Mini User Guide Contents: Updating your contact details..2 Setting your Security Questions..4 Changing your password..5 Forgotten password......6 Accessing Virgin Care Webmail..9 Sending an Encrypted Email.....12 How to use Mimecast Archive Email Search.. 13 Page 1
Updating your contact details To update your contact details please click on the appropriate link in SharePoint and login using your user credentials. Page 2
Once logged in you will be able to update your contact details and change your password if required as well as setting your Security Questions. NB: Name changes will need to be processed through the Service Desk. Page 3
Setting your Security Questions Once logged in you will be able to set your security questions. This is required to reset your password should you forget it. Click the Password Management tab and choose Security Questions and complete the form from the dropdown options presented. Once finished, click Submit. Page 4
Changing your password To change your password, please click on the appropriate link in SharePoint and login using your user credentials. Follow the instructions to change your password, click submit and logout. Page 5
Forgotten your password If you have forgotten your password, please click on the appropriate link in SharePoint and enter your username and code similar to below. Page 6
You will need to setup your security questions prior to using this facility. If you have not done this please contact the Service Desk to reset your password. The Service Desk will talk you through the process or you can login to the change password facility and set your security questions as described on page 6. Once they have been set you can obtain a reminder using the forgotten password facility as shown below. Login as shown above and enter the answers to randomly generated questions that you have previously answered. Page 7
Once you have completed the questions you will have the opportunity to change your password as shown. Once submitted you should be able to login to VCL core applications. Note to laptop users: ensure you remain logged into to your laptop during this process and use the new password to login to VPN. Once connected stay connected for upto 15min to allow your laptop to sync with the new password. If in doubt hold down control, alt & delete select change password and reset your laptop password to the same password you have just entered into Myinfo facility. If you still experience problems please contact the Service Desk Page 8
Accessing Your Webmail Account To access your webmail account from any computer you first need to have access to the internet. Once you have access you need to type into the address bar https://webmail.virgincare.co.uk/owa The screen below will appear, type in your log in details the domain is assuramedical\ then you will need to put your username without any spaces. An example is below Page 9
Once you have logged-in, all your emails will appear like the example below. To create new emails simply click on the new button. Page 10
The screen below will appear and you can then start typing like you would if you were writing a normal email in outlook. Page 11
Sending an encrypted email First you need to open a new message like below. Where it says To you need to type in the external email address. You then need to type [Encrypt] into the email subject as this will encrypt the email. You can then type your email subject as per above. Once you have written your email you can press Send. You will then receive this email below informing you it has been sent. If you do not receive this email please contact the IT Service Desk for further assistance. Firstname.surname@external.com The person receiving the email will be sent a set of instructions on how to create an account and password etc. Once they have done this they will be able to receive the email. Page 12
How to use Mimecast We use Mimecast to archive all our emails throughout the company, therefore should you ever delete any emails you will always be able to find them in Mimecast. If you look at the top of your emails on outlook and click on the Mimecast tab you will see this below. As you can see there are many different things you can use Mimecast for. For example If you need to find an email that you have deleted you can search for this in the search bar which has been outlined below. Simply type in the email subject or the person s name and a number of emails will appear. Page 13
Mimecast is also useful when needing to send a large file. If you open up a normal new email like below, and click on the Mimecast tab you will see the option attach large file. Once you have clicked on the attach large file tab your documents will open. If you choose your file and type your email out normally then click send. Page 14
The following box will appear over your email. You can select how long the file can be seen for and be informed when the receiver has opened the file. Once you have selected your options click send. You will then be notified that the large file has been sent as the below pop up will appear in the bottom right hand corner of your screen. Page 15
You can also check if your file has been sent by clicking on the mime cast tab again at the top of your outlook then click on Online sent items. The box below will appear and you can view all your sent items on the left hand side. Page 16