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OWA Using OWA

Security

OWA is a secure way to access your email and calendar from any internet device (eg a remote site or at home) but please be aware of certain security issues when using it.

When you log on...

  • There is no option to save your password to a password list.
  • You will need to set the correct security level depending on where you are using OWA:
    • Public or shared computer - eg. in a library or internet café (you will be 'timed out' after 15 minutes of inactivity and will not be able to download attached documents, only view them on a webpage, this is to provide heightened security)
    • Private computer - eg. school or home computer (the 'time out' time on this option is set to 12 hours).

Using OWA

You must make sure that your password and sensitive information cannot be overlooked when logging on in public locations.

Accessing Hampshire County Council's internal networks and services in public places poses a particular threat to the security of the County Council's networks and services.

Viewing attachments

If you logged into OWA using the Public or shared computer option you will only be able to view attachments on a webpage l(this is because the connection is potentially unsecure). To view and save your attachments as normal, you need to login selecting the Private computer option.

It is recommended that you clear your cache after viewing attachments, so that no information is 'stored' temporarily on your computer. See the 'Read email' tab for information on how to do this.

Timing out

If you leave OWA inactive you will be disconnected for security reasons, and need to log on again.

Logging off

OWA uses a secure authentication and encryption of data to protect your privacy but you must securely log off at the end of each OWA session (see 'Logging on and off' tab).

 

Log on and off

Tokens - used to log on to OWA

If this is your first time of logging into OWA, or the first time you have used a token to log into OWA, please see the first time user instructions below.

If you have logged into OWA before, or have used a token previously to log into Passport see the instructions under Logging on below.

Logging on

Lightbulb Tip: Before you start, make sure you have your token handy - if you don't have a token, you can order one through IT Orders.

  1. Open an internet browser and go to https://office.hants.gov.uk, the Sign In screen will open

  2. In Username enter your usual Hantsnet ID

  3. Hantsnet Password (Primary) is your usual Hantsnet password

  4. Pin + Token Number (Secondary) is made up of two parts:
    -
    the four digit PIN which you set up (if you are a Passport user, this is the same PIN you use to log into Passport)
    - a six digit number which is generated by using your token
    An example password is 1234555555, where 1234 is the PIN and 555555 is the number generated by the token

    You have 3 attempts to enter the correct login details, if you do not get it correct in 3 attempts you will lock your account and need to contact Helpdesk (01962 847000)
    The information to complete during log on
    Lightbulb Tip: If you enter an incorrect Username or Hantsnet Password, a message will tell you that you've entered an Invalid primary username or password - if you enter an incorrect PIN + Token Number, a message will state that  an Invalid secondary username or password has been entered.

  5. Select Public or shared computer (if you are in a public location) or Private computer (if you are at home or another private location)
    Light bulb Tip: If you select Public or shared computer, you will not be able to download or open attached files or HantsFile links and your session will be 'timed out' after 15 minutes of inactivity

  6. Click Sign In

  7. The Hantsnet Outlook Web App (OWA) will open.

When you finish your session, always log off (see below).

NB. The information in these Learn.IT pages assumes that you are using Internet Explorer as your web browser - if you are using any other web browser, you may find that you do not have all of the functionality shown in these pages.

First time users

Make sure that you have:

  • your token handy (if you don't have a token, you can order one through IT Orders)
  • the PIN you were emailed for OWA.
  1. Open an internet browser and go to https://office.hants.gov.uk, the Sign In screen will open
    Lightbulb Tip: Save the URL as a favourite or shortcut on your desktop (right click on the address, select copy shortcut)

  2. In Username enter your usual Hantsnet ID

  3. Hantsnet Password (Primary) is your usual Hantsnet password

  4. Pin + Token Number (Secondary) is made up of two parts
    -
    the four digit PIN which you were emailed
    - a six digit number which is generated by using your token
    An example password is 1234555555, where 1234 is the PIN and 555555 is the number generated by the token

    You have 3 attempts to enter the correct login information, if you do not get it correct in 3 attempts you will lock your account and need to contact Helpdesk (01962 847000)
    The information to complete during log on
    Lightbulb Tip: If you enter an incorrect Username or Password, a message will tell you that you've entered an Invalid primary username or password - if you enter an incorrect PIN + Token Number, a message will state that  an Invalid secondary username or password has been entered

  5. Select Public or shared computer (if you are in a public location) or Private computer (if you are at home or another private location)
    Light bulb Tip: If you select Public or shared computer, you will not be able to download or open attached files or HantsFile links and your session will be 'timed out' after 15 minutes of inactivity

  6. Click Sign In

  7. You will be presented with the following screen and asked to change the 4 digit PIN you've used to log in with, to one of your own choice

    Pin number

  8. Choose a new PIN (this can be anything other than the PIN number you've already used, and should not be an easy to guess sequence (such as 1234 or 5555), type your new PIN in the New PIN field and in the Confirm PIN field, then click Save PIN

  9. The Hantsnet Outlook Web App (OWA) will open.

Log Off

At the end of your OWA session:

  • you must click sign out at the top right of the screen to disconnect you fully (this will then block access to OWA until you log on again, using your Hantsnet ID and Password)

  • close down the browser window (you will see an error message if you use the same window to log in again).

 

Screen

OWA screen parts

The OWA screen is split into three sections:

  1. Folder List / Outlook Buttons
    Click on folders to work with contents and Outlook buttons to switch between functions.

  2. Inbox
    Display and sort emails and adjust the view to suit your needs
    Click on the 'Arrange by' heading to change the view of emails displayed and see also see 'Conversations'

  3. Reading Pane
    Use the 'preview pane' to quickly scan and action your emails, can be set to right or bottom of Inbox, or switched off.

 

Write email

It's easy to send an email with OWA.

Light bulb Tip: Your email signature is not automatically copied across from Outlook, so before you use OWA for the first time you need to add a signature to OWA. Click on Options (top right), then See All Options, followed by Settings and finally Mail. At the top of your screen under the E-Mail Signature heading is a box where you can type in and format your signature. When you have added your signature details, click on Automatically include my signature on messages I send to select it and then click on Save (bottom left).

  1. Click on New
    New email

  2. A new window will open for your email, type the recipient names in the To... or Cc... fields
    Light bulbTip: OWA will not recognise your names as you type them in the same way that Outlook does, but you can click n the To..., Cc... or the Address Book icon to find a name, or type a name and then click on the Check Names icon to verify the name

  3. If you need to Bcc someone but can't see this field, click on Options on the top menu and tick Show Bcc field

  4. Add a Subject

  5. Type your Message, use the toolbar above the message area to format your text

  6. You now have several other options for your email using the toolbar at the top of the message window, from left to right they are:
    - Send, the email, a copy will be saved in your Sent Items folder
    - Save the email without sending it (you will find it again in the Drafts folder)
    - Attach File (to send a document with your email, see information below)
    - Insert Picture
    - use Address Book
    - Check Names
    - mark the email with Importance: High
    - mark the email with Importance: Low
    - Insert Signature (you can only insert this if you have one set up - see 'Options' tab for information on how to do this)
    - Check Spelling (it's a good idea to set up Spellcheck, see the 'Options' tab)
    - more Options, including Show From, Show Bcc and tracking options
    - change the message format of the text between HTML and Plain Text.
    Writing an email in OWA
    Light bulbTip: There are a number of settings you can set up as the default for all your emails -see the 'Options' tab for more information.

  7. Click on Send when you are ready to send the email, a copy will be saved to your Sent folder.

Attach file

Click on the Attach File icon  to find a document to attach to your email - you cannot attach HantsFile documents in OWA.

When you are using OWA, any attachments are added from your local PC - be careful about the type of file you attach and maintain a virus checker on your PC.

 

Read email

When you open OWA, your inbox will look something like this:

Reading emails

  • click on an email to view it in the reading pane
  • double click on an email to open it in its own window.

Mail icons

The mail icons show whether an email is read, unread, replied to or forwarded.

Mail icons

Toolbar

The toolbar above your list of emails gives you some useful options for viewing your emails:

Filter options Filter options

Filter options allow you to choose which emails you view in your inbox, based on the following categories:

  • Sent to me / Cc'd to me / Unread - view emails sent to yourself / copied to you / that are unread
  • Category - if you use categories to organise your emails, you can select to view emails from particular categories
  • From - view emails from a particular person by typing in a name or selecting one from the suggested list
  • Flagged / High Importance / Attachments - view emails that are flagged, high importance or with attachments.

Simply click on a category to select it (a tick will appear next to it when selected) and click Apply.

To remove a filter, click on the Clear Filter icon.

View options View options
  • Conversations -a Conversation is the complete chain of email messages from the first message through all responses (you might know a Conversation by the term 'email thread') The messages of a Conversation will have the same subject. In Conversations, there might be many replies back and forth, or even multiple people all replying to parts of the Conversation.

  • Reading Pane - change the position of your reading pane.

Opening an email - the toolbar

When you open an email to read it, a toolbar is displayed along the top of the window. This will help you take any necessary actions with your email.

Reading an email in OWA

From left to right your options are:

Reply/Reply All/Forward

Send a reply to an email or forward the email to someone else.

NB. Be very careful using the 'Reply All' option - does everyone really need to see your response?

Flag for follow up

Flag an email to remind yourself (or someone else) about follow up action that's required.

Apply categories

Apply a category to your email (see Categories* if you need more information)

Message details

View mail headers (not relevant to most people).

Print

Print the email.

Create rule

Using rules you can automatically file, forward, delete and organise your email messages.

When the New Inbox Rules window opens, make your selections and select Save.

Delete

Delete the email that is selected.

Move or Copy to folder

Move an email to a folder or copy it to a folder (this leaves the original in your inbox).

Arrow up and down

Go to the next or previous email in your email list.

Links

You can view links you are sent to:

  • Word, Excel, PowerPoint and PDF documents (as long as you have the programmes to read these on your device)
  • HantsFile documents*
  • Hantsnet pages but you will need to log in to view these pages (see the Learn.IT information on Hantsnet Pages Anywhere).
NB. You will not be able to download or open attached files if you selected the Public or shared computer option when you logged in

* This will only work if your PC, laptop or mobile device has the capacity to view the document type you are trying to open (eg the iPhone cannot open MS Visio or MS Project documents).

Recovering emails

If you find that you have deleted an email by mistake:

  1. Right click on your Deleted Items folder and then on Recover Deleted Items

  2. Select the emails you want to recover and then click on the Recover Deleted Items icon

  3. Chose a folder to recover the email to, then click on Recover.

Sensitive information

If you view attachments using OWA you MUST clear your computer cache (see below), so that no information 'stored' temporarily on your machine can be accessed afterwards.

Clearing your computer's cache

Internet Explorer:

  • open Internet Explorer
  • press Alt + T on the keyboard
  • Click on Internet Options
  • Under Browsing history click on Delete
  • A Delete Browsing History window will display, click on the Delete files button next to Temporary Internet Files
  • Click OK.

Google Chrome:

  • open Google Chrome
  • press CTRL + Shift + Delete on the keyboard
  • make sure Empty the Cache is selected
  • click on Clear Browsing Data.

Firefox:

  • open Firefox
  • press CTRL + Shift + Delete on the keyboard
  • expand the Details tab
  • make sure Cache' is selected
  • select Clear Now.

Spam

Hampshire County Council is committed to making the use of email as safe as possible, this includes protecting users from spam (unsolicited 'junk mail'). All incoming email is be automatically scanned by an email filter. Find out more about spam.


* You will need a Hantsnet ID and password to be able to access this webpage.

 
Folders in OWA

Folders

In OWA, a familiar list of Outlook folders is displayed.

Any folders you have set up in Outlook will be available in OWA and vice versa.

Favourites

Any favourite folders you have set up in Outlook will be displayed at the top of the list.

To add a new folder to this list, right-click on a folder and then select Add to Favorites.

To remove a folder, right-click on it and select Remove from Favorites.

Inbox folders

You can create new Inbox Folders by right-clicking on a folder and selecting Create New Folder.

Email can be 'dragged' from your Inbox and filed in the usual way, once it has been actioned.

Search folders

It's easy to search your folders using the search field above your email list.

Click on the double arrows at the end of the search field to see further search options.

Search

 

Calendar

Just like Outlook, the calendar can be seen in a daily, work week, weekly or monthly view

Calendar

Any calendars you have previously viewed in Outlook will be visible in the calendar list on the left.

Create appointment or meeting

Click on the New button to create a new Appointment (use the drop down arrow next to New if you want to create a new meeting request).

Complete the fields in the same way as you do in Outlook - when all the details are complete, click Save and Close (or Send for a meeting request)

NB. The Facilities Booking tab is not available on OWA.

Light bulb Tip: if your appointment contains personal data, including confidential client or staff data, it must be marked as a Private entry.

Can I view another person's calendar?

If you have permission, you can view a calendar (or an inbox) as you would in Outlook 2010, just click on a name in the list on the left under People's Calendars.

If you want to look at someone who is not displaying in your People's Calendar list:

  1. Click on Share

  2. Click Add Calendar

  3. The Add Calendar window will appear, either type in a name or click on Name to search the address book

  4. When you have selected or typed in a name, click on OK

  5. The person's calendar will be displayed next to yours, with the name of the calendar displayed in the People's Calendars list on the right.

To manage the calendars in your People's Calendars list, just right click on any calendar and select an option from the menu.

 

Contacts

View contacts

The contacts folder can be used to store personal contacts and distribution lists.

A short summary of contact details can be viewed in your contact list, to view more information, just click on a contact.

The details will be displayed to the right and you will also have the option to:

  • send an email to the contact

  • send a meeting request to the contact

  • email the contacts details to another person.

Add new contact

  1. Click on New (above contact list)

  2. Type in as much information as you have about the contact

  3. Click Save and Close.

Edit a contact

Just double click on a contact, update the relevant fields and click on Save and Close.

 

Tasks

View, update and create new tasks.

View and edit tasks

Click on any task in the list to see details displayed in the right hand pane.

Tasks

Double click on a task to edit the details - don't forget to click on Save and Close when you've finished.

New Tasks

It's simple to create a new task - just open Tasks and click on New.

A new window will open where you can type in a brief description of the task (in the Subject field) and set a reminder date. Any other information can be added in More details or the large pane under More details. Click on Save and Close when details are complete.

A new task

 

Options

Options

Whether you are in email, calendar, contacts or tasks, Options will be available from the top right of your screen.

Click on Options to:

  • Set Automatic Replies - set your 'out of office message' and update the 'out of office' message text
  • Change Your Password - change your Hantsnet password
  • Create an Inbox Rule - set up rules to choose how your incoming mail is handled
  • See All Options - see below for more information about further options you can set, including your signature (see below for more help with signatures)
  • Select a Theme - change the way that your OWA screen looks.

You will also see Options available when you create a new email, meeting/appointment, contact or task, these are covered on the relevant tab in this guide.

See All Options

When you click on See All Options, a number of options for your Outlook account will be displayed.

All work in the same way as your standard Outlook account - see the table below for a full list of the options available.

Account
  • My Account - basic information about your account and some useful shortcuts.
Organize E-Mail
  • Inbox Rules -set up rules to choose how your incoming mail is handled.
  • Automatic Replies - set your 'out of office message' and update the 'out of office' message text.
  • Delivery Reports - search for delivery information about messages that you've sent or received.
Groups
  • A public group is a collection of two or more people in an organisation's shared address book - you can create groups, which will appear in the address book for others to use.
Settings
  • Mail - email signature, show bcc & from fields, email format, read receipts, reading pane settings, message options  (see below for more help with signatures)
  • Calendar - chose how your calendar looks, set reminders settings, control how meeting requests, responses, and notifications are handled.
  • General - email name resolution and accessibility settings.
  • Sent items - options for filing of your 'sent' emails
  • Regional - language, date and time formats and time zone.
  • Password - change your Hantsnet password.
Phone
  • Options for synchronising with your mobile phone and security options (ie initiate a remote device wipe or block your phone if you lose it - use with caution).
Block or Allow
  • Junk email settings (it's best to leave these settings as the default).

Signature

Your email signature is not automatically copied across from Outlook, so you need to add a signature to OWA

  1. Click on Options (top right) then See All Options, followed by Settings and finally Mail

  2. At the top of your screen under the E-Mail Signature heading is a box where you can type in and format your signature

  3. When you have added your signature details, click on Automatically include my signature on messages I send to select it and then click on Save (bottom left).

 

Shared accounts

You can view shared Outlook accounts through OWA. Once logged in, you will be able to access the shared account as you would your own account through OWA and read, move and delete emails, create rules and set out of office etc. See the other tabs in this 'Using OWA' section for help with this.

The process you use to access a shared account will depend on whether your mailbox has been moved to Exchange* 2010, so this page includes instructions for

If your account has been moved to Exchange 2010, you will have received an email confirming this. If you have not received an email;, you should assume you are still using Exchange 2003.

* Exchange refers to the area that the contents of your Outlook mailbox is stored -  everyone will have their Outlook account changed to Outlook 2010, but also separately have their mailbox moved from Exchange 2003 to Exchange 2010.

Open shared account - Exchange 2010 users

  1. Log on to OWA as normal (see 'Log on and log off' tab if you are unsure how to do this)

  2. In the top right-hand of the screen you will see your name, click on it

  3. An Open other Mailbox prompt will appear, type in the name of the shared account
    Select Mailbox

  4. As you type, a list of matches will be displayed, select an account and click Open.

Open shared account – Exchange 2003 Users

To access shared accounts through Exchange 2003, you need to use a specific URL to login :

  • https://office.hants.gov.uk/owa/yourname@hants.gov.uk
    URL for shared account

You will be directed to the log on page (don’t worry if the URL changes at this point), log on in the usual way with your Hantsnet ID and password.

Once your Outlook mailbox is moved to Exchange 2010, you can use the other method to log on, as detailed above.