Job Aid: Install and Configure Microsoft

Job Aid: Outlook for Mobile - Android

© 2018 Trinity Health | Classification: Internal Updated 3/1/19 | Application Delivery - Mobility | Page 1 of 9

Overview

The job aid is for Colleagues that want to access Outlook (part of Office O365) work email on their mobile phones, and eventually other O365 apps as they are rolled out. High Level: Steps Required to Access Outlook on your Android In this document we will show you how to:

1. Set up Azure Multi-Factor Authentication (MFA) (job aid links below) 2. Download Intune Company Portal 3. Download and set up Outlook O365 4. Download supporting Office applications, such as Excel and Word, as needed

Set up Multi-Factor Authentication (MFA)

The first pre-requisite for using Outlook on your phone is to enroll in and set up your Multi-Factor Authentication (MFA) account at the MFA set up website. Set up steps are detailed in the linked job aids below. Part of this process includes installing the Microsoft Authenticator app on your phone. Azure Multi-Factor Authentication (MFA) is required for second factor authentication on mobile devices. MFA helps safeguard access to data and applications while meeting user demand for a simple sign-in process. 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. You can choose from two authentication methods – pop-up notification or phone call prompt -- as described in the job aids linked below. Enroll in MFA:

• Recommended, more secure method: Receive a pop-up notification on your smart phone to approve authentication (Setup Azure MFA) This method requires the Microsoft Authenticator app on your phone.

• Receive a phone call on your smart phone to approve authentication (Setup Azure MFA) Note: MFA replaces Citrix SecureHub and other applications you may have used with Outlook on your mobile device. See the last page of this document for information about uninstalling all Citrix SecureHub applications from your phone.

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 email on your phone.

TIS/App Delivery–Mobility

Job Aid: Install and Configure Microsoft Outlook on Your Android Phone

https://www.trinity-health.org/mfa

https://www.trinity-health.org/mfa



Download and Install Intune Company Portal

1. Go 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 (3rd 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.

Download and Set Up Outlook O365

Important: It is essential that you do not set up and sign into Outlook O365 until you are certain your mailbox has been migrated to the O365 Cloud. Using Outlook prematurely may jeopardize your mailbox migration.

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. If you have already installed Intune Company Portal (above), you can tap Open.



Sign in and Get Started in Outlook

Note: If you have not already installed Microsoft Authenticator on your phone, when setting up MFA second factor authentication as described in the MFA section above, do so before proceeding.

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 email address. Tap Continue (button will become enabled). 3. Type your Trinity Health network password. Tap Sign in.

Important: 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, to verify your identity:

• Receive a pop-up notification on your smart phone to approve authentication. Tap Approve.

• Receive a phone call on your smart phone to approve authentication. Answer call and follow prompts.

The screen shot above is an example of the type of authentication prompt you may receive to sign in.

4. On the "…add another account now?" screen tap Skip.



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.

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. You may (or may not) be prompted to restart the Outlook application. Either way, continue with the next

step by setting your PIN. 10. Enter a PIN of 4 to 8 digits. Tap the Go (paper airplane) button on the keyboard. 11. Confirm your PIN. Tap the Go (paper airplane) button on the keyboard.



Sign in and Get Started in Outlook (continued)

Authenticate on your device – Unlock with your fingerprint

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 use fingerprint authentication, you will also be asked to create a new security PIN for back up (steps 9-11 above) If your fingerprint fails to authenticate after 6 attempts you will be given the option to enter your security PIN to open Outlook.

Welcome to your Outlook Inbox! While the O365 Outlook settings, email, and calendar continue to download into the device, you can explore the application. Here are a few features you may want to become familiar with. *Note: Focused Inbox: As the enterprise-wide version of Outlook on is rolled out, the Focused Inbox will be turned off by default, but for now it is turned on by default. We recommend you also turn it off on your device. See the Settings screen described below for turning off the Focused Inbox.



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. 13. Then tap the Settings gear icon in the bottom left corner to open the Settings screen. 14. 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

Note: If you typically perform your job from a dedicated workstation and have your own network credentials, you will be able to open and edit Microsoft Office documents and share them with other colleagues.

Download Office Applications 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.



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 Managed Browser app to view this link." This is a security requirement. Go to the Google Play Store and download Microsoft Edge browser to keep browsing on your mobile device secure. Browsing internal websites via any mobile browser will not be available on employee owned devices going forward.

Sign In to Office Apps

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 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.

Sample Word Document Open on your Phone



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.



Your Device and Your Privacy

Uninstall and Remove Old Security Apps from Your Device To avoid conflicts accessing O365 Outlook mail on your phone, uninstall and remove all Citrix SecureHub applications from your phone (if they were installed) including SecureHub, SecureWeb, SecureMail, and Quick Edit. 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.