GP NHSmail Migration A How to guide to Account Management

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1 GP NHSmail Migration A How to guide to Account Management Page 1 of 22

2 Contents 1. Creating a Mailbox Archive (.PST file) using Microsoft Outlook Adding a Mailbox Archive (.PST file) to Outlook Configuring Microsoft Outlook 2010 for use with NHS.NET Sharing your Calendar via NHS.NET and Microsoft Outlook Adding Shared NHS.NET Calendars to Microsoft Outlook Delegating Mailbox access in NHS.NET Adding a NHS.NET Delegated Mailbox to Microsoft Outlook Adding NHS.NET Generic Mailboxes to Microsoft Outlook Page 2 of 22

3 1. Creating a Mailbox Archive (.PST file) using Microsoft Outlook 2010 Firstly you will need to ensure your GP-D83xxx account is configured in Outlook 2010 to be able to create a Mailbox Archive. Please contact the NSFT Service desk on should you need to configure your GP-D83xxx account in Outlook Use the following steps to create a Mailbox Archive using Outlook Open Microsoft Outlook Click File 3. Then click Options 4. Click on the Advanced tab 5. Then select Export Page 3 of 22

4 6. Then select Export to a File 7. Then click Next 8. Then select Outlook Data File (.PST) 9. Then click Next 10. Select the GP Suffolk Mailbox to be archived and ensure Include subfolders is ticked 11. Then click Next Page 4 of 22

5 12. Click Browse to select the folder location where you would like the Archived Mailbox to be stored **NOTE** Archived Mailbox files should be stored on a server so they are routinely backed up 13. Then click Finish 14. Leave the Password and Verify Password fields BLANK 15. Then click OK to initiate the mailbox archive process 16. Once the mailbox archive process has completed your Archived Mailbox will be available in the folder location you selected (as below) **NOTE** Your Mailbox Archive will include all s, Calendar Entries, Contacts and Task Entries Page 5 of 22

6 2. Adding a Mailbox Archive (.PST file) to Outlook 2010 Use the following steps to map an Archived Mailbox to your list of Mailboxes in Outlook Open Microsoft Outlook Click File 3. Then click Account Settings 4. Select Data Files 5. Then click Add Page 6 of 22

7 6. Then browse to where your Archived Mailbox file is stored 7. Select the Mailbox Archive file 7. Then click OK 8. You will notice the Archived mailbox is now present in your list of Data Files 9. Click Close Page 7 of 22

8 10. You can now access the Archived Mailbox from your list Mailboxes Page 8 of 22

9 3. Configuring Microsoft Outlook 2010 for use with NHS.NET 1. Click on Start 2. Click on Control Panel 3. Double Click on Mail 4. Click on Show Profiles 5. Click on Add 6. Give the profile a name (E.g. NHS.NET) and Click OK 7. You will now be prompted with the Add New account Wizard which will guide you through setting up your account. 8. If the your name and address are automatically populated then click in the address box and replace the automatic address with your NHS.NET address 9. Enter your Password and then confirm it in the box below 10. Once you have entered your details Click on Next Page 9 of 22

10 11. Your details will be checked against the NHS.NET mail servers and if the details entered all correct then will get 3 ticks down the side of the configuring page to confirm that your account is ready to be used. 12. Click on Finish to close the wizard and then close all open windows to take you back to the desktop 13. You can now double click on Microsoft Outlook 2010 to access your s 14. When you open Outlook you will be prompted for you NHS.NET password, enter it and click OK **NOTE** Do not tick Remember my credentials 15. Once you have entered your password Outlook will open, Connect to the NHS.NET mail servers and download any new s that you have received. Page 10 of 22

11 4. Sharing your Calendar via NHS.NET and Microsoft Outlook 2010 Firstly you will need to configure the sharing permissions for your calendar on the NHS.NET website before your shared calendar can be viewed in Outlook by other users. 1. Open internet Explorer and go to and log into your account 2. Once you are logged into your account, Click on the Folder Icon at the top of the page **NOTE** This will display the folder view of your mailbox 3. Select your Calendar from the folder list 4. Click on Folder & then Click on Change Sharing Permissions Page 11 of 22

12 5. You will then be presented with a box that shows you who has access to your calendar. 6. Click on the Add Button 7. You will now be presented with a search box where you can search for the user you want to give access to your mailbox 8. Enter the First name and Last name of the person you want to search for and if there is anything written in the organization box please delete it so that the box is empty, this can be done by clicking that the beginning of the box and pressing the Delete button on your keyboard. 9. Click the Search box and the NHS Mail directory will be search for the person you want to add. You will most likely, get multiple results so you will need to be careful when choosing the person you want to add. You can work out which is the correct person by the organization they are registered to. 10. Once you have found the person you want to add put a tick in the box next to their name and then Click OK Page 12 of 22

13 11. You will now be presented with a box where you can choose what level of access they have to your calendar; if you only want them to be able to view your entries but not edit or delete then Select Reviewer from the Permission Level: Drop Down box **NOTE** If you want them to be able to add, delete and edit calendar entries then choose Publishing Editor from the drop down list 12. Once you have set the permissions for that user click on Save at the bottom of the window. **NOTE** You will need to repeat this process from Step 5 onwards if you want to add multiple users. Once you have added all of the people who need to access your calendar Click on the OK button and you will be taken back to your mailbox. Please continue down this guide for instructions for sharing your calendar via Microsoft Outlook 2010 Sharing your NHS.net Calendar via Microsoft Outlook 2010 Once you have configured calendar sharing via the NHS.NET website you will need to send a sharing invite in Outlook to those people who you have shared your calendar with. Page 13 of 22 **NOTE** you can only send calendar sharing invites to other NHS.NET users and that they cannot be sent to anyone who does not have address. 13. You will now need to open Microsoft Outlook if you have it configured for use with NHS.NET 14. Go to your Calendar

14 15. Click on the Share Calendar button on the toolbar 16. You will then be presented with a sharing invitation window. You will need to enter the addresses for each of the NHS.NET users you want to view your calendar via Outlook. 17. Once you have all the staff addresses in the To box, click on Send and an invitation will be ed to them. Page 14 of 22

15 5. Adding Shared NHS.NET Calendars to Microsoft Outlook Open Microsoft Outlook Click on Calendar from the list of icons at the bottom left of Microsoft Outlook 3. Click on Open Calendar from the Toolbar Icons, then Select Open Shared Calendar 4. Type in the address for the shared User or Meeting Room Calendar you want to open and click OK 5. As Long as you have been given access to the calendar it will then be added to the list of Shared Calendars you can access within Outlook. Page 15 of 22

16 6. Delegating Mailbox access in NHS.NET 1. Open Internet Explorer and go to 2. Log into your NHS.NET account 3. Click on the Folders button at the top of your mailbox 4. Click on Folder Tools at the bottom left of the mailbox 5. Click on Delegates 6. Once the Delegates window opens Click on the ADD button Page 16 of 22

17 7. You will then be presented with the Search Account Window 8. Enter the First name and Last name of the person you want to give delegate access to, ensure that the Organisation box is empty and click Search 9. You will then be presented with all the search results for people with that name, Put a Tick in the box next to the person you want to delegate access to and Click OK 10. Put a Tick in the Allow Full Mailbox Access Box and then click OK to save the changes. 11. The person you have delegated access to will automatically be sent an to confirm that they have been given full access to your mailbox. Page 17 of 22

18 12. The person will then need to add the mailbox to Outlook so that they can see your folders. 7. Adding a NHS.NET Delegated Mailbox to Microsoft Outlook 2010 Please ensure that you have been delegated FULL mailbox access to another NHS.NET users account before following this guide These instructions will NOT work if you have only been given access to another user s inbox or calendar 1. Open Microsoft Outlook Click on File 3. Click on Account Settings 4. Choose Account Settings from the drop down list 5. On the Tab, Select your NHS.NET account and Click on Change 6. The properties of your mailbox will open, Click on More Settings 7. Click on the Advanced Tab on the window that opens Page 18 of 22

19 8. Click on Add 9. Enter the address for the staff member you want to add to Outlook and Click OK 10. Their account will then be added to the list of Additional mailboxes added to your profile 11. Click OK to close the window 12. Click on Next then Click Finish to save the changes and close the wizard 13. Click on Close to close the account settings window 14. You should now find the users full NHS.NET mailbox listed below yours within Microsoft Outlook Page 19 of 22

20 8. Adding NHS.NET Generic Mailboxes to Microsoft Outlook Firstly close Microsoft Outlook Click on Start and then click on Control Panel 3. Double click on Mail 4. Click on Show Profiles 5. Select your NHS.NET Profile and click Properties 6. Click on Accounts 7. On the Accounts Settings screen click New 8. Select Account and Click NEXT Page 20 of 22

21 9. Enter the Details of the Generic mailbox you want to add to outlook but DO NOT enter a password at this point, then click Next 10. Outlook will then search the NHS Directory for the users mailbox settings and you should be prompted with the password for the generic account 11. Click on Use Another account, then enter YOUR full NHS.NET address your password for the account 12. Then click OK Page 21 of 22

22 13. Once the mailbox settings have been found and your account has been verified click on Finish 14. You can now close all of the Mail Profile Setting windows and Open Microsoft Outlook 15. You will then be prompted for the password for your NHS Mail account as per usual and also the password to access the other users mailbox. In this box you will need to enter YOUR NHS.NET address and password 16. Once you enter your logon details Outlook will open and you will have the Generic Mailbox shown below yours Page 22 of 22

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