Manage and Setting Up Mobile Devices

You can define the security and sync settings on mobile devices that access mailboxes for your organization's users as well as manage the mobile devices that synchronize to mailboxes.

Note: Mobile devices are individually enabled for each mailbox in the Mail Option section by checking the Mobile device enabled checkbox on the Edit Mailbox window.

To setup/manage your mobile devices, do the following:

1. From the Home screen, click the Mobile Devices tab.

General

The General section contains two settings to define your organization’s mobile device policy.

• Allow devices that don’t fully support these policies to synchronize

When checked, The Allow devices that don’t fully support these policies to synchronize setting enables users to access Exchange even if their mobile device does not support the settings for mobile devices in the Admin Panel. The option is enabled by default: to disable this option, deselect the corresponding checkbox.

Note: Security can be compromised by permitting mobile devices that do not fully support the settings set in the Admin Panel to access Exchange.

• Update policy on devices (hours)

If you want the policy to be updated on devices after a certain number of hours, check the Update policy on devices (hours) checkbox and enter the number of hours in the corresponding field. This option is disabled by default; when enabled, 24 hours is the default time. Note that the valid range is 1 – 596,523 hours.

Device Security

The Device Security section enables you to define the security settings on mobile devices used to access mailboxes by users in your organization.

As part of defining the mobile device policy, you have the option to require a device password.  This option defaults as deselected. If you do not wish to require a password, you can skip this section and go to the Sync Settings section.

Require a password

To require a password, click the Device Security title bar to expand the section and check the Require a password checkbox.

Once a password is required, the options below the checkbox become active thereby enabling you define the following password requirements and settings:

• Allow simple passwords: Select the Allow simple passwords checkbox to allow number-only, letter-only, or simple number combinations and/or words, such as 2468, password, and pswd123.
  
  Note: This option is enabled by default: to disable this option, deselect the corresponding checkbox.
• Require an alphanumeric password: Select the Require an alphanumeric password checkbox to make the use of a symbol, character, and number to be part of the requirement for a password.  
  
  If the Require an alphanumeric password option is enabled, define the number of character sets (uppercase and lowercase characters, numbers, and symbols) required for an acceptable password by entering a number between 1 to 4 in the Passwords must include this many character sets field.
• Require encryption on device: Select the Require encryption on device checkbox to encrypt all information on the mobile device and improve security.
• Require encryption on storage cards: Select the Require encryption on storage cards checkbox to require storage cards to be encrypted.
  
  Note: Some operating systems on mobile devices may not support storage card encryption.
• Minimum password length: To set the minimum length for a mobile device password, complete the following:
1. Enable the setting by checking the Minimum password length checkbox.
2. Then, define the minimum length for the password by entering a number between 1 and 16 in the corresponding field. The default is 4 characters.
• Number of sign-in failures before device is wiped: To enhance security on mobile devices, you can activate a setting to clear the device’s memory and reset to factory default settings after a defined number of failed sign-in attempts.
  
  To set the number of failed sign-in attempts,
1. Check the Number of sign-in failures before device is wiped checkbox.

2. Enter a number between 4 and 16 in the corresponding field. The default is 8 sign-in failures before device is wiped.

Note: The expectation of the wipe command on a mobile device is a full complete data wipe including a reset to factory default settings of the mobile device.  

• Require sign-in after the device has been inactive for (minutes): This option requires a user to sign in to their mobile device after a defined inactive time. To do so,
1. Check the Require sign-in after the device has been inactive for (minutes) checkbox
2. Enter the desired number of minutes, between 1 and 60, in the corresponding field. The default is 15 minutes.
• Enforce password lifetime (days): Enable the Enforce password lifetime (days) checkbox to have an expiration date for the mobile device password. When the defined number of days is reached, the password expires and a new password must be created by the user to access the mobile device.
  
  To enable this setting,
1. Check the Enforce password lifetime (days) checkbox
2. Enter a number between 1 and 730 in the corresponding field for the interval of days a password will be valid for before expiring. The default is 90 days.
• Recycle Count field: The number entered in the Recycle Count field is the amount of times a user can reuse a password for their mobile device. Enter a number from 0 to 50 in the Recycle Count field; the default number is 0.

Sync Settings

In the Sync Settings section on the Mobile Devices tab, you can configure the mobile device mailbox sync settings for your organization for all users mobile devices in your organization who are synchronizing to mailboxes with their mobile devices.

Click the Sync Security title bar to expand the section. The following options display:

• Include past calendar items: Select the range of past calendar items to be included when synchronized  to mobile devices by clicking the Include past calendar items and selecting All, Two Weeks, One Month, Three Months, or Six Months. All defaults in the Include past calendar items dropdown.
• Include past email items: Select the range of past email items to be included when  synchronized  to mobile devices by clicking the Include past email items and selecting All, One Day, Three Days, One Week, Two Weeks, or One Month. All defaults in the Include past email items dropdown.
• Limit email size to (KB): If you want to establish an email size limit  for  synchronized  mobile devices,  check the Limit email size to (KB) checkbox and enter the max KB number in the corresponding field. 100 KB is the default. The valid Range is 0 - 2,147,483,647.
• Require manual synchronization when roaming: To require a mobile device be manually  synchronized when roaming instead of automatically synchronizing, check the Require manual synchronization when roaming checkbox.  
• Allow HTML-formatted email: When enabled, email  synchronized  on a mobile device displays in HTML rather than plain text. The Allow HTML-formatted email setting is enabled by default. To have all emails display in plain text, deselect the checkbox.
• Allow attachments to be downloaded to device: By default, attachments are allowed to be downloaded to the device. To disallow downloading attachments, deselect the Allow attachments to be downloaded to device checkbox.
• Maximum attachment size (KB): If you are allowing attachments to be downloaded to mobile devices, determine if you want to limit  the size of attachments.
  
  To set an attachment size limit, check the Maximum attachment size (KB) checkbox and enter max number the attachment size can be. The valid Range is 0 – 2,097,151.

Manage Devices

The Manage Devices section enables you to view all configured mobile devices in your organization; you can also view details and complete actions on those devices.

Click the Manage Devices title bar to expand the section.

View Details

1. In the Manage Devices section, select the device and click the View Details button .
2. Click the Close button once you have finished viewing the Mobile Device Details.

Allow Device

1. In the Manage Devices section, select the blocked device in the list you want to allow. Click the Allow Device button  that corresponds to that device.
2. A pop-up window displays asking Are you sure you want to allow this device to access “Mailbox Name”? Click the Confirm button to allow the device.
   
   Allowed displays in the Status column for the device in the list.

Block Device

1. In the Manage Devices section, select the device you want to block in the list. Click the Block Device button  that corresponds to that device.
2. A pop-up window displays asking Are you sure you want to block this device from accessing “Mailbox Name”?. Click the Confirm button to block the device.
   
   Blocked displays in the Status column for the device in the list.

Wipe Device

1. In the Manage Devices section, select the device from the list whose data you wish to delete. Click the Wipe Device button  that corresponds to that device.
   
   Note: Since the Wipe Device option does a complete information deletion of the mobile device and resets it to factory default settings, only use the Wipe Device option if the mobile device is compromised, stolen, or lost.

2. A pop-up window displays asking Are you sure you want to wipe all data pertaining to “Mailbox Name” from this device? Click the Confirm button to delete all data from the device.
3. The status of the device is changed to DeviceWipePending. Once the deletion of all data from the device is complete and the page is refreshed, the status will change to DeviceWipeCompleted.
   
   Note: When the device is has a DeviceWipePending or DeviceWipeCompleted status,the View Details and Delete Device action buttons are the only active buttons.

The Cancel Wipe button displays next to the status for the device enabling you to cancel the wipe command if the wipe has not already been completed.

1. Click the Cancel Wipe button to display a confirmation popup window.
2. To cancel the deletion of data from the device, click the Confirm button.
3. If the cancel is successful, the status for the device changes to Allowed.
   
   If the cancel fails, a message displays stating that the wipe command has completed.  The status for this device will change to DeviceWipeCompleted once you close this message window.

Delete Device

1. In the Manage Devices section, select the device you want to delete in the list. Click the Delete Device button  that corresponds to that device.
2. A pop-up window displays asking Are you sure you want to delete this device from accessing [Mailbox Name]? Click the Confirm button to delete the device.
   
   The device is removed from the list.