Accessing Derbyshire County Council s Outlook Web Access (OWA) Service. Mobile Phone SMS version

Transcription

1 Accessing Derbyshire County Council s Outlook Web Access (OWA) Service Mobile Phone SMS version

2 Contents About this guide... 2 Before accessing Outlook Web Access (OWA)... 3 Accessing Outlook Web Access (OWA) with a SMS text to a mobile phone... 4 Logging on to OWA... 4 Setting up a PIN number... 7 Changing your PIN number Logging out

3 About this guide This guide is intended for Derbyshire County Council employees, partners and suppliers who need access to the Council s Outlook Web Access (OWA) service. This would be primarily from locations not directly on Council property, such as from schools, from partner and supplier establishments, or colleagues home locations. The Outlook Web Access (OWA) service is secured to Public Services Network standards, and requires additional levels of security above that more usually based on a username and password. This is to better protect confidential and sensitive information which you may have access to on behalf of clients, residents or Derbyshire County Council. To log on to OWA you will need a four-digit PIN number which only you know and a randomly generated number, called a one-time password, which will be specific to you at the time you log on. These additional levels of security are NOT required if you are using a Derbyshire County Council machine on council premises. This guide is for users who wish to use a mobile phone to receive the one-time password in an SMS text message. 2

4 Before accessing Outlook Web Access (OWA) You will need the following before you can access the Outlook Web Access service: A Derbyshire County Council login account the username and password you currently use to access Derbyshire County Council s systems An internet connection A device with a web browser to access OWA on A method or device capable of issuing a one-time password which has been registered with the Service Desk. The one-time password will be used as part of the logon procedure and can be issued via a smart phone, mobile phone, or a physical token issued by Derbyshire County Council. This guide details instructions for obtaining the one-time password in a text message to your mobile phone. This can be a Derbyshire County Council issued mobile phone or a personally owned mobile phone. A SMS text will be sent by the system to the mobile phone number you provide which will contain the one-time password that will be used as part of the logon process. Note that the device used to receive the password must NOT be the same device that is then used to access OWA. The Service Desk can be contacted on (internal) or (external), or if you have access to our internal network please use Service Desk Online. 3

5 Accessing Outlook Web Access (OWA) with a SMS text to a mobile phone You will need to contact the Service Desk to request to have your mobile phone number set up to receive the texts. The Service Desk will contact you when this has been set up. If you haven t already set up a PIN number for use with the one-time password, you will need to set one up. Logging on to OWA Step 1: Display the Portal window below by going to: Step 2: In the Username field enter your user name e.g. a For council employees this will typically be your payroll number. Step 3: In the DCC Password field enter your usual Derbyshire password that you use to connect to the council s network. (Not your one-time password). Step 4: Click on the Request OTP via text message or button. Step 5: A message will appear which says Request OTP. Use this form to request a onetime password to be sent to you via text message or . Click on Request OTP. 4

6 Step 6: The screen will update with the message Invalid username or password. Please reenter your user information and at the same time a text will be sent to your mobile phone. Step 7: Your registered phone number should receive a text message with a six-digit onetime password. This is an example of the text message you will receive: From: no-reply@twofactorauth.derbyshire.gov.uk Subj: Virtual Digipass Notification Your One Time Password is This one-time password will be valid for 30 minutes. If you have not entered the one-time password within 30 minutes, you will need to request a one-time password again. 5

7 Step 8: Re-enter your user name in the Username field (as per Step 2). Step 9: In the DCC Password field, re-enter your usual Derbyshire password that you use to connect to the council s network. (Not your one-time password). Step 10: Enter the number displayed in the text message into the field labelled Enter the One-time password (OTP). Step 11: In the Enter PIN field, type your four-digit PIN number. If you have not set up a PIN, go to the Setting up a PIN number section below. Step 12: Click on Sign In and the following window will display. Step 13: Click on the Remote access to link at the bottom of this window. Step 14: Your Outlook mailbox should now be displayed. 6

8 Setting up a PIN number To set up a PIN number for the first time, follow these steps: Step 1: In the Username field enter your user name e.g. a For council employees this will typically be your payroll number. Step 2: In the DCC Password field enter your usual Derbyshire password that you use to connect to the council s network. (Not your one-time password). Step 3: Click on the Request OTP via text message or button. Step 4: A message will appear which says Request OTP. Use this form to request a onetime password to be sent to you via text message or . Click on Request OTP. Step 5: You will be returned to the log on screen which will display Invalid username or password. Please re-enter your user information and at the same time a text will be sent to your mobile phone. 7

9 Step 6: Your registered phone number should receive a text message with a six-digit onetime password. This is an example of the text message you will receive: From: no-reply@twofactorauth.derbyshire.gov.uk Subj: Virtual Digipass Notification Your One Time Password is This one-time password will be valid for 30 minutes. If you have not entered the one-time password within 30 minutes, you will need to request a one-time password again. Step 7: Re-enter your user name in the Username field Step 8: In the DCC Password field, re-enter your usual Derbyshire password that you use to connect to the council s network. (Not your one-time password). Step 9: Enter the number displayed in the text message into the field labelled Enter the One-time password (OTP). Step 10: Leave the Enter PIN field blank and click on the button titled Set Up or Change PIN. A Change PIN window will open. 8

10 Step 11: Leave the Old PIN field blank. Step 12: In the New PIN field enter the four-digit PIN chosen by you. Please choose a memorable PIN as it will be required every time you log in. Step 13: In the New PIN Again field, retype your chosen PIN. Step 14: Click on Change PIN and the following window will display. Step 15: Click on the Remote access to link at the bottom of this window. Step 16: The following window will display: Step 17: Your Outlook mailbox should now be displayed. 9

11 Changing your PIN number Step 1: In the Username field enter your user name e.g. a For council employees this will typically be your payroll number. Step 2: In the DCC Password field enter your usual Derbyshire password that you use to connect to the council s network. (Not your one-time password). Step 3: Click on the Request OTP via text message or button. Step 4: A message will appear which says Request OTP. Use this form to request a onetime password to be sent to you via text message or . Click on Request OTP. 10

12 Step 5: You will be returned to the log on screen which will display Invalid username or password. Please re-enter your user information and at the same time a text will be sent to your mobile phone. Step 6: Your registered phone number should receive a text message with a six-digit onetime password. This is an example of the text message you will receive: From: no-reply@twofactorauth.derbyshire.gov.uk Subj: Virtual Digipass Notification Your One Time Password is This one-time password will be valid for 30 minutes. If you have not entered the one-time password within 30 minutes, you will need to request a one-time password again. Step 7: Re-enter your user name in the Username field. Step 8: In the DCC Password field, re-enter your usual Derbyshire password that you use to connect to the council s network. (Not your one-time password). Step 9: Enter the number displayed in the text message into the field labelled Enter the One-time password (OTP). Step 10: Leave the Enter PIN field blank and click on the button titled Set Up or Change PIN. A Change PIN window will open. 11

13 Step 11: In the Old PIN field, enter your current PIN. Step 12: In the New PIN field enter the new four-digit PIN chosen by you. Please choose a memorable PIN as it will be required every time you log in. Step 13: In the New PIN Again field, retype your chosen PIN. Step 14: Click on Change PIN and the following window will display. Step 15: Click on the Remote access to link at the bottom of this window. Step 16: Your Outlook mailbox should now be displayed. 12

14 Logging out To log out completely, it is important that you log out of both OWA and the Portal. Step 1: To log out of OWA, click on Sign Out in the top right of the screen next to your user name. Step 2: The window below will be displayed. Step 3: Click on Close Window. 13

15 Step 4: To log out of the Portal, return to the Internet Explorer page shown below: Step 5: Click on Sign Out in the top right of the screen. Step 6: The following window will display. It is now safe to shut down your computer. 14