OWA (Outlook Web Access) - User Guide - Kent · PDF fileICT Service Desk 03000 415555...

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ICT Service Desk 03000 415555 ictservicedesk@kent.gov.uk Version 1.0 Page 1 of 48

Remote Working Services

OWA (Outlook Web Access) - User Guide

Kent County Council

ICT Service Desk 03000 415555 ictservicedesk@kent.gov.uk Version 1.0 Page 2 of 48

Contents 1 Connecting to your KCC mailbox ................................................................................................................ 4

1.1 Requirements ...................................................................................................................................... 4

1.2 Remote Working Tokens ..................................................................................................................... 4

1.3 Logging on to OWA ............................................................................................................................. 5

2 How to use OWA ...................................................................................................................................... 10

2.1 New Message .................................................................................................................................... 10

2.1.1 Opening a New Message ........................................................................................................... 10

2.1.2 Adding intended recipients ........................................................................................................ 12

2.1.3 Adding email attachments ......................................................................................................... 14

2.1.4 Sending the message ................................................................................................................. 14

2.2 Reply/Forward ................................................................................................................................... 15

2.3 Calendars ........................................................................................................................................... 16

2.3.1 Access Calendars ........................................................................................................................ 16

2.3.2 Add shared calendar .................................................................................................................. 17

2.4 Contacts (People) .............................................................................................................................. 22

2.4.1 Accessing Contacts ..................................................................................................................... 22

2.4.2 Find a Contact ............................................................................................................................ 22

2.4.3 Add a Contact ............................................................................................................................. 24

2.5 Managing email attachments (OneDrive) ......................................................................................... 25

2.5.1 Opening attachments ................................................................................................................ 25

2.5.2 Accessing the OneDrive ............................................................................................................. 27

2.5.3 Adding email attachments ......................................................................................................... 29

2.6 Accessing Shared Mailbox ................................................................................................................. 33

2.6.1 Adding a Shared Mailbox as an Additional Folder ..................................................................... 33

2.6.2 Removing a Shared Mailbox from the Folder List ..................................................................... 35

2.6.3 Opening a Shared Mailbox directly ............................................................................................ 36

2.7 Mailbox Settings ................................................................................................................................ 38

2.7.1 Display Settings .......................................................................................................................... 39

2.7.2 Automatic Replies (Out of office) .............................................................................................. 40

2.7.3 Email Signatures ......................................................................................................................... 41

2.7.4 Accessing/Adding Rules ............................................................................................................. 42

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2.8 Changing Theme ................................................................................................................................ 46

2.9 Signing Out ........................................................................................................................................ 47

3 Troubleshooting ....................................................................................................................................... 48

3.1 Remote Working Token Unlock and PIN Reset ................................................................................. 48

3.2 If all else fails ..................................................................................................................................... 48

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1 Connecting to your KCC mailbox

Outlook Web Access (OWA) allows KCC email access via an externally accessible web site. This means it can

be accessed from any internet connected device (i.e. both KCC and Non-KCC devices) via a web browser

(e.g. Internet Explorer 11 or 11, Edge, Chrome, Firefox, Safari, etc.).

1.1 Requirements

To access OWA you require the following:

Non-KCC Computer connected to the internet

Web browser (IE10, IE11, Edge, Chrome, Safari,

Firefox) and the OWA site URL

Remote Working Token (e.g. fob or smartphone

authenticator app)

1.2 Remote Working Tokens

All of the KCCs Remote Working Services, i.e. A2K (Access 2 Kent), RDA (Remote Desktop Access) or OWA

(Outlook Web Access), utilises 2 Factor Authentication (2FA) as an extra layer of security. This means that

in addition to your KCC logon credentials (i.e. username and password) you are required to enter a 4-digit

PIN and One-time Password, auto generated by a Remote Working Token, to log onto the Remote

Working Service.

You are able to use either a Remote Working Fob or Mobile Authentication, via a free smartphone app, as

the Remote Working Token that provides this information.

Mobile Authentication Utilises a free app installed on a personal or work smartphone, downloaded from the smartphones App Store, which will produce the required auto generated One-time Password. For Apple iPhones and Google Android smartphones Google Authenticator needs to be downloaded and on Windows smartphones Windows Authenticator is required.

Remote Working Fob This is a dedicated device that produces the required auto generated One-time Password when its button is pressed.

ICT Service Desk 03000 415555 ictservicedesk@kent.gov.uk Version 1.0 Page 5 of 48

1.3 Logging on to OWA

Below are steps highlighting how to log onto OWA.

1. Open your preferred web browser (i.e. Internet Explorer, Edge, Chrome, Safari, etc.)

2. Type http://www.kent.gov.uk/OWA and press Enter.

3. Select the Office 365 Outlook Web Access (OWA) link. 4. On the login page for Office 365 enter your KCC network/login account username (e.g. BloggJ01)

followed by @invicta.cantium.net (e.g. BloggJ01@invicta.cantium.net).

Please note

If you are logging on with a computer you have previously logged onto Office 365 the below login page will

appear instead. This allows you to select a previously logged on account, which will prefill the username

box on the Kent County Council sign in page.

http://www.kent.gov.uk/OWA

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5. When you leave the Username field the page will immediately change and display the following

Redirection page.

6. The following Kent County Council Sign In page will load.

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7. Please enter the following information:

Your KCC network/login account username (e.g. BloggJ01) followed by @invicta.cantium.net

(e.g. BloggJ01@invicta.cantium.net).

Your KCC network/login account password.

8. Select Sign in.

9. The following Token Authentication page will load requesting your Remote Working Token details.

10. Enter your Remote Working Token details into the OTP field. This consists of the 4 digit PIN number

proceeded immediately by the One-time Password generated by the Remote Working Token.

The One-time Password will be either an 8 or 6 digit number, depending on what model of Remote

Working Fob being used or if you are using a Mobile Authentication app

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