PORTLANDDIOCESE.ORG Email

1
PORTLANDDIOCESE.ORG
Email - How to Connect
Table of Contents
Email Access via a Web Browser ............................................................................................................................. 2
Email Client Setup ................................................................................................................................................... 3
Outlook 2007, 2010 & 2013 for Windows .......................................................................................................... 3
Outlook for Mac 2011 ......................................................................................................................................... 5
Mac OS X 10.6+ ................................................................................................................................................... 5
Android Smart Phone.......................................................................................................................................... 6
iPhone ................................................................................................................................................................ 7
Windows Smart Phone ....................................................................................................................................... 7
Spam Filter - Settings and Quarantine .................................................................................................................... 8
Recommended Settings & Quick Guides .............................................................................................................. 12
Turn off the default Outlook Junk email filter .................................................................................................. 12
Empty deleted items automatically .................................................................................................................. 13
Changing Your Email Password ......................................................................................................................... 14
Out of Office Assistant ...................................................................................................................................... 15
Add Religious Holidays ...................................................................................................................................... 16
Sharing Calendars ............................................................................................................................................. 17
Shared Calendar Permissions ........................................................................................................................ 18
Connection Status ............................................................................................................................................. 19
Outlook Web App Offline Access .......................................................................................................................... 19
Text Message Notifications ................................................................................................................................... 20
On-line Training - Links ......................................................................................................................................... 20
2
Email Access via a Web Browser
In the address bar type: https://mail.portlanddiocese.org
Log in as shown to the right with your username
and password.
! If your primary access to email is via Outlook Web App please see page 19 for offline settings !
The domain portlanddiocese.org should be added to your trusted websites and pop-up blocking disabled for
the domain
3
Email Client Setup
Outlook 2007, 2010 & 2013 for Windows
Follow the Add New E-mail Account Wizard (Outlook 2013 shown), three easy steps as shown below.
1) Enter your email address:
4
2) Authenticate to the server
You will be prompted for your login; the user name is your entire email address:
[email protected]
(The user name will be retained for future logins, however the ‘remember my password’ button may not work
so you will need to type your password every time you log on. This is by design)
3) Finished!
5
Outlook for Mac 2011
Outlook 2011 is included with the MS Office 2011 business suite for Mac OS X. Setup is similar to Outlook for
Windows.
Mac OS X 10.6+
Beginning with Snow Leopard the native OS X Mail, Calendar and Address Book applications are Exchange
server compatible.
In system preferences, Mail Contacts & Calendars choose:
Microsoft Exchange
Enter your Name, complete portlanddiocese.org email
address and password. The account summary confirms
setup of the account and the Exchange email, calendar,
notes and address book can be added. Please note, using the native Mac software, there is no access to public
folders. OWA or MS Outlook 2011 for Mac must be used if you are using public folders
6
Android Smart Phone
1
2
3
[email protected]
4
5
6
Note that because your email password is cached on the phone, your first sync will change the security
settings of your phone to require a password to access when the screen is locked
7
iPhone
Note that because your email password is cached on the phone,
your first sync will change the security settings of your iPhone to
require a numerical password to access when the screen is locked.
Windows Smart Phone
[email protected]
PORTLANDDIOCESE
8
Spam Filter - Settings and Quarantine
When mail items are quarantined by the spam filter you will be sent a daily email summary of the latest items
in quarantine as shown below. Email left in quarantine will be automatically purged after 30 days. The
instructions for use are part of the summary shown below.
Anytime you want to check your SPAM
quarantine, change settings or perform a
search of your quarantined items, click the
link in the summary above or type URL
below in your web browser to login using
your email username and password.
9
http://mail.portlanddiocese.org:8000
Barracuda Quarantine Inbox and Search Function
10
Barracuda Preferences > WhiteList / BlackList
Barracuda Preferences > Quarantine Settings
11
Barracuda Preferences > SPAM Settings
12
Recommended Settings & Quick Guides
Turn off the default Outlook Junk email filter
Turn off the default Outlook junk mail filtering. The Barracuda spam firewall filters email more effectively and
with less confusion. To turn off Outlook Junk Email, via OWA choose settings (the gear) > options and then
block or allow. Check ‘Don’t move email to my Junk Email folder’ and click SAVE
13
Empty deleted items automatically
Please check ‘Empty Deleted Items folder when I sign out’
Using OWA this is found in options > settings as shown. You may have to scroll to the bottom of the various
options:
For Outlook 2013 see File > Options > Advanced and check ‘Empty the Deleted Items folder upon
existing’. In AutoArchive Settings, uncheck ‘Run AutoArchvie every 14 days’
14
Changing Your Email Password
Your password can be changed by logging into Outlook Web App https://mail.portlanddiocese.org and
choosing the gear (settings) menu (upper right).
Password complexity must meet the following requirements:
 Not contain the user's account name or parts
of the user's full name that exceed two
consecutive characters
 Be at least seven characters in length
 Contain characters from three of the
following four categories:
o English uppercase characters (A
through Z)
o English lowercase characters (a
through z)
o Base 10 digits (0 through 9)
o Non-alphabetic characters (for
example, !, $, #, %)
! Please note that if your password has been typed incorrectly 3 times your account will lock out for 15 minutes. !
15
Out of Office Assistant
Allow you to set time and date as well as an internal and/or external sender reply.
Using Outlook Web App see settings (the gear) upper right then options > organize email:
See Tools > Out of Office Assistant in Outlook 2007 or Outlook 2013 this is File > Automatic Replies
16
Add Religious Holidays
Outlook 2007 you choose Tools > Options > Calendar Options then Add Holidays.
Outlook 2010 File > Options > Calendar
In addition to the United States Holidays (selected by default) if you scroll to the top you can select to
add Christian Religious holidays.
Please note, if you have previously selected to add US holidays, UNSELECT US Holidays before
choosing to add Christian Religious or you may get duplicate US Holidays.
17
Sharing Calendars
Outlook 2013
To share your calendar for view access, in the home tab choose Share Calendar.
A calendar invite is created and sent via email
Outlook Web App
From your calendar choose SHARE in the top right of the screen.
18
Shared Calendar Permissions
If you have previously given access to view your calendar, right click your calendar and choose
‘Permissions’. This is shown below using Outlook Web App:
Permissions can be removed or changed as shown:
19
Connection Status
If Outlook 2013 is open, the connection status to the server is shown on the bottom right, this should be selfexplanatory. ‘Connected’ as shown is the normal or good status.
Outlook Web App Offline Access
http://office.microsoft.com/en-us/support/using-outlook-web-app-offline-HA102828007.aspx
How do I turn on offline access?
1. To turn on offline access, select Settings
Offline settings.
at the top of the Outlook Web App window and select
2. Select Turn on offline access.
3. Select OK. Outlook Web App will walk you through the steps to set up and use offline access.
20
Text Message Notifications
Notifications can be sent as text messages for Calendar notifications and Email Inbox rules, this is set up using
OWA in settings (the gear) > options > phone
On-line Training - Links
Outlook Web App resources:
http://help.outlook.com/en-us/140/gg605090.aspx
MS Office Training:
http://office.microsoft.com/en-us/support/training-FX101782702.aspx
MS Outlook 2011 Training (for Mac)
http://mac2.microsoft.com/help/office/14/en-us/outlook/
Barracuda SPAM Firewall User Documentation:
https://www.barracuda.com/support/documentation