Serge's Computer Services GTA - News, articles and cooperation

Read this article on my website: http://scomputerservicesgta.com/sharing-knowledge/e-mail-setup/transitionpop3exchange.php

In the last few years I moved a dozen of small businesses from POP3 / IMAP / SMTP based mailboxes to Microsoft Office 365 Exchanged business class cloud hosted emails.

Below I have outlined the benefits for this migration:

Convenience to use.

- All incoming and outgoing messages along with Folders and Subfolders, Calendars, Contacts, Tasks and Notes will be located on cloud, hosted MS Office 365 Exchange business class mailbox.

- User can use MS Outlook as an Email client to work with this Exchange mailbox.

- User can access his mailbox anytime from any computer, connected to the Internet, by using web based Outlook via the following link https://outlook.office365.com

- This Exchange account could be configured from any iPhone, iPad, iPod, Android smartphone or tablet. Contacts, Calendars, Tasks and Notes will be synced in seconds for all user devices automatically.

Low cost.

- Even very small businesses can afford to use Exchange Online from the cloud hosted Office 365. Price for a user is starting from about $4-5/month.

- Inexpensive hardware/software such as Server would be sufficient.

Easy Maintenance.

- No Email Back Ups are required, no hustle for messages recovery on new computers, smartphones or tablets.

- No hardware maintenance for the Server.

Expandability.

- Businesses can upgrade/downgrade the service any time. Other services, such as SharePoint or Lync, can be added/removed from their profile.

- It will take only a minute to purchase extra license from portal website (https://portal.microsoftonline.com) for new email account creation.

Here are the steps for this migration:

1. Back Up your POP3 / IMAP / SMTP mailbox.

The easiest way to back up your existing pop3 mailbox with all folders and subfolders including Inbox, Sent Items, Contacts, Calendar, Tasks, Notes, even Drafts and Deleted Items – is to make a copy of the Outlook file with extension .pst.

Please read this article to find out what files are needed to be copied for existing pop3 mailbox back up: https://support.office.com/en-au/article/Locating-the-Outlook-data-files-0996ece3-57c6-49bc-977b-0d1892e2aacc

The other option to back up POP3 / IMAP / SMTP mailbox is to export data to .pst file just from your Outlook. Please refer to the article below on how to Export Outlook Items to an Outlook Data File .pst: https://support.office.com/en-gb/article/Export-Outlook-items-to-an-Outlook-Data-File-pst-14252b52-3075-4e9b-be4e-ff9ef1068f91

2. Get a domain name if you don't have anyone.

There are many available hosting companies on the market, such as godaddy.com, ipage.com, web.com, hostpapa.com, canadianhosting.com, where you can register your domain name and host it with chosen hosting company. Just make sure your hosting company allows you to work with MX, CNAME and TXT records and talk to the support team before signing for their services.

If you already have some domain name, please make sure you have access to the control panel on the host who is hosting this domain name in order to manage MX, CNAME and TXT DNS records.

3. Choose and buy right service from Microsoft Office 365.

Microsoft offers many different products and packages. Some of these products are more proper for home users, such as, Office 365 Home, Office 365 Personal and Office Online, while other packages are more suitable for small and medium businesses - Office 365 Business Essentials, Office 365 Business, Office 365 Business Premium and Office 365 ProPlus.

Visit a website http://products.office.com to learn more about packages and prices and chat with sales rep before buying. Inquire about option to upgrade/downgrade from one package to another, but note that some of the packages are not compatible with each other when switching. Calculate annual cost of selected packages based on number of accounts you currently need and may require in the future. In general with business packages you can expect better support from Microsoft.

Below are 2 packages I usually recommend to my clients:

For smaller companies - Exchange Online Plan P1 USD$4.00 or about CAD$5.2 user/month https://products.office.com/en-us/exchange/compare-microsoft-exchange-online-plans

For larger businesses: Office 365 Enterprise Plan E1 USD$8.00 or CAD$10.4/user/month https://products.office.com/en-us/business/office-365-enterprise-e1-business-software

4. Creation of ‘Global Administrator account’ for your Microsoft Office 365.

Next step is to create a virtual global administrator account. This account doesn’t require a license and can be used to add/remove/manage domains, user accounts, their passwords, rights, rules, policies, etc. While this is a very important account, it wouldn’t cost you any money as long as there are no license assigned to it, which is not necessary.

Format of this account could be

administrator@yourcompanyname.onmicrosoft.com or

admin@company.onmicrosoft.com

To login to this account please use a link: https://portal.microsoftonline.com

5. Confirm ownership of your domain (refer to step 2).

To use exchange email with your domain name confirmation of ownership is required. Microsoft will ask you to add TXT record under DNS zone of your domain. This TXT record will look like this:

TXT name TXT value TTL @ MS=ms375XXXXX 3600

It is necessary to login to control panel of your domain name, find DNS records manager and add TXT record in Microsoft format above. Prior to making changes to any DNS records I would recommend to take a screenshot of the original DNS records.

This newly created TXT record would just confirm that you are the owner of this domain name and wouldn’t affect any other DNS records.

6. Make other changes to your domain DNS records.

After your domain ownership confirmation Microsoft may prompt you to change the following DNS Records:

MX record with host name @

CNAME record for autodiscover

TXT record with TXT name @

CNAME record with host name msoid

Make a screenshot before you start to edit DNS records.

Once changes are applied, your incoming email will not be delivered to the old POP3/IMAP mailbox. It can take from few minutes up to 72 hours for new DNS records to be fully circulated online. Based on my experience, new DNS records propagation was about 10-30 minutes.

Check your current DNS settings for any conflicts. For example, if you already have CNAME for autodiscover and you’ll add one more DNS CNAME record for autodiscover – they can make a conflict and outlook will not know how to connect to the right mailbox. Discuss with the tech support of the domain host company how to avoid conflicts under DNS.

After all required DNS records are changed, wait at least 10-15 minutes and run DNS check from portal.microsoftonline.com website by clicking on the button “Done, go check”. If DNS records were added/edited correctly and there was enough time for DNS records propagation, portal DNS check will confirm that.

From this moment your incoming email goes to nowhere. This is why you need to purchase user licenses and create mailboxes as soon as possible.

7. Purchase user licenses and create mailboxes.

Login to portal site https://portal.onmicrosoft.com as a global administrator, navigate to BILLING -> Subscriptions and purchase User licenses.

Create user mailboxes - navigate to USERS -> Active Users -> + (New)

Fill up all the tabs, make sure to select your domain name (not onmicrosoft.com) and assign license to the current user. Setup temporary password for the user.

8. Access by web browser to user mailbox.

Once mailbox is created, log off from the portal website and log into https://outlook.office365.com

Type in email address as a login name and enter temporary password. You’ll be prompted to setup permanent password and to choose time zone.

As a result, Online Outlook will be launched and all incoming mail will be delivered to this Exchange based mailbox.

9. Configure Outlook to work with new Exchange based mailbox.

For Windows computer use Mail tab under Control Panel.

If you have Outlook 2016, 2013 or 2010 with SP1 installed new mailbox set up will be done automatically, just type Name, Email address and Password.

With Outlook 2007 and older you have to type all settings for exchange server manually.

It is a good idea to have at least one computer with newer versions of Outlook, then you’ll see all settings under exchange properties and type them manually for computes with older versions of Outlook.

Most likely server name would be outlook.office365.com

10. IPhones, IPads, Android smartphones and tablets with Exchange mailbox – very easy setup.

Setup would be very easy if you choose Microsoft Exchange server type with account setup.

11. Connect Backed up POP3 mailbox to Outlook with Microsoft Exchange.

For all your old messages to be available under new Outlook you need to connect .PST file, created in Step 1.

Possible location for .PST file would be: C:\Users\\AppData\Local\Microsoft\Outlook\.pst or

C:\Users\\Documents\Outlook Files\.pst

Connection can be done via Control Panel – Mail icon or from Outlook itself.

Choose Email accounts.. -> Data Files ->Add, navigate and select .pst file to be added to Outlook if you use Mail icon under Control Panel.

Or choose Outlook File-> Account Settings –> Account Settings -> Data Files -> Add, navigate and select .pst file from Outlook. After .pst file is connected all old folders, subfolders and messages will be under Outlook apart from Exchange account.

12. Upload old POP3 mailbox folders, subfolders and messages to Exchange mailbox.

Select folders/subfolders in Outlook that need to be uploaded to Exchange mailbox, right click on the mouse, select “Copy to Folder” and point to the folder under Exchange Mailbox for the location.

In few minutes the selected folders and subfolders will be uploaded to this online location and will be available in Online Outlook (https://outlook.office365.com) for every computer, tablet and smartphone you chose to connect to Exchange.

13. Upload Contacts from old POP3 account to Exchange account.

With Outlook 2013 or Outlook 2016 you can click either on People tab or 3 dots tab at the bottom of the Outlook screen and choose “Folders”.

With older Outlooks just find folder View and navigate to Contacts: you’ll see all your Contacts. Click on Phone or List on top toolbar menu. Select all your contacts, right click on the mouse and select Copy to Folder or Move to Folder option, then Copy to Folder and select Contacts folder under Exchange.

After few minutes Contact folder will be available for your Online Outlook (https://outlook.office365.com) for every computer, tablet and smartphone you chose to connect to Exchange.

14. Upload Calendar from old POP3 account to Exchange account.

The easiest way to move your calendar from pop3 to exchange account is to import from Outlook and then export it to Outlook.

With Outlook 2013 and 2016 on toolbar menu select File -> Open & Export -> Import Export -> Export to File -> Outlook Data File (.pst), select Calendar folder under POP3 account, click Next, name this .pst file as a Calendar.pst and save it under Desktop Folder.

Last step would be to import this POP3 calendar to Exchange Calendar.

Click File –> Open & Export ->Import /Export -> Import from another program or file, choose Outlook Data File (.pst) - Next – and look for a file you just exported.

Click Open -> Next, then click on Outlook Data File, highlight Calendar and select “Import items into the same folder in”. Choose exchange account and press Finish.

In few minutes Calendar will be available for your Online Outlook (https://outlook.office365.com) for every computer, tablet and smartphone you chose to connect to Exchange.

15. Disconnect POP3 data file from your Outlook.

After upload is done, make sure everything was copied from POP3 to Exchange account.

You may choose to remove POP3 old mailbox from your Outlook.

To disconnect it from Outlook press File -> Account Settings -> Account Settings -> Data Files, select secondary data file and click Remove.

It will be removed from Outlook but will stay on your computer as a backup of your old POP3 mailbox.

This is just DIY (Do It Yourself) direction.

Should you still experience difficulties to move your POP3 based email to Microsoft Exchange Office 365 mailbox and you'd like to hire us to help you - do not hesitate to contact Us.

Email: serge@scomputerservicesgta.com Phone: 416-410-9176

We could not make Symantec WinFax working under Windows Vista or Windows 7. Fax programs compatible with newer operation systems such as: FaxTalk, VentaFax, Snappy Fax are recommended. It looks like there is no way to make WinFax working with no crashes under Vista or 7. But there is a way to make WinFax files available under Windows Vista and Windows 7.

First choice was FaxTalk because it has option to import existing fax databases from WinFax 10 Pro.

Problem with FaxTalk: To be able to import faxes from WinFax to FaxTalk you have to have both programs installed at the same time under Windows 2000 or Windows XP operating system.

After successful import you need to transfer imported database from FaxTalk under 2K or XP to FaxTalk installed under Windows Vista or 7.

One more bad thing - FaxTalk is very slow if you have database size close to 1Gb.

Snappy Fax program is working pretty fast with big fax databases. But there is no way how to view WinFax faxes under it.

Solution was simple. Use old Computer with windows 2000/XP with installed WinFax and Microsoft Office up to 2003. There is a way to view faxes from WinFax on Outlook.

THen make a new folder under Personal Folders in Outlook such as Incoming Faxes, Sent Faxes. Copy and Paste faxes from Winfax Folder in Outlook to newly created folders.

Now we have WinFax messages located in Outlook PST file. These faxes will be available from Outlook, even if you uninstall Winfax. Now you can import/export/copy Outlook PST file to new computer with other Outlook.

Only one more bad thing: to be able to view these faxes from Outlook we need to install a Viewer. Viewers supplied by Symantec WinFax wfqview.exe and miniview.exe could not be associated with fax files, cannot be used under Vista or 7. So far best is to buy FaxSee Pro from www.sfaxtools.com . It can be installed and associated with WinFax files.

As a result, old WinFax files will be located under Outlook, they could be found by search under Outlook, could be sent over E-mail, could be viewed by purchased FaxSee viewer.

New faxes will come to new fax management program. Email: serge@scomputerservicesgta.com Phone: 416-410-9176
 

If you need to extend your WIRED local area network, simplest way to do so is to get network SWITCH with 5/8/16 or 24 LAN ports and connect it to any LAN port of existing router.

Usually no extra setup is required.

As a result, instead of 4 LAN wired ports, you'll get 7/10/18 or 26 LAN ports available to connect extra computers, network printers, network drive, gaming console, etc.

If you have a spare WIRED router you can set it up as a network SWITCH with only a couple of clicks .

A spare WIRELESS router can still be set up as a SWITCH and WIRELESS ACCESS POINT to boost wireless signal and extend WiFi coverage area.

Let's get started.

1. Decide which router will be MAIN router. Other router - The SECOND / THIRD /FORTH ... (if any) - will be assigned as a SLAVE or SECOND.

2. Make sure that your MAIN router is set up to provide internet connection. Simply connect your computer directly to the MAIN router and attempt to access any website.

Do not proceed with any other steps until MAIN router is set up properly and you have working internet connection.

Contact us 416-410-9176 or email serge@scomputerservicesgta.com if you need help establishing internet connection.

Contact your ISP (Internet Service Provider - Rogers, Bell, Primus, Cogeco, Acanac, AllStream ....)

3. Determine MAIN router's LAN IP address.

Here is the list of commonly used:

•LinkSys or Cisco router default IP address is 192.168.1.1

•D-Link router default IP address is 192.168.0.1

•Bell 2wire modem/router default IP address is 192.168.2.1

•Rogers SMC router default IP address is 192.168.0.1

•Apple Airport Extreme default IP address is 192.168.1.1

•Belkin router default IP address is 192.168.2.1

•Netgear router defaul IP address is 192.168.0.1

Perform the following steps in order to establish MAIN router's IP address:

a. Connect your computer to MAIN router.

b. Start Command Prompt (it can be found under Start ->> All programs ->> Accessories ->> Command Prompt), type IPCONFIG and press ENTER.

c. Result of this command will be your local IP address, Subnet mask and Default Gateway.

d. Default Gateway is your router IP address. Write it down or remember it, you will need it for next steps.

4. Disconnect your computer from MAIN router.

5. Reset SECOND router to manufacture state by pressing Reset button.

a. Power on your SECOND router.

b. Wait a minute.

c. Locate a small hole on the body of SECOND router and using a paper clip press Reset button and hold it for about 25 seconds, release it.

d. Wait a minute and continue to next step.

6. Cover WAN/Internet port of the SECOND router with a masking tape. There is no need to use WAN port on SECOND router.

Do not cover WAN port on the MAIN router - it is a way to have internet working.

7. Connect your computer to any LAN port of the SECOND router and determine LAN IP address of this SECOND router:

a. Start Command Prompt.

b. Type IPCONFIG and press ENTER. You'll get your current IP address, Subnet mask and Default Gateway. Default Gateway's IP address is SECOND router's current IP address.

8. Start any Internet Browser such as Internet Explorer, Google Chrome, Mozilla Firefox, Safari, Opera, etc.

9. In address bar (not in search bar) type IP address of the SECOND router, such as http://192.168.XXX.1

10. Type login name and password to access Web Based Interface of the SECOND router.

11. Find SECOND router's LAN or Local Area Network settings. It should be the same as you have just typed , such as 192.168.XXX.1

12. Now you will need to change this address to a different one in order to make it compatible and working together with MAIN router.

This new SECOND router's LAN IP address should be very similar to MAIN router's IP address. Only keep the last number different.

Example 1:

MAIN Router LAN IP is 192.168.1.1 - do not change

SECOND Router Original LAN IP is 192.168.2.1 - needs to be changed to 192.168.1.2 or 192.168.1.3 etc.
 

Example 2:

MAIN Router LAN IP is 192.168.0.1 - do not change

SECOND Router Original LAN IP is 192.168.0.1 - needs to be changed to 192.168.0.2 or 192.168.0.3 etc.

Example 3:

MAIN Router LAN IP is 192.168.2.1 - do not change

SECOND Router Original LAN IP is 192.168.0.1 - needs to be changed to 192.168.2.2 or 192.168.2.3 etc.

After changing SECOND Router's LAN IP address do not forget to APPLY or SAVE these changes.
 

13. Next step is to get new IP address on the computer. You can just restart computer or disconnect and reconnect network cable from SECOND router or go to Command Prompt and type:

ipconfig /release press ENTER (use a space just between ipconfig and / )

ipconfig /renew press ENTER (use a space just between ipconfig and / )

Default Gateway IP address should be the new one that was just changed. Write it down or remember.

14. Login to the SECOND router using browser with new IP address.

If SECOND router is not a wireless router - skip this step.

If SECOND router is the wireless router, but you are not planning to use it Wireless ACCESS POINT - disable Wireless.

If SECOND router is the wireless router and you want to use it Wireless ACCESS POINT - setup name of your wireless network (SSID). SSID should be different from SSID on MAIN router.

Do not forget to protect your wireless network - set up type of encryption and password. APPLY or SAVE settings.
 

15. Go back to LAN settings on SECOND router, find DHCP server setting and disable DHCP.

SAVE or APPLY settings, close browser. We are almost done.

16. Power off MAIN and SECOND routers.

17. Connect any LAN port of the SECOND router (WAN PORT is covered by masking tape) to any LAN port of the MAIN router.

18. Power on both routers. Wait for 1-2 minutes. Now you can connect computer to any available LAN ports of the MAIN and SECOND routers, you can use both WiFi wireless networks. It should work on both routers.

19. If you have THIRD / FOURTH / FIFTH... router repeat all steps again starting from step 5 and replacing word SECOND router with THIRD / FORTH / FIFTH....router.
 

Should you still experience difficulties configuring your FIRST,SECOND, FOURTH or FIFTHrouter do not hesitate to contact Us.

Email: serge@scomputerservicesgta.com Phone: 416-410-9176

If you are happy owner of iPhone 3G/3GS, iPhone 4, iPad , Rocket Stick or Rocket Hub from Rogers, you may have some difficulties setting up your iDevice or computer to be able to send email without switching outgoing settings under 3G and Wi-Fi.

Rogers tech support recommends to use their smtp.rogerswirelessdata.com (no user name and password required) with port 25 or 465 as an outgoing server for your email. It is working great as long as you are under Rogers 3G network and it does not work as soon as you switch to Wi-Fi.

If you attempt using another Rogers smtp server (e.i. smtp.broadband.rogers.com with port 25 or 587) it will prompt you to enter user name and password under Wi-Fi and it may be not available under 3G.

It looks like smtp.rogerswirelessdata.com is available only under Rogers 3G network. In order to be able to use smtp.broadband.rogers.com you must be a client of Rogers High Speed Internet and have valid Rogers E-mail address and Password.
 

To resolve this issue you should follow 2 simple rules:
•Do not use smtp.rogerswirelessdata.com as your outgoing server at all.
•Use any available to you outgoing server with any port except port 25 (For best result do not use any smtp server related to any Internet Service provider, such as Bell, Rogers, Primus, All-Stream....).

Example:

User has 3 email addresses to be accessed through his iPhone/iPad.

First email address: useraddress1@sympatico.ca associated with Bell Sympatico

Second email address: useraddress2@userdomainname.com associated with user's own website.

Third email address: useraddress3@yahoo.com associated with yahoo.com mail

List of available smtp servers for this user will be:
•smtphm.sympatico.ca with username and password, port 587, Encryption TLS - do not use.
•Contact your host company who is hosting your website to obtain smtp server name, port, username, password, type of encryption.
•smtp.mail.yahoo.com with username and password, port 465, Encryption SSL - preffered one.

If you don't have any email address with Yahoo or Google Gmail - you could simply get it - it is free. If you decide to use smtp.mail.yahoo.com as default to send messages from all 3 accounts you must first login to http://mail.yahoo.com using internet browser (such as Internet Explorer, Firefox, Google Chrome...) with your yahoo email address and password and register other email addresses (add 2 other accounts under mail options) as additional accounts. Otherwise Yahoo will block messages coming from unregistered email addresses through smtp.mail.yahoo.com If setup is done right and your iDevice finally can send messages over 3G or WIFI, but it takes long time to send message you need to reset network settings on your iPhone/iPad - go to SETTINGS -> GENERAL -> RESET -> RESET NETWORK SETTINGS. We hope it works for you.

Should you still experience difficulties configuring your email on iPhone or iPad Do not hesitate to contact Us. Email: serge@scomputerservicesgta.com Phone: 416-410-9176
 

These days many customers in Toronto and Toronto GTA are obtaining Modem/Wireless Router 2Wire 2701HG-G from Bell Canada as an upgrade while they already have network infrastructure and setup with other existing Internal VPN Router, Wireless Router, Hardware Firewall, Remote Desktop Connections, etc.

In order to enable existing internal/external network setup working with Bell 2Wire 2701HG-G White Modem/Wireless Router 2Wire 2701HG you may be required to reset it in Bridge Mode.

As an alternative to re-flashing firmware or unlocking 2Wire 2701HG follow these instructions:
1.Connect White 2Wire Modem/Wireless Router to phone line, make sure DSL light is on.
2.Connect computer to any LAN port of 2Wire Modem/Wireless Router.
3.Use Internet Explorer, Google Chrome, Mozilla Firefox or any other browser to access 2Wire Modem/Wireless Router's web based interface. Default IP address may be 192.168.2.1.
4.Ensure 2Wire 2701HG modem cannot make PPPoE connection - Use INCORRECT Username and/or Password for PPPoE connection settings. Internet Connection --> Advanced Settings.
5.Disable DHCP Server on White 2Wire Modem/Router. Local or Home Network --> Advanced Settings.
6.Disable Wireless on 2Wire 2701HG - it is useless now and will not work anyway. Local or Home Network --> Wireless --> Disable.
7.Disable Firewall on 2Wire 2701HG Modem/ Wireless Router. Application Support --> Advanced Settings --> uncheck Stealth Mode and Block Ping. Save Settings.
Now White Modem/Wireless Router 2Wire 2701HG is working in Bridge Mode.
Disconnect computer from 2Wire Modem/Router.
8.Existing Internal Router needs to be connected using it's WAN port to any 2 Wire's LAN port (any one 1-2-3 or 4 , but use just one).
9.Setup Internal router to dial PPPoE connection using RIGHT Bell Username and Password.
10.If wireless access is required – use only Internal Wireless Router as a wireless access point.
Should you still experience difficulties setting your 2Wire DSL Modem/Router in Bridge Mode do not hesitate to contact us. Email: serge@scomputerservicesgta.com Phone: 416-410-9176