NHS Mail Basic Training Guide

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1 Royal Derby Hospital 2011 Education, Training and Development I.T. Training Department NHS Mail Basic Training Guide Version 3.1 ND 05/11 No amendments should be made to the document without the Authors permission 1

2 IT Training, Royal Derby Hospital Contents Page Number Logging on to NHS Mail 3 Opening your Inbox for the First Time 4 Creating New 5 Adding an Attachment 7 Reading Attachments 9 Deleting and Moving s 10 Using Contacts 11 Sending Text Messages 11 Tools & Options 14 Logging Out 16 System Help 17 2

3 IT Training, Royal Derby Hospital 2011 Logging on to NHS Mail Click onto Internet Explorer and type in the address bar at the top of the screen. The following screen will appear: Enter your User name (this is usually in the format firstname.surname) and password and click Log in. NOTE: There is a link to the NHS Mail login page at the bottom left corner of the Trust intranet home page. The first time you log onto NHS Mail you will automatically be asked to change your password. The following screen will appear and must be completed before you can access your account. 3

4 Royal Derby Hospital 2011 Your new password must meet the following requirements: Must contain characters from at least three of the following four categories: Uppercase (CAPITAL) alphabetic characters (A-Z) Lowercase alphabetic characters (a-z) Arabic numbers (1-9) Non alphanumeric characters (for & % $ etc) Must be at least 8 characters in length. Must not repeat any of your last four passwords. Must not contain spaces, commas or full stops. Must not be based on your user name. Once you have changed your password, you will be automatically logged out of NHS Mail. You will then be able to log back in using your new password. Opening Your Inbox for the First Time When opening your NHS Mail account for the first time this is the screen that you will see. Your folders are on the left, s that you have been sent in the centre, and the reading pane on the right. Any s that you click onto will be readable in this pane. 4

5 IT Training, Royal Derby Hospital 2011 Creating New Mail To create a new , click onto the button marked New at the top of your inbox. A new window will appear on the screen, ready for you to type your message. This should be completed as follows: To Name of main recipient of the Cc Name(s) of those you want to have a copy of the If you wish to put more than one name in the To or Cc field, separate the names with semi-colons: Once you have added all the names you require, click the Check Names icon The names will be checked against the national contact list and replaced with the addresses. If there is more than one match for the name the system will ask you to choose which one you require. This will then be repeated for any other names with more than one match. NOTE: If your recipient is not an NHS employee, you will need to enter the full address, as Check Names will only check the NHS contact list. 5

6 Royal Derby Hospital 2011 Additional sending options There are additional options available by clicking the options button at the top of the mail window: If the message is confidential or of high importance you can choose accordingly (see below) Tick this box to add a Bcc field (for additional recipients which you don t want the main sender to know about). Request delivery reports and read receipts by ticking these boxes. Entering the Subject The title of the should be typed in the Subject: field. Always ensure that the subject field is completed with a meaningful description of the content. Entering the Message The large blank area under the subject field is where the text of the should be typed. Remember, you should compose s in the same professional manner as you would write a letter or memo. Changing the Priority Click this icon to mark the message as high priority. Sending the message Once you have typed your message and selected the options you require, click the button to send the message. 6

7 Royal Derby Hospital 2011 Adding an Attachment If you wish to attach a file to your (for instance, a Word document or Excel spreadsheet), you can do this by clicking the icon at the top of the message Now click Browse and locate the file you wish to attach. Once you have located the file, you can either double- click on it or click once to select and then click the Open button at the bottom 7

8 Royal Derby Hospital 2011 This will return you to the Attach Files dialog box. This time, the name and location of the file you have chosen will be displayed. Click Attach and the file will be added to your . To remove an attachment, click the filename once it will become highlighted in blue. Press the [Delete] key on your keyboard and the attachment will be removed. 8

9 Royal Derby Hospital 2011 Reading Attachments In the message window, click the name of the attached file you wish to view: The File Download dialog box will appear. Click Open to view the attachment or Save if you would rather save it to your computer for future reference. NOTE: Occasionally if you choose Open you will get a message telling you that the attachment could not be displayed if this happens, try again but choose Save. (Remember to delete the file from your computer once you have finished with it). 9

10 Royal Derby Hospital 2011 Deleting and Moving s All users are responsible for the housekeeping of their accounts and should regularly delete all unwanted s from their Inbox, Sent Items and any Personal folders, to ensure that there is enough free space for any new messages to be stored. Select the s to be deleted by clicking once on them (you can select multiple messages by holding down the [Ctrl] key on your keyboard at the same time). Once you have selected the messages you wish to delete you can either tap the [Delete] key on your keyboard, or click this button at the top of the window to delete them. Remember to delete old messages from your Sent Items folder as well! Messages deleted from your Inbox, Sent Items and Personal folders will be moved to the Deleted Items folder. From here they can be recovered if necessary, otherwise you should regularly empty your Deleted Items folder too. To empty your Deleted Items folder, right-click on the folder name in the list on the left-hand side of the screen and choose Empty Deleted Items from the menu that appears. To recover a message from Deleted Items, simply click on the message and drag it to the folder where you wish to keep it. 10

11 Royal Derby Hospital 2011 Using the Contacts Section Contacts can be used to can be used to store the contact details and addresses of people who do not work for the NHS. This makes it quick and simple to select addresses that are used on a regular basis. When creating a new contact, click on. The Create New Contact window will appear. Fill in as many details as you wish of the person you are adding to your contacts, then click 11

12 Royal Derby Hospital 2011 Sending Text Messages You can use NHS Mail to send text messages to a mobile phone. Please note that the SMS function is to be used for Work-related purposes only, such as passing a message onto a colleague regarding a shift change, or to remind a patient of an appointment, for instance. To send a text message At the top of the screen click the Tools Icon. This will take you to the Tools screen. From the list at the bottom left, select SMS & Fax. Click onto Create SMS. This will take you to the message composition screen. Type the recipient s mobile number into the box at the top of the screen and click Add to Recipients 12

13 Royal Derby Hospital 2011 The number will be put into the Recipients box. Tick the box to the left of the number to signify that the message is to go to this number. You can repeat these steps as many times as you like, to send the message to multiple numbers. Remember that if you do not place a tick next to a number, it will not be used and that person will not receive your message. Once you have added all the numbers you wish to send the message to, type your message into the Message box at the bottom of the screen. Once you are happy with the message click Send at the bottom right, and the message will be sent. To return to your inbox, click the Envelope icon at the top of the screen. For further information on the Tools screen, see page

14 Royal Derby Hospital 2011 Mail Options This gives you access to various options including setting your signature, creating rules, changing calendar options etc. To access the options click Options this can be found in the blue bar at the top of the screen, on the right hand side: This will take you to the Options page. You can choose the section you want to change the options for from the list on the left hand side, and change the settings to your preference in the main window. When you have finished changing your settings remember to click located at the top left). To return to your inbox, click the Envelope icon at the top of the screen. 14

15 IT Training, Royal Derby Hospital 2011 Tools The Tools page allows you to change default settings, access help pages etc. To open the Tools page, click the spanner & screwdriver icon at the top of the page. As with the Options screen, choose the section of the Tools you wish to access from the list on the left hand side: The User Tools section allows you to edit the details in your profile if they have changed. Use the Change Password option if you wish to change your password (see note on following page) Change Questions allows you to set three security questions, which you will need to answer correctly if you forget your password, in order to gain access to your account. You can find the address of people who work at other trusts with the Search Directory and Browse Directory links. NOTE ON PASSWORDS When changing your password, remember that your new password must meet the following requirements: Must contain characters from at least three of the following four categories: Uppercase (CAPITAL) alphabetic characters (A-Z) Lowercase alphabetic characters (a-z) Arabic numbers (1-9) Non alphanumeric characters (for & % $ etc) Must be at least 8 characters in length. Must not repeat any of your last four passwords. Must not contain spaces, commas or full stops. Must not be based on your user name. 15

16 IT Training, Royal Derby Hospital 2011 Once you have changed your password, you will be automatically logged out of NHS Mail. You will then be able to log back in using your new password. Logging Out When you have finished using NHS Mail you must ensure that you log out by clicking the link at the top right corner of your screen: Once you have clicked Log out a message will appear on the screen, confirming that you have logged out successfully. Click Close Window and Internet Explorer will shut down. 16

17 Royal Derby Hospital 2011 Data Protection and Security Derby Hospitals NHS Foundation Trust computer systems hold details about staff and patients. The information they contain must be treated as highly confidential. The use of information held on our computer systems is governed by the Data Protection Act (1998), the Computer Misuse Act (1990) and the Caldicott Report (1997). Users must ensure that they are familiar with the requirements placed upon them by this organisation. Unauthorised users must not be permitted to access the system nor the data held on it. For further information on Data Protection and Computer Security please refer to the Staff Guide to Information Management and Technology Security The latest version of this guide is available in each area or from the IT Department. It is also available on the Trust s intranet, either from the IT Training page or from the General Policies and Procedures section. If you have any queries regarding security issues or need to report a potential security breach, please contact the IT Helpdesk on immediately. Derby Hospitals NHS Foundation Trust will prosecute anybody who is found to have deliberately set out to try and extend their legitimate scope of access for unauthorised reasons. System Help IT Helpdesk Ext: IT Training Admin Ext: For more information about NHS Connecting for Health please visit For more information about NHS Connecting for Health Essential IT Skills programme please visit To obtain further copies of this brochure, please visit the IT Training intranet page at Available in other formats on request. 17

18 Notes:

19 Education, Training and Development I.T. Training Department Advanced NHS Mail Guide Version 1.1 ND 03/10 No amendments should be made to the document without the Authors permission

20 1. Contents SHARING CALENDARS WRITE ACCESS TO CALENDARS CREATING DISTRIBUTION LISTS ARCHIVING FOLDERS/FILES FROM NHS MAIL OUT OF OFFICE ASSISTANT DELETED ITEMS VIEWING GENERIC ACCOUNTS EXPORTING S FROM NHS MAIL (ARCHIVING YOUR S) HELPDESK TRAINING ADMIN - TO BOOK ON ANOTHER TRAINING COURSE Page Number G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 2

21 Data Protection and Security Derby Hospitals NHS Foundation Trust computer systems hold details about staff and patients. The information they contain must be treated as highly confidential. The use of information held on our systems is governed by the Data Protection Act (1998), the Computer Misuse Act (1990) and the Caldicott Report (1997). Users must ensure that they are familiar with the requirements placed upon them by this legislation. Unauthorised users must not be permitted to access the system nor the data held on it. For further information on Data Protection and Computer Security please refer to the: Staff Guide to Information Management and Technology Security Policy. Copies of this policy are available in each area or from the IT Department. It is also available on the Trust s Intranet under Trust Policies, Procedures, Manuals & Guidelines Information Management & Technology (IM&T). If you have any queries regarding security issues or need to report a potential security breach, please contact the Helpdesk on immediately. Derby Hospitals NHS Foundation Trust intends to prosecute anybody who is found to have deliberately set out to try and extend their legitimate scope of access for unauthorised purposes. G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 3

22 The contents of this booklet includes areas of NHS.net that you will not use on a regular basis but will find useful as the year progresses. You will need this booklet before the year is out Sharing Calendars Giving permission to someone to view your calendar 1. Click on (folders) 2. Click on the option 3. On the right hand pane click on the drop down arrow option against folder and choose change sharing permission ( see below) 4. Click on the button and the following search screen will appear. Add the details of the person. 5. Click the button and their name will appear in the pane below the search screen. In the bottom pane place a in the box against their name. 6. Click on the OK button G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 4

23 7. The following screen appears. For the person to have viewing rights click on drop down arrow and select Reviewer Once you have selected Reviewer, you now need to set the permission levels Read, Deleted Items, Write & Other. 8. Click on 9. Click on OK Displaying a Calendar you have been given permission to View 1. Click on (folders) 2. From the left of the screen select 3. From the left of the screen select 4. Click on and the following search screen will appear 5. Click on the n and the following screen appears. butto G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 5

24 6. Enter the details and search for the person who has granted you permission to view their calendar and their name will appear in the pane below the search screen. Place a in the box against their name. 7. Click on the button 8. In the following screen confirm again by placing a in the box against the persons name and click OK (see below). 9. The following screen will confirm this has been successful. Click on OK 10. Select the option 11. The person s name who has given you access will now appear in the list G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 6

25 12. Click on the sign and the folder will expand and display the person s calendar 13. Click on the calendar icon and you will be able to view details Please Note that you can only view one calendar at a time Write Access to Calendars As well as giving shared access to those people who view your diary, if you want someone to be able to put items (write) into your calendar then you will also need to give them Delegate access to your account. To do this, firstly open NHS Mail Click onto the Folder From the list on the left hand side of the screen select Ensure that you have selected and highlighted Delegates from the left hand column On the right hand side of the screen click Add G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 7

26 Put in the name of the person you wish to give delegate access too and then click Search Select the person you wish to give access to from the generated list and then click OK From the following menu ensure that you have selected Editor on the Calendar. REMOVE THE TICK from the side of Delegate receives copies of meeting related messages sent to me Tasks should also be set at Editor Once done click OK G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 8

27 The following menu will appear, just click OK and your delegate will have been added. G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 9

28 Creating Distribution Lists From the main screen, select Contacts (Left hand column top section). On the next screen select: New and then from the drop down menu select Distribution list Put in a Name for the list you are creating e.g. Training Officers Now you can either type in the address of the person/s you wish to add or if you are unsure of their address click Members and this will take you through to the search screen. Once in the search screen you can start entering the name/s of the people you wish to add to the list. G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 10

29 Now click onto the magnifying glass to the right From the list select the entry that relates to the person you wish to add to the list and double click it. The persons address will appear at the bottom of the screen. You can now go back to the top of the page, put another name in and repeat the action until you have added all the addresses to the list you wish to create. Once your list is complete, click the OK button at the bottom left hand side of the screen. G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 11

30 You will now be back in your original screen. Click Add to list and the addresses from the Members box will populate into the area below At the top of the screen (left hand side) click onto the Your list has now been saved you your contacts list. button. To use the list simply open a new mail message. Type in (whatever name you have given to your list) and complete your as usual. When you send the it will wing its way to every person on your list). G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 12

31 Archiving Folders/Files from NHS Mail To archive folders/files from NHS Mail, firstly you are advised to put all the items you wish to save into a separate folder. Create a folder by highlighting inbox from the list on the left hand side of the screen and then click your right mouse button. A menu will appear. Select Create a new folder from the drop down box This box will now appear and you now need to give the folder a name simply type one in. Now press the [Enter] key and you have created and named a new folder. Move the s you wish to Archive into this folder and then you are ready for the next stage. Go to the top of the page and click the This will bring you through to the following screen: Folder. Now click on the + sign to the left of your inbox to reveal your folders and highlight the one you wish to export (Archive). From the top of the screen click onto folder and select export G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 13

32 The following message will appear on screen Click Export and the following message will appear You will receive an to your NHS Mail account with 24 hours with instructions on how to download and save the exported file. Open the and click onto the link provided: G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 14

33 When you get to the next page a security block will appear IT Training Royal Derby Hospital Right click over this and from the menu select download file Immediately the following menu will appear on your screen Choose to Save the file to your user drive rename file i.e. Archive April 09 and then click save. When you want to open an archived you MUST FOLLOW THESE INSTRUCTIONS. 1 Open your User drive and highlight the folder you wish to open 2 Double click on the folder to open it 3 Highlight the you want to open and then right mouse click and from the drop down menu select Open With 4 Scroll down the list and select Microsoft Office Word G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 15

34 Now click OK and your will open up on the screen. Out of Office Assistant This can be set quite easily for when you are going on Holiday. You can set it in advance, set the length of time for it to run (in other words you do not have to remember to turn it off on your return to work. Open up NHS Mail. From the main screen click onto options The following screen will appear. From this screen you need to select Out of Office Assistant from the list on the left hand side of the screen. G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 16

35 Click into the circle at the side of Send out of Office auto replies and then put a tick in the box Send out of Office Auto replies only during. Set the Start time and then the End time. All you need to do now is put the message in the box that you want to be sent out each time you receive a new message during your absence. G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 17

36 Set by clicking in the relevant circles/boxes, who you want to receive the message. Then click at the top of the screen. This can of course be amended each time you are on holiday or just away from the office for a period of time. Deleted Items There is a setting in NHS Mail that enables users to retrieve s that have been deleted and the deleted s box has been emptied. Should you need to retrieve a deleted follow these simple instructions: 1 Open your NHS Mail account 2 At the top of the page click onto 3 From the list at the left hand side of the screen select G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 18

37 4 From the menu on the next page you can set the deleted items to be emptied on log out (this means any items that you have deleted from your inbox, these will then be placed in the list below. 5 To retrieve an from this list, simply, highlight the you want to recover from the list and click recover to deleted items folder. Click onto the envelope at the top of the screen this will take you back to the main page of your account, select deleted items from the list on the left hand side of the screen where you will now be able to view and read the . Please Note: Items will only stay in the deleted items folder for 14 days. Viewing Generic Accounts Some people will have access to Generic NHS Mail accounts. To view these accounts: G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 19

38 On the right hand side of your page click onto the arrow at the side of your name i.e. Dickson Brenda (Derby Hospitals NHS Foundation Trust) and the following menu will appear: Type in the address of the Generic Account that you have been given access to Now click Open. You will now be able to see the contents of the Generic account. When you have finished looking at the account, click File and then Exit and this will return you to your own NHS Mail account. Exporting s from NHS Mail (Archiving your s) NHS Mail user limit = 200 Mb if you exceed this you will not be able to send or receive s. Therefore you will need to keep your box clean. NHS Mail allows you to export s and then store them on your U drive for future reference. In Mail view click onto your inbox (or the box where the s are stored) and create a new folder/subfolder G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 20

39 Now click onto the NHS Mail screen (in the blue area). folders at the top of On the left hand side of the screen click onto the folder where the documents are currently stored (in this case Inbox ) and tick all of the s that you wish to export Click and then select move to folder. The following screen will appear select the new folder you have created for the export and then click OK. The following message will appear click OK G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 21

40 The messages that you have selected will be moved into the folder. When complete the following message will appear. Click Close. To Export the folder (easier to export a folder than to export individual files). Still in the folder view click onto the folder you have just chosen to export (the one you have just put the files into). G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 22

41 From the top of the screen select and click onto export. and from the drop down list select The following menu will appear on the screen Click and the following message telling you that your request to export has been successful If you now go back to your page and wait. An will be sent to you when your folder is ready for export follow the links given in the and save the folder to your U drive. Once you have G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 23

42 saved your exported file to your User drive you can then go back into NHS Mail and delete the folder you exported. Helpdesk Should you encounter any problems with your Computer and or Passwords etc. please telephone our IT Helpdesk and log a call. Tel: Training Admin - To Book on another Training Course Should you wish to book onto a training course please telephone Training Admin: Tel: For more information about NHS Connecting for Health please visit For more information about NHS Connecting for Health Essential IT Skills programme please visit To obtain further copies of this brochure, please visit the IT Training intranet page at Available in other formats on request G:\TRAINING\Booklets\Microsoft Booklets\Booklets complete - Brenda\Advanced NHS Mail.doc Page 24

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