Our Trust uses Microsoft 365, therefore we only support the Microsoft Outlook App. Pre-requisites To ensure personal devices are secure to access Trust data, we require the following to be set up. Microsoft Authenticator How to Set up Microsoft Authenticator Outlook App Installation and Configuration 1. Download the latest version of the Outlook App Android Phones Apple Phones Outlook (Play Store) Outlook (App Store) The icon should look like the image below: 2. Follow the instructions to register your device as per below. iOS (Apple Devices) Please follow the steps on the screen when opening Outlook and you can follow the steps through to register your device. Android (Samsung & Huawei Devices) Please follow the steps on the screen when opening Outlook and you can download the Company Portal (shown below) to then follow the steps through to register your device.   3. When opening Outlook for the first time, you will be prompted to restart the app and open it again. 4. Creating a PIN To protect data on the Outlook App, you need to set a 6 digit PIN.  This will:  automatically ask again if you don't open the app for more than 30 mins. wipe data on the Outlook App if you get your PIN wrong more than 5 times. If you have an Personal Account already set up 1. If you have an account already, within the OUTLOOK app Please click the add new account button.   2. Click " Add Account " 3. Enter your " Email Address. "  4. Authenticate with " Microsoft Authenticator. " 5. Your account should be shown on the left-hand side pane with a Microsoft 365 Logo.

1. Click on the account name button on the top-right corner and select Open another mailbox... 2. A search prompt will appear. Enter the name or email address of the shared mailbox within the search field and select the correct account from the provided results. Select Open.  

Article Includes:  An overview of Encrypted emails Sending Encrypted emails from Outlook web Sending Encrypted emails from Outlook app External users receiving Encrypted emails Receiving Encrypted emails on Outlook An overview of Encrypted Emails Email encryption is a security measure to encode, or scramble, a message so that only the recipients with the key (code) can unscramble and read the message. Encrypted emails are used to securely send personal and/or sensitive information. This can be internal emails, to prevent forwarding or printing, or external emails, to secure the contents from hackers. The 4 different options are explained below. Internal and External Emails Encrypted (Default) This option will: Protect the content using encryption NOT prevent printing NOT prevent the email being forwarded to anyone else Do Not Forward This option will: Prevent the recipients from forwarding the email to anyone else Prevent printing Protect the contents using encryption Internal Emails Only Confidential \ All Employees This option will: Prevent external recipients from being able to view the email Prevent the recipients from forwarding the email to anyone else Prevent printing Protect the contents using encryption Highly Confidential \ All Employees This option will: Prevent external recipients from being able to view the email Prevent the recipients from forwarding the email to anyone else Prevent recipients from replying Prevent printing Protect the contents using encryption Sending encrypted emails from Outlook web Encrypted emails can be used to keep the integrity of data that is being sent and to make sure any confidential information is kept safe, follow these steps to send encrypted emails:  1. Create a new email and select the Encrypt button at the top or bottom of your email. 1a. You may need to click the 3 dots, to find the Encrypt button. 2. A new encrypt notification will pop up, if you select the 'Change permissions' option you can select the recipient to have access to certain access types. 3. Once the preferred permission has been selected, the email can be sent.   Tips and Tricks Permanently keep the Encrypt button visible 1. Click the settings icon.  2. Scroll down and select 'View All Outlook Settings' 3. Select Mail, Customise Actions and tick the box that says 'Encrypt' Sending encrypted emails from Outook app 1. Sending emails from the outlook app is a similar process, first create a new email.  2. Navigate to the 'options' tab and select 'Encrypt,' the standard encryption options will be listed in the drop down menu.  3. Once selected, the email will be encrypted and ready to send.    External users recieveing Encrypted emails When external users recieve these encrypted emails if they do not use Microsoft 365 for their email service they may have to run through the process showcased below (Gmail email service example.) 1. Open the email and select 'Read the message' 2. Select the option 'Sign in with a One-time passcode,' a 8 digit code will be sent to your email.   3. Navigate back to your emails and enter in the code that has been sent. 4. Once the code has been verified you will be re-directed to the encrypted email.  Receiving encrypted emails on Outlook 1. When receiving encrypted emails on outlook, there is no added steps to accessing the email. The inidication of a encrypted email is the padlock icon. Outlook on the web: Outlook app:

Article Includes:   How to Book a timeslot in the Sandmat meeting rooms using Outlook on the web  How to Book a timeslot in the Sandmat meeting rooms using Outlook for Windows 10.     An overview of the Outlook booking system  The Outlook room booking system allows timeslots to be booked in advance without the hassle of a paper copy,  booking time slots for these rooms creates a hassle free environment with no overlapping conference times.     How to book a timeslot in the meeting rooms using Outlook on the web  1. Select the calendar option on the left menu.     2. Select 'New Event'    3. Set up the meeting by creating a title, inviting the attendees, selecting the date and time that the meeting will be held and finally the room/location that will be used. There is also an option to have the meeting through Teams if this is more convenient.     4. Once the room or location box has been selected a drop-down menu will appear, select the option 'Browse with room finder.'    5.The room finder will provide a list of all the meeting rooms available.           6. Once the meeting has been sent a new event will pop up on your calendar.     If a room is unavailable the Room finder will notify the user that the time specified for that particular room is unavailable:     How to Book a timeslot in the meeting rooms using Outlook for Windows 10  1. select the calendar option on the Outlook app    2. at the top left of the screen choose either the New Appointment option or the new meeting option depending on the scenario.     3. Run through the same process of a title for the meeting, Attendees to invite, the time schedule of the meeting and the room finder option.     4. Once the room finder has been selected a menu will pop up, select the correct room where the meeting will take place. Once all the preferences have been configured you can send the meeting across.         Note that the meeting rooms will also show an unavailable text box under their name in the room finder which is the same as the Outlook for web process:     

To reset your password please click the following shortcut on your keyboard: Ctrl + Alt + Delete. A menu will appear, select the 'Change password' option. This will open a link and ask you to sign in with your credentials, enter your email address and password, this will run through the process of resetting the password.

To create a shared mail box, you first need to login to the admin section of Microsoft Exchange center and follow the steps below: 1. In the left hand menu select the tab Recipients, then select Mailboxes. Now click on the Add a shared mailbox tab. 2. After selecting add mailbox fill out the information required. 3. When all the information has been entered click the create button in the bottom left corner. Now your Mailbox has been created. 4. The next step is to add members. To do this select the add users to this mail box tab. 5. After clicking on the add users tab, select the people who need access to this mail box. 6. Once you have done this and clicked the save button, your shared mailbox is ready to be used.

You can configure Outlook so that it allows you a small period of time after sending an email to 'undo' the send. You have to turn this on in Settings, and it can only be up to 10 seconds. It works by holding the email for up to 10 seconds after you hit 'send' so that if you realise you didn't want to send it yet, you can cancel the action. If you want to undo an email after this time, you will have to use the 'Recall Email' function -- but with that option, it's not guaranteed that it will be recalled if the other person has already opened it. Outlook on the Web 1. Go to Settings You should select Email > Compose and reply and if you scroll down slightly you will see the 'Undo send' option. 2. Configure how long you want the delay to be

1. Go to Outlook.office.com and login to your emails  2. Click the Settings Icon  3. Select Compose and Reply 4. Click the + Email Signature and Give it a name e.g "my signature"   5. Click the Image icon as in the image above and select your email Signature that was sent to you. 6. Select the Default Signature to the new one you created and for new messages and replies and forwards 7. Click Save 

When sending emails within SAND Academies Trust, it's possible to recall a sent email under certain circumstances. This will only work for internal email -- 'internal' means any email that is both sent from a sandmat.uk address and sent to a sandmat.uk address. If you have sent an email to anyone else outside of SAND, this will not work. 1. Recalling the sent email To begin, go to your Sent Items in your Outlook and open the sent email that you wish to recall. In the email message, click the three dots in the top-right corner of the email. Choose 'Advanced options' and then 'Recall message'. You should see the following message: Click OK to proceed. 2. Checking the status of the email recall Once you've recalled the email, you should get a notification through to your inbox: You can click the link in the email to 'View Message Recall Report' if you want to check on the status of the recall. Doing so will take you to a webpage, as below. Notice that the email to Bob is currently under the 'Pending' section. It has not yet been recalled. Click the 'Refresh' button to check for updates. Once the email has been successfully recalled, you should be able to refresh to page and then see the email to Bob under the 'Recalled' tab:

When you write an email in Outlook, you can 'schedule' the email to be sent at a later time instead of sending immediately. To do this, write the email in the normal way. When you're ready to send the email, click the drop-down arrow next to the 'Send' button. Next, click 'Schedule send'. This will present some quick options for scheduling the email. If you want to enter a specific time, click 'Custom time'. You can then choose the custom time, and click 'Send'. The email will not actually be sent until the time you specified.