Moving Forward Together AMITA HEALTH INFORMATION SERVICES EMAIL MIGRATION INFORMATION The purpose of IT integration is to bridge the technology and infrastructure between Adventist Midwest Health sites and Alexian Brothers sites to allow AMITA Health to operate as a single, seamless organization. Collaboration and a unified AMITA Health identity is one of the requirements for IT integration. WHY ARE WE DOING THIS MIGRATION? Moving all associates to an AMITAhealth.org email address will provide the next step in that unified identity. WHAT WILL HAPPEN DURING THE MIGRATION? The migration to the AMITA Health email system will occur in email migration groups. In the following pages you will find information and instructions you need to know regarding the migration process. WHAT SUPPORT IS AVAILABLE DURING THE MIGRATION? If you have any questions or problems contact the Service Desk at ext 5252 or 800.873.4024. Information is also posted at iamamita.org/is. HOW DOES THE MIGRATION HAPPEN? Migration refers to the automated process of copying current email and calendar data from the your current email servers to the AMITA Health email servers. The process occurs overnight beginning at 7:00 pm (CST) the evening before your migration day and 7:00 am (CST) on the day of your migration to minimize the operational impact. WHAT SHOULD I DO TO PREPARE FOR THE MIGRATION? Print these instructions to use after your email is migrated. Print the email you receive with your AMITAhealth.org email address/login and temporary password. Reset your temporary AMITAhealth.org password and update your contact information before the migration begins by going to the AMITA Health Password Reset Portal. The link is on the ARC under the I Need To links. Print any calendars you may want available during the migration. Do not access your email during the time of the migration process. HOW CAN I ACCESS OUTLOOK WEB MAIL AFTER THE MIGRATION? The new web address for Outlook Web App (OWA) Web Mail is https:// login.microsoftonline.com and is located on the ARC under the I Need To links. Use you new AMITAhealth.org email address and AMITAhealth.org email password to login to OWA. WHO DO I CONTACT IF I NEED ASSISTANCE? If you have questions about the upcoming changes, please contact the Service Desk at ext. 5252 or 800.873.4024. 1 2015 AMITA Health 15915
EMAIL MIGRATION INFORMATION CONTENTS Contents... 1 Before Migration Day... 1 Step 1: Migration Day... 2 Step 2: Sign in to Outlook Webmail... 3 Step 3: Change Your Password and Update Contact Information... 5 Step 4: Sign in to Outlook Webmail Again... 9 Step 5: Migrate Profile... 9 Step 6: Email on Smartphones, iphones or Tablets... 12 Step 7: Skype for Business... 14 Clutter Information... 16 Comparison of AMITA Health Email Standards... 18 GO TO STEP 1 IF YOU HAVE NOT ALREADY CHANGED YOUR PASSWORD. BEFORE MIGRATION DAY WHAT CAN I DO TO PREPARE FOR THE MIGRATION? Begin by changing your temporary password. The AMITA Health Self-Service Portal is used to change your AMITAhealth.org email password. It is also used to update your contact information. Sign into the portal. NOTE: This is an internal site and you must be on the network to access it. It will not work with Adventist VPN. The Self-Service Portal is located on the ARC in the I Need To section, AMITA Health Password Reset link. (http://selfservice.amita.amitahealth.org:8888) Page 1
Sign in to the portal o Type your AMITAhealth.org Email Address in the User Name box. o Type your AMITAhealth.org Email Password in the Password box. - You can copy and paste the password from the email you received. Complete the information on the User Registration screen and click on the Enroll button. Click the My Info tab at the top of the screen, complete the information, and click the Update button. Click on the Change Password tab at the top of the screen, complete the information, and click on the OK button. o NOTE: The password length is a minimum of eight characters, must include all four of the following items: Lower Case, Upper Case, Numeric, and Special Character. o See Step 3 below for detailed instructions. Print any calendars you may want available during the migration. Do not access your email during the time of the migration process. Do not access your AMITA Health email until after 7:00 am on the day of your migration. STEP 1: MIGRATION DAY CLEAR CACHE CREDENTIAL MANAGER Close all Office applications including Outlook, Skype, Lync, Word, Excel, PowerPoint, etc. Open the Control Panel. Click on Credential Manager. Click on the arrow button next to each Microsoft Office and, MS.Outlook item to expand the Page 2
section. Click Remove from vault. STEP 2: SIGN IN TO OUTLOOK WEBMAIL SIGN IN TO OUTLOOK WEBMAIL Open the ARC and go to the I Need To section, and select the Webmail - AMITA Health link. You can also open the Internet Explorer browser and go to https://login.microsoftonline.com/ o Do not use the AHS link once your email has been moved to AMITA Health. Click on the Yes button if you see the following. You will be prompted to enter your login and password. Page 3
NOTE: The login and password is your new AMITA Health email address and password. This is NOT YOUR OPID and password currently used for your email or computer. o Type your new AMITAhealth.org email address. o Type your new AMITAhealth.org password. NOTE: The order and view of the screens below will be different based on the Internet browser and version on your computer. The first time you log in you will see the following screens: o Select English as your language and Central as you time zone. o Click the Save button. Click on the Mail icon to access your email. You can also click on the Calendar icon to access your calendar and the People icon to access your contacts. Page 4
o You Inbox will open. Verify you are receiving new email. o Initially you will see the most recent 90 days of mail. The rest of your mail will continue to populate. Click the picture icon in the top right side of the window to sign out of Outlook. STEP 3: CHANGE YOUR PASSWORD AND UPDATE CONTACT INFORMATION Once you have successfully logged in and are receiving email reset your temporary password and update your contact information. HOW DO I UPDATE MY PASSWORD AND CONTACT INFORMATION? The AMITA Health Self-Service Portal is used to change your AMITAhealth.org email password. It is also used to update your contact information. SIGN INTO THE PORTAL NOTE: This is an internal site and you must be on the network to access it. You cannot use the Adventist VPN to access this site. The Self-Service Portal is located on the ARC in the I Need To section, AMITA Health Password Reset link. (http://selfservice.amita.amitahealth.org:8888). Page 5
o Type your AMITAhealth.org Email Address in the User Name box. o Type your AMITAhealth.org Email Password in the Password box. ENROLL You must complete a one-time registration page for the Self-Service Portal. Click on the Click Here link to enroll. Complete the information on the User Registration screen. Click on the Enroll button. Page 6
You will get a message that you have successfully enrolled. After enrolling, you will be able to update your contact information (see instructions below). UPDATE YOUR CONTACT INFORMATION. Click the My Info tab at the top of the screen. Your full name, email address, and company name is populated and not editable. Complete all of the other fields using the following format. o Phone numbers use periods instead of dashes: 123.456.7890. o Addresses use Abbreviated: St. Blvd. Dr. Ave. Rd. Ste. IL o Addresses NOT Abbreviated: Lane Floor Click the Update button. Page 7
CHANGE YOUR PASSWORD Click on the Change Password tab at the top of the screen. The password length is a minimum of eight characters, must include all four of the following items and the password strength displays as strong. o Lower case alpha characters. o Upper case alpha characters. o Base 10 numeric digits (zero through nine). o Special characters (example,!, $, #, %). o Passwords must be difficult to guess and cannot be common words, phrases, or abbreviations. o Passwords must not contain the user ID as part of the password Type your Old Password. Type your New Password. Retype your New Password. Click the OK button. Your password is set to expire in 365 days. Note: Resetting your password using this utility only resets your AMITA Health email password which is also used for Skype and email on your mobile devices. Page 8
STEP 4: SIGN IN TO OUTLOOK WEBMAIL AGAIN SIGN IN TO OUTLOOK WEBMAIL WITH NEW PASSWORD Open the ARC and go to the I Need To section, and select the Webmail - AMITA Health link. You can also open Internet Explorer browser and go to https://login.microsoftonline.com new link. Sign in with your new password you just reset. o Confirm you can open Outlook Webmail. STEP 5: MIGRATE PROFILE NOTE: These instructions are NOT for Office 2016 Outlook. Please place a Service Ticket at ext. 5252 if you have Outlook 2016 MIGRATE PROFILE Click on the Start menu, All Programs, and select AMITA Health Configure Mailbox. You will see the Message Ops Config 365 screen. o Type your AMITAhealth.org Email Address: ex first.last@amitahealth.org o Type your updated AMITAhealth.org Password that you set. Page 9
You will see a Configuration Successful message once the configuration is completed. o Verify the Configuration Successful message is displayed before continuing. Click the Start Outlook button. Outlook opens on your computer after the migration is completed. You will be prompted to enter your login and password. NOTE: The login and password is your new AMITA Health email address and password. This is NOT YOUR OPID and password currently used for your email or computer. o Type your new AMITAhealth.org email address. o Type your new AMITAhealth.org password. Click the checkbox to Remember my credentials. o You will see a Microsoft Outlook pop-up message. Page 10
o Click the OK button to Close and Restart Outlook. When Outlook opens, you will be in your AMITA Health mailbox. It may take up to ten minutes to update the mailbox. You can verify you are in the AMITA Health mailbox by checking the account settings. o Your email address at the top of the Outlook window will be changed to your AMITAHealth.org email address. o Click on File, Info, Account Settings. o You will see the https://outlook.office365.com/ as the web address. Page 11
STEP 6: EMAIL ON SMARTPHONES, IPHONES OR TABLETS If you have been approved to receive email on smartphones or tablets, your ability to receive email will be suspended the evening before your migration day. After the migration you will need to remove the current AirWatch email mobile device management app and security certificates. You will need to resync your device to the AMITA Health email server. MOBILE DEVICE MANAGEMENT REQUIREMENTS The following are the required settings for email on a mobile device. Each device model may act differently. The device must have the capability to support these requirements. Device Password: A password with a minimum password length of four digits. Device Lockout: After 15 minutes of inactivity the device will be locked and require you to sign back in. Device Encryption: Encryption will be enabled. Sign In Failures: After six failed pin number entry attempts all data will be erased and the device will be reset to factory default. Password History: The last four pin codes cannot be reused. Enforce Password Lifetime: Users will need to change their password every 365 days. IOS DEVICES REMOVE AIRWATCH FROM IOS DEVICES Open Settings, General,Profiles and Device Management, MDM Profile/V. Scroll to the bottom of the screen and Select Remove Management. Enter your device passcode when prompted to confirm that you want to remove the profile. Once the profile is removed you are no longer enrolled in AirWatch! Delete any AirWatch apps or 3rd party apps deployed by AirWatch. ADD AMITA HEALTH EXCHANGE PROFILE Select Settings,Mail, Contacts, Calendars, Add Account, Microsoft Exchange. Enter the information in the fields below. o Email: AMITAhealth.org email address) (firstname.lastname@amitahealth.org). o Password: AMITAhealth.org email password that you set up in the Change my Password step. o Description: AMITA Health Email (or whatever you would like). Select Next. o Your ios device will now try to locate your Exchange Server. Choose which content you would like to synchronize: o Verify Mail, Contacts, and Calendars are all set to on. o Select Save when finished. Page 12
ANDROID DEVICES REMOVE AIRWATCH FROM ANDROID DEVICES Launch the AirWatch Container on your Android device. Open Phone Settings, Security, Phone Administrators. Select the All Apps Button. Select the Settings Button. Select Unenroll. Select Yes to confirm. You have successfully un-enrolled! You can now delete any AirWatch Apps from your device s Apps Manager ADD AMITA HEALTH EXCHANGE PROFILE Select Phone Settings, Add Account, Microsoft Exchange. Enter the information in the fields below. o Email: AMITAhealth.org email address (firstname.lastname@amitahealth.org). o Password: AMITAhealth.org email password. o Description: AMITA Health Email (or whatever you would like). Select Next o Your device will now try to locate your Exchange Server. Choose which content you would like to synchronize: o Verify Mail, Contacts, and Calendars are all set to on, o Select Save when finished. Page 13
STEP 7: SKYPE FOR BUSINESS If you have Skype for Business, you will need to change your settings to login to AMITAHealth.org. SIGN IN TO SKYPE FOR BUSINESS Once your email has been migrated, you will need to update your Skype for Business. Sign in with your AMITAheatlh.org email address and password. If Skype opens automatically go to the Gear Button and sign out. Sign in with your AMITAheatlh.org email address. When prompted, enter your AMITAheatlh.org password. CONTACTS Your contacts will not migrate along with this move and you will need to recreate your contact list and groups. o For anyone that has not been migrated to AMITA Health, they will be treated as an external contact in Skype. o Anyone who has migrated to AMITA Health will be treated as an external contact on the AHSS.org Skype. You still will be able to communicate with people that will not migrate or are waiting to migrate. You would add Adventist contacts as an external contact. As contacts move to the AMITA Health email system, they will have to be recreated with their new contact information. ADDING AN EXTERNAL CONTACT Find the external contact by typing the last name in the Find Someone box. You can also find the external contact by typing the email address in the Find Someone box. Page 14
OR YOU CAN Navigate to the icon of the person with the + beside it, under the magnify glass. Select Add a contact not in my organization. Enter the email address for that person. Click the OK button. Page 15
CLUTTER INFORMATION Clutter is a new feature in Office 365. The purpose is to move your low priority messages out of your Inbox so you can easily scan for important messages. Clutter analyzes your email habits, and based on your past behavior, it determines the messages that you re most likely to ignore. It then moves those messages to a folder called Clutter, where you can review them later. When Clutter sees an item you re likely to ignore, it will move the item into the Clutter folder. Just keep using email as usual and Clutter will learn which messages aren t important to you. From time to time, Clutter might get it wrong. You can quickly scan the folder and move any messages that shouldn t be there back to the inbox. Clutter will learn from this and do better next time. HELP CLUTTER LEARN YOUR PREFERENCES FASTER It might take Clutter a while to fully adapt to your preferences as it records your choices and uses that information to identify similar messages in the future. But you can help Clutter learn your choices faster by doing the following: If you see a message that was sent to Clutter by mistake, move it from the Clutter folder to your Inbox. If you see a low priority email in your Inbox, move it to the Clutter folder. HOW CLUTTER FILTERS MESSAGES Clutter and junk email are both filtered before they reach your Inbox. Messages identified as possible junk email are automatically moved to the Junk Email folder, and any potentially dangerous content, for example links or attached programs, are disabled. Then Outlook processes the rules, if you have set up any. If you've used Sweep, messages will be managed based on the settings you chose. Next, Clutter analyzes the remaining messages and filters the types of messages that you usually ignore or don't respond to, based on your past behavior. Messages from you will never be identified as clutter: Clutter looks at various aspects of messages to understand what you don t typically read, for example: o The sender o Whether you ve participated in the conversation o Whether you re the only recipient o The importance As your reading habits change, Clutter learns and adapts. Page 16
TURN CLUTTER OFF If you do not want to use the Clutter option, below are the instructions to turn clutter off. Clutter has to be managed in Outlook Web App - https://outlook.office.com. o Be sure to use your AMITAHealh.org email address and password to log in. Log into the https://outlook.office.com web site using your new AMITAHealh.org email address and password to log in. Click on the Settings (Gear) button on the top right side of the screen. Select Options. Select Mail, Automatic processing, Clutter. Uncheck Separate items identified as clutter. Click Save at the top of the screen when the option is unchecked Page 17
COMPARISON OF AMITA HEALTH EMAIL STANDARDS COMPARISON OF AMITA HEALTH VS. ADVENTIST EMAIL STANDARDS AMITA Health Email Standards Maximum Message Size: 35 MB Applies to both internal & external communications Mailbox Limitations: Standard: 50GB Deletion: Deleted Item retention will be set for 30 days. Microsoft Outlook can be used to recover items up to 30 days from the time the item was deleted. Email Encryption: Emails will be encrypted for transmission when going out over the Internet. Place -PHI- or -Secure- (case insensitive) anywhere in the subject line of the message. The Microsoft software application is used to encrypt the email. Email Address Naming Convention: The standard naming convention for email addresses follow this format: firstname.lastname@amitahealth.org Junk Mail: Email that is identified with a high level of certainty as spam will automatically be deleted and not be forwarded to the recipient. Email that is identified as possible spam (lower-level degree of certainty) will be sent to the intended recipient s Junk Mail folder within Outlook. All items in the Junk Mail folder will automatically be deleted in 30 days. Mobile Device Management Active Sync will be used to manage email on mobile devices. Adventist Health National Email Standards Maximum Message Size: 25 MB Applies to both internal & external communications Mailbox Limitations: Standard: 50GB Deletion: Deleted Item retention will be set for 30 days. Microsoft Outlook can be used to recover items up to 30 days from the time the item was deleted. Email Encryption: Emails are sent Registered Envelope. You can place the text [secure] anywhere in the email. The Cisco software application is used to encrypt the email. Email Address Naming Convention: The standard naming convention for email addresses will follow this format: firstname.lastname@ahss.org Junk Mail: Email that is identified with a high level of certainty as spam will automatically be deleted and not be forwarded to the recipient. Email that is identified as possible spam (lower-level degree of certainty) will be sent to the intended recipient s Junk Mail folder within Outlook. All items in the Junk Mail folder will automatically be deleted in 30 days. Mobile Device Management AirWatch is used to allow AHS proprietary data to be protected on BYOD and Corporate Owned devices. Page 18
Skype: Conversation history is disabled. Skype for Business users will have to recreate their contacts. Contacts are cleared and need to be recreated. As people move to the AMITAHealth.org email, the contacts will need to be updated to reflect their new email address. Skype: Conversation history is enabled. Page 19