Department of Public Health S A N F R A N C I S C O

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1 This guide provides the step-by-step instructions for: Requesting mobile device access to your DPH Office 365 account Setting up an Android device to sync with Office 365 Setting up an Apple device to sync with Office 365 Requesting mobile device access to your DPH Office 365 account Once you ve submitted your request the DPH IT Security team will review the request to ensure that your mobile device supports the minimum security and encryption standards to comply with healthcare regulations. You will receive status s as your request goes through the review and approval process. Once your request is approved you can follow the instructions for connecting your device provided at the end of this document. How long does mobile device access approval take? Requests submitted by 3 PM Monday Friday (excluding holidays) will be reviewed that day. Approved requests will be actioned that same evening and you ll be able to sync your account to your mobile device the next morning. 1. LOG IN TO SERVICE NOW Click the following link for the Service Now login screen: Enter your DPH address in the User name field Enter ccsfdph2014 in the Password Field. You ll be prompted to change the default password. 2. SELECT THE SERVICE CATALOG Click on Service Catalog link in the upper corner of the left-hand menu. 1

2 3. OPEN THE MOBILE DEVICE ACCESS REQUEST FORM Click on DPH Mobile Device Access Request link in the upper right corner of the Service Catalog screen. 4. FILL IN THE MOBILE DEVICE REQEUST FORM The next step is completing the form. All fields with a vertical red bar to the left of the field name are required. You will not be able to submit the request until all required fields are complete. Requested By / Requested For These fields default to the name of the user that logged in. If you are requesting mobile device access for someone else change Requested For to the name of the person you re requesting access for. Click the magnifying glass icon to search for a name. Requestor s Department This field defaults to the Department of Public Health. Do not change this value. Currently this form is only for the use of DPH staff. 2

3 Mobile Device Name/Model Click the drop-down and select your mobile device from the list. The list shows the devices approved by the DPH Security Team. If your device is not on the list, you may contact or for more information. Mobile Device Operating System (OS) This field will auto-populate with the minimum required OS for the mobile device you selected. See sections at the end of this document to learn how to check your phone s OS. iphone Finding OS Version Stock Android Finding OS Version Samsung Galaxy Finding OS Version Requestor s Mobile Phone Number This field is required for mobile phone devices. Enter the mobile phone number for the mobile device you re requesting access for. 5. PLEASE COMPLETE THE FOLLOWING BEFORE CONNECTING YOUR DEVICE TO OFFICE 365 DPH requires encryption of your mobile device to access DPH . Please make sure that you apply all software updates to your mobile device and perform a full back up of the device prior to connecting it to Office 365. This is not required now. The that notifies you that your request is approved will remind you of these important steps. 6. READ AND AGREE TO THE TERMS OF THE MOBILE DEVICE ACCESS GUIDE The next step is to read and agree to the terms of the Mobile Device Access Guide. Please read this guide carefully. If you have any questions please contact Almir.Guimaraes@sfdph.org or George.Powers@sfdph.org. You will not be able to submit your request unless you agree to the Mobile Device Access Guide. 7. SUBMIT THE REQUEST Submit the request by clicking the Order Now button in the upper right corner of the screen. You ll receive an confirming the receipt of your request. 3

4 iphone Finding OS Version 1. Open Settings 2. Scroll down and select General 3. Select About 4. Scroll down to Version 4

5 Stock Android Finding OS Version 1. Go to App list, open Settings 2. Scroll down and select About Phone 3. Scroll down to Android Version 5

6 Samsung Galaxy Finding OS Version 1. Go to App list, open Settings 2. Select More settings 3. Scroll down and select About Device 4. Scroll down to Android Version 6

7 Setting up an Android device to sync with DPH Office 365 This example uses the Samsung Galaxy 4. Other Android phones will be similar. It is strongly recommended that you install all device software updates and perform a complete backup of your device before proceeding. Step 1 Step 2 From the Home screen select the Apps tab, then Settings Step 3 Select Connections Step 4 Select Accounts tab, then Add Account Select Microsoft Exchange ActiveSync 7

8 Step 5 Step 6 Enter your Office 365 Address & Password Step 7 Select OK to apply security features Step 8 Un-Check the Sync Text Messages option, and select Next: Select Activate to Activate the Device Administrator Security option 8

9 Step 9 Step 10 Select Password to create the required Security Password. Step 11 Create a Device Password (minimum of 5 digits) Step 12 Confirm the New Password by re-entering it. Plug your device into its charger. 9

10 Step 13 Do NOT check Fast encryption. Select Encrypt device at bottom. After the encryption process completes the device will reboot. The set-up is complete. Questions? For additional help with Office 365 , please contact the DPH Migration Support Desk Support Desk: (415) ; Monday Friday, 7am 7pm Web For all other DPH technical support, contact the DPH IT Helpdesk 1380 Howard Street Help Desk: (415) SFGH Help Desk: (415)

11 Setting up an Apple Device to sync with DPH Office 365 It is strongly recommended that you install all device software updates and perform a complete backup of your device before proceeding. Step 1 Step 2 From the Home screen select Settings Step 3 From Settings screen select Mail, Contacts, Calendars. Step 4 Select Add Account Select Microsoft Exchange 11

12 Step 5 Step 6 Select the items you want to sync by turning on/off sync options. Select Save when you re done. Enter your Office 365 Address, Password and Description. Select Next. If you are prompted for a server name enter m.outlook.com Step 7 Step 8 You will be prompted to create a 5-digit passcode. Select Continue. If your device has an existing passcode enter it and Select Continue. Otherwise skip to Step 9. 12

13 Step 9 Step 10 Enter a 5-digit numeric passcode and select Continue. Verify the passcode by re-entering it and then select Save. The set-up is complete. Questions? For additional help with Office 365 , please contact the DPH Migration Support Desk Support Desk: (415) ; Monday Friday, 7am 7pm .migration@sfdph.org Web For all other DPH technical support, contact the DPH IT Helpdesk 1380 Howard Street Help Desk: (415) SFGH Help Desk: (415)