Good morning all, another first for me in this job.
A teacher has handed me her HTC windows phone and would like access to school emails.
I have never set up email on a phone before and assume it isn't workign because I'm doing it wrong, or missing a setting.
When adding an account should I be adding an "outlook" account or "other account (POP and IMAP)"
Both seem to not work but I'm fairly sure it's because I'm putting in either the wrong server or domain name into the wizard.
Coud anyone shed any light on the correct way to access school emails from a mobile, pretty sure the server is "outlook.lancsngfl.ac.uk" but as I've said I've never done this before and have nothing to go off.
Sometimes, you need to use the Outlook WebAccess address instead of the proper server. [We have to do that here.]
Also, is it school hosted or LEA hosted?
Ours is LEA hosted [soooon....] so I need to remember to add "LEAdomain\" to the username. Also, the username and the mailbox name are different here.
If you have outlook on the computers, have a look in the account settings, it'll help you figure out what you need. The best idea would be to try it out on your own phone, providing you have a phone that can recieve emails.
Hi all, thanks for the replies, the heads phone let me look at the settings unlike many others, so I took the settings from there.
Incase this comes up for anyone in future it was quite simple, it had to be set up as a pop account, with the pop and smtp server being 'outlook.lancsngfl.ac.uk'
I would have thought it would be an exchange account with a name like 'outlook.lancsngfl.ac.uk'.
An Outlook connection with ... ActivSync (struggling to remember the name)... would be better than a POP connection IMO.
My old Desire had Microsoft Exchange ActiveSync as standard. The Galaxy S2 I have now, also has it. Works a treat... well except making the mistakes of checking emails at night/weekend/holidays....
If you don't host the server, you might have to get some specific server details from the host.
Last edited by Hawkeyez; 26th February 2013 at 01:17 PM.
As soon as I try an use the activsync, my phones prompts me to create a pin to lock and unlock my phone and they encrypts all the data on the phone, I assume to many this is appealing but it seems a little more trouble than it's worth, what is the benefit of activ sync over POP?
Other than the technical bit of this (being answered by others) have you included anything in your AUP about this.
A few things for you to think about ...
It is quite likely that the teacher will receive emails about the behaviour of students, details about them such as their date of birth, or even attachments with more details in ... all stuff which had previously only been available once you have authenticated via a web page or authenticated on a desktop / laptop and run a mail client.
1 - What policy do you have in place to insist that a complex passphrase is used to protect the device?
2 - Does the device have a setting on it so that after repeated (failed) attempts to log into the device it will wipe itself?
3 - What additional advice and training have you given staff around who can also use the device once this has been set up?
4 - Have you changed your leavers process to take into account ensuring that the account is removed from the device when a member of staff leaves?
None of the above is a reason to stop allowing access to emails on mobile devices, but things that should be covered off ... and applies across all devices!
pop3 over active sync?
Are you sure you're not just using activesync?
Pretty sure I'm not using activ sync as I'm not required to enter a pin number or encrypt my SD card, the second I set up an activ sync account all that changes and I need to use a 6 digit pin to unlock my phone.
But, ATM you're bypassing the restrictions set by the email admin. Like GrumbleDook and I said, it's there for a reason.
If I understand it correctly, should anything happen and pupil information gets out because of you bypassed the security, it'll be you in the firing line. [ @GrumbleDook confirm/deny, please.]
Last edited by X-13; 26th February 2013 at 02:05 PM.
Unless you have disabled the AS policies. Regardless, I personally recommend using AS with PIN/Policies applied.
It'll be both you and the school (both the Head and the School as a body) will be in trouble should a data breach occur ...
Likely areas where a breach could occur.
The phone is not secured by a passphrase and others can access it with ease.
The phone is secured but the passphrase is known by several others.
The phone is secured but is unlocked by the user, then handed over to someone else to use (eg family member to make phone calls / play games / send emails using another account linked to the phone)
Email is sent out using the wrong account (eg personal account on the phone rather than the work account)
The phone has additional services enabled (eg bluetooth) which are not secured and allow for the remote connection and browsing of files saved from attachments.
The phone is set to automatically sync saved files to a machine not allocated / secured via work.
These are some of the areas ... I'm sure more scenarios could be covered if needed.
A lot of the above can be dealt with via organisational policy rather than technical solutions ... but they can be covered.
Manage risk ... don't avoid it!
X-13 (26th February 2013)
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