PORTLANDDIOCESE.ORG Email - How to Connect Table of Contents

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PORTLANDDIOCESE.ORG
Email - How to Connect
Table of Contents
Email Access via a Web Browser ............................................................................................................................. 2
Email Client Setup ................................................................................................................................................... 3
Outlook 2013 for Windows ................................................................................................................................. 3
Outlook for Mac 2011 ......................................................................................................................................... 4
Mac OS X 10.6+ ................................................................................................................................................... 4
iPhone / iPad ....................................................................................................................................................... 5
Windows Smart Phone ....................................................................................................................................... 6
Spam Filter - Settings and Quarantine .................................................................................................................... 7
Recommended Settings & Quick Guides .............................................................................................................. 10
Turn off the default Outlook Junk email filter .................................................................................................. 10
Empty deleted items automatically .................................................................................................................. 11
Changing Your Email Password ......................................................................................................................... 12
Out of Office Assistant ...................................................................................................................................... 13
Add Religious Holidays ...................................................................................................................................... 14
Sharing Calendars ................................................................................................................................................. 15
Shared Calendar Permissions ........................................................................................................................ 16
Adding Shared Calendars / Public Folders ........................................................................................................ 17
Connection Status ............................................................................................................................................. 17
Outlook Web App Offline Access .......................................................................................................................... 18
Text Message Notifications ................................................................................................................................... 19
On-line Training - Links ......................................................................................................................................... 20
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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 18 for offline settings !
The domain portlanddiocese.org should be added to your trusted websites and pop-up blocking disabled for
the domain. Internet Explorer in Windows XP is no longer supported.
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Email Client Setup
Outlook 2013 for Windows
Follow the Add New E-mail Account
Wizard, three steps as shown below.
Please note that Outlook on Windows XP is
no longer supported.
1) Enter your email address:
2) Authenticate to the server
You will be prompted for your
login; the user name must be your
entire email address:
(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!
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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
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iPhone / iPad
Option 1, ActiveSync
Note that because your email password is cached on the phone,
ActiveSync will change the security settings of your iPhone to
require a numerical password to access when the screen is locked.
Option 2, OWA App
From the apple App store, download the OWA for iPad or OWA for iPhone app from Microsoft (this is free).
Setup using your email address and password. If prompted, the Domain is: portlanddiocese and the server
name is: mail.portlanddiocese.org
More info on OWA App use please see this link
http://blogs.office.com/b/office365tech/archive/2013/07/16/owa-for-iphone-and-owa-for-ipad.aspx
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Windows Smart Phone
Jeff.smythe@portlanddiocese.org
PORTLANDDIOCESE
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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.
http://mail.portlanddiocese.org:8000
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Barracuda Quarantine Inbox and Search Function
Barracuda Preferences > WhiteList / BlackList
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Barracuda Preferences > Quarantine Settings
Barracuda Preferences > SPAM Settings
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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
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Empty deleted items automatically
Please check ‘Empty Deleted Items folder when I sign out’
Using OWA this is found in options > settings. 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’
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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), choose Change password.
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. !
13
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
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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.
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Sharing Calendars
Outlook 2013
To share your calendar for view access, in the home tab choose Share Calendar.
A calendar invitation is created and sent to the recipient via email
Outlook Web App
From your calendar choose SHARE in the top right of the screen.
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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:
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Adding Shared Calendars / Public Folders
To add a shared calendar to OWA, go to your calendar. Right click
Other Calendars and choose open calendar.
To add a public folder, right click Favorites and choose add
public folder
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.
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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.
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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
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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/
OWA App for iPhone or iPAD
http://blogs.office.com/b/office365tech/archive/2013/07/16/owa-for-iphone-and-owa-for-ipad.aspx