hantsweb

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 will be 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 an 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. a 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 if you 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 machine.

See the 'Read email' tab for information on how to do this.

Timing out

If you leave OWA inactive you will be disconnected and have to log on again.

Logging off

You must securely log off at the end of each OWA session (see 'Logging on and off' tab).

Log on and off

To log on:

• open an internet browser on your computer

• go to www.hants.gov.uk/owa

• enter your Hantsnet ID and Password.

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.

Tip: If you are using Internet Explorer 8, you will need to turn on compatibility view before accessing OWA

Options

There are two sets of buttons you can select each time you log on (these are Client and Security settings):

Client - sets the format of the OWA screens and some functions.

• Premium - recommended for access to the full OWA features.
• Basic - reduced OWA features (faster if you have a slow browser or connection).

Security - sets the 'log out time' to suit the computer you are using to access OWA.

• Public or shared computer - e.g. in an internet café - you will ne logged out after 15 minutes of inactivity to provide heightened security.

• Private computer -e.g. school or home computer - the log out time on this option is set to 12 hours.

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

Log Off

At the end of your OWA session:

• press the Log Off button at the top right of the toolbar to disconnect you fully

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

Mobile access devices

As an alternative to OWA, staff can access their emails with a work or personal smartphone.using the Hantsnet Mobile Services

Following set up and connection, certain smartpones will be able to use:

• email - receive and send e-mail messages
• calendar - view your calendar, create and accept appointments
• contacts - access contacts and make telephone calls
• tasks - view and edit tasks (certain phones only)

More information on this service is available on the Hantsnet Mobile Service pages

Details of how to apply for this service are available in the service catalogue (this link can only be viewed if you are a Hantsnet user).

Screen

The OWA 2003 screen is similar to Outlook 2003 and is split into three sections (NB The screenshot to the right is reduced in overall size to provide a clear picture.  You will not normally see the scroll bars, and the Reading Pane will display much more information).

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 (eg one or two line display)
   Click on the (heading) to switch to other views of your Inbox (eg Unread Messages, By Sender, By Subject etc).
   

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

Write email

It's easy to send an email with OWA

1. Click on the New button

2. Type the names in the To, Cc or Bcc boxes (if you are unsure use Check Names or click the To, Cc or Bcc buttons to Find Names from the Address Book

3. Add the Subject

4. Add any Attachments (see below)

5. Type your Message

6. Press Send, a copy will be saved in your Sent Items folder.

Signature

Before you use OWA for the first time, you need to set up your automated email 'signature', this does not automatically transfer from Outlook.  But is very easy to 'copy across' from an existing Outlook e-mail, see 'Options' in this section.

Attachments

Click on the Attachments button to browse to a file to attach from your local pc, you cannot attach files from your Hantsnet filing using OWA.

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

Text

Compose your message and format it using the Format Toolbar, with standard Office tools for:

Style | Font | Fontsize | Font colour | Bold | Italic | Underline | Left | Centre | Right | Bullets | Numbering | Indent | Reduce indent.

Spellcheck

Make sure all your messages are checked before sending - set up spellcheck.

Message Options

If you wish to add message settings and/or tracking options, select Options (see the page on Options in this section).

Read email

When you open OWA, your inbox is displayed in the 'Messages' (single line view), like this:

Inbox Toolbar

Use the inbox toolbar to action incoming e-mails:

New message | Move to folder | Delete | Reply | Reply to all | Forward | Reading pane | Check for messages | Search | Address book | Help.

Mail icons

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

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).

Tip: If you logged into OWA using the Public or shared computer option you will only be able to view attachments as web page links (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.

* 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). This currently does not work when using HCC wifi access although access will be added with the next upgrade.

Sensitive information

If you view sensitive attachments using OWA you MUST clear your computer cache (see below).

It is also recommended that you also clear your cache after viewing non-sensitive attachments, 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.

Quick Flags

To help you manage important emails, you can add, amend or delete a quick flag easily in your inbox.

TIP: you can use different 'colour' flags (eg for green=phone, red=write, orange=meet) and use a tick to show you the actions you have completed.

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.

Folders

In OWA 2003, a familiar Outlook folder list is displayed at the top level of the screen.

Inbox Folders

You can create Inbox Folders and 'drag mail from your Inbox to file it once it has been actioned.

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

Search Folders

'Search Folders' are shown at the bottom of the OWA folders, they group together email in defined categories - this is very useful.

TIP: Click on the search folders for 'Unread Mail' to group all your 'unread' mail or 'For Follow Up' to group all your 'flagged' mail.

Update Folders

It is simple to add a new folder, or to move, delete, refresh or rename one by a 'right-click' on a folder and using the shortcut menu:

Outlook buttons

An alternative to clicking on folders to move between your Inbox, Calendar, Contacts etc is to use the Outlook buttons.

These buttons can be minimised by clicking on the small white arrow, this enables you to see more folders.

Calendar

The calendar can be viewed daily, weekly or monthly.

Create appointment or meeting

Click on the New button (see screenshot to the right) and complete the details on the Appointment tab

To invite others, click on the Invite Attendees button: Three new fields will now appear - Required, Optional and Resources (use for meeting rooms). Either type a name in a field or or click on the Required, Optional or Resources buttons to use the Address Book.

Schedule Meeting

Click on the Availability tab to display the attendees and their calendar, check for free time and press Send to add to your Calendar and invite the attendees.

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

Can I view another person's calendar?

If you have permission, you can view a calendar (or an inbox) 'read only'.

To do this with OWA, type the following exact URL in the address bar of your browser eg: https://owa.hants.gov.uk/exchange/username/calendar (where username is the person's Hantsnet ID).

Contacts

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

Contact details

Add the details and click Save and Close.

Tasks

Create, view and update your personal task list

Task Details

Either click on New or double click on an existing task where you can input or edit:

• the subject (ie the title)

• dates (including Recurrence, for repeating tasks)

• reminders and notes or attachments

Then select Save and Close.

Task Complete?

It is simple to mark a task as complete, simply click in the box:

Sorting Tasks

At the top of the Task page, there is an option to sort tasks by the following criteria:

Options

There are several options you can set. Click on the Options button to display the Options screen:

What options can I set?

The options you can set are:

Out of Office

Set your 'out of office message' and update the 'out of office' message text.

Messaging

Change the way that your emails are displayed, amend settings for email notifications and add/edit email signatures.

TIP: Set up your signature using the Edit Signature button - copy your signature from an Outlook email and paste it into OWA.

Reading Pane

Set whether the items you read, in the Reading Pane are marked as read as you 'read them'

TIP: Most people find it better to not mark items as read in the Reading Pane as they use this to preview messages, marking them as read, and filing them from the inbox when they are dealt with.

Spelling

Set spelling options, ensure you select 'always check spelling before sending'.

Privacy and Junk E-mail Prevention

It's best to leave these settings as the default. Advanced settings aren't available.

Date and Time format

Choose your preferred style for dates and time.

Calendar

Choose your preferred style for calendar settings.

Reminder

Enable reminders for calendar and task items.

Contact

Select which contacts list is checked first, this should be set on Global Address List.

Recover deleted items

Shows items permanently deleted by users under 30 days old.

Select the options you require and then click the Save and Close button.

Rules

In OWA, you can create and modify some simple rules, click on the Rules Button and select a rule to modify or click on New.

When you try to edit a rule that has been set in Outlook, but cannot be amended in OWA, you see the following message: