to edit the text. The variable box with brackets is the value box, will contain the substitution value, and cannot be edited. 3.
M ESSAGING S ERVER U SER ’ S G UIDE 92
Chapter 5 The Users YOUR N EW O UTLOOK P ROFILE Installing the Messaging Server User Client automatically generates a new Castelle ODMS Outlook profile. L OGGING I N AND L OGGING O UT 1. Open Outlook by double-clicking the desktop icon. 2. Select Castelle ODMS in the Choose Profile window. Click OK.
M ESSAGING S ERVER U SER ’ S G UIDE N OTE : By default, the Messaging Server Client installation enables the Choose Profile option. To disable the Choose Profile option, open your inbox and select Tools>Options> Mail Services Tab, then the Always log on with this profile radio button. 3. The Castelle ODMS profile Inbox initially displays a Welcome to OfficeDirect Messaging Server .100 information email. Inbox 4.
ODMS F AX TRANSPORT P ROPERTIES ODMS F AX TRANSPORT P ROPERTIES Use the OfficeDirect Messaging Server Transport Properties to access and customize your fax preferences: 1. From your Castelle ODMS Outlook inbox, select Tools > OfficeDirect Messaging Server Tools. ODMS Tools 2. The ODMS Transport Properties with the ODMS Login tab selected will appear. Refer to Chapter 4 – ODMS Fax Transport Properties (pages 63-67) for more information.
M ESSAGING S ERVER U SER ’ S G UIDE A DDRESS B OOKS The Messaging Server Address Book, Personal Address Book and the Contacts list are the address books most suited for use with your Castelle ODMS Outlook profile. Use the: • • Address Book on the Messaging Server to send messages internally to other Messaging Server users on the LAN. Personal Address Book and Contacts list to send messages outside of your LAN.
A DDRESS B OOKS Synchronizing your Messaging Server Address Book Every time a new user is added a new address book is also created. The new address book is current, and includes all of the users on the Messaging Server . The users added prior to the most recently added user, however, must manually update their Messaging Server Address Books to reflect the addition of the most recent new user. Synchronize an address book as follows: 1. Open your Inbox, then select Tools>Address Book. 2.
M ESSAGING S ERVER U SER ’ S G UIDE C ONTACTS Use the Contacts list to send fax and email messages outside your LAN. Contacts allows you to import information (existing customer lists, other address books, etc) from external data sources. Refer to Microsoft Outlook Help for importing details. To add new entries: 98 1. Select Tools>Address Book, then select Contacts in the Show Names from the: pulldown menu. 2. Select Contacts from the Put this entry in the: pulldown menu. Click OK.
A DDRESS B OOKS 3. Enter your contact’s information, then click Save and Close. 4. The Contacts list reflects the new entry.
M ESSAGING S ERVER U SER ’ S G UIDE 5. To use the new entry to address a message, open a New Mail Message window, click the To: button, make sure Contacts is selected in the upper right, select the new entry’s fax or email address, then click To: and OK. P ERSONAL A DDRESS B OOK To add a new entry: 1. 100 Select Tools>Address Book, then select Personal Address Book in the Show Names from the: pulldown menu.
P ERSONAL A DDRESS B OOK 2. Select the New Entry index card icon. 3. The Personal Address Book requires you to enter the recipient’s email and fax information as two separate recipient entries. Select Internet Mail Address and enter the new entry’s email information.
M ESSAGING S ERVER U SER ’ S G UIDE 102 4. Next, select Fax Recipient, click OK, and enter the required fax information. Type (fax) next to the recipient’s name to distinguish between the two fax and email entries. 5. You’ll now have a new Personal Address Book recipient with both fax and email entries.
S ENDING F AX AND E MAIL M ESSAGES S ENDING F AX AND E MAIL M ESSAGES The Castelle ODMS Outlook profile allows you to use Outlook to send faxes the same way you send email. Attachments are rendered into fax documents, which means you can send an attached file to both fax and email recipients simultaneously. Sending a fax message does require, however, that you address your email to the recipient’s fax number.
M ESSAGING S ERVER U SER ’ S G UIDE 6. Select the your recipient’s Business Fax entry, click To:, then OK. Your message will now be addressed. 7. Back at the Inbox, click the paper clip icon to attach a file for the fax recipient to your mail message, then click Send. Personal Address Book The Personal Address book functions much like the Contacts list. Fax and email are, though, added as separate entries.
S ENDING F AX AND E MAIL M ESSAGES M ANUAL A DDRESSING To address a fax without using address books: 1. Enter the recipient’s fax number in the To: field according to your choice of the following formats: • [fax: recipient_fax_number] • [fax: recipient name@recipient fax_number] The information entered will appear in the corresponding sender and recipient fields of your fax cover page. Use a semicolon as a delimiter to enter multiple recipents. 2.
M ESSAGING S ERVER U SER ’ S G UIDE T HIRD P ARTY A PPLICATIONS Send documents as fax messages straight from whatever application you’re working in. Microsoft Send To To convert Microsoft documents into fax messages, select File>Send To>Mail Recipient (as Attachment). DCX To send non-Microsoft applications as fax messages: 1. 106 Select File>Print Setup, then choose the Castelle DCX Driver from the pulldown printer list. Click OK.
R ECEIVING F AX M ESSAGES 2. Address and send the new mail message with the .dcx file attached just as you would a regular fax or email message. R ECEIVING F AX M ESSAGES Fax messages will, when routed, arrive in your inbox as an email with a .dcx attachment. Double-click on the .dcx attachment to view the fax.
M ESSAGING S ERVER U SER ’ S G UIDE C OVER P AGES Use the Castelle Cover Page Editor to make custom cover pages for your fax messages. Custom cover pages may be generated by: • • creating new cover page templates, explained in Chapter 4. modifying existing templates, explained here. O PENING THE C ASTELLE C OVER P AGE E DITOR Open the Castelle Cover Page Editor from the: • • ODMS Manager, by selecting Fax>Compose Cover Page.
C OVER P AGES 2. If the ODMS files were installed to the default target directory during client setup, the Cover Page Templates folder will be in the Castelle folder in your Program Files on your hard drive. 3. Choose a template to modify from the Cover Page Templates folder. The default Corporate Cover Page is Generic.cce, which will be used as the example here.
M ESSAGING S ERVER U SER ’ S G UIDE 110 4. Select the Castelle logo by clicking on the frame, then press your keyboard’s Delete key to remove it. 5. Select Insert>OLE Object. 6. Select the Create from File radio button, click the Browse button to find the bitmap image to import, then OK.
C OVER P AGES 7. Drag the imported image or images to the intended spot. Select Insert>Text to create text frames. Double-click inside them to enter text. Setting the Cover Page The cover page will need to be saved, then set before it can be used. 1. Select File>Save As, then save your template to the ODMS folder.
M ESSAGING S ERVER U SER ’ S G UIDE N OTE : 112 2. Select FaxPress>Set Cover Page. 3. Select the Personal or Corporate radio button. Click OK. Only Supervisor-privileged users can set a Corporate Cover Page. The Corporate Cover Page is the default for users who have yet to create a Personal Cover Page.
C OVER P AGES Designating a Cover Page Use the new cover page for outgoing fax messages: N OTE : 1. Open ODMS Transport’s Outgoing Faxes dialog box (Castelle ODMS Inbox>Tools>OfficeDirect Messaging Server Tools.) 2. Click the Refresh button, then the pulldown menu to find the newly created cover page added to the menu of available cover pages. Select the new cover page, then click OK. Send a test message to yourself to view the cover page as it will appear to recipients.
M ESSAGING S ERVER U SER ’ S G UIDE 114
Chapter 6 Troubleshooting I NTERPRETING LED S Problem: The red Alert LED is on and the green Ready LED is off. Recommendation: This LED display means that the Messaging Server is not properly installed, or is not able to communicate with the PC, workstation, or Storage Server acting as the master file server. In this case: N OTE : • check the network connection. Reset the router or hub. • make sure the master file server is functioning properly. • try rebooting the Messaging Server.
M ESSAGING S ERVER U SER ’ S G UIDE Problem: Neither the 10 BaseT nor the 100 BaseTX LEDs are on. Recommendation: This LED display suggests that the network is not available. Check the Messaging Server’s hub/router. Reset it. Test your network cable, too. Problem: No LEDs on. Recommendation: No LEDs suggests that the Messaging Server is not properly connected to a viable power source. Check the power connection. Problem: Both Alert and Ready LEDs are on.
F AXES : G ENERAL F AXES : G ENERAL Problem: The Messaging Server won’t send or receive faxes. Recommendation: 1. 2. N OTE : Check the physical line connection by plugging in a handset and listening for a dial tone. Try receiving a call. Next, use the ODMS Manager to check the Line Settings (ODMS Manager>right-click on serial number>Properties>Line Settings). Make sure: • the correct pre-dial digit is entered. • CIF is enabled if you’re trying to use CIF. If CIF is enabled, check CIF settings.
M ESSAGING S ERVER U SER ’ S G UIDE file in the queue and rebooting the Messaging Server. The PC sending a file attached to a fax message must have the application used to create the file installed. If, for example, a .doc document is attached to a fax message, the PC sending the message must have MS Word installed for the document to be converted to .dcx format.
F AXES : I NCOMING 4. The correct international access code must be included on all international calls. Redial the number with the international access code. Contact your long distance phone company for more information regarding international calls. 5. The Cover Page used cannot be corrupt. If your cover page file is corrupt, the Messaging Server will not send the fax. Delete the current cover page and create a new one. 6. The recipient must be a fax machine. Verify the number. 7.
M ESSAGING S ERVER U SER ’ S G UIDE • 5. fax was received, check the last line of the transaction log to see where the fax was routed. Check the Print Incoming Fax option in your ODMS Transport’s Incoming Faxes dialog box. If Print Incoming Fax is selected, check the printer for the fax. Problem: Incoming faxes do not automatically print. Recommendation: N OTE : 1. Make sure that the Print Incoming Fax option is checked in the user’s Incoming Faxes dialog box.
I NTERNET E MAIL Recommendation: 1. Check the client profile’s Internet email settings (Inbox> Tools>Services>Internet Email>Properties>Servers.) The SMTP server should be the Messaging Server’s IP address. 2. Check the Messaging Server’s mail server settings (ODMS Manager>right-click on serial number>Properties>Email.) The SMTP server name should match your ISP’s. The server name should, also, resolve to an IP address (try pinging it). 3.
M ESSAGING S ERVER U SER ’ S G UIDE LAN E MAIL Problem: The Messaging Server cannot send or receive internal email . Recommendation: 1. Check the client profile’s Internet email settings as described in the previous section. 2. Use the Messaging Server Address Book to send internal Email, rather than typing the names in. Problem: Users don’t appear in the Messaging Server Address Book. Recommendation: 1.
Appendix Creating Remote Users For Messaging Server users to access their accounts remotely, 1. Open your Mail or Mail and Fax control panel. (Start>Settings>Control Panel>Mail). 2. Click the Show Profiles button.
M ESSAGING S ERVER U SER ’ S G UIDE 124 3. In the Mail window, select Castelle ODMS and click Add. . . 4. Select Internet E-mail, then click Next>.
5. Enter a name that will identify this as your remote profile in the Profile Name field. Click Next>. 6. Click the Setup Mail Account button, then click Next>.
M ESSAGING S ERVER U SER ’ S G UIDE 126 7. In the Properties window, with the General tab selected, enter information in the Name and E-mail address fields that matches the information used in your existing email profile. 8. Select the Servers tab. Enter the public, gateway IP address your network uses to connect to the Internet in the Incoming mail (POP3) and the Outgoing mail (SMTP) fields. Do not enter the Messaging Server’s IP address unless that IP address is a public IP address from your ISP.
Appendix WebRamp 700s This section is intended to help you configure the WebRamp 700s for use with your Messaging Server’s SMTP mail delivery mode. If your Messaging Server is set to use the POP3 mail delivery mode, no changes to the WebRamp 700s are required, unless off-site users need access. The 700s should be attached to your network and operational, as shown below, before you configure it for use with the Messaging Server.
M ESSAGING S ERVER U SER ’ S G UIDE The 700s and the Messaging Server’s SMTP Mail Delivery Mode With the Messaging Server in SMTP mode, your ISP forwards all incoming email to the Messaging Server. Consequently, your network’s WebRamp 700s must be configured to: 1. allow the email sent from your ISP onto the LAN. 2. forward the email received to the Messaging Server. Before making these configuration changes, though, first determine the network addressing mode your 700s is currently set to use.
2. N OTE : Click the General button, select the Network tab, then note whether the Network Addressing Mode is Standard, NAT Enabled, or NAT with DHCP client. Do not use the 700s’ Standard or NAT with DHCP client mode with the Messaging Server’s SMTP mail delivery mode. Instead, use the 700s’ NAT with DHCP client mode with the Messaging Server’s POP3 mode.
M ESSAGING S ERVER U SER ’ S G UIDE 130 2. Click the Access button. With the Services tab selected, enter the Messaging Server’s IP address in the Send Email (SMTP) field. (Log into ODMS Manager, right-click serial number, left-click Properties, then select the Server Information tab to find the Messaging Server’s IP address.) Confirm all eight LAN Out boxes are checked. Click the Update button, then reboot the 700s, by clicking on the restart link provided. 3.
Configuring the 700s for Remote Users The WebRamp 700s must be configured to allow offsite users to retrieve their email from the Messaging Server. Before configuring the 700s, make sure you’ve added and configured the necessary offsite client profiles. (see Creating Remote Users, page 123.) Follow these steps to configure the 700s to allow remote users access to their Messaging Server email: 1. Log into your WebRamp’s web-based configurator. (Launch your browser, enter 192.168.1.
M ESSAGING S ERVER U SER ’ S G UIDE 4. 132 After you’ve rebooted the 700s, relaunch the configurator and select the Rules tab to confirm the 700s has taken the configuration changes.
Glossary bandwidth A measurement of the volume of information that can be transmitted over a network at a given time. client A client is any computer having a network connection to, and requiring information from a server. (See server) A client is another name for a PC on a LAN (Local Area Network) DHCP Dynamic Host Configuration Protocol. DHCP assists in automatic configuration of client machines by enabling a server to dynamically assign IP addresses.
firewall A combination of hardware and software that work in conjunction to keep a network secure. Firewalls are frequently used to separate a company’s public Web site from the private or intranet site reserved for staff access only. A single router can function as a firewall to filter out unrequested information packets; a combination of router, proxy servers and other devices may also be used as firewall protection.
MAPI (Messaging Application Program Interface) is a Microsoft Windows program interface that enables you to send e-mail from within a Windows application and attach the document you are working on to the e-mail note. Applicationsthat take advantage of MAPI include word processors, spreadsheet, and graphics applications. MAPIcompatible applications typically include a Send Mail or Send in the File pulldown menu of the application. Selecting one of these sends a request to a MAPI server.
I NDEX Designating 113 Saving 111 Adding Users Setting 111 from setup CD 76 Using Existing Templates Manually 76 108 Address Book on Messaging Server D synchronizing 86 DCX 106 Address Books Default Gateway 23 Contacts 103 Messaging Server Address Book 86 DHCP disabling 59 Personal Address Book 104 Dialing Properties 33, 39, 70 Using 103 Dialing Rules 70 Addressing DID 68 Manual 105 Distribution List 65 Using Address Books 103 DNS 23 Administration 84 Domain Name 22 Administrative Client 36, 42 domain name
printing 120 Troubleshooting 117 Unaddressed 63, 74, 85 faxes outgoing 73 File Sharing 19 G fax 8 N Naming 65 Network 8 NIC 8 O Incoming Faxes 84 Installation Requirements 17 Internet Email 120 IP 10, 12 ISP 8 ODMS Fax Transport Properties 82 ODMS Manager 61 Administration Folders 63 Directories 62 Logging In 61 OfficeDirect Storage Server 7, 11 OLE Object 110 Outgoing Fax Queue 73, 118 Outgoing Faxes 83 L P label box 91 LAN 8, 15 LAN Email 122 LEDs 15 Interpreting 115 Line Direction 68 Line Settin
S Serial Number 25 Server Information 72 Server Settings 66 Setup Summary 43 SMTP 11 SMTP Mode configuring 37 Software Installing 18 Static IP configuring 19 static IP address 8 Storage Reclamation 69 Storage Server 18 as master file server 18 Installation Flow 26 installing Messaging Server on 18 OfficeDirect 7, 11 Substitution Variables 88 Synchronizing Messaging Server Address Book 86 T Terminal ID Imprint 67 Remote 67 The ODMS Configurator 59 Third Party Applications 106 Transaction Logs 63, 69 Transpo
