# Configuring UM-SMTP, UM-Web View and Standard UM

## Overview

Configuring Standard UM consists of the following tasks:

- Ensure that you have purchased enough UM licenses and assigned them to the mailboxes you want to enable for UM

- Configure Standard UM parameters

- Configure Outbound SMTP Server (Smart Host) settings

- Configure the user mailbox

- Force a license update

These procedures can be performed using the Web Console (instructions below) or the Text Console (see the NuPoint Unified Messaging System Administration online help, available at Mitel OnLine).

## Configure Parameters for UM-SMTP

1. From the navigation tree, click Unified Messaging, and then click UM-SMTP.

2. The UM-SMTP Configuration screen appears.

3. Enter the following configuration information:

- In the Queue Size field, enter the size of the queue for messages sent using Reply and Forward in Web View. The default value is 200. Maximum value is 1000. Do not modify this value unless you are experiencing problems with lost messages or the queue becoming full.

- In the Corporate Callback Number field, enter the callback number to be included in the body of Standard and Advanced email notifications. Enter the callback number in a format that can be recognized by mobile devices (valid characters are 0-9, +, -, #, *, space, parentheses, period, and comma).

Note: The Smart Host Domain Name field contains the IP address or Fully Qualified Domain Name (FQDN) of the e-mail server, which you can configure in the MSL Server Manager on the E-Mail settings screen. If you use an FQDN, configure it with an MX record in the corporate DNS.

4. Click Save.

## Configure Parameters for UM-Web View and UM Standard

Note: All Web View user's messages are transferred via HTTPS.

1. From the navigation tree, click Unified Messaging, and then click UM-Web View.

2. The UM-Web View Configuration screen appears.

3. Enter the following configuration information:

- The Add UM Web View Sessions field shows the maximum number of Web View sessions allowed by your license. This field is read-only.

- In the Queue Size field, enter the size of the queue for messages sent using Reply and Forward in Web View. The default value is 200. Maximum value is 1000. Do not modify this value unless you are experiencing problems with lost messages or the queue becoming full.

- In the Refresh Speed field, enter the frequency, in minutes, at which the Web View GUI should refresh. Note: The smaller the number in this field (the more frequently the Web View GUI refreshes) the higher the network traffic the Web View GUI will generate.

- In the Session Timeout field, enter the length of time, in minutes, a session should remain active without any user activity. This field also determines how long the session will remain locked if a user closes the web browser without logging out.

- Select the Transfer Media Files Over Secure HTTP if you want Web View users' messages to be transferred over secure HTTP (HTTPS).

Note: The Smart Host Domain Name field contains the IP address or Fully Qualified Domain Name (FQDN) of the e-mail server, which you can configure in the MSL Server Manager on the E-Mail settings screen. If you use an FQDN, configure it correctly in the corporate DNS.

4. Click Save.

## Configure Outbound SMTP Server Settings

NuPoint UM can communicate with an outbound SMTP server using one of the following connections:

- Port 25 (standard SMTP)

- Port 465 (secure SSL SMTP)

- Port 587 (secure TLS SMTP)

If you employ a secure port (465 or 587) to connect with an outbound SMTP mail server, you will be required to enter authentication details (User ID and Password) and your account may be subject to usage limitations.

N ote: You must use the MSL Server Manager to configure the SMTP server settings. Once setup is complete, you can review the settings in the NuPoint Web Console (in the Offline Configuration under Unified TCP/IP) or in MSL.

To configure the outgoing SMTP relay server settings:

1. Log in to the MSL Server Manager as "admin."

2. From the navigation tree, click Configuration, and then click E-Mail Settings.

3. Click the Change button beside the setting you want to change.

4. Configure the settings as required and then click Save.

Note: The Admin should always restart the NuPoint UM after changing the SMTP server.

Setting | Description
Server to use for outbound SMTP | The server can deliver outgoing messages via a corporate or Internet service provider's SMTP server, or can deliver messages directly to their destination (by looking up mail exchanger records in DNS). If using a specific SMTP server, specify its hostname or IP address. Otherwise leave this field blank. The server hostname is limited to 16 characters, maximum. Notes: If you are connecting directly to Google Apps, enter smtp.gmail.com as the outbound SMTP server hostname. Also, you must update the Google security settings as follows: Open a web browser and navigate to the administrative console for your Gmail domain: admin.google.com Navigate to Security > Basic security settings > Less secure Apps. Select the Enforce access to Less secure apps for all users option. Click Save. If you are connecting directly to Microsoft Exchange Online (Office 365), program the outbound SMTP server hostname as follows: Log in to the Microsoft Online Services Portal (https://login.microsoftonline.com) Access the account that is being used to send mail. Under Outlook, click Options. On the Account > My Account tab select Settings for POP, IMAP, and SMTP access. Under SMTP access, locate the server name (for example, pod51010.outlook.com) and enter it as the SMTP server hostname.
Destination port for outbound SMTP | If you have specified a server to use for outbound SMTP, select the destination port for outbound SMTP messaging: Port 25 (use cleartext; default) Port 465 (SSL encryption) Port 587 (TLS encryption)
Mail Server User ID | If the SMTP server is using is using secure port 465 or 587, or port 25 with Google Gmail, enter the required user ID. This ID must be configured and licensed in the SMTP server.
Mail Server Password | If the SMTP server is using is using secure port 465 or 587, or port 25 with Google Gmail, enter the required password. This password must be configured and licensed in the SMTP server. Note: Some SMTP relay servers that employ secure SMTP, such as Microsoft 365 and Yahoo, may require that messages contain a "From" address that matches the authorized account ID. See From Address Specification for configuration instructions.
SMTP e-mail injection restrictions | Controls which networks will be allowed to send mail through this server via SMTP. Choose from one of the following three settings: Localhost only – accept e-mail only from applications installed on the server (default setting). Accept only from local networks – accept e-mail from local networks that are directly connected to the LAN. (These networks are on the same subnet as the server’s private interface.) Accept from anywhere - accept all e-mail
Forwarding address for administrative e-mail | By default, e-mail to the administrator is sent to the user "admin" at the domain name configured on the server. You can override the default by entering an e-mail address in this field. Note: RAID array event notifications are sent to this e-mail address. We recommend that you configure a valid address here.
E-mail sent for events: | Select the system events for which you want to receive e-mail notifications — Cleared, Indeterminate, Warning, Minor, Major, Critical. By default, Major and Critical are preselected. The e-mails are sent to the "admin" mailbox. To turn off e-mail notifications clear all the event boxes.

## From Address Specification

By default, NuPoint includes the user's calling line ID (CLID) in the "From" address of email messages (e.g. CLID_6135922122@domain_name.com). However, SMTP relay servers such as Microsoft 365 and Google and some SPAM filters will not accept this format and instead require that all messages contain a "From" address that matches an authorized account ID. If your enterprise requires use of an authorized account ID, you must configure it in MSL as the Mail Server User ID (the user ID must be in the format of an email address), add it to your SMTP server or SPAM filter, and then employ the following procedure to select it for use.

To specify the "From" address format for NuPoint email messages:

1. From the navigation tree, click Unified Messaging > Smarthost Configuration.

2. In the "From" address for all sent emails: field, select one of the following options:

- Use the Mail Server User ID configured in the MSL server-manager - NuPoint inserts the Mail Server User ID in all sent emails. Select this option if your environment includes an SMTP server that uses secure port 465 or 587, or a SPAM filter that requires a single authorized account ID. To complete the configuration, add the user ID to your SMTP server and/or SPAM filter. Note: In Standard UM emails, the administrator email ID (the Mail Server User ID) will be displayed in the “from” field irrespective of whether the mailbox user’s email address is configured.

- Let NuPoint determine the "From" address - (default) NuPoint inserts each user's CLID or name in all sent emails. Select this option if your environment does not include an SMTP server that uses secure port 465 or 587, or a SPAM filter that requires a single authorized account ID.

Note: For Google Apps implementations, when NuPoint receives a call from an external source, the system will insert the Mail Server User ID, in addition to the user's CLID or name, in the From header of sent emails. For more information on this limitation, see Google Apps Configuration Requirements and Usage Limits.

3. Click Save.

Note: The Smart Host Domain Name field contains the IP address or Fully Qualified Domain Name (FQDN) of the e-mail server, which you can configure in the MSL Server Manager on the E-Mail settings screen. If you use an FQDN, configure it correctly in the corporate DNS.

### Configuration Requirements if Connected Directly to Outbound SMTP Server

If NuPoint UM connects directly to a hosted SMTP mail server such as Google Apps or Microsoft Exchange Online (Office 365), it may be subject to particular configuration requirements and usage limitations.

#### Google Apps Configuration Requirements and Usage Limits

- The corporate DNS settings on the local server must be able to resolve to the Google Apps outgoing SMTP server hostname (smtp.gmail.com). DNS settings can be configured under "Domains" on the MSL Server Manager.

- Direct connections to the Google Apps SMTP server must be made through a secure SMTP Port (465 or 587) using a single, authenticated user account. As a result of this setup, Google's SMTP server delivers all email messages with the same "Reply To" email address. For example, if someone from extension 1120 leaves an email message for mailbox 4009, the message's From field will contain a unique name such as John Smith but a common email address such as admin@company.com. To alleviate this limitation, configure a Google Apps account that indicates the messages are originating from a NuPoint voicemail server. For example, use nupoint.voicemail@mitel.com rather than admin@mitel.com. Also enter this address in MSL as the Mail Server User ID.

- If you connect directly to the SMTP server using a single, authenticated user account, the account will be subject to sending limitations to prevent email spamming. For example, Google Apps has a sending limit of 2,000 email messages per day. Once that limit is reached, the account will be locked for 1 to 24 hours, preventing further emails from being sent. In addition, the account will also be locked if too many emails are sent during a short period of time. While the account is locked, Google rejects new email with a "Daily sending quota exceeded" error and the event is logged in /var/log/qmail. (Note that Google controls the account lockout triggers and time periods, and does not publish the exact limits.) We strongly recommend that only customers with a small number of users (fewer than 80 mailboxes) use Google Apps directly instead of an SMTP relay server.

- Because sending limitations apply to all SMTP emails sent from your system (including emails generated by the alarm manager, and fax confirmation), direct connections to Google Apps should be implemented only by smaller organizations. A safe limit is 80 user mailboxes, based on typical call/port usage patterns.

- In some cases, Google Apps may treat email from NuPoint UM as spam. To correct this problem, you must add the NuPoint server to the email whitelist on the Google Apps domain as follows:

1. 1. Log in to the Google Apps administrator control panel: https://www.google.com/a/cpanel/yourdomainname

   2. Click the Settings tab and select Email.

   3. Locate the Email Whitelist section and enter the external IP address(es) of the NuPoint UM server.

   4. Click Save.

#### Microsoft Exchange Online (Office 365) Configuration Requirements and Usage Limits

The limits on messages, mailboxes, recipients, and e-mail clients can be found online at this address: http://help.outlook.com/en-US/140/dd630704.aspx.

These limits are intended to protect Microsoft's servers from being used as a source for spam generation. Of note are the message rate limit of 30 messages per minute and the recipient rate limit of 1,500 recipients per day. Since the NuPoint is configured to send mail from a single authenticated user account, these limits apply system-wide.

Once a limit is exceeded, Microsoft's mail server will bounce any mail sent from the account until the time limit has expired. The Microsoft mail server will return one of two types of failures—temporary or permanent. In the case of a temporary failure, the message is resent by NuPoint. In the case of a permanent failure an alarm will be raised to the NuPoint system administrator indicating that a voice mail message has been returned with an error. Also, an email sending error will be logged in the /var/log/qmail logfiles directory.

Since the MSL outbound SMTP server setting applies to all SMTP mail sent from MSL, all applications running on MSL will then contribute towards the daily limit. This means alarm manager emails, fax confirmations, and any other application which sends SMTP email from MSL will contribute to the daily limit.

Accordingly, you should connect directly to the Microsoft Exchange Online (Office 365) only if you have small number of users (e.g. 60 mailboxes based on typical use patterns). If you have a large number of users, you should employ an outbound SMTP server without restrictive usage limits such one located in your enterprise network.

In its role as an SMTP relay server (smart host), Office 365 will only process messages containing a "From" address that matches the authorized account ID. To ensure that NuPoint provides this ID rather than unique CLIDs, program the From Address Specification.

## Configure User Mailbox

1. From the navigation tree, click Mailbox Maintenance > Mailboxes.

2. Click Add to create a new mailbox, or search for an existing mailbox and click a mailbox number to edit it.

3. Select the Class of Service tab.

4. From the Feature Class of Service drop-down menu, select a Features class of service that includes the appropriate feature bits:

For this User: | Add these Feature Bits:
Standard-SMTP | 289
Standard-Web View | 250, 251, 252, and 290
Standard | 304

Note: In order for SMTP forwarding to work with Exchange 2010 (SP3), you must make a small change to the Exchange Server configuration. In the Exchange Management Console, on the Permissions Group tab, under Server Configuration > Hub Transport select Anonymous Users for all of the receive connectors that use port 25.

5. Select the General tab and update parameters in the Personal Information and Unified Messaging sections.

Notes:

- Enter the user's e-mail address, or addresses, in the UM Email Address fields. Users can add or change their e-mail addresses using Web View. For the UM-SMTP user type, no other Web View functions are available.

- For UM Audio Encoding, select ADPCM, GSM 6.10, or MP3. Since MP3 uses more processing resources, select it only if ADPCM and GSM 6.10 cannot be played on the user device or if the user is employing a hosted/webmail web service such as Gmail.

6. Click Save.

### Configure Unified Messaging Limits

Using Web Console, you can limit the use of hard drive space by specifying that voice mail messages be forwarded to email clients in text format only. To do so, you configure the Unified Messaging Limits feature using LCOS.

To specify voice mail messages be forwarded to email clients in text format only:

1. From the navigation tree, click Class of Service > Limits COS.

2. In the right pane, select Default (LCOS 1).

3. Select Unified Messaging Limits from the drop-down menu.

4. After Allow All SMTP Delivery Formats, select No.

Selecting "No":

- Limits all users to text notifications only. It limits both UM-SMTP and Standard UM, overriding all FCOS settings that relate to SMTP forwarding.

- Completely disables FCOS bit 289

- Overrides FCOS bit 304 and prevents notifications for email addresses for which a notification method other than Text Notification was selected

- Limits FCOS bit 304 to Text Notification only for email addresses for which Text Notification was selected

Notes:

- If you apply the Unified Messaging Limits LOCS, we recommend you do NOT use FCOS with bit "261 - Allow NP PWG View WEB access to messages".

- To prevent audio file leaks, you can limit user access to messages in Web View by removing FCOS 290.

## Force a license update (not required for UM-SMTP or UM-Web View)

1. From the navigation tree, click Unified Messaging, and then click UM User Licensing.

2. Click Update UM User Licensing. Confirm the update. The Standard UM feature is now activated.

Notes:

- For MiCollab deployments of Standard UM, you cannot force a license update by selecting the Update UM User Licensing button. Instead, you must access the MiCollab Users and Services application and enable Standard Unified Messaging.

- Updating UM User Licensing causes a scan of mailboxes that may take some time to complete and may place an extra load on the system.