OWA (Outlook Web Access) - User Guide - Kent · ICT Service Desk 03000 415555 [email protected] Version 1.0 Page 1 of 48 Remote Working Services OWA (Outlook Web Access)

ICT Service Desk 03000 415555 [email protected] Version 1.0 Page 1 of 48

Remote Working Services

OWA (Outlook Web Access) - User Guide

Kent County Council


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


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


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.


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. [email protected]).

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


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.


7. Please enter the following information:

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

(e.g. [email protected]).

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 on a smartphone. For

example:


Remote Working Fob Remote Working Fob Mobile Authentication App

(Smartphone)

1234123456

Please note

If you have forgotten your 4-digit PIN number then following the instructions located in the section Remote Working Token Unlock and PIN Reset.

11. Select Submit

Please note

If you are logging on for the first time you will need to select the default Language and Time Zone on the

below page that will load, before selecting Save.

One-time

Password PIN


12. Once you have successfully logged in, you will be presented with the “Office 365 Outlook” (aka

OWA) home page.


2 How to use OWA

This section covers briefly how to access important mailbox functions and perform some common actions.

2.1 New Message

2.1.1 Opening a New Message

To open a new message, select the button

Please note

By selecting the arrow icon you also have the option to open a new Calendar event (aka appointment) or

Group.

If you have a Reading Pane visible the New Message will appear where the Reading Pane is:


If there is no Reading Pane visible the message will display where the list of emails is displaying:

To open the email in a separate window, select the Edit in a separate window button .


2.1.2 Adding intended recipients

To add a contact to the To, Cc, Bcc or From fields you can either:

Please note

The Bcc field is only available by selecting the link on the far right of the To field.

The From field can be added via the option Show From available in a drop down menu that appears when

selecting the button.

1. Use the Suggested Contacts list that appears when you first select one of these fields and displays

any Contacts you have used recently within OWA.

2. Enter partial or full name of a contact/email address:

a. Select the Search Directory option at the bottom of the drop down list that appears below

the field.


b. The list will then update to display all contacts from the Global Address List that match what

has been entered.

Once added a contact will appear showing the display name in a separate box


Please note

The Bcc field is only available by selecting the link on the far right of the To field.

The From field can be added via the option Show From available in a drop down menu that appears when

selecting the button.

2.1.3 Adding email attachments

To find out how to add email attachments and where these attachments are stored please read section 2.5

Managing email attachments (OneDrive).

2.1.4 Sending the message

Once you have completed the email then select either Send buttons.


2.2 Reply/Forward

To reply or forward a message choose the arrow icon next to Reply all and select either Reply or Forward.

This will then open a new message within the same window.


2.3 Calendars

The Calendar facilities exist as a separate section of the Office 365 suite of available applications. You have

the ability to view, create and share calendars within your own mailbox and access/view calendars of

colleagues that have given you permission to their own calendar(s) or generic shared calendars you have

access to.

Please note

When multiple calendars are being displayed at the same time the calendar will denote which

appointment belongs to which calendar by colouring them.

2.3.1 Access Calendars

1. Select the button.

2. On the drop down menu left click the Calendar option to open the calendar within the current

browser tab.

Please note

If you want to open the calendar in a separate tab right-click the Calendar option and select Open in new

tab from the menu that appears.


2.3.2 Add shared calendar

To add a calendar you have been given access to, by either the calendar owner or a request to ICT for

generic shared calendars/mailboxes, perform the following steps:

1. Select Add Calendar and then From directory

2. The following calendar box will appear in the middle of the window.


3. Enter the partial or full name of a contact (person) within your personal contacts or the

organisations global address list.

4. Select Search Directory.

5. This will return any contacts that contain the entered text within the name or email address of the

contact in the form of a list.

6. If present, select the relevant contact and the box will change to display that contacts information,

example below.


7. Select Open and the mailbox will be added to the list of calendars and its appointments will appear

in the displayed calendar as a different colour.

2.3.3 Add new calendar appointment

New appointments can be added to a calendar by either selecting the New button or right-clicking on a

calendar and selecting New from the menu that will appear.


Fill in/update the information in the Details section of the appointment.

To add Attendees to the appointment, use the People section in the right-hand column. Attendees can be

adding in two different ways:

1. To select from a list of recent contacts you have used enter the partial/full name of a person into

the search box and select the contact or choose Search Directory to return all contacts with the

name you have entered.

To add an attendee select them from the list that appears.


2. You can select the within the Search Box and the following Contacts page will load showing you

the list of personal contacts (“Your Contacts”) and another way of searching the full directory of

contacts, by using the Search People box.

Add the contacts to the appointment by selecting the icon next to their contact details.

Once you have finished adding attendees, select Save.

Added attendees will appear in a list in the People section (right-hand column).

Once you have finished with your appointment, select Save.


2.4 Contacts (People)

Office 365 now refers to Contacts as People. As with the Calendar, “People” is access as a separate facility

within OWA. This section briefly describes how to access personal and the organisations contacts lists.

2.4.1 Accessing Contacts


2. On the drop down menu left click the People option to open the calendar within the current

browser tab.

Please note

If you want to open the calendar in a separate tab right-click the People option and select Open in new tab

from the menu that appears.

2.4.2 Find a Contact

Personal contacts are accessed via the Your contacts menu and the organisations contacts are accessed via

the Directory menu.

To find a Contact you can either:

Navigate all the Directory or Your Contacts people by selecting All Users


Enter the partial/full name of a person in the Search People field.


2.4.3 Add a Contact

New People/Contacts can be added to the Your Contacts list by selecting the New button.

The above menu will appear allowing you to fill in as many fields of information to associate to the contact:

Name

Email

Phone

Address

Notes

Etc.

Once you have finished, select Save. This contact will now appear under the Your Contacts list and can also

be located if searched for.


2.5 Managing email attachments (OneDrive)

OWA provides access to a file hosting service called OneDrive, e.g. it is a network file share based in the

Cloud. OneDrive will be the default location for saving and attaching files from/to emails whilst using OWA.

Being a web hosted service the OneDrive is available to access on both work and personal (via OWA)

devices.

2.5.1 Opening attachments

Emails with attachments will display the paper clip icon.

To access the attachments on an email you need to:

1. Open the email by double left-clicking the message in the mail folder.

2. On the opened email message it will display a drop down box for each attachment, displaying the

files name.


3. By selecting a file you will be presented with the following options:

a. View – this will open the file in Read Only view within the same browser window that is

displaying the email.

b. Download – this will allow you to Open the file within the files default application installed

on the computer you are working on or to Save the file to a selected local drive (e.g. C:

drive) on the computer.

c. Save to OneDrive – KENT COUNTY COUNCIL – this will allow you to save to the OneDrive

that can be accessed on any device (in and out of the office). You will then need to access to

OneDrive to locate this saved file in the Email Attachments folder.


2.5.2 Accessing the OneDrive

To locate any saved email attachments you need to access the OneDrive. To do this:


2. On the drop down menu select the OneDrive option.

3. OneDrive will then open within the same OWA browser window.


4. All saved email attachments should appear in the “Email attachments” folder.

5. To open a file you can either left-click on the name of the file to open the file within the browser

(i.e. within Word Online) or left-click the three dot icon that appears when you hover over the files

row.


This will display a menu giving you more options, including “Open in Word” which will open the file

in your locally installed version of Word (if installed). If you choose to open in Word you will need to

click Allow on the following message:

2.5.3 Adding email attachments

To add an attachment to an email you need to:


1. Open a new message and add its content.

2. Select Attach, which will open the following OneDrive screen.


3. You have two ways of selecting your file(s) to attach to the email:

a. You can attach a file that is already in the OneDrive by selecting the tick box next to the

file(s) that you would like to attach and then selecting Next.

b. You can select the file(s) from your local computer using the Computer option on the left

hand side and then navigating to the file in the standard file selection window.


4. You will then be presented with the below message and need to decide how the file is attached and

which option to select.

a. Attach as a OneDrive file - this will give recipients the ability to edit the file and view

changes to it in real time. If the file does not already exist in the OneDrive it will

automatically be uploaded to the Email attachments folder and this will be the version of

the file that can be modified by the recipient and sender. Once added the file will appear on

the original email as shown in the below example

b. Attach as a copy – this will send a copy of the file to be reviewed by the recipient. If they

make changes to the file these will not be reflected in the sender’s version. Once added the

file will appear on the original email as shown in the below example


2.6 Accessing Shared Mailboxes

There are two ways to view a shared mailbox that you have access to, both described in this guide:

1. You can add a mailbox to appear as an additional folder under your list of Folders.

2. You can directly open the mailbox in a separate window, giving you the ability to access that

mailboxes Out of Office (Automatic Reply) message and Rules settings.

2.6.1 Adding a Shared Mailbox as an Additional Folder

Additional shared mailboxes will only be visible when viewing the mailbox under the Folders list view.

1. Open Folders List view by selecting the “More” option.

2. Right-click on your mailbox folder name to bring up the below menu.


3. Select “Add shared folder…” to make the following box appear in the middle of the window.

4. Enter the name or email address of the mailbox you wish to add select Search Directory to locate

this mailbox.

5. Once the mailbox has been located details of that mailbox will be displayed, as shown below.

6. Select Add.

7. The shared mailbox will appear as a new folder below your own mailbox folders.


Please note

If you do not have permission to access to the shared mailbox you have added you will receive the following message when trying to expand the mailbox.

2.6.2 Removing a Shared Mailbox from the Folder List

1. Right click on the mailbox top level folder


2. Select the Remove shared folder option

2.6.3 Opening a Shared Mailbox directly

If you have full access to the shared mailbox you are able to open it in a separate window. This will give

you all the same access to that mailboxes settings that you have to your own mailbox.

1. Select the person icon/your picture in the top right hand corner of the screen.

2. Select “Open another mailbox…” to make the following box appear in the middle of the window.

3. Enter the partial/full name or email address of the mailbox you wish to access.


4. Select Search Directory or the name of the mailbox if already located in the list that will appear.

5. Once the mailbox has been located details of that mailbox will be displayed.

6. Select Open and a new browser window/tab will open and display that mailbox.


2.7 Mailbox Settings

All mailbox related settings that can be found in MS Outlook can be located under the Mail, Calendar and

People Settings menu. These menus are accessible by clicking the Settings button on the menu ribbon.

Then selecting the Mail, Calendar or People hyperlink located near the bottom of the column of Setting

shortcuts being displayed.

Please note

The quick menu that displays after clicking the Settings button has a few shortcuts of commonly accessed settings such as: Automatic Replies, Display Settings, Theme, etc.


2.7.1 Display Settings

Three menus covering Reading Pane, Message List and Conversations menus, which are the main menus

determining the display/layout of OWA can be accessed either separately from the Mail menu or via the

Settings shortcut Display Settings.


2.7.2 Automatic Replies (Out of office)

To access the menu where the Automatic Replies, aka Out of Office, message can be set/removed from

the mailbox.

1. Select Automatic Replies (via Mail > Automatic processing > Automatic Replies)

2. From this menu you can turn on/off automatic replies:

a. If turning on the Automatic Reply enter the messages that you wish to be sent to internal

(KCC staff) and external emails senders, then select Send automatic replies.

b. If turning off the Automatic Reply, select Don’t send automatic replies.


2.7.3 Email Signatures

To access the menu where an Email Signature can be set, for when you are using OWA only.

1. Select Email signature (via Mail > Layout > Email signature)

2. Select the relevant tick boxes if you want the signature to appear automatically on new messages

and replies/forwards.

3. Fill in the box with the signature that you want to use.

4. Select Save.


2.7.4 Accessing/Adding Rules

To access the menu where rules can be modified and created.

1. Select Inbox and sweep rules (via Mail > Automatic processing > Inbox and sweep rules)

2. Here you can view any existing rules or add new rules.

Below I have run through an example showing the steps to follow to add a basic rule to move emails to

another folder if received from a specific sender, “ICT Service Desk”, and marked with High importance.


2. On the New inbox rule form that appears add a name for the rule.

3. Use the “When a message arrives, and it matches all of these conditions” drop down box and

select the criteria It was sent or received > Received from….


4. From your list of contacts either select a personal contact or search for the contact by entering the

name and clicking the magnify glass button.


5. Once the contact is located add this by clicking the button next to the contacts name, then

select Save.

6. Once back on the New inbox rule page add a new condition by clicking the Add Condition button.

7. Add a condition checking the Importance on the email being set to High.

8. Set what action to perform via the “Do all the following” drop down box.


9. Select Move, copy or delete > Move the message to folder > then select the mailbox folder for the

message to be copied to.

10. Select Save.


2.8 Changing Theme

The look/theme of the web client can be personalised.

1. Select the (Settings) button

2. Select to expand the “Default theme” option under the Theme heading.

3. Select the preferred theme from the list that appears.


2.9 Signing Out

When you have finished using OWA, please ensure that you log off/sign out by selecting the top right

button and selecting Sign Out from the menu that will appear.


3 Troubleshooting

This section highlights some scenarios you may come across during your use of OWA.

3.1 Remote Working Token Unlock and PIN Reset

Remote Working Tokens can be unlocked and their PIN Reset by accessing the Remote Working Token Self

Service Portal. The site is only accessible from a KCC device that is connected to the KCC network, i.e. a

device in the office or a successful connection to A2K or RDA.

Please note

For full details please read the Remote Working Token Activation – User Guide located on ICT’s Knet page.

If you are not connected to the KCC network you can contact the ICT Service Desk and request the Remote

Working Token be unlocked or the PIN reset.

3.2 If all else fails

You can contact the ICT Service Desk on (03000) 415555. We are available Monday to Friday from 8am

until 5:30pm. If the problem is not urgent, you can e-mail us on ICT Service Desk

([email protected]).

http://knet/WorkingatKCC/ICT/ICT%20User%20Guides%20%20Instructions/Remote%20Working%20Token%20Activation%20-%20User%20Guide.pdf

mailto:[email protected]?subject=Remote%20Desktop%20Access

mailto:[email protected]

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OWA (Outlook Web Access) - User Guide - Kent · ICT Service Desk 03000 415555 [email protected] Version 1.0 Page 1 of 48 Remote Working Services OWA (Outlook Web Access)