Options for creating mailboxes to support email printing with the PrinterOn Enterprise solution - c06222544

For ease of explanation, here are the assumptions:

- Assuming we have three printers for deployment called printer1, printer2, and printer3.

- Each printer will have a unique email address but not necessarily its own mailbox: printer1@company.com, printer2@company.com, and printer3@company.com.

Below are a few options for setting up the mail server to support email printing with the PrinterOn Enterprise solution:

Option #1 - Using Exchange’s Distribution Groups (This is the preferred PrinterOn method since you need just once actual mailbox):

1. Create just one main mobile print mailbox . This can be named anything ( i.e. mobileprint ).
2. Ensure this mailbox is completely created. This is done by logging into the mailbox using a client such as Outlook.
3. For each printer email address, create a Distribution Group on the Exchange mail server.
4. Each Distribution Alias should reflect the printer name as created within the PrinterOn Configuration Manager.
   For example, printer1@company.com
5. Once the groups are created, modify the Distribution Group properties.
6. Go to the Members tab on each distribution group and click Add.
   Select the main mobile print mailbox that was created in step 1.
7. When this is done, messages are copied to the main print mailbox and the original recipient and sender information is preserved (which is required for email printing with the PrinterOn Enterprise solution).

Option #2 - Using Exchange’s Automatically Forward option:

1. Create individual email mailboxes for each printer and one for a main mobile print mailbox. 4 mailboxes in total: printer 1,printer 2,printer3,and mobileprint .
2. Ensure each mailbox on the Exchange server is completely created. This is done by logging into the mailbox using a client such as Microsoft Outlook.
   For each mailbox, on the Exchange server, access the mailbox's " Delivery Options " and enable the " Automatically Forward " option
   • Enable Forward to:
   • Browse for the central mobileprint mailbox created earlier.
   • Leave the option Deliver message to both forwarding address and mailbox disabled.
3. When this is done, messages are copied to the main print mailbox and the original recipient and sender information is preserved.
4. See the last section of the following KB for more details. http://support.microsoft.com/kb/281926

Option #3 - Mailbox Alias’ – supported in non-ActiveSync Environments only:

1. Create just one main mobile print mailbox. This can be named anything ( i.e. mobileprint ).
2. Ensure this mailbox is completely created. This is done by logging into the mailbox using a client such as Microsoft Outlook.
3. Open this mailbox's properties.
4. Select the E-Mail Addresses tab.
5. Choose Add.
   • Enter the full email address users will be submitting print jobs to. For example, printer1@company.com.
   • Click OK.
6. Continue to add as many addresses as you have printer listings within the PrinterOn Enterprise solution.
7. If connecting via IMAP , go back to the General Settings tab of the Mailbox Properties and enable " Hide from Exchange address lists ".
   If the mailbox remains available in the Address List, Outlook will try to auto-send to the default address which may not be the user’s intended printer.
   Users can add the printer addresses to their personal contacts for frequent use.
8. If connecting via MAPI , this step must be done after the MAPI profile creation steps.

NOTE:

• If the Exchange team wants to create the email addresses ahead of time, we will need to match those names once we start installing the software. The only catch is that those printer names should be unique in PrinterOn service portal (You can think of it as PrinterOn global catalogue).
• If the PrinterOn printers are going to forward the job to Equitrac queues or Equitrac poll-groups, then Printer1, printer2, printer3 will be the name of Equitrac queues and not the physical printers. i.e. If you have a queue called followyou -colour, then we will create a PrinterOn instance also called followyou -colour instead of printer1 and followyou -BW instead of printer2.
• The dedicated server used to install the PrinterOn Enterprise solution needs to have access to the internet and also access to the mail box created for the mobile print.
• The user account that owns mobileprint mailbox will be used to run the PasPort Windows service, therefore this user needs to be a local administrator on the server running this PrinterOn service.
• Microsoft Office should also be installed on the machine hosting the PrinterOn Enterprise solution with the same mobileprint user account.

NOTE:

Applies to PrinterOn Enterprise 3.x and later. MAPI is no longer supported in the PrinterOn Enterprise solution 4.1.x and later.