What do I need to know about Microsoft Exchange Online?
TABLE OF CONTENTS
- What is Multifactor Authentication (MFA)?
- Why am I asked to provide security information when I sign in?
- How frequently should I expect to see Multifactor Authentication (MFA) prompts?
- How do I get to Outlook Web Access (OWA) formerly known as Webmail?
- How do I set up Outlook on my Smart Phone?
- What is a Focused Inbox and how do I toggle if On or Off?
- I noticed a new ‘Groups’ section in my mailbox. What is this?
- I got an email telling me a message is in Quarantine. What is that?
- Do I need to use VPN while off network to connect to Outlook or Outlook Web Access (OWA)?
- I plan on leaving the country and I want to work while I’m away. What arrangements should I make so that I can access online resources such as Outlook Web Access (OWA)?
Summary
The information found on this page is meant to help address some frequently asked questions about accessing Exchange Online, Outlook Web Access (OWA), and other Microsoft online resources.
What is Multifactor Authentication (MFA)?
Multi-Factor Authentication (MFA) is a security method that requires you to verify your identity using two or more factors. These factors can include something you know (such as a password) and something you have (such as a phone). MFA enhances security by adding an extra layer of protection against unauthorized access.
Using MFA is required by Microsoft to access all online resources. An example of an online resource is Outlook (both Outlook Web Access (OWA) and Outlook on your desktop).
Why am I asked to provide security information when I sign in?
If you are prompted to fill out additional information for your account after signing in, it is very likely due to the requirement for Multi Factor Authentication (MFA). These prompts are expected when you have not configured your MFA.
If you encounter this, please continue securing your account by setting up MFA. Detailed instructions can be found in this Knowledge Base article.
How frequently should I expect to see Multifactor Authentication (MFA) prompts?
The frequency for MFA prompts that you will see is expected to be minimal when you are accessing online resources using your state issued computer. There is a lot going on behind the scenes to minimize any disruptions, however these background processes may from time to time require MFA to be satisfied. This should be a rare occurrence and if you find that you are frequently prompted for MFA then you are encouraged to reach out to your support team for resolution.
If you are using a personal device for accessing online resources, you can expect to be prompted for MFA more frequently.
How do I get to Outlook Web Access (OWA) formerly known as Webmail?
The link to Outlook Web Access (OWA) has changed. You can see this link in the web page when you visit the old link, but it is also found here for convenience:
How do I set up Outlook on my Smart Phone?
In order to sync your calendar/email to your phone, you will either need to install the Outlook app from the App Store/ Play Store or if you are using a native mail app then you may need to update the connection settings if automatic configuration is not available.
For the Outlook app:
Locate the app from your app store and install it
Sign in to the app with your courts.wa.gov email address and password
For native/other apps, the experience may differ. Most apps should support signing into Office 365 and that should be sufficient. In case you need to fill out specific info, ensure that you use the following:
If you have an existing profile, it is highly recommended you delete it and create a new one for this process
If asked for ‘server’ or ‘server address’, provide the following: outlook.office365.com.
If asked to choose between a manual and automatic configuration, choose Automatic.
For additional instructions from the manufacturer’s website, please see these links:
What is a Focused Inbox and how do I toggle if On or Off?
A focused inbox is a view available for your mailbox. It is a feature implemented by Microsoft that automatically separates common mail from more important mail. This view can easily be toggled On or Off in the following way:
Select The View tab from within Outlook
Select or Deselect the ‘Show Focused Inbox’ button
I noticed a new ‘Groups’ section in my mailbox. What is this?
Microsoft Outlook was built with full application suite interoperability in mind. As you become a member of certain teams in the future, you will see this section grow. If you don’t have anything in there now, there is nothing to worry about!
I got an email telling me a message is in Quarantine. What is that?
Messages that are sent to Exchange Online are scrutinized to ensure integrity. After your mailbox is first migrated into Exchange Online there may be messages that are miscategorized as spam and they will be quarantined. When this happens, you will receive an email indicating the message has been held up in Quarantine and you will have the opportunity to release it.
As time goes on, the algorithm used to validate integrity of messages will get better and you will get fewer of these messages.
To view what you have in quarantine, please see this link: https://security.microsoft.com/quarantine
Do I need to use VPN while off network to connect to Outlook or Outlook Web Access (OWA)?
No, an active VPN connection is not required to access online resources such as OWA when you are working remotely. However, it is quite important that you connect to the courts.wa.gov network regularly, whether through a direct onsite connection or VPN. This will ensure that both your computer and your account receive any recent updates and allows synchronizing with internal services.
I plan on leaving the country and I want to work while I’m away. What arrangements should I make so that I can access online resources such as Outlook Web Access (OWA)?
If you plan on doing some work while taking a trip outside of the country, no problem! However prior arrangements will need to be made so that you can effectively continue to access your online resources. The best way to do this is to work with your support team to submit a Firewall Access Request making sure to indicate the countries you intend to travel to and your travel dates. Doing this will ensure that you can maintain access as needed while you travel abroad.