Microsoft Outlook
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How to set your out of office in Microsoft outlook
Introduction This document has been created to provide instruction on how you are able to set your Out of Office in both Outlook and Webmail. Outlook Outlook is the primary mail client in use within Brandon Trust and is likely to be the go to place if you’re still within the office. Open Outlook Click on File in the top left of the navigation bar 3. Click on Automatic Replies (Out of Office) 4. Turn on Automatic Replies by checking the dot to “Send automatic replies” You are able to specify automatic replies based on the location the sender is from: Inside or Outside of my organization. Inside your organisation is everyone that has an email address @brandontrust.org Outside your organisation is everyone that has an email address that is not @brandontrust.org You are able to define individual replies, have it only send to one group, or send to everyone. Ensure that the checkbox for Auto-Reply is selected under “Outside My Organization” if you want automatic replies to be sent to external contacts. 5. After Step 4 the dates and box to enter your automated response will now become available to you. Fill in this information as required for your circumstance. 6. Click on OK and your automatic replies will now be switched on. Webmail Webmail can be accessed from anywhere and will allow you to set your Out of Office even if you’re not in the office. 1. office Open your web browser and navigate to https://outlook.office365.com 2. You will be asked to log in. Enter your username and click in the password box. 3. You will be automatically redirected to the Brandon Trust login page. Once redirected enter your password and click Sign in. 4. Click on the cog icon in the top right corner of the screen to bring up the drop down box and then click on Automatic Replies. 5. Turn on Automatic Replies by checking the dot to "Send automatic replies" You are able to specify automatic replies based on the location the sender is from: Inside and Outside of my organization. Inside your organisation is everyone that has an email address @brandontrust.org Outside your organisation is everyone that has an email address that is not @brandontrust.org You are able to define individual replies, have it only send to one group, or send to everyone. Ensure that the checkbox for senders outside of organisation is selected if you want automatic replies to be sent to external contacts. 6. After Step 5 the dates and box to enter your automated response will now become available to you. Fill in this information as required for your circumstance. 7. Click on OK and your automatic replies will now be switched on. Additional help If you’re experiencing any issues or have further questions related to this guide, please do not hesitate to contact the InformatioDigital Services team at: Telephone: 0117 952 8276 Email: digital.services@brandontrust.org
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Outlook Not Opening
The purpose of this article is to provide a quick troubleshooting method for situations where Outlook to fails to open. 1. Click the start menu, type "Control Panel" into the search field and then click the search result: 2. Type "mail" into the search field on the top right, then click the Mail icon on the panel: 3. In the new window that opens, click Show Profiles: 4. Select the Outlook line, click Remove, confirm that you're sure and then Click Ok. 5. Restart your device and then open up Outlook. It will ask you to sign in and should now work. 6. If the problem persists, emails can still be accessed via the website https://outlook.office.com/owa/ - you can then raise this as a ticket to us. Email the details to is.support@brandontrust.org and we'll be in touch!
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How to use the conferencing hardware in Draycott House Training Room
How to book a meeting in this room If you require the Teams conferencing capabilities in the room, you will need to follow a very specific booking method in order to use them. This is outlined below: Go to your calendar in Outlook Click New Teams Meeting on the ribbon Set the Title, Start Time, End time and details in the body of the booking as required. Click Required Add “Draycott House - Training Room” as an attendee. You can also add it by its email address: boardroom.b@brandontrust.org Add any other attendees as required Send the meeting request Provided there are no other meetings booked in the room at that time, you should receive an email back within a minute or so to say that the meeting room has accepted your invitation. Using the meeting room Use the TV as an external display only 1. Connect the HDMI lead by the small screen directly into your Dell laptop. Some other devices may not be supported – it needs to have an HDMI port. 2. If your laptop's display doesn't automatically project onto the big TV, tap the Share option on the small touchscreen device attached to the wall. It can take 15-20 seconds for the picture to appear. Start a Teams Meeting that I have booked Go to the small touchscreen device on the wall, find your meeting, and tap Join. Do ensure that you book your meeting ahead of time, as it may take a few minutes for the Join button to appear. Please note that if you didn’t book a meeting as a Teams Meeting, you will need to open up your Calendar, find and double-click the meeting and then pick the Teams Meeting option on top. This will convert it to a Teams Meeting, but it can then take a few minutes before the Join button appears on the small touch screen device as outlined above. Presenting the screen or PowerPoint slides To do this in a “hybrid” meeting (attendees online and in person), use the Share Screen option in your Teams. This will enable anyone joining via teams to see the presentation. It will also appear on the big TV in the.
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How to send Encrypted Emails
Introduction Email encryption is a technology built directly into Brandon’s Office 365 environment that allows staff to communicate safely and securely through emails with organisations and people that would not normally allow the receipt of a normal email. Encrypted emails are different, in that their content is saved and protected within the Office 365 servers and only the designated person that this was sent to is able to open and access the information. The provides a high level of security and confidentiality by removing the risk of in-transit attacks and forwarding of sensitive information. Sending an email The following instruction will show how you can send an encrypted email from the Brandon Office 365 environment. 1) When creating a new email, ensure that the phrase Encrypt is somewhere in the Subject line. Receiving an email The following instructions will show how you can access a received encrypted email, and to provide insight into what a third party would be receiving and how they would access this when received. Internal As the recipient is known on the Brandon Trust systems, this will appear like any other email, however the recipient will not be able print, forward, copy the content, or cc anyone else into any replies External A recipient outside of Brandon Trust will receive a message with the following instructions. 1) After receiving an encrypted email, the recipient will need to save and open the attachment After the recipient has saved and opened the attachment they will be presented with options to either: Sign in; or Use a one-time passcode It is easier for the recipient to use the :”One-time passcode” unless the are sure they have a Microsoft Account already. 2) After opening the attachment, the recipient will need to Sign in or Use a One-time passcode Once the recipient clicks the “Use a one-time passcode” link they will be taken to a screen like this. If they check their email they should find a message containing the code they need to “decrypt” the message. If they do not receive this after a minute or two they should check their spam/junk mail folder 3) Copy the passcode. Please note that this email can sometimes be caught by the spam filter. Ensure that you check both your Junk email folder and Clutter where available. 5) Select Continue. 4) Enter the Passcode into the passcode field. Please be aware that the code automatically expires after 15 minutes. 6) The recipient will now be able to read the mail, however they will not be able print, forward, copy the content, or cc anyone else into any replies Frequently Asked Questions How are these emails more secure? Encrypted emails ensure that the content is protected from being read by people other than the intended audience. This is done by requiring a unique code that only the intended recipient can access to unlock the content, removing the risk of emails being intercepted or emails being incorrectly forwarded. For this system, even if the encrypted email had fallen into the wrong hands – they would still not be able to access its content without full access to the recipient’s email account. Who can I send these emails to? Anyone that has an email address. This service works both internally to Brandon and externally to third parties. Who can send these emails? Any member of staff, provided they have a Brandon email account. How many can I send? As many as you wish – this service is included as part of your Brandon email service. I am not receiving the Access Code? Please check your Junk folder and if applicable your Clutter folder within your mailbox. You can then mark these emails as safe and they will begin arriving into your Inbox as normal.