TIS/App Delivery Mobility Job Aid: Install and Configure Microsoft Outlook on Your iphone Overview The job aid is for Colleagues that want to access Outlook (part of Office O365) work email on their mobile ios phones, and eventually other O365 apps as they are rolled out. Trinity Health is rolling out Microsoft Intune (Authenticator) to secure your mobile Outlook application to your mobile device. Similar to Citrix Worx / Secure Mail which has been in place, Microsoft Intune will protect and secure any Trinity Health data on your iphone. 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/Microsoft Intune on Your Mobile Device for the First Time To access work email, iphone users will first need to download and install Microsoft Outlook from the App 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. 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 iphone 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. You will get a message that says that your company requires the use of Outlook for company email on your phone. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 1 of 8
Install Outlook and MS Intune (Authenticator) 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 App Store and search for Microsoft Outlook. 2. Tap Get to install it. The installation begins and may take several minutes. Note: Your phone will require touch ID or a password to authenticate/install, but you will not be required to purchase anything. Install Microsoft Intune 1. After Outlook is installed, go back to the App Store and search for Microsoft Authenticator. 2. Tap Get to install it. 3. Tap Open. Note: In the App Store, Microsoft Intune is called Microsoft Authenticator. Search for Microsoft Authenticator, which is the ios name for Microsoft Intune. You are actually installing Intune. Important: When the Ready to add your first Account? screen opens (3 rd screen shot), do not add an account. The application works in the background. Your Trinity Health email account is all you need. Instead, close that page. Both Outlook and Intune/Authenticator installations will place app icons on your Home screen. Each time you use Outlook you will only need to open Outlook, not Intune/Authenticator. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 2 of 8
Install Outlook and MS Intune (Authenticator) (continued) 4. Open the Authenticator application and tap Allow to receive notifications. 5. Tap OK to allow app usage data to be gathered. 6. As noted above, do not add an account (3 rd screen shot). Intune/Authenticator will be configured with your Outlook account during set up. Close this window. 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. Set up and Configure Your Outlook App 2. Enter your Trinity Health network email address. 3. Tap Add Account. 4. On the next screen tap Open Authenticator. 5. Enter your Trinity Health network password. Tap Sign In (not shown). Note: You may be prompted to complete MFA authentication. See page 4, MFA Authentication Step. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 3 of 8
Sign in and Get Started in Outlook (continued) 6. On the next screen tap Register. Wait a couple of minutes while the application authenticates your credentials. 7. A message displays that your organization is protecting data and you need to restart the app to continue. Tap OK. Close Outlook. 8. Open the Outlook app again and sign in. MFA Authentication Step Depending on how you set up your MFA authentication method (see Authentication Method 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 smart 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. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 4 of 8
Sign in and Get Started in Outlook (continued) Set up and Configure Your Outlook App The next three screens in the Outlook app are informational. 9. On the Focused Inbox screen tap the Next arrow. 10. On the Calendar screen tap the Next arrow. 11. On the Attach Files screen tap the Check mark. Now the O365 Outlook settings, your email, 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 below for turning off the Focused Inbox. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 5 of 8
Sign in and Get Started in Outlook (continued) Set up and Configure Your Outlook App 12. 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. 13. On the Settings screen you can change your Notifications, Signature, turn on/off the Focused Inbox, organize your email, 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." To open Word, Excel or other Office documents go to the App 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. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 6 of 8
Opening, Viewing, and/or Editing Office Documents on Your Device (continued) Note: If you attempt to open an email 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. Tap Sign In. 2. On the Microsoft Sign in screen, if your Trinity Health email 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. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 7 of 8
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. 2018 Trinity Health Classification: Internal Updated 1/9/19 Application Delivery - Mobility Page 8 of 8