If you hold a District role, then you will be assigned an Office 365 account for email, team messages, file storage and sharing. You will have complete access to the full suite of Microsoft products.

You will be sent an email that contains your email address and password. You must visit www.office.com and log in using these details.

For a list of what app you have been assigned in your Office 365 account, you will need to login to your portal here, or go to https://portal.office.com

We will provide the Web Versions of all the applications necessary for your role.  Which include:

  •  Excel – Spreadsheet
  •  OneDrive – Cloud File Storage
  •  OneNote – Notebook
  •  Outlook – Email & Calendar
  •  Powerpoint – Presentations
  •  Sway – Interactive Newsletters
  •  Forms – Online Surveys and Data Capture
  •  Word – Word Processor

Account Concepts

In most cases, you will have been set up with a minimum of two ‘accounts’:

  1. Name account, in the format of <firstname>.<surname>@harrogatescouts.org.uk
  2. role-based account that matches your position, e.g. <roletype>@harrogatescouts.org.uk (Note: you may have more than one of these mailboxes)

You should only use the login details provided by the District team for logging in to any of our Office365 services!

It is understood that this ‘two account’ set-up does make things slightly more complicated.
However, there are several reasons why this approach has been adopted:

  • Regardless of the number of roles you hold, you only ever need to know one account to log on. You may have a personal login and also a role-specific account.
  • If multiple people require access to a mailbox, this can be managed without having to share credentials
  • It helps to keep licensing to a minimum
    Only personal accounts are licensed.
  • If someone else comes in to assist with a role (for example, due to long term absence or illness) someone else can be given access to the mailbox without having to worry about resetting passwords, etc.
  • When someone else comes into the role, the new and old person can have access to the same mailbox for a period of time, aiding the transition

Recommended Basic Setup

Please ensure you follow the steps below the first time you log in

  • Go to www.office.com and log in with your main email address and assigned password.
    When you first logon, you will be prompted to:
    • Change your password
    • Enter details to allow you to do ‘self serve’ password resets
  • Confirm your personal details:
    • Log in to https://outlook.office.com with your email
      If you are prompted for a timezone, the recommended setting is (UTC +00:00) Dublin, Edinburgh, Lisbon, London
    • Click on the gear icon on the top right hand corner of the screen, which will bring up the Settings menu 
    • Click on Mail under Your app settings
    • In the menu, just above Mail, there should be a General option. Click the triangle to the left of General, to expand the menu
    • Click on My Account and ensure that the details are populated and correct.
      As a minimum, the following fields should be populated:
      • First name
      • Surname
      • Display name
    • (optional) You can also add your photo by clicking the pencil icon below the image with your initials, at the top of the page
    • It is also recommended to check the Region and time zone settings (further down the General menu options) are correct. The recommended setting is (UTC +00:00) Dublin, Edinburgh, Lisbon, London
  • Ensure you can access your mailbox(es). Details of how to do this are in the Email section below

Email

There are numerous different ways to access the mailbox, and it is difficult to account for every conceivable option here.

Therefore, only the most common methods are shown below. If you have more specific requirements, please drop us an email with more details and we will do our best to assist

1. Outlook Web Access / OWA

The quickest and easiest method to access the mailbox is via Webmail, otherwise known as Outlook Web Access or OWA.

Although this is not compulsory, it is strongly recommended that you, at least, log in and set up OWA to be able to access all of your mailboxes, regardless of how you intend to access longer term

To access OWA:

After you have logged in with your personal account, you may need to add your role-based email account(s). To do this

  1. Click on the More link, under the folders section
  2. On the top level folder, right click and select Add Shared Folder… from the menu
  3. Type in your role based email address and select it from the pop-up list (if it doesn’t appear click Search Directory)
  4. Select the account and click Add

Using ‘Send As’ to send email as your ‘Role’ rather than your name account

When you have both a personal email address and a role email address, you can choose what the recipient

2. Mail Client (e.g Outlook)

Most modern clients now provide a means of setting up the mailbox by simply entering the email and password and the server settings are configured automatically. This should happen with the Office365 account as well

Instructions below are for Microsoft Outlook, as this is the most popular mail client.
However, most other mail clients will have a similar functionality

  1. In Outlook, Click File
  2. Click on the Account Settings button, and then click on Account Settings in the drop down menu
  3. In the Email tab, click on New…
  4. Type in your Name, Email Address and Password
  5. Click Next and the settings should be auto-discovered and the account created in your mail client

If you experience issues, let us know what client (and version) you are using, and we will try and provide specific instructions.

Worst case, if you can’t get the account added, access the mailbox via Outlook Web Access (https://outlook.office.com in the short term)

Using ‘Send As’ to send email as your ‘Role’ rather than name account

Your emails will be sent from your main email address that shows your name. If you need to change this and send messages from other addresses, you will need to do the following:

  1. Open a new email message
  2. In the menu bar, click Options
  3. In the Show Fields section, make sure the From button is selected
  4. Click the From drop-down menu and select Other Email Address…
  5. Click the From button and select your role based address from the address list, and click OK

If you experience issues, let me know what client (and version) you are using, and we will try and provide specific instructions.

Worst case, if you can’t get the account added, access the mailbox via Outlook Web Access (https://outlook.office.com in the short term)

Note: Using Outlook is, by far, the preferred method as, if you used auto-discover, your role-based email address(es), and any folders from groups you are a member of, should automatically have been added to your profile.

3. Manual setup of role-based account

Note: If you are using Outlook, and used the AutoDiscover functionality (where you only typed in your email address and password), this step should not be necessary as the role-based mailbox should already be added

The details below should be used to set up direct access to a role-based mailbox
The key difference, to above, is the Username format – please note and enter with care!

Incoming Mail Server (IMAP / POP) Settings

  • Server: outlook.office365.com
  • Protocol: IMAP
  • Email address: <role based email address>
  • Username: Same as Email Address
  • Password: Password you have confirmed
  • Port: 993
  • Encryption: SSL

Outgoing Mail Server (SMTP) Settings

  • Server: smtp.office365.com:587
  • Username: <role based email address>
  • Password: Password you have confirmed
  • Port: 587
  • Encryption: TLS

3. Mobile / Tablets

Most mobiles and tablets will have the ability to auto-detect settings.
However, this will only work for the Personal accounts, and not the role-based mailboxes and, so, the following setup is recommended:

iOS

Personal Account

  1. Go to Settings > Mail > Accounts > Add Account > Exchange
  2. Type in your email address in the Email field
  3. Enter your password in the Password field
  4. If desired, update the Description field to be something more meaningful (e.g. “Scouts HW”)
  5. The settings should be auto-detected and you should not be prompted for further information.
    If you are, then the most likely reason is there is an error in either the username or password
  6. Select which functions you wish to sync with your device

Android

Settings for Android can vary greatly, depending on the device and version of Android in use.
Therefore, it is not really practical to write specific instructions. However, using the iOS details above, you should be able to get the account set up

If you are really struggling, please contact us and we will see what we can do to help

OWA App

An alternative option is to use the OWA (Outlook Web Access) app:

The OWA app provides a mobile version of https://outlook.office.com.
Therefore, the steps in the Webmail section should have been followed, in order to add the role-based account(s), before use

Alternatively, if you prefer, you can set up the standard mail application on your device manually, using the details for Manual Setup in a standard mail client above

Note: Most documentation will direct you towards the Outlook mobile app for accessing Office365 mailboxes.
Whilst this will work, it does not support the role-based accounts and will only allow you access your personal account – hence the recommendation to use the default Mail app, or OWA