TIS/App Delivery Mobility Job Aid: Install and Configure Microsoft Outlook on Your Android Phone. Overview. Job Aid: Outlook for Mobile - Android

Transcription

1 TIS/App Delivery Mobility Job Aid: Install and Configure Microsoft Outlook on Your Android Phone Job Aid: Outlook for Mobile - Android Overview The job aid is for Colleagues that want to access Outlook (part of Office O365) work on their mobile phones, and eventually other O365 apps as they are rolled out. Trinity Health is rolling out Microsoft Intune Company Portal to secure your Outlook application to your mobile device. Similar to Citrix Worx / Secure Mail which has been in place, Intune Company Portal will protect and secure Trinity Health data on your Android mobile device. Before you begin the Intune enrollment process, you must first enroll in Multi-Factor Authentication (MFA). Trinity Health is also rolling out Azure Multi-Factor Authentication (MFA) for second factor authentication on mobile devices. MFA is Microsoft's two-step verification solution for users who are logging in to Office 365 applications (for example, Outlook O365) when not on the Trinity Health network. MFA helps safeguard access to data and applications while meeting user demand for a simple sign-in process. Authentication Method - MFA Refer to one of these job aids for steps to enroll. You can choose either notification method. Receive a pop-up notification on your smart phone to approve authentication (Enrolling in Azure MFA to Access O365 with a Mobile App) Recommended method Receive a phone call on your smart phone to approve authentication (Enrolling in Azure MFA to Access O365 with a Phone Call) When do I need to enroll in MFA? Important: Enroll in MFA as soon as possible when you are signed on to the Trinity Health network. Due to security constraints, the window of opportunity for enrolling may close. After that, you will be required to complete a system Access Request form for permission to enroll. Important: You need to enroll in MFA while connected to the Trinity Health network. When on an untrusted network (for example, your home network, or smart phone) you will not be able to access any O365 resources (such as Outlook O365) unless you have previously enrolled in MFA. What do I need to enroll in MFA? Important: You must have a Trinity Health device (for example, a Trinity Health desktop or laptop) that is signed into the Trinity Health network from which to access the MFA enrollment web site. A phone. Depending on which authentication method you choose (pop-up notice or phone call), you will need either an Internet connected ios, or Android smart phone or tablet to configure as your second factor of authentication (pop-up notice); OR for phone call authentication, a phone to receive the phone call. The smart phone you will be using to access Outlook can be used for either method. Installing Outlook/Intune on Your Mobile Device for the First Time To access work , Android mobile users will first need to download and install Outlook from the Google Play Store. Once you log in and your account synchronizes to the cloud, you will be asked to re-authenticate to Outlook on your mobile device and to download an additional application called Microsoft Intune Company Portal. Important: It is essential that you do not enroll in Intune until you are certain your mailbox has been migrated to the Cloud. Using Intune prematurely may jeopardize your mailbox migration. If You Already Access Outlook on Your Mobile Device For Android mobile users who already have Outlook installed on their phones, you will be asked to re-authenticate to Outlook on your mobile device and to download an additional application called Microsoft Intune Company Portal. You will get a message that says that your company requires the use of Outlook for company on your phone Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 1 of 10

2 Install Outlook and InTune Company Portal Job Aid: Outlook for Mobile - Android Install Outlook If you are installing Outlook for the first time, from a secure Internet or wi-fi connection, follow these steps: 1. Go to the Google Play Store and search for Outlook. 2. Tap Install. The installation begins and may take several minutes. 3. Once Intune Company Portal is installed (next section), you can tap Open. Install Intune Company Portal 1. After Outlook is installed, go back to the Google Play Store and search for Intune Company Portal. 2. Tap Install. 3. Tap Open. Important: When the Intune Company Portal screen opens (3 rd screen shot), do not sign in. The application works in the background. Signing in is not required and may result in issues. Instead, close that page. Both Outlook and Intune Company Portal installations will place app icons on your Home screen. Each time you use Outlook you will only need to open Outlook, not Company Portal Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 2 of 10

3 Sign in and Get Started in Outlook Now you can sign in to Outlook using your Trinity Health network credentials and choose your set up options. 1. Open Outlook. Tap Get Started. 2. Type in your Trinity Health network address. Tap Continue. 3. Type your Trinity Health network password. Tap Sign in. Address Continue MFA Authentication Step Depending on how you set up your MFA authentication method (see Authentication Method - MFA in the Overview on page 1) you may now be prompted to approve your authentication, verifying your identity: Receive a pop-up notification on your smart phone to approve authentication Recommended method Receive a phone call on your phone to approve authentication The screen shot above is an example of the type of authentication prompt you may receive from Microsoft to sign in to Outlook. Follow the prompts to continue with set up. Set up and Configure Your Outlook App 4. On the " add another account now?" screen tap Skip. (screen shot shortened) 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 3 of 10

4 Sign in and Get Started in Outlook The next three screens in the Outlook app are informational. 5. On the Focused Inbox screen tap the Next arrow. 6. On the Calendar screen tap the Next arrow. 7. On the Search screen tap the Check mark. Set up and Configure Your Outlook App Now you are ready to set your security PIN unique to your device and the Outlook app. 8. On the gray screen notifying you that Trinity Health protects data, tap OK. 9. Enter a PIN of 4 to 8 digits. Tap the Go (paper airplane) button on the keyboard. 10. Confirm your PIN. Tap the Go (paper airplane) button on the keyboard Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 4 of 10

5 Sign in and Get Started in Outlook (continued) Authenticate on your device Unlock with your fingerprint Note: If you already have fingerprint authentication set up to unlock your Android device, you will be asked if you want to use fingerprint security authentication to access Outlook. Even if you do, you will also be asked to authenticate by creating a new security PIN for back up. If your fingerprint fails to authenticate after 6 attempts you will be given the option to enter your security PIN to open Outlook Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 5 of 10

6 Sign in and Get Started in Outlook (continued) Now the O365/Outlook settings, your , and calendar will begin to download into the device. While this continues, you can explore the application. Here are a few features you may want to become familiar with. Outlook Features *Note: As the enterprise-wide version of Outlook on the Web (for laptop/desktop computers) is rolled out, the Focused Inbox /Other Inbox will be turned off by default. We recommend you also turn it off on your device. See the Settings screen described on the next page for turning off the Focused Inbox Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 6 of 10

7 Sign in and Get Started in Outlook (continued) Set up and Configure Your Outlook App 11. On the Inbox, tap the Folders and Settings Panel icon. Then tap the Settings gear icon in the bottom left corner. This opens the Settings screen. 12. On the Settings screen you can change your Notifications, Signature, turn on/off the Focused Inbox, organize your , and more. Opening, Viewing, and/or Editing Office Documents on Your Device Since O365 is a Microsoft Cloud-based application, you can access and work with Microsoft files saved to the Cloud. If you try to open an attachment in your Inbox but do not have the Office app installed on your device, you may get a notification that says "No available apps." Tap OK. To open Word, Excel or other Office documents go to the Google Play Store and install the appropriate Office application. Note: If you typically perform your job from a dedicated workstation and have your own network credentials, you will be able to edit Office documents and send them back and share them with other colleagues Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 7 of 10

8 Opening, Viewing, and/or Editing Office Documents on Your Device (continued) Job Aid: Outlook for Mobile - Android Note: If you attempt to open an attachment or a web link you may receive a message that says "Get Managed Browser. Your organization requires you to install a Managed Browser app to view this link." This is a security requirement. At this time you will need to go to the Google Play Store and download the Microsoft Edge browser to open office documents on your phone. TIS may determine other options, but in the meantime, this will keep browsing on your mobile device secure. Download Office Applications and Sign In 1. After you have downloaded the office application you will need to sign in with your Trinity Health credentials. On the Welcome screen, tap Sign in or sign up. 2. On the Microsoft Sign in screen, if your Trinity Health address is not already populated, enter it. Tap Next. 3. If requested, type your network password on the next screen. 4. A blank application window will open. If you have recent documents you have worked on in that app on your work computer, they will display. You can tap Recent, Saved, or Open to find and work with documents. As noted, if you typically perform your job from a dedicated workstation and have your own network credentials, you will be able to edit Office documents, send to, and share them with other colleagues from your device Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 8 of 10

9 Optional: Azure Information Protection (AIP) Azure Information Protection (AIP) is an optional application that can help open certain files from Outlook. This is particularly helpful with PDF and WAV files. To get the application, Visit the Google Play Store on your device and search for Azure Information Protection. Install it. After you open it you will see a message stating "Your organization protects data in this app." Click Ok. Next it will ask for 2 permissions on the device. Click Allow for Photo access and for Contacts. This will give the application permissions to open photos from Outlook mail and to send them back to people in your Outlook Contacts. Following that is an overview of the app. The All Set! Screen means the app is completely set up. You can now open certain files from your Outlook mailbox without issue Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 9 of 10

10 Your Device and Your Privacy Important Privacy Information Trinity Health protects the privacy of all its own data and information. Additionally, as shown in this info graphic, Trinity Health has only limited access to the information stored on your device Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 10 of 10