NHSmail Email Configuration Guide July 2013

NHSmail email configuration guide
Version 3 July 2013
Copyright 2013, Health and Social Care Information Centre.
Contents
Introduction Connection methods Check your version of Windows Check your version of Outlook Outlook 2003
Configure Outlook 2003 Download setup files Extract the setup files Use the setup files Personal folders Search for your personal folders Reconnecting personal folders Email signatures Additional mailboxes Out of Office Mailbox rules Delegate mailbox access Folder share permissions Make a folder visible Connecting to NHSmail (logging into Outlook) 8 9 11 13 14 16 19 21 23 26 27 29 32 35 36
4 4 5 7 8
Outlook 2007
Configure Outlook 2007 Personal folders Search for your personal folders Reconnecting personal folders Email signatures Additional mailboxes Out of Office Mailbox rules Delegate mailbox access Folder share permissions Make a folder visible 37 43 46 48 50 51 53 55 57 60 63
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Connection methods
Connecting to NHSmail (logging into Outlook)
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Outlook 2010
Configure Outlook 2010 Personal folders Am I using personal folders? Where are my personal folders saved? Reconnecting personal folders Email signatures Additional mailboxes Out of Office Mailbox rules Delegate mailbox access Folder share permissions Make a folder visible Connecting to NHSmail (logging into Outlook) 66 73 73 73 75 76 77 80 82 84 87 90 91
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Outlook setup troubleshooting

Auto complete and nicknames do not appear to be working My calendar items have not synchronised with Outlook Web Access Unable to add existing mail account to the folder list 92 92 95
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Unsupported email programmes

Entourage 2008 Outlook 2002 and Outlook 2000 Other email programmes Connecting from outside of the NHS Open the secure tunnel Install and Configure Entourage 2008 95 96 96 97 98 99
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Connection methods
Introduction
This document contains step-by-step instructions for setting up Outlook 2003, Outlook 2007 and Outlook 2010 and details of the settings required for other, unsupported email programmes, such as Entourage, Outlook Express and Thunderbird. The NHSmail helpdesk can assist users with queries about supported email programmes which NHSmail has been designed to work with (Outlook 2003, 2007 and 2010). The helpdesk is unable to offer assistance with unsupported email programmes, so you should refer to your local IT helpdesk. Note for Network Administrators All NHSmail traffic is encrypted between the client and the NHSmail service including Outlook which uses the Outlook Anywhere protocol over the https port. As such it is recommended you configure all traffic for NHSmail (*.nhs.net) to bypass any local proxies for improved performance. Please note, rules should be set on the domain and not the IP address which is may change.
Connection methods
The recommended method of connecting your email programme to the NHSmail service is to use Microsoft Outlook and a feature called 'Outlook Anywhere'. 'Outlook Anywhere' enables you to access NHSmail securely and efficiently, even if you are working outside your NHS organisation. Outlook Anywhere also enables you to make full use of key NHSmail features such as accessing shared calendars and the NHS Directory. In order to use Outlook Anywhere you need:

Outlook 2003 or later Windows XP (SP2) or later
If you do not meet these requirements for Outlook Anywhere and want to use an email programme, you will have to:

Use an IMAP or POP connection (which limits the features of NHSmail such as Out of Office messages and the NHS Directory) Upgrade your version of Windows / Outlook. Contact your local helpdesk for more details on how to upgrade
Otherwise, you can use the NHSmail service through the recommended method of the web portal:
Access NHSmail online at www.nhs.net
Check your version of Windows

In order to use Outlook Anywhere you need to be using Windows XP (Service Pack 2 or later), Windows Vista or Windows 7. The exact method of checking which version of Windows you are using depends upon the version itself, and the way in which your computer is setup. The basic steps for one possible method are:

On your desktop (or in the Start menu), right-click on My Computer / Computer (the exact name and location depends upon the version of Windows) Select Properties
A window will open displaying information about your Windows installation. The two examples below are from Windows XP and Windows Vista
Check your version of Windows
Check your version of Outlook

In order to use Outlook Anywhere you need Outlook 2003 or a later version of Outlook. To check which version of Outlook you are using:
Click on the Help menu and select About Microsoft Office Outlook
The version of Outlook that you are using is displayed at the top of the About Microsoft Office Outlook window. If you see the initials 'SP' followed by a number, it means that you have a service pack installed. For example, SP1 means that you have Service Pack 1 installed.
Outlook 2003
Configure Outlook 2003
If you are using Outlook 2003 you can download two files that can be used to automatically setup your new NHSmail profile for Outlook 2003. The setup files are downloaded in a 'zipped' folder. This means that they have been packaged to allow you to download them at the same time. Once downloaded, the files must be 'extracted' (unpacked) before they can be used. It is important that you read and follow the instructions for downloading, extracting and using the setup files, otherwise the automatic setup may fail. Note that the configuration file will mean that NHSmail is opened by default each time Outlook starts. This means that any email accounts that were set up on the computer before the configuration file was run (i.e. local nhs.uk accounts) will not be visible (the data is not lost it is just not visible.) If you need to open more than one email account on the computer you should follow the steps below (note these steps may vary depending on your computers operating system: Click on the Start button Click on Settings then Control panel Click on Mail then Show profiles Choose Prompt for a profile to be used
Your local IT helpdesk can provide you with further guidance about this functionality. After you have set up your profile you will also need to reset any of the following that you may have had on your old NHSmail account.

Email signatures Additional mailboxes Out of Office message Mailbox rules Delegate mailbox access Folder share permissions
Important: Please read the guidance material BEFORE attempting to download and use the setup file!
Download setup files

Follow the steps below to download the setup files for Outlook 2003. The exact instructions may vary, depending upon the web browser that you use. However, the basic steps are the same.

Go to www.nhs.net and log into the NHSmail service View the User Tools section of the Tools page Select Configure Microsoft Outlook in the Navigation Pane
Click on the Download button and select the option to Save
Save the file to your computer's Desktop
Once the file has downloaded you may be prompted to open the downloaded folder. Click on Close
You can now extract the setup files from the zipped folder
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Extract the setup files

Important: Ensure that you have closed Outlook before attempting to use the setup files! Before the setup files can be used, you must first extract them from the zipped folder. The exact instructions depend upon the program you use to extract the files however the basic steps are the same. The example detailed below uses the standard zip file extraction tool that comes installed with Windows XP.

View your computer's Desktop. You should be able to see a zipped folder called OutlookSetup
Right-click on OutlookSetup and select Extract All
The Extraction Wizard will open. Click on Next You need to specify that the setup files should be extracted to the Desktop. Click on Browse
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In the Select a Destination window, click on Desktop
Click on OK Click on Next and then Finish The setup files will be extracted and should be visible on your Desktop. You can then use them to setup your Outlook profile
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Use the setup files

To use the setup files to create your Outlook profile:
View the setup files on your computer's Desktop. Note that depending upon your computer's settings the appearance of the files may differ from those shown in the images below. Double click on the file SetupOutlook.bat. If you are unsure which file is SetupOutlook.bat, you can check by clicking on the background of the Desktop and hovering your mouse pointer over each file in turn. The file type is displayed in a popup window. The file you want to use will say 'Type: MS-DOS Batch File'
Once you have doubled clicked on SetupOutlook.bat, Outlook will reopen. You will need to choose the profile to be used. The correct profile will have the same name as your NHSmail email address. If necessary, use the drop-down menu to choose the correct profile
Click on OK In the Connect to window, ensure that your NHSmail email address is displayed in the User name field Enter your NHSmail password in the Password field and select OK Important: if you are using a PC running Windows 7, do not tick the Remember my password box at this stage. A known issue with Windows 7 means that if this box is ticked the password will be permanently recorded. As a result when your password expires and you change it, the new password wont work and you wont be able to access your account.
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Repeat the process each time you are prompted Once the setup process is complete you can delete the zip file and the two extracted files from your Desktop.
Personal folders
Personal folders (also known as .pst files) allow you to save messages, calendar items and contacts 'locally' on your computer rather than in your NHSmail mailbox. Items stored in personal folders are only accessible from the computer on which the personal folders are stored. They cannot be accessed when you log into NHSmail online or from another computer. If you use personal folders, it is your responsibility to make sure that they are secure and backed up in case of accidental deletion or corruption. If you use personal folders, they will need to be reconnected after Outlook has been set up for NHSmail. You will need to know the location where your personal folders are stored. It is recommended that you note the location of the personal folders before setting up Outlook, however you can also search for your personal folders if required.
Am I using personal folders?

If you are using personal folders, they will be listed in the Mail view or the Folders view in Outlook. The default name is 'Personal Folders' (but this may have been changed).
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Where are my personal folders saved?

To find out where you personal folders are saved:
Select the File menu and then Data File Management
Select the correct data file and then select Open Folder
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The folder containing your personal folders (PST file) will be displayed. Make a note of the folder address at the top of the window (you could copy and paste it into a Word document). You may need the address when you reconnect your personal folders after setting up Outlook for NHSmail
Search for your personal folders

Click on the Start button on your Task Bar and select the option for Search (you may need to also specify Files or Folders) In the Search Results window, select the option for All files and folders
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In the All or part of the file name field, type *.pst (this means that you are searching for all personal folder files, regardless of their name)
Select More advanced options
Ensure that the options for Search system folders, Search hidden files and folders and Search subfolders are all ticked
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Click on the Search button When the search is complete your personal folders should be listed in the search results. You can then make a note of the folder in which they are stored. You may need to know this location in order to reconnect your personal folders.
Noting the location of your personal folders

Once you have successfully searched for your personal folders, there are different methods you can use to identify the location where they are saved. One possible method is detailed below: In the search results, right-click on the personal folders file and select Open Containing Folder
The folder containing the personal folders files will be opened. Make a note of the folder address at the top of the window (you could copy and paste it into a Word document).
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Reconnecting personal folders

If you use personal folders (.pst files) you will need to reconnect them after configuring Outlook for NHSmail. To reconnect your personal folders:
In the File menu, select Open and then Outlook Data File
If the required file is not visible, navigate to the folder address that you noted prior to setting up Outlook. If you didn't note the location you can conduct a search for your personal folders Select the data file to be opened and then select OK
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The selected file is displayed in your Folder List and the Mail view. Click on the plus sign (+) to expand the personal folders and view any subfolders
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Email signatures
To set up your email signatures in Outlook 2003: Select Options in the Tools menu
View the Mail Format tab and select Signatures Select New and enter a name for the new signature. This name will allow you to identify the correct signature to insert if you have multiple signatures Select Next
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Enter the details for your signature in the Edit Signature field. You can format the text if required using the Font or the Paragraph tools
Select Finish when your signature is complete Create any other signatures as required and then select OK Use the Select signatures for account options to specify the signatures to be automatically inserted when you create a new message and / or reply or forward a message. If you do not want to have a default signature, choose the option for <None>
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Select OK to save your changes
Additional mailboxes
You can set up your Outlook profile to open mailboxes in addition to your own. The owner of the mailbox must give you the correct sharing permissions for you to see the content of their mailbox. You do not need to have permissions for the entire mailbox or know its password. You will only be able to see the folders for which you have been given specific permissions. To add an additional mailbox:

Select Tools and then E-mail Accounts Select View or change existing e-mail accounts Select the correct account and then click on Change
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Select More Settings and then view the Advanced tab Select Add
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Enter the name of the mailbox to be added and select OK
Select OK Select More Settings if you need to add another mailbox or select Next, Finish and then Close The mailbox will be added to your folder list. Use the plus sign (+) to expand the mailbox and select a folder to view the content
If you are unable to expand the mailbox it could be that you have not been given the correct sharing permissions by the mailbox owner. It may also be necessary to restart Outlook before the sharing permissions will take effect.
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Out of Office
If you are using Outlook 2003 it is recommended that you set up your Out of Office message by logging into NHSmail online. This will give you much more flexibility as NHSmail uses Outlook Web Access 2007 for managing your emails. For example, you can set up an auto-reply to go to NHS senders and a separate auto-reply to be sent to non-NHS senders. However, if you prefer to set up your Out of Office message using Outlook 2003:
View the Tools menu and select Out of Office
Enter your auto-reply into the field labelled AutoReply only once to each sender with the following text:
If you want to switch on your Out of Office message, select I am currently out of the Office Add any required rules Select OK.
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Mailbox rules
Mailbox rules are created using the Rules Wizard. There are a number of templates available to provide a starting point for the most commonly created rules, or you can start using a blank rule. To set up rules in Outlook 2003:
In the Mail view, select Tools and then Rules and Alerts...
Select New Rule... to open the Rules Wizard window Select the type of rule to be created Click on the underlined text in the Edit the rule description field and select or enter the required filter. (If you are starting from a blank rule, there will be no underlined text)
Click on Next Specify any conditions that you want to be checked If the selected condition contains underlined text in the description, you will need to click on the underlined text in the Edit the rule description and enter the necessary information
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Click on Next Select the action (or actions) to be performed on messages matching the rule criteria If necessary, click on the underline text in Edit the rule description and enter the necessary information Select any exceptions to be applied to the rule If necessary, click on the underline text in Edit the rule description and enter the necessary information Click on Next Enter a name for the rule
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If you want the rule to be run against the messages already in your Inbox, select the option for Run this rule now on messages already in "folder name" (the actual name of the folder depends upon the rule that you have created Click on Finish.
Delegate mailbox access

You only need to give someone 'delegate access' to your mailbox if you want them to be able to send messages, organise meetings and respond to meeting requests on your behalf. If you want to give someone access to your mailbox folders without allowing them to send messages on your behalf, you should give them sharing permissions for the appropriate folders. In order to delegate access, mail must be delivered to your mailbox on the exchange server and not to a personal folder (.pst) on your own computer. This is because the mail in your personal folder is only a local copy and has been saved away from your NHSmail mailbox. To delegate access to your mailbox:
Select Options in the Tools menu
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View the Delegate tab and select Add
Search for and select the user to be added as a delegate Select Add When all required users have been added, select OK In the Delegate Permissions window, use the drop-down menus to specify the permissions to be assigned. If you select Delegate receives copies of all meeting related messages sent to me your delegate will receive all of the meeting requests and response sent to you, regardless of whether they are invited to the meeting
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Select OK when you have assigned all the necessary permissions
You can edit or view the permissions assigned to an individual delegate.

On the Delegates tab, select the relevant delegate Select Permissions to reopen the Delegate Permissions window for the selected delegate
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Select OK to close the Options window and save any changes
Folder share permissions

You can share folders in your mailbox with other NHSmail users. If you are sharing a subfolder you must also make the parent folders visible. To share a folder:
Click on the Go menu and select Folder List (or press CTRL+6 on your keyboard)
Right-click on the folder to be shared and select Sharing
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Select Add Search for and select the relevant user Select Add
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Select OK when all of the required users have been added
You then need to assign the correct permissions to each user:
Select the relevant user. If you want to assign the same permissions to multiple users, hold down the CTRL key after selecting the first user. Single click on the other users to be selected and then release the CTRL key Use the Permission Level menu to assign the correct level of permission. If required, you can also customise the permissions using the tick boxes below the Permission Level menu
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Select OK when all of the correct permissions have been assigned
Remember: If you are sharing a subfolder you must ensure that parent folder(s) are also made visible to users.
Make a folder visible

If you share a subfolder with other NHSmail user, they will not be able to access the folder unless you need to ensure that the parent folder is visible to the user. For example, if you share a subfolder of the Inbox, the Inbox is the parent folder and must also be made visible, even if you do not share any content in your Inbox. To make a folder visible:

Right-click on the parent folder and select Change Sharing Permissions Select Add Search for and select the relevant users Select Add and then OK In the folder Properties window, select the relevant user(s). To select multiple users, hold down the CTRL key after selecting the first user. Single click on the other users to be selected and then release the CTRL key Ensure that the Permission Level is set to 'None Tick Folder visible
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Select OK

When you open Outlook using your NHSmail profile, a dialogue window will prompt you to enter your user name and password.

Enter your NHSmail email address in the User name field Enter your NHSmail password in the Password field Click on OK
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Remember my password
It is not possible for Outlook to remember your NHSmail password. Even if you select the Remember my password tickbox, you will need to enter your password each time you open Outlook and attempt to connect to NHSmail.
Outlook 2007
If you are using Outlook 2007 you can make use of Outlook's 'Autodiscover' feature. This means that during the setup of your new NHSmail profile you only need to enter your name, NHSmail email address and your NHSmail password. Outlook will then automatically create your new profile. During the setup process, you can change the connection settings to provide optimum performance in Outlook, no matter what speed of internet connection you are using. Note that after configuring NHSmail using Autodiscover, NHSmail will be opened by default each time Outlook starts. This means that any email accounts that were set up on the computer before Autodiscover was run (i.e. local nhs.uk accounts) will not be visible (the data is not lost it is just not visible.) If you need to open more than one email account on the computer you should follow the steps below (note these steps may vary depending on your computers operating system: Click on the Start button Click on Settings then Control panel Click on Mail then Show profiles Choose Prompt for a profile to be used
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Your local IT helpdesk can provide you with further guidance about this functionality.
Outlook Settings
During the automatic setup process, Outlook is restored to its default settings. After you have set up your profile you will need to reset any of the following that you may have had on your old NHSmail account. Email signatures Additional mailboxes Out of Office Mailbox rules Delegate mailbox access Folder share permissions
Using Autodiscover to configure Outlook 2007

Click on Start and select Control Panel You need to view the Control Panel in 'Classic' mode. If necessary click on Switch to Classic view
Open Mail by double clicking on the Mail icon or right clicking and selecting Open (the Mail icon is only visible in Classic view) Click on Show Profiles in the Mail Setup window Click on Add in the Mail window
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Enter your email address in the New Profile window and then select OK
Enter your name in the Your Name field Enter your email address in the E-mail Address field Enter your NHSmail password in the Password field Enter your NHSmail password in the Retype Password field
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Click on Next. Outlook will begin to search for the configuration settings. After a few seconds a dialogue window will open Enter your NHSmail email address in the User name field Enter your NHSmail password in the Password field. Do not select Remember my password. By design, the service will not remember your password, even if this option is ticked.
Important: if you are using a PC running Windows 7, do not tick the Remember my password box at this stage. A known issue with Windows 7 means that if this box is ticked the password will be permanently recorded. As a result when your password expires and you change it, the new password wont work and you wont be able to access your account.
Click on OK
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Once Outlook has finished detecting the configuration settings, select Manually configure server settings in the bottom left of the Add New Email Account window
Click on Next Click on More Settings and then view the Connection tab Click on Exchange Proxy Settings
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Tick the option for On fast networks, connect using HTTP first, and then connect using TCP/IP
Click on OK, then OK and then Finish In the Mail window, select Always use this profile and ensure that the correct profile is displayed in the drop-down menu
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Click on OK
Personal folders
Personal folders (also known as .pst files) allow you to save messages, calendar items and contacts 'locally' on your computer rather than in your NHSmail mailbox. Items stored in personal folders are only accessible from the computer on which the personal folders are stored. They cannot be accessed when you log into NHSmail online or from another computer. If you use personal folders, it is your responsibility to make sure that they are secure and backed up in case of accidental deletion or corruption. Any personal folders you use will need to be reconnected after setting up Outlook for NHSmail. It is recommended that you note the location of the personal folders before setting up Outlook as this will make it easier for you to find and reconnect them.

If you are using personal folders, they will be listed in the Mail view or the Folders view in Outlook. The default name is 'Personal Folders' but you may have renamed them.
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To find out where you personal folders are saved:
Select the File menu and then Data File Management
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The folder containing your personal folders (.pst file) will be displayed. Make a note of the folder address at the top of the window (you could copy and paste it into a Word document). You may need the address when you reconnect your personal folders after setting up Outlook for NHSmail
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Search for your personal folders

Click on the Start button on your Task Bar and select the option for Search (you may need to also specify Files or Folders) In the Search Results window, select the option for All files and folders
In the All or part of the file name field, type *.pst (this means that you are searching for all personal folder files, regardless of their name)
Select More advanced options
Ensure that the options for Search system folders, Search hidden files and folders and Search subfolders are all ticked
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Click on the Search button When the search is complete your personal folders should be listed in the search results. You can then make a note of the folder in which they are stored. You may need to know this location in order to reconnect your personal folders
Noting the location of your personal folders

Once you have successfully searched for your personal folders, there are different methods you can use to identify the location where they are saved. One possible method is detailed below: In the search results, right-click on the personal folders file and select Open Containing Folder
The folder containing the personal folders files will be opened. Make a note of the folder address at the top of the window (you could copy and paste it into a Word document)
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In the File menu, select Open and then Outlook Data File
If the required file is not visible, navigate to the folder address that you noted prior to setting up Outlook Select the data file to be opened and then select OK
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The selected file is displayed in your Folder List and the Mail view.
Click on the plus sign (+) to expand the personal folders and view any subfolders
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Email signatures
To set up your email signatures in Outlook 2007: Open a new message window On the Insert tab, select Signature and then Signatures
Select New and enter a name for the signature. This name will allow you to identify the correct signature to insert if you have multiple signatures
Enter the details for your signature in the Edit Signature field. If required, you can use the formatting tools to format the text
Create any other signatures as required Use the Choose default signature options to specify the signatures to be automatically inserted when you create a new message and / or reply or forward a message. If you do not want to have a default signature, choose the option for none
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Select OK to save your changes and close the Signatures and Stationery window
You can set up your Outlook profile to open mailboxes in addition to your own. The owner of the mailbox must give you the correct sharing permissions for you to see the content of their mailbox. You do not need to have permissions for the entire mailbox or know its password, as you will only be able to see the folders for which you have been given specific permissions. To add an additional mailbox:

Select Tools and then Account Settings Select the correct account and then click on Change
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Select OK Select More Settings if you need to add another mailbox or select Next, Finish and then Close The mailbox will be added to your folder list. Use the plus sign (+) to expand the mailbox and select a folder to view the content.
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Out of Office
Outlook 2007 allows you to set up separate auto-replies for people within the NHS and people outside of the NHS. To set up the Out of Office in Outlook 2007:
Click on the Tools menu and select Out of Office Assistant...
In the Out of Office Assistant window, select Send Out of Office auto-replies If required, specify the time range within which the auto-replies should be sent
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On the Inside My Organization tab, enter the auto-reply to be sent to senders within the NHS
If you want to send auto-replies to senders from outside of the NHS, view the Outside My Organization tab and select Send Out of Office auto-replies to External Senders Select whether the 'external' auto-reply will only be sent to senders in your own Contacts folder, or to any sender outside of the NHS Enter the auto-reply to be sent to senders outside of the NHS Select OK
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Mailbox rules
Mailbox rules are created using the Rules Wizard. There are a number of templates available for the most commonly created rules, or you can start using a blank rule. To set up rules in Outlook 2007:
In the Mail view, select Tools and then Rules and Alerts...
Click on Next Specify any conditions that you want to be checked
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If the selected condition contains underlined text in the description, you will need to click on the underlined text in the Edit the rule description and enter the necessary information
Click on Next Select the action (or actions) to be performed on messages matching the rule criteria If necessary, click on the underline text in Edit the rule description and enter the necessary information Select any exceptions to be applied to the rule Click on Next Enter a name for the rule
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If you want the rule to be run against the messages already in your Inbox, select the option for Run this rule now on messages already in "folder name" (the actual name of the folder depends upon the rule that you have created Click on Finish

You only need to give someone 'delegate access' to your mailbox if you want them to be able to send messages, organise meetings and respond to meeting requests on your behalf. If you want to give someone access to your mailbox folders without allowing them to send messages on your behalf, you should give them sharing permissions for the appropriate folders. In order to delegate access, mail must be delivered to your mailbox on the exchange server and not to a personal folder (.pst file) on your own computer. This is because the mail in your personal folder is only a local copy and has been saved away from your NHSmail mailbox. To delegate access to your mailbox:
Select Options in the Tools menu
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Search for and select the user to be added as a delegate Select Add
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When all required users have been added, select OK In the Delegate Permissions window, use the drop-down menus to specify the permissions to be assigned. If you select Delegate receives copies of all meeting related messages sent to me your delegate will receive all of the meeting requests and response sent to you, regardless of whether they are invited to the meeting
You can edit or view the permissions assigned to an individual delegate
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On the Delegates tab, select the relevant delegate Select Permissions to reopen the Delegate Permissions window for the selected delegate
Select OK to close the Options window and save any changes

You can share folders in your mailbox with other NHSmail users. If you are sharing a subfolder you must also make the parent folders visible. To share a folder:
Click on the Go menu and select Folder List (or press CTRL+6 on your keyboard)
Right-click on the folder to be shared and select Change Sharing Permissions
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If you share a subfolder with other NHSmail user, they will not be able to access the folder unless you need to ensure that the parent folder is visible to the user. For example, if you share a subfolder of the Inbox, the Inbox is the parent folder and must also be made visible, even if you do not share any content in your Inbox.
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To make a folder visible:

Right-click on the parent folder and select Change Sharing Permissions Select Add Search for and select the relevant users Select Add and then OK
Select the relevant user(s). To select multiple users, hold down the CTRL key after selecting the first user. Single click on the other users to be selected and then release the CTRL key Ensure that the Permission Level is set to 'None Tick Folder visible
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Select OK


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By design, Outlook will not remember your NHSmail password. Even if you select the Remember my password tick box, you will need to enter your password each time you open Outlook and attempt to connect to NHSmail. Important: if you are using a PC running Windows 7, do not tick the Remember my password box at this stage. A known issue with Windows 7 means that if this box is ticked the password will be recorded and when your password expires and you change it, the new password wont work and you wont be able to access your account.
Outlook 2010
If you are using Outlook 2010 you can make use of the Outlook 'Autodiscover' feature. This means that during the setup of your new NHSmail profile you only need to enter your name and your NHSmail email address. Outlook will then automatically create your new profile.
Using Autodiscover to configure Outlook 2007:

Click on Start and select Control Panel You need to click on User Accounts and Family Safety
Open Mail by double clicking on the Mail icon or right clicking and selecting Open (the Mail icon is only visible in Classic view)
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Click on Show Profiles in the Mail Setup window Click on Add in the Mail window:
Enter your email address in the New Profile window and then select OK
In the screen below you will need to populate the fields as follows:

Enter your name in the Your Name field Enter your email address in the E-mail Address field Leave the Password field blank Leave the Retype Password field blank Click Next
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You will be presented with the message shown below. Click OK.
You will now be asked to enter your NHSmail password. Important: do not tick the Remember my credentials box. Click OK.
Your NHSmail account is now configured to work with Outlook 2010. Click Finish.
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Outlook will now open for the first time. When Outlook is open click File, Info, then Account Settings.
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Double click your account name in the E-mail tab.
Click the More Settings button. Now choose the Connection tab and then the Exchange Proxy Settings button.
Tick the option for On fast networks, connect using HTTP first, then connect using TCP/IP
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Click OK, OK, Next, Finish and Close to return to the main Outlook screen.
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Personal folders
Personal folders (also known as .pst files) allow you to save messages, calendar items and contacts 'locally' on your computer rather than in your NHSmail mailbox. Items stored in personal folders are only accessible from the computer on which the personal folders are stored. They cannot be accessed when you log into NHSmail online or from another computer. If you use personal folders, it is your responsibility to make sure that they are secure and backed up in case of accidental deletion or corruption. Any personal folders you use will need to be reconnected after setting up Outlook for NHSmail. It is recommended that you note the location of the personal folders before setting up Outlook as this will make it easier for you to find and reconnect them.

If you are using personal folders, they will be listed in the Mail view or the Folders view in Outlook. The default name is 'Personal Folders' but you may have renamed them.

To find out where your personal folders are saved:
Select the File menu and then Account Settings
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The folder containing your personal folders (.pst file) will be displayed. Make a note of the folder address at the top of the window (you could copy and paste it into a Word document). You may need the address when you reconnect your personal folders after setting up Outlook for NHSmail
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Select the File menu and then Account Settings
If the required file is not visible, navigate to the folder address that you noted prior to setting up Outlook by clicking Open File Location Select the data file to be opened and then select OK
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Email signatures
To set up your email signatures in Outlook 2010:

Open a new message window On the Insert tab, select Signature and then Signatures
Select New and enter a name for the signature. This name will allow you to identify the correct signature to insert if you have multiple signatures
Enter the details for your signature in the Edit Signature field. If required, you can use the formatting tools to format the text Create any other signatures as required Use the Choose default signature options to specify the signatures to be automatically inserted when you create a new message and / or reply or forward a message. If you do not want to have a default signature, choose the option for none
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Select OK to save your changes and close the Signatures and Stationery window.
You can set up your Outlook profile to open mailboxes in addition to your own. The owner of the mailbox must give you the correct sharing permissions for you to see the content of their mailbox. You do not need to have permissions for the entire mailbox or know its password as you will only be able to see the folders for which you have been given specific permissions. To add an additional mailbox:

Select File, Info and then Account Settings Select the correct account and then click on Change
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Select OK Select More Settings if you need to add another mailbox or select Next, Finish and then Close The mailbox will be added to your folder list. Use the plus sign (+) to expand the mailbox and select a folder to view the content.
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Out of Office
Outlook 2007 allows you to set up separate auto-replies for people within the NHS and people outside of the NHS. To set up the Out of Office in Outlook 2010:
Click on the File, Info and select Automatic Replies...
In the Out of Office Assistant window, select Send Out of Office auto-replies If required, specify the time range within which the auto-replies should be sent On the Inside My Organization tab, enter the auto-reply to be sent to senders within the NHS
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If you want to send auto-replies to senders from outside of the NHS, view the Outside My Organization tab and select Send Out of Office auto-replies to External Senders Select whether the 'external' auto-reply will only be sent to senders in your own Contacts folder, or to any sender outside of the NHS Enter the auto-reply to be sent to senders outside of the NHS Select OK
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Mailbox rules
Mailbox rules are created using the Rules Wizard. There are a number of templates available for the most commonly created rules, or you can start using a blank rule. To set up rules in Outlook 2010:
Select File, Info and then Rules and Alerts...
Click on Next Specify any conditions that you want to be checked If the selected condition contains underlined text in the description, you will need to click on the underlined text in the Edit the rule description field and enter the necessary information
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Click on Next Select the action (or actions) to be performed on messages matching the rule criteria If necessary, click on the underline text in Edit the rule description and enter the necessary information Select any exceptions to be applied to the rule Click on Next Enter a name for the rule
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If you want the rule to be run against the messages already in your Inbox, select the option for Run this rule now on messages already in "folder name" (the actual name of the folder depends upon the rule that you have created Click on Finish

You only need to give someone delegate access to your mailbox if you want them to be able to send messages, organise meetings and respond to meeting requests on your behalf. If you want to give someone access to your mailbox folders without allowing them to send messages on your behalf, you should give them sharing permissions for the appropriate folders. In order to delegate access, mail must be delivered to your mailbox on the exchange server and not to a personal folder (.pst file) on your own computer. This is because the mail in your personal folder is only a local copy and has been saved away from your NHSmail mailbox. To delegate access to your mailbox:
Select File, Info, Account settings and then select Delegate Access.
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Search for and select the user to be added as a delegate Select Add
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When all required users have been added, select OK In the Delegate Permissions window, use the drop-down menus to specify the permissions to be assigned. If you select Delegate receives copies of all meeting related messages sent to me your delegate will receive all of the meeting requests and response sent to you, regardless of whether they are invited to the meeting
You can edit or view the permissions assigned to an individual delegate
On the Delegates tab, select the relevant delegate
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Select Permissions to reopen the Delegate Permissions window for the selected delegate
Select OK to close the Options window and save any changes.

You can share folders in your mailbox with other NHSmail users. If you are sharing a subfolder you must also make the parent folders visible. To share a folder click the folder you wish to share. In this case we have selected the Inbox
Select the Folder tab, then Select Folder Permissions
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If you share a subfolder with other NHSmail user, they will not be able to access the folder unless you need to ensure that the parent folder is visible to the user. For example, if you share a subfolder of the Inbox, the Inbox is the parent folder and must also be made visible, even if you do not share any content in your Inbox.
To make a folder visible:

Right-click on the parent folder and select Change Sharing Permissions Select Add Search for and select the relevant users Select Add and then OK
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Select the relevant user(s). To select multiple users, hold down the CTRL key after selecting the first user. Single click on the other users to be selected and then release the CTRL key Ensure that the Permission Level is set to 'None Tick Folder visible
Select OK


It is not possible for Outlook to remember your NHSmail password. Even if you select the Remember my password tick box, you will need to enter your password each time you open Outlook and attempt to connect to NHSmail.
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Important: if you are using a PC running Windows 7, do not tick the Remember my password box at this stage. A known issue with Windows 7 means that if this box is ticked the password will be recorded and when your password expires and you change it, the new password wont work and you wont be able to access your account.
Outlook setup troubleshooting

Auto complete and nicknames do not appear to be working
When you use Outlook to send meeting requests and emails, a nickname list is automatically generated and stored in a nicknames file. The nicknames file is used by both the automatic name checking and the automatic email address completion features. When you set up your new Outlook profile a new nicknames file will also be created. As the new file does not contain any entries, it may appear to have stopped working. However, a new nicknames list will be automatically generated as you continue to use Outlook with NHSmail.
My calendar items have not synchronised with Outlook Web Access

If your calendar items have not synchronised with the NHSmail service, you can use the import function to restore the missing items to your calendar.

Reconnect your personal folders Click on the File menu and then select Import and Export
Select the option to Import from another program or file and then click on Next
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In the Import a File window, specify that you want to import from a Personal Folder File (.pst) and then click on Next
Select the Do not import duplicates option and click on Next
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In the Select the folder to import from field, select Calendar (under Personal Folders) Select the option to Import items into the same folder in and ensure that your own Mailbox is selected Click on Finish
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Unable to add existing mail account to the folder list

As previously stated, it is not possible to run another exchange-based email account in Outlook alongside your NHSmail account. For example, if you have an email account from your local organisation, you cannot access it in Outlook while you are using your NHSmail profile. It is possible to have NHSmail open in your web browser (log in at www.nhs.net) while you are accessing your local account in Outlook. Alternatively, you can create mailbox rules to forward or re-direct emails from your local account to your NHSmail account. Contact your local helpdesk for further advice on managing two exchange-based accounts.

Entourage 2008
Entourage 2008 needs to be used with the Exchange Web Services Service Pack, available as a free download from Microsoft. This will provide rich email, calendar and contact integration to the Service over both NHS and non-NHS connections. Without the service pack, Entourage can only be configured to retrieve mail using IMAP or POP.
Accessing NHSmail using a Mac

Network NHS connection (N3 or GSi) Connection method Entourage with Exchange Web Services or email client such as Mac Mail or Entourage, using an IMAP or POP connection or via the web at www.nhs.net where you will only be able to use the basic version of NHSmail (OWA Light)
Non-NHS connection
Entourage with Exchange Web Services Email client such as Mac Mail or Entourage, using an IMAP or POP connection (See Connecting from outside of the NHS) or via the web at www.nhs.net where you will only be able to use the basic version of NHSmail (OWA Light)
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Outlook 2002 and Outlook 2000

Outlook Anywhere is not supported by Outlook 2002, which can only be set up to receive mail using IMAP or POP. If you need to access NHSmail over a non-NHS connection and you are using Outlook 2002, it is recommended that you upgrade to Outlook 2003 or 2007. Alternatively you can access NHSmail using your web browser at www.nhs.net. Outlook 2000 does not support the TLS security protocol for sending email and cannot, therefore, be used with NHSmail.
Other email programmes

If your version of Windows and / or your email programme do not meet the requirements for using Outlook Anywhere, you are limited to using IMAP or POP for retrieving your emails. The only exception is if you are using Entourage with the Exchange Web Services. You will need the settings below to set up your email programme for IMAP or POP. For instructions on how to enter the settings correctly, refer to the guidance notes for the email programme that you are using. Service IMAP POP SMTP LDAP

Service DNS names imap.nhs.net pop.nhs.net send.nhs.net ldap.nhs.net
Port number 993 995 587 636
Select the SSL option for POP / IMAP Select TLS for SMTP
Outlook 2003 and TLS

TLS is supported in Outlook 2003 as long as the Outlook 2003 SP2 or higher is installed. Once the service pack has been installed, the TLS option will still not be shown but the programme will automatically set up a TLS connection. If you are using a PC with Windows XP, it must also be running at least Service Pack 2.
Username and password

When you are prompted for your username during the setup (and use) of your email programme: Enter your NHSmail email address into the Username field Enter your NHSmail password into the Password field
Connecting over the Internet using IMAP or POP
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If you need to access NHSmail over the Internet using IMAP or POP, you must first install a specific security application on your computer. We strongly recommend that you use Outlook Anywhere to connect your email programme to the NHSmail service. It is easy to set up and will allow you to enjoy the full features of the service, alternatively log into NHSmail at www.nhs.net from any computer with an Internet connection. .
Connecting from outside of the NHS

If you need to access NHSmail from a non-NHS connection using IMAP or POP, you must first install a specific security application on your computer. This application enables you to create a secure tunnel through the Internet, allowing your email programme to connect to NHSmail. Once the application is installed you can use it open the secure tunnel and log in to NHSmail using your email programme. It is not necessary to install the secure tunnel application if you are using one of the following:

An NHS connection (N3 or GSi) Outlook 2003 with Outlook Anywhere Outlook 2007 with Outlook Anywhere Entourage with the Exchange Web Services Service Pack
Minimum requirements for installation

In order to install the secure tunnel application, you must have administrator privileges on your computer. You must also be using a non-NHS connection. It is not possible to access the secure tunnel application using an N3 connection.
Installing the secure tunnel application with Internet Explorer

Open Internet Explorer and go to https://client.nhs.net When the page has loaded, click on the banner at the top of the Internet Explorer window and select Install Active X Control
Select the option to Install If you are prompted to add the site to the 'pop-up blocker's allowed sites', select Yes
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In the Security Alert window, select Trust this site and then followed by the time option you require
Temporarily, until I disconnect from this site - if you select this option, the Security Alert window will be displayed each time you log in to the wrapper application For a limited period of days - if you select this option, the Security Alert will not be displayed again until after the specified number of days has elapsed Always - if you select this option, the Security Alert will not be displayed again
If your computer's firewall prompts you to block or unblock the application, select the option to Unblock (the exact wording may differ, depending upon the firewall that you are using) You may need to restart your browser or your computer in order to complete the installation. A dialogue window will inform you of the required action When prompted enter your NHSmail email address into the User Name field When prompted enter your NHSmail password into the Password field When the installation process is complete you can create a secure tunnel and connect to NHSmail
Open the secure tunnel

It is not necessary to use the secure tunnel if you are using an NHS connection Once you have installed the secure tunnel application, you can use it to open the secure tunnel between your email programme and the NHSmail service. The secure tunnel must be opened each time you log into NHSmail using your email programme. You also need to open the secure tunnel before you open your email programme. To open the secure tunnel:

Open Internet Explorer and go to https://client.nhs.net Enter your NHSmail email address into the Username field Enter your NHSmail password into the Password field Click on Submit. Do not close the Internet Explorer window otherwise the secure tunnel will also be closed
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When prompted, you can open your email programme and access NHSmail
Install and Configure Entourage 2008

Getting Started:
Prior to installing Exchange Web Services (EWS) for Entourage, you will need to have a valid copy of Entourage installed on your Apple Mac. For more information on Entourage please see: http://www.microsoft.com/mac/products/entourage2008 You will then need to click the link below using an N3 NHS connection to download the files required for installation. http://nww.connectingforhealth.nhs.uk/nhsmail/guidance/index_html
Office 2008 Home/Student Edition

If you already have Microsoft Office 2008 Home and Student Edition installed then you will need to obtain the full version of Office 2008 in order to connect to an Exchange email account in Entourage. There is however a known Microsoft issue that is affecting some users attempting to uninstall the home/student version and install the full version where the process loops and installation does not complete. This may be because not all files from the previous version were fully removed therefore you should follow the steps below in order to successfully complete the installation process.
Note: you will need your Office download file and the Product Key to reinstall. Before completing the steps below, create a backup of your Entourage data if you use Entourage to access your email:

Open the MacIntosh HardDrive/Users folder/HomeUser folder/Documents/Microsoft User Data/Office 2008 Identities/ Click once on the Office Identities folder to highlight it Click on Edit, choose Copy Click on an empty space on the Mac Desktop, click on Edit again in the Menu bar, and choose Paste. This will place a copy of your Entourage Database on the Mac Desktop
To fully remove Office 2008:

Open the Microsoft Office 2008 folder in your Applications folder Open the Additions Tools folder Double click on the Remove Office folder. Double click on the Remove Office file Click on Continue and follow the steps to uninstall When finished, empty Trash
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Next, open the MacIntoshHardDrive/Users folder/Home Users Folder/Library folder and click on the Preferences folder In the Preferences folder scroll down until you come to the preference files that start with com.microsoft and move all these files to the Trash Next locate the blue 'Microsoft' folder, In the Microsoft folder, locate the Office 2008 folder and move it to the Trash Open the MacIntosh Harddrive/Users/HomeUsers/Library/Applications Support In the Application Support folder, drag the Microsoft folder to the Trash Open the MacIntosh Harddrive/Library/Receipts folder Scroll down until you come to the 'Office 2008.... ' files Highlight all these and drag to the Trash (to highlight all click on the first file, hold down the Shift key and scroll to the last Office 2008 file, click on it)
NOTE: If you use Snow Leopard, please also check for the following files:

Go to /private/var/db/receipts and drag to the trash all receipts that have Office 2008 in the name You can access /var/db/receipts/ in the Finder by choosing Go to folder from the Go menu in the top in Finder, and then typing /var/db/receipts/ Also check for these two files in this location:

com.microsoft.office.slt_std.pkg.12.2.0.combo.bom com.microsoft.office.slt_std.pkg.12.2.0.combo.plist
Next, in the MacIntosh Harddrive/Library/Application Support locate the Microsoft folder and move it to the Trash Empty Trash To complete installation, locate your Office 2008 file, click on the Installer and complete the onscreen instructions to install
Note: before installing you must disconnect from your local network or wireless network. This is very important, as the installation may pick up a Product ID from another computer on your local or wireless network.
When the installation is complete you should be prompted to Check for Updates. You should be able to now install all updates.
Service Pack 2 for Office 2008:

With regards to the Service Pack 2 release, if you have the Entourage Web Services Edition beta installed, you will not be able to update your Office 2008 beta build to Service Pack 2. You will need to remain on the 12.1.5 build that was released with the Entourage, Web Services Edition beta. If you would like to install Service Pack 2 for Office 2008, you will need to completely remove the beta copy of Office 2008 (including Entourage, Web Services Edition and the 12.1.5 build), and re-install your retail, licensed copy of Office 2008 for Mac. At this point you will be able to install Service Pack 2. Note that you will then be using Entourage 2008, and not Entourage, Web Services Edition. Note the following screenshots are for the installation of Entourage, Web Services Edition beta.
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Once downloaded, run the installation file on your desktop. You will then be presented with the screen below:
Double click the installation icon Install Entourage for Exchange
Click Continue
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Click Continue
Click Continue
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Click Continue
Read the licence agreement then click agree.
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Select a hardrive to which you would like to install EWS Beta.
Click Install
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Enter your Apple Administrator username and password. You will only be asked this if you have enable this security feature on your Apple Mac.
Once installed click Close
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Open Entourage and you will be presented with the above screen to configure your email account for the first time Enter your NHSmail email address in full. E.g. Firstname.lastname@nhs.net
Select an appropriate option depending on whether you have other Email accounts configured. The default for a new configuration of Entourage is Start using Entourage without importing anything. Click the next arrow at the bottom of the window
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Enter your email address for the Account ID field in Eg firstname.lastname@nhs.net Also enter your NHSmail password in the password field. Click OK
Your account is now setup Click the next arrow at the bottom right of the window to continue
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All settings on the above screen will be correct as you have used auto discover to configure Click the next arrow at the bottom of the screen to move on
Click the next button at the bottom of the screen to move on
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Click Verify
Click the next arrow at the bottom of the screen to move on Your account has been successfully verified.
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Choose an account name. It is best to leave this as nhs so that you can distinguish this account from any other personal accounts you may have. Click Finish.
If this is your default email program click make default. If not click No
Entourage will start to collect your email and will ask you again for your NHSmail password Enter this in the password field and click OK
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You will be able to see you email updating for the first time in the status bar of Entourage at the bottom left of the Entourage window This will download all your Email, calendar, contacts and tasks Installation is now complete.
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NHSmail Email Configuration Guide July 2013

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NHSmail email configuration guide

Version 3 July 2013

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Connecting to NHSmail (logging into Outlook)

Outlook setup troubleshooting

Unsupported email programmes

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Outlook 2003 or later Windows XP (SP2) or later

Access NHSmail online at www.nhs.net

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Check your version of Windows

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Check your version of Windows

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Check your version of Outlook

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Unsupported email programmes

Download setup files

Click on the Download button and select the option to Save

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Save the file to your computer's Desktop

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Extract the setup files

Right-click on OutlookSetup and select Extract All

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Unsupported email programmes

In the Select a Destination window, click on Desktop

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Unsupported email programmes

Use the setup files

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Unsupported email programmes

Am I using personal folders?

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Unsupported email programmes

Where are my personal folders saved?

Select the File menu and then Data File Management

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Unsupported email programmes

Search for your personal folders

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Unsupported email programmes

Select More advanced options

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Noting the location of your personal folders

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Unsupported email programmes

Reconnecting personal folders

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Unsupported email programmes

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Unsupported email programmes

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Unsupported email programmes

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Select OK to save your changes

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Unsupported email programmes