SJRWMD Cloud-Based Quick-Start Guide

Transcription

1 SJRWMD Cloud-Based Quick-Start Guide Your account is now in the Microsoft cloud, also known as Office 365. This change from onpremise provisioning to the cloud allows the agency to provide at a lower annual cost, increases your connectivity options, and ensures that will be available even when the SJRWMD data center is off-line for maintenance or as the result of a disaster. Please follow the instructions below to get started with your cloud-based . Step 1: Setup access to on the Internet Open Internet Explorer on your computer, and enter the address You should arrive at the page shown below. Enter your SJRWMD address in the User ID field, leave the Password field empty, and press enter. A yellow-highlighted box should appear, as shown below, along with a link labeled, Sign in at Sjrwmd.com shown in circled red. Select the Sign in at Sjrwmd.com link. 1 P a g e

2 A pop-up window or browser page will appear that enables you to log in by using your SJRWMD user name and password. The Microsoft Office 365 home page, seen below, will appear in your browser. At this point, please select the Outlook link at the top of the page or the Inbox link under the Outlook title on the left of the page to initiate access to your via Outlook Web Access. You may receive the pop-up show below; if so, select your preferred language and UTC-05:00 Eastern for the time zone, then select OK. 2 P a g e

3 You may receive the following error message the first time you access the inbox or calendar. As with Outlook, first time users may experience a delay of up to minutes while the system configures the account at the Microsoft data center. After this initial delay, your access will become immediate. If you see your in the Internet view, you have completed this step. You may close Internet Explorer. Move on to step 2. Step 2: Set up on Outlook continues to be available during the migration process. If you have Outlook open during the migration, you will receive the pop-up shown below, at the conclusion of the migration. If Outlook was not open, please open Outlook now. Open Outlook. You may get a message that looks like the message below. If so, click OK. The pop-up below may also be on your desktop and allow you to begin the auto-configuration of Outlook. 3 P a g e

4 Enter your SJRWMD network log-in as the user name and password, check the Remember my password box, then select OK. The on boarding process may take minutes, and during this time, you will not have access to your via Outlook; however, you may access your at When your appears in Outlook, you have completed the process. If you open Outlook before the on boarding is complete, you will see the following pop-up: Select OK, and try opening Outlook after another 10 to 15 minutes. While you are waiting, you can proceed with accessing your mail via the Microsoft portal and connect your mobile device. Step 3: Set up on mobile device Now you are ready to configure your mobile device (Windows 7 Phone, iphone or Android). Windows 7 Phone Delete existing account from phone: 1. Tap Settings and then tap + accounts. 2. Press and hold Outlook, then select delete. Add cloud-based account to phone: 3. Tap add an account, and select Outlook. 4. You will receive a prompt to enter your address. This is your 8-character SJRWMD network log-in for example, tsmithso@sjrwmd.com. (Last name is Smithson.) Enter password, and tap Sign In. The windows phone will try to configure your account automatically. If configuration completes successfully, you will receive a message, Your is set up now; proceed to step 5. If you receive any additional prompts, go to step If your Windows 7 phone prompts you with the option to Install Lync, then leave the check box marked to install Lync. Next, tap finish. 6. The Lync App installation screen will open. 7. Tap Install, and you will see a downloading screen and then your apps screen will open, showing Lync2010 installed. Go to step 13. (Steps 8 through 13 are only to be done if your did not set up and you received additional prompts as instructed in step 4.) 8. On the next screen, you may need to enter the following information, particularly the Domain: address. This is your 8-character SJRWMD network log-in for example, tsmithso@sjrwmd.com. (Last name is Smithson.) a. Password This is the password for your account. b. User name This is your 8 character SJRWMD network log-in for example, tsmithso@sjrwmd.com. (Last name is Smithson.) 4 P a g e

5 c. Domain Enter sjrwmd.com. 9. Tap sign in. Windows phone will try to configure your account automatically. If configuration completes successfully, you will receive a message, Your is setup now. **If your Windows 7 prompts you with the option to Install Lync, please leave the check box marked and install Lync. 10. Tap finish. 11. The Lync App installation screen will open. 12. Tap Install. (You will see downloading screen and then your apps screen will open showing Lync2010 installed.) 13. Your phone is now configured; however, your mail items and contacts may take several minutes to download. Also, the new mail icon on your phone s home screen is placed at the bottom of the page, and you may wish to move the icon up so it displays, forcing you to scroll down. Iphone Delete existing account from phone: 1. Tap Settings and then tap Mail, Contacts, Calendars. 2. Tap the outlook account. 3. Tap Delete Account. Add your cloud-based account to phone: 4. Tap Add Account. 5. Tap Microsoft Exchange. 6. On the next screen, enter the following information: a. This is your full access, for example, tsmith@sjrwmd.com. b. Domain Leave blank. c. Password This is the password for your account. d. User name This is your 8-character SJRWMD network log-in for example, tsmithso@sjrwmd.com. (Last name is Smithson.) e. Description This is the account title you would like displayed on your phone. 7. Tap Next on the upper right corner of the screen. 8. Tap in the Server box, and enter m.outlook.com and then tap Next. 9. Choose the type of information you want to synchronize. By default, Mail, Calendar, and Contacts are all turned on. To turn off synchronization for a type of information, tap and slide the switch to OFF. 10. Tap Save. 11. Since you have updated your account information, your iphone will only be storing the last three days of mail. If you wish to change the retention period, follow the instructions below: a. Select Settings. b. Select Mail, Contacts, Calendars. c. Select your SJRWMD account. d. Select Mail Days to Sync. e. Select the desired time. f. Select the home button. 12. Your phone is now configured; however, your mail items and contacts may take several minutes to download. 5 P a g e

6 Android Phone Delete existing account from phone: 1. Press the icon/app. 2. Tap the Home button. 3. Select Accounts. 4. Find the existing account and place your finger on it until till a pop-up appears. 5. Select Remove account. 6. Reply OK to the confirmation prompt. Add a new account: 1. Press the icon/app. 2. If you do not get the set up screen, perform the above Delete account steps. 3. Enter your address, for example: <username>@sjrwmd.com. 4. Enter your password, and press Next. 5. Select the Exchange account button. 6. Enter the following information and hit Next: a. Domain: user name: Use the following format SJRWMD.COM\<username>@SJRWMD.COM. b. Password : Enter your password. c. Exchange server : Enter pod51010.outlook.com. d. Make sure both check boxes are selected, and hit Next 7. Click OK to the activating application warning. 8. Click OK to the Remote security administration warning. 9. Under Account options: a. Ensure all check boxes are selected. b. Under the Amount to synchronize button, select the amount of data you want on your phone. The default is 3 days, but 1 week is probably more appropriate for most individuals. 10. Click Next. At this point, you will be given a screen that allows you to name your profile. Hit Done. [WAIT Before you hit Done, make sure you get an audible recognition signal and a small message at the top of the phone BEFORE you hit DONE, or you will have to repeat this entire process.] 11. Once you get the message and the tone, you can optionally enter a name for this profile, then press Done. If everything worked correctly, an Activate device administrator screen will be displayed. Press Activate. After a short sync period, you should see your inbox. If you have any difficulty accessing your mail, connecting Outlook 2007, or connecting your mobile device, please call the IT Customer Service Desk at (386) 329-HELP. 6 P a g e

7 What s New in the Cloud? 1. Outlook anywhere Employees with laptops will be able to use Outlook from any Internet connection. 2. Always available Your server is no longer in the agency s data center; therefore, you will have access during network maintenance and if the data center is off-line due to a disaster. 3. Web access Once everyone s mailbox moves to the cloud server, we will redirect the address for web mail. In the interim, employees will need to go to to access over the Internet. 4. Automatic replies The newer version of Microsoft s server placed the term Automatic Reply in the subject line instead of Out of Office when the Out of Office Assistant is turned on. The new language is controlled by Microsoft. 5. Public folders are no longer available. The Bureau of Information Technology Services (BITS) will be converting public folders to shared mailboxes and calendars. If you have lost access to a public folder, please notify the IT Customer Service Desk for BITS to begin the conversion process. 7 P a g e