portlanddiocese.org// email/4/how/toconnect/ table/of
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PORTLANDDIOCESE.ORG Email -‐‑ How to Connect
Table of Contents Email Access via a Web Browser ............................................................................................................................ 2
Email Client Setup .................................................................................................................................................. 3
Outlook 2013 for Windows ................................................................................................................................ 3
Outlook for Mac 2011 ........................................................................................................................................ 4
Mac OS X 10.6+ .................................................................................................................................................. 4
iPhone / iPad ...................................................................................................................................................... 5
Other phones / devices ...................................................................................................................................... 6
Spam Filter -‐ Settings and Quarantine ................................................................................................................... 7
Recommended Settings & Quick Guides ................................................................................................................ 9
Turn off the default Outlook Junk email filter .................................................................................................... 9
Empty deleted items automatically ................................................................................................................. 10
Changing Your Email Password ........................................................................................................................ 11
Out of Office Assistant ..................................................................................................................................... 12
Add Religious Holidays ..................................................................................................................................... 13
Sharing Calendars ................................................................................................................................................. 14
Shared Calendar Permissions ....................................................................................................................... 15
Adding Shared Calendars / Public Folders ........................................................................................................ 16
Connection Status ............................................................................................................................................ 16
Outlook Web App Offline Access ......................................................................................................................... 17
Text Message Notifications .................................................................................................................................. 18
On-‐line Training -‐ Links ......................................................................................................................................... 19
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Email Access via Web Browser In the address bar type: https://mail.portlanddiocese.org
Log in using your username and password.
! If your primary access to email is via Outlook Web App please see page 17 for offline settings !
The domain portlanddiocese.org should be added to your trusted websites and pop-‐up blocking disabled for the domain using Internet Explorer. IE in Windows XP is no longer supported.
3 Email Client Setup
Outlook 2013 for Windows
Follow the Add New E-‐mail Account Wizard, three steps as shown below. Please note that Outlook on Windows XP is no longer supported.
1) Enter your email address:
2) Authenticate to the server
You will be prompted for your login; the user name must be your entire email address. If the username is pre-‐populated with the PC logon name, choose ‘Use another account’ to use your email address for the user name.
3) Finished!
4 Outlook for Mac 2011
Outlook 2011 is included with the MS Office 2011 business suite for Mac OS X. Setup is similar to Outlook for Windows.
Mac OS X 10.6+
Beginning with Snow Leopard the native OS X Mail, Calendar and Address Book applications are Exchange server compatible.
In system preferences, Internet Accounts, choose Exchange
Enter your Name, complete portlanddiocese.org email address and password. The account summary confirms setup of the account and the Exchange email, calendar, notes and address book can be added. Please note, using the native Mac software, there is no access to public folders. OWA or MS Outlook 2011 for Mac must be used if you are using public folders
5 iPhone / iPad
Option 1, ActiveSync This will merge your personal contacts/calendars and tasks with your work mailbox. See option 2 below if you want to keep separation of data on your personal device.
Because your email password is cached on the phone, ActiveSync will change the security settings of your iPhone to require a numerical password to access when the screen is locked.
Option 2, Microsoft Outlook
From the apple App store, download Microsoft Outlook for iPad or iPhone, this is a free app from Microsoft. Setup using your entire email address and password. If prompted, the Domain is: portlanddiocese and the server name is: mail.portlanddiocese.org
Note that Outlook can also be used to access your Drobbox for business account.
See: https://itunes.apple.com/us/app/microsoft-‐outlook/id951937596?mt=8
6 Other phones / devices
Android
Download the Microsoft Outlook app from the Google Play Store. Setup using your entire email address as the username and your password. If prompted, the Domain is: portlanddiocese and the server name is: mail.portlanddiocese.org
Windows Phone
I assume Outlook comes preinstalled and setup is similar then above. I have not seen a Windows phone in the wild for some time so I am not really sure.
Outlook Web App (OWA) will also work on many mobile devices https://mail.portlanddiocese.org
7 Spam Filter -‐‑ Settings and Quarantine
When mail items are quarantined by the spam filter you will be sent a daily email summary of the latest items in quarantine as shown below. Email left in quarantine will be automatically purged after 30 days. The instructions for use are part of the summary shown below.
Anytime you want to check your SPAM quarantine, change settings or perform a search of your quarantined items, click the link in the summary above or type URL below in your web browser. Login using your email username and password.
http://mail.portlanddiocese.org:8000
8 Barracuda Quarantine Inbox and Search Function The Quarantine Inbox is the web interface for reading email that has been Quarantined by the Barracuda Spam Firewall. A message is quarantined when it is considered likely (but not positively) to be spam. To read a message, click on the message in the Quarantine Inbox. Other actions; Deliver will deliver the email to your inbox w/o modifying rules. Whitelist will deliver the email and add the email address to your Whitelist. Delete, there is no reason to individually delete unwanted email, it will be purged automatically after 30 days.
Barracuda Preferences > Whitelist / Blocklist
Whitelist -‐ Allowed Email Addresses and Domains Add any email senders to whitelist. This list of senders are not blocked even if the message matches spam rules. Virus scanning is still applied based on the policy set by the Administrator. Whitelisting may be performed by full email address ("[email protected]") or domain only ("domain.com").
Blocklist -‐ Blocked Email Addresses and Domains Add any email senders to blocklist. This list of senders are blocked, regardless of content, unless a whitelist entry is also present. Blocking may be performed by full email address ("[email protected]") or domain only ("domain.com").
9 Recommended Settings & Quick Guides
Turn off the default Outlook Junk email filter Turn off the default Outlook junk mail filtering. The Barracuda spam firewall filters email more effectively and with less confusion. To turn off Outlook Junk Email, via OWA choose settings (the gear) > options and then block or allow. Check ‘Don’t move email to my Junk Email folder’ and click SAVE
10 Empty deleted items automatically Please check ‘Empty Deleted Items folder when I sign out’
Using OWA this is found in options > settings. You may have to scroll to the bottom of the various options:
For Outlook 2013 see File > Options > Advanced and check ‘Empty the Deleted Items folder upon existing’. In AutoArchive Settings, uncheck ‘Run AutoArchvie every 14 days’
11 Changing Your Email Password Your password can be changed by logging into Outlook Web App https://mail.portlanddiocese.org and choosing the gear (settings) menu (upper right), choose Change password.
Password complexity must meet the following requirements:
ü Not contain the user's account name or parts of the user's full name that exceed two consecutive characters
ü Be at least seven characters in length ü Contain characters from three of the
following four categories: o English uppercase characters (A
through Z) o English lowercase characters (a
through z) o Base 10 digits (0 through 9) o Non-‐alphabetic characters (for
example, !, $, #, %)
! Please note that if your password has been typed incorrectly 3 times your account will lock out for 15 minutes. !
12 Out of Office Assistant
Allow you to set time and date as well as an internal and/or external sender reply.
Using Outlook Web App see settings (the gear) upper right then options > organize email:
See Tools > Out of Office Assistant in Outlook 2007 or Outlook 2013 this is File > Automatic Replies
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Add Religious Holidays Outlook 2007 you choose Tools > Options > Calendar Options then Add Holidays. Outlook 2010 File > Options > Calendar
In addition to the United States Holidays (selected by default) if you scroll to the top you can select to add Christian Religious holidays.
Please note, if you have previously selected to add US holidays, UNSELECT US Holidays before choosing to add Christian Religious or you may get duplicate US Holidays.
14 Sharing Calendars Outlook 2013
To share your calendar for view access, in the home tab choose Share Calendar.
A calendar invitation is created and sent to the recipient via email
Outlook Web App From your calendar choose SHARE in the top right of the screen.
15 Shared Calendar Permissions
If you have previously given access to view your calendar, right click your calendar and choose ‘Permissions’. This is shown below using Outlook Web App:
Permissions can be removed or changed as shown:
16 Adding Shared Calendars / Public Folders
To add a shared calendar to OWA, go to your calendar. Right click Other Calendars and choose open calendar.
To add a public folder, right click Favorites and choose add public folder
Connection Status If Outlook 2013 is open, the connection status to the server is shown on the bottom right, this should be self-‐explanatory. ‘Connected’ as shown is the normal or good status.
17 Outlook Web App Offline Access
http://office.microsoft.com/en-‐us/support/using-‐outlook-‐web-‐app-‐offline-‐HA102828007.aspx
How do I turn on offline access?
1. To turn on offline access, select Settings at the top of the Outlook Web App window and select Offline settings.
2. Select Turn on offline access. 3. Select OK. Outlook Web App will walk you through the steps to set up and use offline access.
18 Text Message Notifications Notifications can be sent as text messages for Calendar notifications and Email Inbox rules, this is set up using OWA in settings (the gear) > options > phone
19 On-‐‑line Training -‐‑ Links
Outlook Web App resources:
http://help.outlook.com/en-‐us/140/gg605090.aspx
MS Office Training:
http://office.microsoft.com/en-‐us/support/training-‐FX101782702.aspx
MS Outlook 2011 Training (for Mac)
http://mac2.microsoft.com/help/office/14/en-‐us/outlook/
OWA App for iPhone or iPAD
http://blogs.office.com/b/office365tech/archive/2013/07/16/owa-‐for-‐iphone-‐and-‐owa-‐for-‐ipad.aspx