by Steve Galloway | Jun 5, 2015
Update your email account settings when your email account password changes, your mail server or the security settings change, or when you want to customize settings, such as how your name is displayed to other people.
The settings you can change vary by account type. For example, if you’re using an Exchange account, only the Exchange server admin can change your name as it appears to other people. To manage an email account:
1. Click File > Account Settings > Account Settings.
2. Select the email account you want to change, and then click Change.
Update your email account password
If you want to change the password used to access your mail server, follow the instructions provided by your email account provider. After your password for the mail server changes, then change the password saved in Outlook.
Under Logon Information, in the Password box, type your password.
If you don’t want to be prompted to enter your email account password each time you send and receive messages, select the Remember password check box.
If you select the Remember password check box, your account is accessible to anyone who has access to your Windows computer account.
Update your email address
Occasionally, your email address might change. For example, anne@contoso.com might become anne1@contoso.com. You can update the server setting in your account settings.
1. Under User Information, in the Email Address box, type your email address.
2. Click More Settings.
3. On the General tab, under Other User Information, if you specified an email address in the Reply email address box, make sure it’s still correct. If you leave Reply email address blank, when people reply to your email, the address you entered in step 1 is used.
With an Exchange account, only your Exchange admin can update your email address.
Update your email server
Sometimes the server you connect to in order to receive and send email might change.
For example, your ISP notifies you the outgoing mail server is changing from outgoing.example.com to smtp.example.com. You can update the server setting in the account settings. Your email provider can give you the correct server names.
- Under Server Information, in the Incoming mail server and Outgoing mail server boxes, type the server names. The name can be the same for both, but usually is different.
Change the way your name is displayed to other people
- Under User Information, in the Your Name box, type your name the way you want it to appear to other people.
With an Exchange account, only your Exchange admin can update your name.
Additional settings
- Click More Settings, and then you can change the following (options vary by account type):
- On the General tab, under Mail Account, type the name you want to show in the Folder Pane and the From box (if you have added multiple email accounts).
- If you are using an IMAP email account, you can control when items are deleted. Under Purge Options, check or uncheck Purge items when switching folders while online.
- On the Folders tab, you can choose where mail you send from this account is saved.
- On the Outgoing Server tab, you can specify whether your outgoing SMTP mail server requires authentication. This is almost always required if your ISP allows you to send email messages through your ISP email account when you are not directly connected to the ISP network. For example, if you want to send an email message with your home ISP email account and you are away from home connected to your work network, you usually must select this option.
- On the Connection tab, you can configure how Outlook connects to the mail server.
- If you are instructed by your ISP or email admin to change the port numbers or encryption method used by your email server, you can make the change on the Advanced tab.
Exchange accounts have these options:
- On the General tab, under Mail Account, type the name you want to show in the Folder Pane and the From box (if you have added multiple email accounts).
- On the Advanced tab, you can specify additional Exchange mailboxes to open. This can be used if another person has given you access to some of his or her Exchange folders or someone has granted you Delegate Access permissions.
- To reduce the size of your offline Outlook Data File (.ost), on the Advanced tab, click Outlook Data File Settings, and then click Compact Now.
- Security settings can be changed on the Security tab. Don’t change these settings unless instructed to do so by your Exchange admin.
- When you’re away from the office, Outlook Anywhere enables you to connect Outlook to your Exchange account from any Internet location without a using a virtual private network (VPN) connection. To turn on Outlook Anywhere, on the Connection tab, under Outlook Anywhere, check Connect to Microsoft Exchange using HTTP, and then click Exchange Proxy Settings. Your Exchange admin must enable this feature and provide you the proxy settings
by Steve Galloway | Jan 14, 2015
Exchange Kiosk is a bolt-on for Office 365 Enterprise licenses. Exchange Kiosk suits mobile users who do not use permanent workstation services but need mobile access to email, and optionally Sharepoint. The service does not include Office applications, and although Kiosk connects to tablets and mobile phones with ActiveSync, workstation and laptop access via Outlook uses POP3 settings.
The service is a useful way to reduce licensing costs for small businesses who have a PC at home, but need enough licenses to provide two or three independant licenses. In this case, Kiosk can be added to an Office 365 tenancy, whereas Hosted Exchange licenses require their own tenancies.
Exchange Kiosk is not available to Small Business Premium or domestic Office 365 licenses. Kiosk is designed for Active Directory, and is only available to Enterprise licenses (E1, E3, etc.). These screenshots display Kiosk POP3 settings for Outlook:
by Steve Galloway | Dec 30, 2014
If you have full privileges to a shared mailbox that appears in an Exchange address book, you can use Outlook Web App or a desktop version of Outlook (for example, Outlook 2013), to open that mailbox.
Shared mailboxes allow a group of people to monitor and send email from a public email alias, like info@contoso.com or contact@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user. You can also use the shared mailbox as a shared team calendar.
The admin for your organization has to create the shared mailbox and add you to the group of users before you can use it.
Display a shared mailbox using OWA
Use this method to monitor email from your primary mailbox and the shared mailbox at the same time. After you complete this task, each time you open Outlook Web App, the shared mailbox and its folders will display in the left navigation in Outlook Web App.
- Sign in to your account in Outlook Web App.
- Right-click your primary mailbox in the Folder pane, and then click Add shared folder.
- In the Add shared folder dialog box, type the name of the shared mailbox, select the name, and then click Add.
The shared mailbox displays in your Folder list in OWA. The shared mailbox will appear there each time you access OWA. You can expand or collapse the shared mailbox folders like you can your with your primary mailbox. You can remove the shared mailbox if you no longer want to view the shared mailbox in your folder list. To remove it, right click the shared mailbox, and then click Delete.
Display a shared mailbox in standalone mode
Use this method if you want to view and manage email for a shared mailbox in a its own browser window, rather than rendering the shared mailbox folder in OWA’s navigation tree.
- Sign in to your account in Outlook Web App.
- In the Navigation bar on the top of the Outlook Web App screen, click on your name. A drop-down list will appear.
- Click Open another mailbox.
- Type the email address of the other mailbox that you want to open. Another Outlook Web App session will open in a different window allowing access to the other mailbox.
Tip If you mistype the email address of the mailbox, a second window will open up stating that the webpage can’t be found. Try retyping the email address again.
Note also that shared mailboxes also attach to a calendar function. A shared calendar is established when administrators create a shared mailbox so that group members have mutual access and privileges to a shared calendar.
by Steve Galloway | Dec 14, 2014
This article explains how to configure Exchange Online for Office 365 Message Encryption. Office 365 Message Encryption is an encryption system delivered via Microsoft’s Information Rights Management (IRM) framework using “transport rules”. When emails meeting criteria, for instance subject headers, are met, the encryption service is run on outgoing email. This means users do not have to deploy services on individual hosts to use encryption services. As long as one or more metrics meet established criteria, email sent from any device will be encrypted when it is processed by the server.
Please read the whole article before beginning work. Configured hosts can be used to manage customers’ servers provided the network administrator has a customer’s global administrator rights.
Powershell users may like to approach this manually, however using the automated approach set out here, users avoid the problem of having to configure a “Trusted Publishing Domain“. Without a Trusted Publishing Domain, IRM services cannot be enabled manually.
Office 365 Message Encryption relies on IRM services which in turn depend on Azure Directory Services (ADS) which is available with E* subscriptions, and possibly with Business Premium. ADS must still be manually activated by going to: Admin – Office 365 – Service Settings – Rights Management.
Once Azure Directory Services are active, IRM can be enabled on Exchange Online Server in a one-off modification, and then users can establish “rules” for Microsoft Office 365 Message Encryption in Admin – Exchange – Mail Flow – Rules.
Workstation Prerequisites:
Office 365 Message Encryption requires IRM services to be enabled on Exchange Online. Although ADS is enabled using the portal, IRM is enabledd via a Powershell remote session to invoke a script provided by Microsoft called EnableIRMforEXO. The remote session requires the four applications to be installed on the local host:
Install the applications in the order listed. Note also that Powershell (PS) mus run in Administrator mode.
PS runs in a restricted mode by default that prohibits the execution of unsigned scripts. If PS has not been modified, users will typically get a PS error message like:
File C:\Common\Scripts\hello.ps1 cannot be loaded because the execution of scripts is disabled on this system. Please see “get-help about_signing” for more details.
At line:1 char:13
+ .\hello.ps1 <<<<
+ CategoryInfo : NotSpecified: (:) [], PSSecurityException
+ FullyQualifiedErrorId : RuntimeException
To enable scripting, open PS and run the following command. This is a one time command, and can be disabled.
set-executionpolicy remotesigned
Enabling IRM on Exchange Online
Using the unzipped script – EnableIRMforEXO – Powershell establishes a remote session with Exchange Online Server, and on confirmation of location and user credentials, executes the necessary server modifications. The command can be fully executed with strings for “location” and “get-credentials”, however the cmdlet works more reliably if it is left to call for location and credentials itself. These instructions assume the script is installed in c:\scripts\
- open Powershell
- enter c:\scripts\EnableIRMforEXO
- when prompted for location, input European Union
- complete when prompted for user name etc.
The process will execute and return results. This should be adequate for enabling Office 365 Message Encryption.
by Steve Galloway | Dec 4, 2014
Microsoft is expanding its built-in mobile device management (MDM) features built for Office 365.
Small businesses tend to adopt a BYOD (bring your own device) policy to mobile devices when granting email and in-house business information to its employees. However, as this article explains, giving employees wider access to business IT networks poses serious data protection and security risks.
The new tools enable network administrators to selectively restrict senstitive business information so that in the event of, for instance, a temporary loss emails and Word docs can be wiped from a mobile device while leaving an end user’s personal data and apps in place.
Large businesses use applications like Microsoft Intune to automate deployments and management of large mobile device fleets. Office 365 includes provisions for basic device management in its business and enterprise Office 365 services. In early 2015, these tools are being expanded to include:
- configurable security policies on devices that connect to Office 365 to ensure that Office 365 business email and documents are synchronized only on phones and tablets that are managed by your company. For instance, whereas employees could potentially connect multiple devices including home PCs to services, Office 365 administrators can manage which devices a user can authenticate.
- configurable security policies such as device level pin lock and jailbreak detection on devices to help prevent unauthorized users from accessing corporate email and data when a device is misplaced, lost or stolen.
- remove Office 365 corporate data from authenticated devices when an employee leaves an organization, while leaving their personal data, photos and apps intact.
MDM for Office 365 is built directly into the productivity apps like Word, Excel, Outlook, etc., and mobile device policies can be managed with MDM within the Office 365 administration portal using the Office 365 user interface and wizard-based workflows. MDM generates ueful management reports detailing information about connected devices, including automated Wi-Fi, VPN and email profiles. Intune also provides bulk tools for pre-configuring large scale application delpoyment and can provide users with a self-service portal where they can enroll their own devices and install corporate apps.
