Nhsmail Mobile Configuration Guide Windows Mobile 6.1 / 6.5 Version 5 June 2013

Windows Mobile 6.1 and 6.5 support encryption at rest

NHSmail mobile configuration guide Windows Mobile 6.1 / 6.5 Version 5 June 2013

THIS INFORMATION IS FOR NHS STAFF AND IS NOT TO BE DISTRIBUTED OR COPIED OUTSIDE OF THE NHS

Contents

1. Introduction 3

2. NHSmail mobile device policy 3

3. Configuring your device 4

4. Personal Settings 7

5. Windows Mobile 6.5 7

6. Configuring your Windows Mobile 6.5 device to connect to NHSmail 7

1. Introduction

This document details how to configure your Windows Mobile device to work with your NHSmail account. If you require any assistance setting up your device, please contact your local helpdesk.

Before configuration ensure you have backed up the device. Installation will by default replace all contacts, calendar items and tasks currently held on the device with what is held in your NHSmail account, so please ensure the data in your NHSmail account is up to date before proceeding.

Important note: some mobile devices provide an initial synchronisation option of replacing the Calendar and Contact information in your NHSmail account with the data held on the device. If you select this option all existing calendar and contact information in your NHSmail account will be removed and replaced with the data on your device and it could, as a result, be left blank.

If you erroneously select this option there is no way to recover your NHSmail Calendar and Contacts unless you have your own personal backup. This is because although it is possible to recover deleted items in NHSmail up to 14 days after the event, your handset has instructed the service to change, not delete, the data in your account.

Please note: should you wish to use a personal device to access NHSmail you must ensure you have approval from your own organisation to ensure compliance with local information governance policies.

Devices that have been modified by techniques such as ‘Jailbreaking’ or ‘Rooting’ should never be connected to NHSmail as the security/integrity of the device is not guaranteed.

Your organisation will also need to confirm that a Windows Server client access licence and an Exchange server client access licence is allocated to your mobile device.

2. NHSmail mobile device policy

Devices connecting to NHSmail must adhere to the NHSmail mobile device policy which is automatically applied:

A password is required to unlock the device The inactivity timeout should be set to 20 minutes. After this time, or if the device goes into standby mode, the password has to be entered to unlock the device If an incorrect password is entered eight times in succession, the phone will be automatically wiped of ALL data and restored to its default factory settings The maximum message size is 500KB. You can receive messages over this size in your NHSmail mailbox but not on your phone Only one month’s worth of email will be synchronised to the device to reduce the risk of data loss as well as improve synchronisation times / reduce cost You are required to change the device password every 90 days Encryption at rest will be enabled on devices with the built-in capability to support it.

Windows Mobile devices with operating system 6.1 or 6.5 do physically encrypt data at rest, however other Windows Mobile versions do not support encryption at rest and therefore should not be used to hold or transmit patient identifiable data unless you have authorisation from your organisation’s Information Governance Board. Encryption at rest encrypts the data on the phone meaning it can only be read after the phone is unlocked by the user, preventing access should it fall into the wrong hands.

The following link from Microsoft will help you identify the version of Windows Mobile you are using: http://www.microsoft.com/windowsmobile/en-us/help/getstarted/identifying-touch-non-touch-devices.mspx

Please note that encryption on these devices is remotely switched and there is no facility to turn it off.

Once the policies have been applied to the device they can only be removed by performing a factory reset (format) of the device.

It is important to remember that receiving data on your device may incur a financial cost to yourself or your organisation. Check with your organisation for more information regarding data plans and tariffs.

3. Configuring your device

Please note there may be differences in configuring individual device handsets. Please consult your manufacturer guidance for more information.

On your mobile device, go to Start, and then Programs if available:

Next locate the ActiveSync icon and tap it:

Locate the blue underlined link, “set up your device to sync with it” and tap it:

In the Email Address bar enter your NHSmail email address.

Make sure the “Attempt to detect Exchange Server Settings automatically” box is ticked and then tap Next:

In the following screen for User name enter your full NHSmail e-mail address. For your Password, enter your NHSmail password.

The Domain will be greyed out and cannot be filled so you can leave this blank.

Put a check mark in the Save Password box if you want your device to auto memorise your password.

Tap Next:

The following screen will show the “Automatic Configuration” screen. Tap Skip on the bottom to proceed to the next step:

In the field labelled Server Address enter eas.nhs.net and tick the box in “This server requires an encrypted (SSL) connection” and then tap Next:

4. Personal Settings

Finally you will have the following choices Contacts, Calendar, E-mail and Tasks. Un-tick those that you do not want synchronise with Outlook.

Please refer to your device guidance for more information.

If you select Calendar or E-mail you can further configure these options to modify how your device syncs with your Exchange account by tapping Settings. However, if you are satisfied with the defaults that your device provides, tap Finish:

If you were successful, you may receive an ActiveSync window informing you that Exchange Server eas.nhs.net must enforce polices on your device. Tap the OK button and your device will start synchronising.

5. Windows Mobile 6.5

Windows Mobile 6.5 is very similar to previous versions of Windows Mobile, the notable difference being that the screen design is slightly different. Phones running Windows Mobile 6.5 are:

HTC Touch 2 HTC HD2 HTC HD mini Samsung Omnia Pro.

6. Configuring your Windows Mobile 6.5 device to connect to NHSmail

Select start to navigate to the main menu.

Select the E-mail icon.

Select Setup E-mail.

Select Microsoft Exchange.

You will be presented with the screen below:

Enter your NHSmail email address i.e. [email protected].

Enter your NHSmail password.

Select Manual Setup.

Enter your user name which is your NHSmail email address

Domain: leave blank

Server address: eas.nhs.net

Tick “This server requires an encrypted SSL connection”

Select Next:

You can now select which items to synchronise as shown below.

Then click Finish.

You configuration is complete. Your mobile device will start to download your emails as well as your calendar, contacts and tasks if you chose to synchronise them.