Accessing Derbyshire County Council s Outlook Web Access (OWA) Service Smart Phone App version
Contents About this guide... 2 Before accessing Outlook Web Access... 3 Accessing Outlook Web Access (OWA) with the app... 4 Logging on to OWA... 4 Setting up a PIN number... 7 Changing your PIN number... 10 Logging out... 13 Appendix A - Installing the app on an Android Smart Phone... 15 Appendix B - Installing the app on an iphone... 17 Appendix C - Installing the app on a Microsoft Windows Smart Phone... 18 Appendix D Installing the app on an ipad... 18 Appendix E Configuring the app for all devices... 20 1
About this guide This guide is intended for Derbyshire County Council employees, partners and suppliers who need remote access to the Council s Outlook Web Access 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 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 an app to generate the one-time password. It should be noted that once the app is downloaded, there is no data traffic as the random number is calculated from an algorithm contained within the app. 2
Before accessing Outlook Web Access You will need the following before you can remotely access the Derbyshire County Council network: 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, ipad, mobile phone, which can be council provided or personally owned, or a physical token issued by Derbyshire County Council. To register a device to obtain the one-time password, please contact the Service Desk. Please note that the device used to receive the password must NOT be the same device that is then used to access OWA. This guide provides instructions for using the app to obtain the one-time password. Once installed, the app will automatically generate the one-time password that will form part of the logon process. The Service Desk can be contacted on 37777 (internal) or 01629 537777 (external), or if you have access to our internal network please use Service Desk Online. 3
Accessing Outlook Web Access (OWA) with the app You will need to contact the Service Desk to request to use your Smart Phone or ipad to receive the one-time password. The Service Desk will arrange for you to be provided with a QR code or a Serial Number and Activation Code that you will need to set up the app. A QR code looks like this: Before starting, ensure you have downloaded the app as described in Appendix A for Android, Appendix B for iphone, Appendix C for Windows or Appendix D for ipad. In all cases then follow Appendix E to link your phone to your account using the QR code or Serial Number and Activation Code. The download and linking only needs to be done once. 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: https://portal.derbyshire.gov.uk/owa 4
Step 2: In the Username field enter your user name e.g. a1234567. 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: Tap the DIGIPASS-ES app on your smart phone and get the number shown in the one time password display. The number will change each time you use the app. 5
Step 5: Enter the number displayed into the field labelled Enter the One-time password (OTP). Step 6: 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 6: Click on Sign In and the following window will display. 6
Step 7: Click on the Remote access to email link at the bottom of this window. Step 7: Your Outlook mailbox should now be displayed. 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. a1234567. 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: Tap the DIGIPASS-ES app on your smart phone and get the number shown in the one time password display. The number will change each time you use the app. 7
Step 4: Enter the number displayed into the field labelled Enter the One-time password (OTP). Step 5: Leave the Enter PIN field blank and click on the button titled Set Up or Change PIN. A Change PIN window will open. 8
Step 6: Leave the Old PIN field blank. Step 7: In the New PIN field enter a four-digit PIN chosen by you. Please choose a memorable PIN as it will be required every time you log in. Step 8: In the New PIN Again field, retype your chosen PIN. Step 9: Click on Change PIN and the following window will display. Step 10: Click on the Remote access to email link at the bottom of this window. Step 11: Your Outlook mailbox should now be displayed. 9
Changing your PIN number Step 1: In the Username field enter your user name e.g. a1234567. 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: Tap the DIGIPASS-ES app on your smart phone and get the number shown in the one time password display. The number will change each time you use the app. Step 3: Enter the number displayed into the field labelled Enter the One-time password (OTP). Step 4: Leave the Enter PIN field blank and click on the button titled Set Up or Change PIN. A Change PIN window will open. 10
Step 5: In the Old PIN field, enter your current PIN. Step 6: In the New PIN field enter a four-digit PIN chosen by you. Please choose a memorable PIN as it will be required every time you log in. Step 7: In the New PIN Again field, retype your chosen PIN. Step 8: Click on Change PIN and the following window will display. Step 9: Click on the Remote access to email link at the bottom of this window. Step 10: Your Outlook mailbox should now be displayed. 11
12
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. 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. 13
14
Appendix A - Installing the app on an Android Smart Phone 1. Open the Play Store 2. Search for Digipass 3. Select the Digipass Mobile Enterprise Security app which is supplied by Vasco Data Security. 4. Tap INSTALL to download and install the app. 15
5. Accept the App permissions settings. 6. The app will download and install. 7. GO TO APPENDIX E. 16
Appendix B - Installing the app on an iphone 1. Open the App Store from your iphone home screen. 2. Search for Digipass for Mobile Security Enterprise. 3. Tap Free and then Install and provide your Apple ID password if requested. 4. The app will download and install. 5. GO TO APPENDIX E. 17
Appendix C - Installing the app on a Microsoft Windows Smart Phone Please note the app will only work on a Windows Phone 8 or later version. 1. Open the Windows Marketplace and search for Digipass 2. Select the Digipass-ES app which is supplied by Vasco Data Security. 3. Install the app. 4. GO TO APPENDIX E. Appendix D Installing the app on an ipad Please note that it is strongly recommended that the one-time password is received on a separate device to the one that is used to access the data. Therefore, you should not use the app on an ipad to receive the password if you are also intending to use the ipad to access OWA. In this situation, security good practice would be to use a different device to either receive the password or to access the OWA. 1. Open the App Store from your ipad home screen. 2. Search for Digipass for Mobile Security Enterprise Security ipad Edition. 18
3. Tap Get and then Install and provide your Apple ID password if requested. 4. The app will download and install. 5. GO TO APPENDIX E. 19
Appendix E Configuring the app for all devices Two options are available to configure the app: Method 1: Use this method if you have been provided with a QR Code. You may simply scan the QR Code with your Smart Phone. A QR Code looks like this: Method 2: Use this method if you do not have a QR Code, or need to enter the details manually. Method 1: Scanning the QR Code 1. Open the app on your Smart Phone or ipad. 2. If you have been provided with a QR code image to scan, select QR code from the Activation menu. 3. Scan the provided QR code. An example QR code is shown below. This will have been emailed to you by the Service Desk when you were set up. 20
4. The one time password will be displayed once the process completes correctly. 21
5. This completes the app configuration. You will not need to do this again unless you uninstall the app and need to reinstall it. Method 2: Entering the Serial Number and Activation Code Manually 1. Open the app on your Smart Phone or ipad. 2. If you do not have a QR code or need to enter the Serial Number and Activation code manually, select Manual from the Activation menu. 3. In the Serial Number field, enter the 7 numbers from the Serial Number. If the Serial Number starts with VES, you do not need to type this in just type in the seven numbers. 4. Using the following image as an example, you would enter 0000001 in the Serial number field. 22
5. In the Activation code field, enter the full Activation code without any spaces. Using the example above, you would enter 20419498810810562569 6. Tap OK. 7. The one time password will be displayed once the process completes correctly. 8. This completes the app configuration. You will not need to do this again unless you uninstall the app and need to reinstall it. 23