Introduction

You will need to have a personal smartphone and contract for call and data charges - there is no additional service charge to connect to the Hantsnet Mobile Service for you or your department.

To use this service you need to sign up to our Mobile use policy and be approved by your line manager.

Users will not be reimbursed for any data charges incurred. If you are in doubt about the amount of data you can download please contact your network operator.

What is the mobile service?

This enables staff, following set up, to connect certain smartphones (see Which phones work? tab) to their work:

• email - read, reply and write Outlook email messages
• calendar - view your office calendar, add and accept appointments
• contacts - access office contacts
• tasks - view and edit tasks (certain phones only).

Getting connected

You will need to complete an application form to receive the details to enable you to set up an 'Exchange Account' on your smartphone to connect to the Council's 'Exchange' server.

This connection keeps your mobile phone up to date with your mailbox and calendar through a process known as synchronisation.

See the How to get access tab for more information.

Phone settings

Each phone will have a slightly different set of screens, but they all require you to enter certain connection settings, details will be sent to you by email after you have signed up to the mobile use policy.

See the Phone settings tab for more information - your phone provider should be able to assist with set up.

Which phones work?

Many different smartphones can synchronize with Microsoft Exchange. These mobile phones can run operating systems such as Apple iOS, Windows Mobile, Symbian, Palm, or Nokia. Look for phrases such as ‘Exchange compatible’ or 'Microsoft ActiveSync compliant’ etc.

Given the huge range of smartphone handsets, we are only able to supply a list of manufacturers who have compatible smartphones.

Security

Your phone must have certain minimum security settings, (see the Security tab) eg it must auto-lock and require a PIN code to gain access. It is preferable that your device can be remotely wipeable, or that it will self-wipe if the PIN code is entered unsuccessfully after 10 attempts.

Compatible manufacturers/systems

Phones that are compatible with Microsoft Exchange include the following:

• Apple iPhone

• Nokia - on their Eseries mobile phones

• Sony Ericsson - on several of their newer smartphones

• Palm - using Windows Mobile or the new Palm OS

• Motorola - on newer smartphones

• Symbian - open standard operating system for mobile telephones.

For further guidance please contact your handset or phone service provider.

You cannot use an intermediate service ie services where you have to enter you username, password or server detail anywhere other than in the smartphone setup screens.

How to get access

This service is not chargeable, but is subject to approval by your manager.

Before you apply for this service, make sure you have:

• a Hantsnet or OWL email account
• an Exchange compatible device (see the Which phones work? tab).

Step 1 - Apply for the service

Hantsnet users

1. Go to the Purchasing tab in the Service Catalogue (this link is only available to Hantsnet users)

2. Click on the Accept user policy button

3. Complete the details in the form, carefully read the criteria listed (only tick the box if you are able to comply with this) and click the green arrow

4. The request is sent to your manager for approval.

Schools

Before you can join this service, you will need to complete an application form and sign up to Hampshire County Council’s mobile phone user policy. This has to be endorsed by your Headteacher. Your device must also autolock and require a PIN code to gain access.

1. Make sure you read and understood the details of the service on the 'Introduction', 'Which phones work?' and 'Security' tabs.

2. If you are happy to abide by the policy, complete the schools request form.

Step 2 - Access is agreed

When your request is approved an email will be sent to you which contains details of the settings you will need to enter into your phone.

Step 3 - Update security on your phone

Before you can start using your phone to view Outlook mail and calendar you must update security settings on your phone to comply with the criteria you agreed to when you applied for the service. See the Security tab for more information.

Step 4 - Set up your phone

You can now set up your phone to synchronize with Microsoft Exchange. See the Phone settings tab for more information.

Security

When you apply to use this service you agree to the following security rules - make sure you follow them!

• Set up a password or passcode to access the device.

• Update settings so that your phone auto-locks within 10 minutes of inactivity.

• Never give your username, password or any of the server connection information to anyone including other staff or IT support teams.
  (IT will never ask for this information. This information must never be entered anywhere other than your device local setup.)

• If your device is lost or stolen you must provide full and prompt details to Hampshire County Council IT Helpdesk.
  (HCC cannot be held responsible for any loss of data if they are required to initiate a remote wipe due to a device being lost or stolen).

• If you change your handset, phone number or phone contract you will need to advise HCC with updated information by completing the application form again.

• Devices must synchronise directly with the corporate email system with no access through third party systems or applications.
  You should not have to enter your username, password or server details anywhere other than in your phone's set up screens (this includes any web pages you may encounter on the phone).

You will need to consult your user manual or contact your provider for information on setting up a password or passcode to access your device and setting up 'auo-lock' (if you have an iPhone, see separate guidance on security).

Remember that you are responsible for the data on your device if it is lost or stolen.

Set up

Each phone will have a slightly different set of screens, but they all require you to enter certain connection settings.

The information that you need for your phone settings will be emailed to you when your request for this service has been accepted (see the How to get access tab).

See information below on how to set up the more common smartphones. If you need help, your phone provider should be able to assist.

Windows Mobile 5.0 or 6.0 phone | Apple iPhone | Nokia | Palm Pre | Sony Ericsson | HTC Desire

Windows Mobile 5.0 or 6.0 phone

1. On the mobile phone, from the home screen, click Start, and then click ActiveSync.

2. Click Menu, and then click Configure Server.

3. Enter the server address and domain name (both are in the email you've received)

4. Select the This server requires an encrypted (SSL) connection check box.

5. Click Next.

6. Enter your user name, password, and domain. The user name should include your name, the at (@) symbol, and your domain name, for example, simon.smith@hants.gov.uk

7. Select the Save password check box.

8. Click Next.

9. Select the check box next to each kind of information you want to synchronize with the server, and then click Finish.

Apple iPhone

1. If this is the first e-mail account on your iPhone, tap Mail. Otherwise, tap Settings > Mail, Contacts, Calendars > Add Account.

2. Tap Microsoft Exchange.

3. Tap in the E-mail box and enter your full e-mail address (for example, simon.smith@hants.gov.uk).

4. Tap on the Domain box and enter the domain name (as shown in the email you've received)

5. Tap in the Username box and enter your Hantsnet ID.

6. Tap in the Password box and enter your Hantsnet password.

7. In the Description box you can type in a short description for the account.

8. Tap Next on the upper right corner of the screen.

9. Tap in the Server box and enter the server name (as shown in the email you've received)

10. Tap Next.

11. Choose the type of information you want to synchronize - tap on Mail, Calendar, and Contacts to turn on or off.

12. Tap Done.

13. If you're prompted to create a new passcode, tap Continue and enter a numeric passcode. You'll need to enter the passcode twice.

See the separate guidance for more information on iPhone settings.

Nokia

Before you start, download the latest version of Mail for Exchange from the Nokia website (Ovi Store) and install it on your phone (not all models have it installed by default and those that do may have an out-of-date version).

1. Highlight and select Set up e-mail on your home screen using the NaviKey.

2. Select Start e-mail setup from the menu that appears.

3. Select Start to begin entering the information for your e-mail account

4. The setup wizard will need to access the network in order to complete your email configuration. Depending on your operator contract, this may involve some data transfer charges. Select Yes, to allow the wizard to access to network, if question has been displayed. Please wait for the wizard to establish a network connection.

5. Enter your corporate Email address and select OK.

6. Select Corporate in Type of email.

7. Select Mail for Exchange, if the question has been displayed.

8. Next Setup wizard requests details of email settings. Enter Domain name, your User name in mail account, password, e-mail Server name and Secure Login (on/off). Select Next.

9. Select either Email Only or Email and Data. Email and Data means synchronising Email, Calendar, Contacts and To-Do in the initial synchronisation. The definition can be changed later in Menu > Email > Settings.

10. If you selected Email and Data in step 9, select either Merge or Replace for question how to synchronise. To get more info check Help.

11. When Email complete is displayed, select OK.

12. Now Mail for Exchange mailbox has been added to your device and it is ready to use. When using Mail for Exchange, you may be requested to change the lock code after connect to mail server first time. The default lock code for your device is 12345. New lock code is requested at the defined intervals.

For more information, see http://europe.nokia.com/support/product-support/n86-8mp/faq

Palm Pre

To create a Microsoft® Exchange Server Outlook account and wirelessly sync email, contacts, appointments, and meeting invitations:

1. Tap the Email icon on the Quick Launch.
   
   Note: If you have already set up an email account and want to add another one, tap the Email applications menu > Preferences & Accounts > Scroll Down > Add an Account, before following these instructions.

2. Enter in the your Microsoft Exchange email.

3. Tap the Password field and type in the corresponding password.

4. Tap Sign In.

5. Tap the MAIL TYPE field then tap Exchange (EAS).

6. Verify the information in the other fields and change the info as needed based on the information you obtained from your email provider or system administrator.

7. Once the information is complete, tap Sign In.

8. Once setup is complete, you can exit the application by first pressing the Center button.

9. Throw the card off the top of the screen, to close the application.

Sony Ericsson

To set up your Exchange ActiveSync account (flip open)

1. Select Tools > Exchange ActiveSync.

2. Select Next.

3. Enter the following information:
   
   User Name – the name you will use to connect to the Exchange account. It is usually the same as your Windows login user name.
   
   Password – the password you will use to connect to the Exchange account. It is usually the same as your Windows login password.
   
   Server Name – the name of the publicly accessible server (must not include http:// or /, but be in the form of exchange.mycompany.com).
   
   Domain – the domain you belong to in your corporate network.
   
   Use SSL (Secure Socket Layer) – enabled by default. To disable this feature, unmark the check box.
   
   Note: Check with your IT-department or operator that you can use an SSL connection to your server before marking this check box. Also verify with them that the set of Certificate Authority (CA) root certificates on your phone matches the set of root certificates on the server.

4. Select Verify settings to ensure that you can successfully connect to the Exchange Server.

5. A message appears requesting permission to access your data network. If you are going to use Direct Push we recommend that you select Always.

6. The next screen recommends you turn off the calendar, contacts, and email synchronization categories of the Sony Ericsson PC Suite while using Exchange ActiveSync. This is to avoid duplication of synchronized items. Select Next.

7. Choose how you would like to synchronize your Exchange Server data with your phone data. Then select Next.
   
   Overwrite (recommended) – contacts and calendar information will be removed from the phone and your Exchange Server data is transferred to the phone.
   
   Merge – contacts and calendar information in your phone is merged with your  Exchange Server data. This may cause duplicates.

8. A warning that Exchange ActiveSync will remove your phone data or merge your data appears, depending on the choice you made. Select Yes to confirm.

HTC Desire

1. From the Home screen, press MENU, and then tap Settings > Accounts & sync

2. Tap Add account > Exchange ActiveSync

3. Enter the Exchange ActiveSync account details, and then tap Next. Your corporate Exchange Server must support auto-detect for the phone to automatically set up the Exchange ActiveSync account. If your corporate Exchange Server does not support auto-detect, you will need to enter your Exchange Server settings after you tap Next. Ask your Exchange Server administrator for details.

4. Select the types of information you want to synchronize, and then tap Finish setup.

For more information see http://www.htc.com/europe/help_howtos.aspx?p_id=312