Table of Contents Getting Started... 3 How to change your password... 3 How to Access Division Email... 4 Outlook Web App (Webmail)... 4 iphone... 4 Android... 4 Blackberry... 4 Outlook Anywhere (MS Outlook) Autodiscover Set-up... 5 Outlook Anywhere (MS Outlook) Manual Set-up... 5 Setting up a Second Profile in Outlook Anywhere (MS Outlook)... 5 Mac (Outlook 2011) Text Instructions for Autodiscover... 6 Windows 7 Text Instructions... 7 Windows 7 Screenshots... 8 Windows XP / Vista Text Instructions... 15 Windows XP / Vista Screenshots... 16 Mac (Outlook 2011) Text Instructions... 21 How to Set Up an Archive (pst) File... 22 How to Set Up an Email Signature in Outlook WebApp... 23 How to Set Up an Out of Office Message / Automatic Reply in Outlook WebApp.. 25 2
Getting Started The Divisions provincial office provides email addresses for the local Divisions as needed. The emails follow the pattern: FIRSTINITIALLASTNAME@divisionsbc.ca or DIVISIONPROJECT@divisionsbc.ca To have a new email address or email forwarding set up, please contact the Divisions provincial office. The emails are hosted with Robson Communications, a leading Canadian provider of IT and cloud computing solutions. Robson provides stable servers in Vancouver and comprehensive support to users. For support with Divisions email and remote set-up issues, please contact the Robson support desk: Phone: 604-569-2706 Email: support@robsoninc.com Note: Robson can assist with issues relating to email and set-up, however for issues with software (including Outlook), hardware and other issues, please connect with a local tech support provider. How to change your password Select Change Your Password. This will take you directly to the Password tab within Settings where you can change your password. Note: it is recommended that you change your email password at least once a year. 3
How to Access Division Email Outlook Web App (Webmail) How to access Division email via Outlook Web App: 1. Go to: https://webmail.divisionsbc.ca/owa/ 2. Enter your login information: Domain\user name: divisions\jsmith Password: yourpassword Note: You can change your password by clicking on Options (at the top right corner) > select Settings in the left-hand menu > click on the Password icon > enter your old password and your new password. New password must contain at least: one uppercase letter 7 lower case letters one number iphone How to set up Division email on iphone: Go to: General Settings > Mail, Contacts, Calendars > Add Account > Microsoft Exchange Enter your information following this example: Email: jsmith@divisionsbc.ca (enter YOUR email) Domain: Divisions Username: jsmith (enter YOUR username) Password: test2 (enter YOUR password) Description: Divisions Email (or anything you want to call it) Click Next. A new field for Server will appear. Enter the server name: Server: webmail.divisionsbc.ca Click Next. Wait for your account to be verified. A screen will appear with Mail, Contacts, and Calendars options. Click on Save in top right corner. Android Microsoft provides instructions on how to connect to email on an android phone here. Blackberry How to set up Division email on Blackberry: 1. On your device s desktop, select Options. 2. Select Advanced System Settings. 4
3. Select Enterprise Activation. 4. Enter the email address and activation password provided to you 5. Press the Menu key and select Activate. 6. Wait 5-10min. Once activation is done, an Activation Complete pop-up window will appear. Click on OK. Outlook Anywhere (MS Outlook) Autodiscover Set-up Email accounts are contained in profiles. Outlook has an autodiscover feature for creating profiles the first time you open the program. Following the link for information on how to set up email using autodiscover: Outlook 2007 web link Outlook 2011 (Mac) text instructions Note: If you already have an account set up in Outlook, you may set up a second account by selecting New from Account Settings and using autodiscover or manual set-up. Outlook Anywhere (MS Outlook) Manual Set-up If auto-discovery does not successfully configure your email, you can set up your email profile manually. Click the correct link to find instructions on how to do this: Windows 8 coming soon! Windows 7 text instructions screenshots Windows XP / Vista text instructions screenshots Mac (Outlook 2011) text instructions Setting up a Second Profile in Outlook Anywhere (MS Outlook) If you already have an email account set up in Outlook and would like to set up a second account, you can do this by following the instructions below: Outlook 2010 1. Select File > Account Settings > Account Settings > New 2. To set up the new email account using autodiscover, enter your account information, then click on Next. To set up manually, use the instructions appropriate to your operating system in Outlook Anywhere (MS Outlook) Manual Set-up. 5
Mac (Outlook 2011) Text Instructions for Autodiscover 1. Open Outlook 2011. You will see one of the following options: o A Welcome to Outlook:mac page. If you see this page, click the Add Account button. o Outlook loads. If Outlook loads with no welcome screen, select Tools > Accounts. 2. From the Accounts window, select Exchange Account. 3. Enter your Exchange Account information: o E-mail address (eg jsmith@divisionsbc.ca) o In the User Name box, enter your Division username (eg. jsmith) o In the Password box, enter your password o Check off Configure automatically o Click Add Account 4. Outlook will automatically configure your account and a new window will pop up which lists all available accounts. If the autodiscover doesn t work, please use the manual set-up instructions. 6
Windows 7 Text Instructions 1. Click Start > Settings > Control Panel 2. Click Mail If you do not see the Mail icon, then next to View by, click to select Large icons, then click Mail. 3. In the Mail Setup dialog box, click the Show Profiles button > click Add button 4. In the Profile dialog box, type any name that identifies your profile (eg. DivisionsAccount) > click OK. 5. Select the new profile in the Mail dialogue box and click on Properties > Email Accounts > New Select Manually configure server settings or additional server types > click Next On the Choose Service dialog box, click on Microsoft Exchange or compatible service > click Next 6. In the Server Settings dialog box: In the Server box, enter: div-ex.divisions.local Uncheck the Use Cached Exchange Mode checkbox In the User Name box, enter your Division username (eg. jsmith) Click the More Settings button 7. In the More Settings dialog box: Click the Security tab: tick the Encrypt data between Microsoft Outlook and Microsoft Exchange checkbox Click the Connection tab: at the bottom, under Outlook Anywhere, tick the Connect to Microsoft Exchange using HTTP checkbox then click Exchange Proxy Settings button right below it 8. In the Exchange Proxy Settings dialog box: Next to https:// box, enter webmail.divisionsbc.ca Tick the Connect using SSL only checkbox Tick the Only connect to proxy servers that have this principal name in their certificate checkbox then in the box that appears right below it, enter: msstd:webmail.divisionsbc.ca Under Proxy authentication settings, in the drop down list, select Basic Authentication Click OK 9. Click OK 10. Click Next 11. In the Mail Application pop-up window, enter your username (eg. divisions\jsmith) and password > click OK 12. On the General tab, under When starting Microsoft Office Outlook, select Prompt for a profile to be used 13. Click Finish 7
Windows 7 Screenshots Select Start > Settings > Control Panel Click Mail. If you do not see the Mail icon, then next to View by, click to select Large icons, then click Mail. In the Mail Setup dialog box, click the Show Profiles button 8
In the Mail window, click on Add. In the New Profile dialog box, type a name that identifies your profile (eg. DivisionsAccount) and click OK. 9
Select the new profile in the Mail dialogue box and click on Properties > Email Accounts > New. If an Add New Account window pops up, you may skip the steps on this page. 10
Select Manually configure server settings or additional server types and click Next. On the Choose Service dialog box, click on Microsoft Exchange or compatible service > click Next. 11
In the Server Settings dialog box: In the Server box, enter: div-ex.divisions.local Uncheck the Use Cached Exchange Mode checkbox In the User Name box, enter your Division username (eg. jsmith) Click the More Settings button 12
In the More Settings dialog box: Click the Security tab: tick the Encrypt data between Microsoft Outlook and Microsoft Exchange checkbox Click the Connection tab: at the bottom, under Outlook Anywhere, tick the Connect to Microsoft Exchange using HTTP checkbox then click Exchange Proxy Settings button right below it In the Proxy Settings dialog box: Next to https:// box, enter webmail.divisionsbc.ca Tick the Connect using SSL only checkbox Tick the Only connect to proxy servers that have this principal name in their certificate checkbox then in the box right below it, enter: msstd:webmail.divisionsbc.ca Under Proxy authentication settings, in the drop down list, select Basic Authentication Click OK 13
Click OK. Click Next. Click Finish. Under When starting Microsoft Office Outlook, use this profile: select Prompt for a profile to be used. Click Ok. 14
Windows XP / Vista Text Instructions 1. Click Start > Settings > Control Panel 2. Double-click Mail If you do not see the Mail icon, then click Switch to Classic View for Windows XP, or click Classic View for Windows Vista, and then double-click Mail 3. In the Mail Setup dialog box, click the Show Profiles button > click Add button 4. In the Profile dialog box, type any name that identifies your profile (eg. DivisionsAccount) > click OK. 5. Click Add a new e-mail account > click Next 6. On the Server Type window, click Microsoft Exchange Server > click Next 7. In the Server Settings dialog box: In the Server box, enter: div-ex.divisions.local Uncheck the Use Cached Exchange Mode checkbox In the User Name box, enter your Division username (eg. jsmith) Click the More Settings button 8. In the More Settings dialog box: Click the Security tab: tick the Encrypt data between Microsoft Outlook and Microsoft Exchange checkbox Click the Connection tab. Under Exchange over the Internet, tick the Connect to Microsoft Exchange using HTTP checkbox then click Exchange Proxy Settings button right below it 9. In the Exchange Proxy Settings dialog box: Next to https:// box, enter webmail.divisionsbc.ca Tick the Connect using SSL only checkbox Tick the Mutually authenticate the session when connecting with SSL checkbox, then in the box that appears right below it, enter: msstd:webmail.divisionsbc.ca Under Proxy authentication settings, in the drop down list, select Basic Authentication Click OK 10. Click OK 11. Click Next 12. Click Finish 13. Under When starting Microsoft Office Outlook, use this profile: select Prompt for a profile to be used 14. Click Ok 15
Windows XP / Vista Screenshots Click Start > Settings > Control Panel Double-click Mail. If you do not see the Mail icon, click Classic View for Windows Vista, and then double-click Mail In the Mail Setup dialog box, click the Show Profiles button. 16
Click Add button. In the Profile dialog box, type any name that identifies your profile (eg. DivisionsAccount) Click OK. Click Add a new e-mail account. Click Next. 17
In the Server Type window, click Microsoft Exchange Server. Click Next. In the Server Settings dialog box: In the Microsoft Exchange Server field, enter divex.divisions.local. Uncheck the Use Cached Exchange Mode checkbox. In the User Name field, enter your Division username (eg. jsmith) Click the More Settings button. 18
Select the Security tab and tick the Encrypt data between Microsoft Outlook and Microsoft Exchange checkbox. Click the Connection tab. Under Exchange over the Internet, tick the Connect to Microsoft Exchange using HTTP checkbox then click Exchange Proxy Settings button right below it. 19
In the Exchange Proxy Settings dialog box: Next to https:// box, enter webmail.divisionsbc.ca Tick the Connect using SSL only checkbox Tick the Mutually authenticate the session when connecting with SSL checkbox, then in the box that appears right below it, enter msstd:webmail.divisionsbc.ca Under Proxy authentication settings, in the drop down list, select Basic Authentication Click OK. Click OK. Click Next. Click Finish. Under When starting Microsoft Office Outlook, use this profile: select Prompt for a profile to be used. Click Ok. 20
Mac (Outlook 2011) Text Instructions 1. Open Outlook 2011. You will see one of the following options: o A Welcome to Outlook:mac page. If you see this page, click the Add Account button. o Outlook loads. If Outlook loads with no welcome screen, select Tools > Accounts. 2. From the Accounts window, select Exchange Account. 3. Enter your Exchange Account information: o E-mail address (eg jsmith@divisionsbc.ca) o In the User Name box, enter your Division username (eg. jsmith) o In the Password box, enter your password o Uncheck Configure automatically o In the Server box, enter: div-ex.divisions.local o Click Add Account 4. Click on Advanced 5. Under Microsoft Exchange: o In the Server box, enter: webmail.divisionsbc.ca o Check off Use SSL to connect (recommended) 6. Under Directory Service: o In the Server box, enter: msstd:webmail.divisionsbc.ca o Check off Log in with my Exchange account credentials 7. Click Ok 21
How to Set Up an Archive (pst) File Outlook 2010 From the Home menu, select New Items > More Items > Outlook Data File. In the Create or Open Outlook Data File window, type the desire name into the File Name field. For example: 2014. Click OK and the new archive will appear in the Outlook navigation pane. 22
How to Set Up an Email Signature in Outlook WebApp Select Options > See All Options > Settings. You will automatically be on the Mail tab with options to set up and format an email signature. To use the official Divisions colours in your signature, use the following RGB values: Gray Green Orange Teal R: 142 G: 137 B: 129 R: 187 G: 192 B: 155 R: 220 G: 102 B: 30 R: 0 G: 109 B: 138 23
Example signatures Robin Hussen Software Support Specialist, Practice Support and Quality T 604 638 2910 F 604 638 2916 rhussen@bcma.bc.ca www.divisionsbc.ca 1665 W Broadway, Vancouver, B.C. Leanne Regan Administrative Assistant T 604-785-4520 E lregan@divisionsbc.ca W www.divisionsbc.ca/ridge-meadows 24
How to Set Up an Out of Office Message / Automatic Reply in Outlook WebApp Select Set automatic replies. This will take you directly to the Automatic Replies tab within Options > Organise E-Mail where you can set up automatic responses to emails. 25