Accessing Outlook with the Nationwide Extranet Virtual Machine V8.28.17 OVERVIEW With Outlook, you can connect to your Nationwide email by accessing the Citrix Storefront, using your virtual machine. Remember, your virtual machine should be limited to Outlook and other basic web browsing. Continue to use your workstation outside of Citrix when completing day-to-day business functions. In this document, you will find the following: 1. Links for first time users to learn how to configure and work with your virtual machine and the Citrix Storefront (Page 1) 2. A connection checklist (Page 1) 3. How to access Outlook through your virtual machine (Pages 2-3) 4. How to configure Outlook for first time use (Pages 4-5) 5. How to attach files outside of your virtual machine (Page 6) 6. How to print attachments sent to your Nationwide address (Page 6) 7. Additional items of interest (Page 6) YOUR VIRTUAL MACHINE AND THE CITRIX STOREFRONT To use Outlook, your machine must be configured to use VPN and the Citrix Storefront. These steps must be completed if you are a first-time user, configuring a new machine, or using a new browser. See Configuring and Using your Nationwide Extranet Virtual Machine for step-by-step instructions. If you have already completed this, you can move on to Connect to Outlook below. CONNECT TO OUTLOOK CHECKLIST Virtual machine is configured for VPN and the Citrix Storefront (first time machine/browser use only) Connect to the Nationwide SSL VPN site Access Citrix virtual machine Launch Outlook Configure Outlook (first time use only) Logging off the system Copyright 2017 Nationwide Mutual Insurance Company. All Rights Reserved.
CONNECT AND LAUNCH OUTLOOK Step 1: Connect to the Nationwide SSL VPN site The first step is to connect to VPN. 1. Click the link https://vdx.nationwide.com to access the VPN site in Internet Explorer. 2. Enter your username. Note: This is your short name (do not include @nationwide.com) 3. Enter your password. Note: The initial password is Nation20. 4. Click the Sign In button. A page of Nationwide resource links (landing page) will display. Step 2: Access Citrix virtual machine Now that you have connected to VPN, you can connect and access your Nationwide Extranet Virtual Machine through the VPN landing page. 1. Single click the link VDX North Data Center. 2
2. Single click the icon for your virtual machine, RFS 7025 Desktop. Examples of icon 3. Click OK when the Nationwide Security and Privacy Notice displays. 4. Enter your Nationwide credentials to login into the desktop. Step 3: Launch Outlook The final step is to locate and launch Outlook from your virtual desktop. If this is the first time you are launching Outlook, you must first configure Outlook. See Configuring Outlook below for step-by-step instructions. 1. From the desktop, locate the Outlook icon and double-click. 2. After first launch, you will not be required to enter your login credentials for Outlook. Step 4: Log off system at end of day At the end of the day and as best practice, log off the virtual desktop and log off VPN. Important: Closing windows does not log off the virtual machine and could contribute to issues the next time logging on. 1. Click the Windows Start button. 2. Click Log off. 3. Return to the VPN Landing page and click Sign Out. 3
CONFIGURING OUTLOOK If you have not launched Outlook before, you will be prompted to configure Outlook. 1. Locate and double-click on the Outlook shortcut on the desktop. 2. A Welcome to Outlook splash screen will display. Click Next. 3. Verify that Yes is selected to setup Outlook to connect to an email account. Click Next. 4. An Add Account dialog box will display. Enter your Internet email address and click Next. 5. Enter your login password and check the box Remember my credentials. Click OK. 4
6. A configuration progress box will display. When it has completed, click Finish. 7. Outlook will launch into the Inbox. 5
ATTACHING FILES TO AN OUTLOOK EMAIL Files that are stored outside of the Nationwide virtual desktop cannot be attached directly to an Outlook email. Take the following steps to send a locally stored file using Outlook. 1. From a personal email account, attach the file and send to your @nationwide.com address. 2. Access Outlook inside the virtual desktop (pages 2-3). 3. Locate the email sent in step 1 and click Forward to address and send to the new recipient. 4. (Optional) You may also save the file within the virtual desktop and then attach to a new email message. PRINTING OUTLOOK ATTACHMENTS Files that have been attached to an email that you received in Outlook cannot be printed within the virtual environment. Take the following steps to print an attachment received in Outlook. 1. Forward the email with the attachment to your personal account. 2. Access your personal account from outside the virtual environment to print the attachment from that account. Note: Although you can save files you receive in Outlook in the virtual desktop, they must be forwarded to an outside account to be printed. ADDITIONAL ITEMS OF INTEREST Email and calendar notifications To see new email notifications, calendar alarms, or other Outlook notifications, the Citrix window has to be active and open. Audio is disabled within the virtual desktop environment; therefore, you will not hear any audible notifications. 6