Job Aid: Outlook for Mobile - iPhone

Overview

The job aid is for Colleagues that want to access Outlook (part of Office O365) work email on their iOS phones, and eventually other O365 apps as they are rolled out.

High Level: Steps Required to Access Outlook on your iPhone

In this document we will show you how to:1. Set up Azure Multi-Factor Authentication (MFA) (job aid links below) 2. Download and set up Outlook O3653. 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. As part of this process you also need to get and install the Microsoft Authenticator app from the App store.

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 (Enrolling in Azure MFA to Access O365 with a Mobile App) Receive a phone call on your smart phone to approve authentication (Enrolling in Azure MFA to Access O365

with a Phone Call)

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.

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.

Download and Install Outlook O365 (continued)

If you are installing Outlook on your phone for the first time, from a secure Internet or wi-fi connection, follow these steps:

TIS/App Delivery–Mobility Job Aid: Install and Configure Microsoft Outlook on Your iPhone

Job Aid: Outlook for Mobile - iPhone Important: If you have not already installed the Microsoft Authenticator app on your phone, when setting up second factor authentication as described in the MFA section above, go to the app store and install it before proceeding. This will be required if you chose the phone call method of authentication.

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.

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. 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.

Note: You may be prompted to complete MFA authentication. See page 3, MFA Authentication Step.

Sign in and Get Started in Outlook (continued)

6. On the next screen tap Register. Wait until the application authenticates your credentials.

Job Aid: Outlook for Mobile - iPhone

Important: MFA Authentication StepDepending 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 (screen shot). 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 pop-up authentication prompt you may receive to sign in.

Set up Your Outlook AppThe next three screens in the Outlook app are informational.

7. On the Focused Inbox screen tap the Next arrow.8. On the Calendar screen tap the Next arrow. 9. On the Attach Files screen tap the Check mark.

Sign in and Get Started in Outlook (continued)

10. You may see this notification to restart the Outlook application. Tap OK and restart now. After restarting, your mailbox and calendar should be syncing.

Job Aid: Outlook for Mobile - iPhone

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

11. On the Inbox, tap the Folders and Settings Panel icon. (shown on previous page) 12. Then tap the Settings gear icon in the bottom left corner to open 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.

Email Folders and Settings

Panel

Create New Email

Go to Your Inbox

(from any page)

Go to Your Calendar

(from any page)

Tap Email to Open

Search All

Job Aid: Outlook for Mobile - iPhone

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 ApplicationsSince O365 is a Microsoft Cloud-based application, you can access and work with Microsoft files saved to the Cloud, even if you created them on your work computer. 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 App 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

Job Aid: Outlook for Mobile - iPhonesecurity requirement. Go to the App 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 Apps1. After you have downloaded the office applications you will need to sign in with your Trinity Health

credentials. Tap Sign in or sign up.2. On the 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. Recent: If you have recent documents you have worked on using

your work computer, they will display. You can tap Recent, Saved, or Open to work with documents.

Sample Word Document Open on your Phone

Your Device and Your Privacy

Uninstall and Remove Old Security Apps from Your Device

Word Text Editing Tools

Tools: *Edit Document *Search*Mobile View *Save*Share

Job Aid: Outlook for Mobile - iPhoneTo 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 InformationTrinity 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.