Setting up Email Access

IS Help Desk

(509) 575-8175

Contents Setting Up Email on your Phone .................................................................................................................. 3

Step 1: Completing the Mobile User Agreement ..................................................................................... 3

Step 2: Adding an Email Account to an iPhone ........................................................................................ 4

Option 1: Using the default email application installed on iPhones .................................................... 4

Option 2: Using the Outlook app downloaded from the Apple Store .................................................. 8

Step 3: Adding an Email Account to an Android Phone ......................................................................... 11

Option 1: Using the default email app on Android phones ................................................................ 11

Option 2: Using the Outlook app downloaded from the Google Play store ...................................... 18

Setting up Multi-Factor Authentication (MFA) ......................................................................................... 20

Step 1: Go to https://vmmfa.vmmc.org ................................................................................................. 20

Step 2: Selecting an Authentication Method .......................................................................................... 20

Step 2 A: Selecting Phone Call ............................................................................................................ 21

Step 2 B: Selecting Text Message ....................................................................................................... 21

Step 2 C: Selecting Mobile Application (Available to Limited Accounts) ............................................ 21

Setting Up Email on your Phone

Step 1: Completing the Mobile User Agreement

The first step to set up email on your mobile device is to complete the Mobile

User Agreement.

Please Note: This can only be done while connected to our network onsite or at

home using the VMware Horizon Client as you will have to open the Memorial

Intranet page to access this.

1. Open Internet Explorer, the Memorial Intranet page should be the first site

that comes up.

2. Click on the IS Service Desk link in the far-left hand column (it will have a

light bulb icon).

3. On the following page, scroll down and at the bottom of the right-hand

column will be the link for the Mobile User Agreement (handshake icon),

click on that.

4. You will be presented with the Mobile User Agreement at this point. Read

through it, fill out your information in the requested fields, then click Save.

You have now completed the Mobile User Agreement form and will have access

to set up your email on your phone. The next few pages will describe that

process. Please refer to the specific section you need depending on the type of

phone you are using.

Step 2: Adding an Email Account to an iPhone

There are multiple ways to add your work email account to your iPhone. Here, we

will go over the two most common methods:

Option 1: Using the default email app on an iPhone

Option 2: Using the Outlook app

Option 1: Using the default email application installed on iPhones

Step 1: Click on Settings on your iPhone (its location on your phone may be

different)

Step 2: Scroll down to and tap Accounts & Passwords

Step 3: Tap on Add Account

Step 4: Tap on Exchange, then fill in the following fields accordingly with your

email and a description (the description can be whatever you want it to be). In the

next prompt, choose “Configure Manually.” You will then be prompted to input

your password (the same password you use to log in to the computers).

Step 5: Once you input your password, a few more fields will populate on the

screen. Fill out those fields with the information below:

Server: msx13.vmmc.org

Domain: VMAD

Username: FirstnameLastname (all together with no spaces)

Then click Next. If all the information has been input correctly, you will see blue

check marks appear by each field. This means that your email account has been

successfully added to your account. You will then be prompted to choose what

information your phone will sync with your email account. This includes contacts,

tasks, calendar items, etc. While you can choose which ever you would like, we

usually advice against syncing contacts as this can cause issues with those already

on your phone.

Note: Sometimes it can take a few minutes before emails begin populating. If they

never populate, try adding your email using the Outlook app instead (detailed in

the following pages).

Option 2: Using the Outlook app downloaded from the Apple Store

The following steps take place after you have downloaded the Outlook app.

Step 1: Upon first opening Outlook, you will be prompted to enter your email

address, do so and tap Add Account.

Step 2: Tap Exchange on the upper right-hand corner

Step 3: Fill in the fields as needed referring to the information shown below. The

Advanced Settings button may need to be pressed to reveal the bottom three

fields.

Server: msx13.vmmc.org

Domain: VMAD

Username: FirstnameLastname (all together with no spaces)

Step 4: To comply with security policy, the app may prompt you to change the

way you unlock your phone. You may need to add a passcode or other acceptable

lock to get into your phone if you don’t have one already. Once you do this, your

account should be good to go.

Step 5: You will usually be prompted at the end which kind of information you

would like your email account to sync to your phone. This includes calendar items,

contacts, tasks, etc. While you can sync which ever information you would like,

most opt-out\turn off syncing for the contacts category as this can cause

problems with the contacts already stored on your phone.

Step 3: Adding an Email Account to an Android Phone

There are multiple ways to add your work email account to your Android phone.

Here, we will go over the two most common methods:

Option 1: Using the default email app on Android

Option 2: Using the Outlook app

Please Note: It is possible for Android phones to be set up and look different than

what is shown here. Since this is the case, we cannot cover every possibility, but

this should provide a general outline to add your email account to your device

regardless.

Option 1: Using the default email app on Android phones

Step 1: Go to the Settings on your phone

Step 2: Then scroll down and tap on Accounts

Step 3: Scroll and tap on Add Account

Step 4: Select Exchange as the account type (some phones may list this as

Exchange Active Sync)

Step 5: In the following prompt, fill in the fields that populate (usually email and

password) and hit Set Up Manually. For some phones, you may not be prompted

to “Set up Manually” until you first tap Yes or Next.

Step 6: The Account and Server information window will open on the screen. Fill

in each field as described below:

Domain\Username: VMAD\firstnamelastname (all together with no spaces)

Server: msx13.vmmc.org

Port: This field may not populate or show up at all on some phones and apps. If it

does, just leave it with its default value.

Once all this information has been put in, tap Next\Done. If everything is correct,

your email will have been successfully added to your phone.

Step 7: At this point, you may be prompted to apply device administrative

security settings and update your phone’s lock screen. A couple examples are

shown below:

You will have to click Apply, Next, or Change Screen Lock (depending on your

phone) and tap Activate to accept the security policies put in place (an example is

shown below). If you do not accept these policies, you will not be able to have

your email account on your phone. Again, this may require you to change your

lock screen. For example, a pattern lock screen is not enough to align with policy

so you will be required to change it to a PIN or password instead.

Step 8: From here you will be prompted with the sync options window. These

settings are user preference and there is no right option for these. However, we

do usually advise users to de-select the Contacts\Sync Contacts option as this can

create problems with your own personal contacts stored on your phone.

Option 2: Using the Outlook app downloaded from the Google Play store

The following steps take place after you have downloaded the Outlook app.

Step 1: Upon first opening Outlook, you will be prompted to enter your email

address, do so and tap Add Account\Continue. If you already have other accounts

on your phone that the app automatically detects, uncheck them and tap Skip.

Choose Exchange as the account type.

Step 2: You will be prompted to input your account and server information as

outline below:

Server: msx13.vmmc.org

Domain\Username: VMAD\firstnamelastname (all together with no spaces)

Description: Anything you’d like, this just gives your account a name

Step 3: Click Next or Continue. If all the information is correct, the app should

prompt that the account has been added successfully.

Step 4: You may be prompted to choose what information your phone will sync

from your email account. This includes calendar items, contacts, tasks, etc. While

you can choose whichever you like, we usually advice against syncing contacts as

this can cause issues with stored contacts on your phone.

Setting up Multi-Factor Authentication (MFA)

Multi-Factor Authentication is another layer of security that has been put in place

for our email accounts. You will need to have this set up if you wish to access your

email directly from the yakimamemorial.org website from an offsite location, if

you have an Office 365 account, or use an email address ending in

@virginiamason.org. This works by usually sending a security code directly to your

phone at the time of log in that you will provide.

Step 1: Go to https://vmmfa.vmmc.org

While holding the Ctrl key on the keyboard, click the above link or copy and paste

it into your browser. Google Chrome works best for this site. You will be taken to

the Multi-Factor Authentication User Log In page. The username and password

are the same ones you use when logging in to the computers with the addition of

VMAD\ to the username as shown in the example: VMAD\firstnamelastname

Step 2: Selecting an Authentication Method

When logged in, you will be prompted to select a method in which you would like

to receive your security code: Phone Call, Text Message, and Mobile App. Phone

call and text message are the most commonly used. The mobile app is only

available to those with an “@virginiamason.org” account\Office 365 account.

Step 2 A: Selecting Phone Call

Once you have selected Phone Call, proceed to enter your cell phone number in

the following field. It may do a test call to check in. This method works by directly

calling your number and asking that you press the pound key to complete your

sign on verification. You will have to do this every time you check your email in

the scenarios listed above. At the end, you will be asked to input some security

questions.

Step 2 B: Selecting Text Message

Once you have selected Text Message, proceed to enter your cell phone number

in the following field. It may do a test text to check in. This method works by

sending you a text message with a six-digit code. You will then reply to that text

message with the same code that it just sent you, at which point, the website will

proceed to the next step. At the end, you will be asked to input some security

questions.

Step 2 C: Selecting Mobile Application (Available to Limited Accounts)

Before selecting Mobile Application as your authentication method of choice, you

will have to first install the Microsoft Authenticator. This is downloaded and

installed via the Google Play store or Apple Store.

Once you select Mobile Application, you will be prompted with a QR code. Open

the Microsoft Authenticator app and choose to add an account. It may ask what

type of account you are adding, choose “Work or school account.” Your phone

will enter camera mode in which you will then focus the camera on the QR code

provided.

You will now be prompted via a push notification from the Microsoft

Authenticator app on your mobile device to approve your log in when attempting

to access your email.