Illegal activity includes, but is not limited to, sending, or receiving material related to paedophilia, terrorism, incitement to racial harassment, stalking, sexual harassment, and treason. Use of the service for illegal activity will result in the immediate disablement of your NHSmail account. The NHSmail service is not responsible for the content of any user-created posting, listing or message made on the service.

Outlook Web Access Learning Series

The private setting should always be applied if you are working on documents containing personal data of patients, staff, or others. If you choose to change the settings to public and use the ‘allow everyone’ setting you will publicly share content with across the platform. It is unlikely you would ever need to do this, and you may breach data protection, safety, and security protocols if you do so.

Your NHSmail Local Administrator has access to update details in the NHS Directory. NHSmail facilitates the exchange of information but it may not determine the definitive position of a situation and should always be read in context of the situation it concerns. I.e., patient notes may be exchanged using NHSmail but may not consider additional information added into the patient’s record. The NHSmail team reserves the right to withdraw an NHSmail account from use should operational requirements dictate. There may be circumstances under which it is necessary for a designated and authorised person other than you, to view the contents of your files and folders within NHSmail. Microsoft Teams Shared Channels allow users inside and outside of NHS-mail to chat and collaborate without the need to switch tenants.

Ensure your calendar settings are set in accordance with your local organisation policies. It is recommended that all NHSmail user accounts enroll Multi-Factor Authentication (MFA) to enhance the security of the NHSmail platform. Further guidance on setting up MFA is available on the NHSmail support site – User Guides – NHSmail Support. NHSmail includes the core services of secure email, the NHS Directory, O365 including Teams and portal administration tools. There are a number of additional O365 Top-up and Add-on licence services which will only be available if your organisation has chosen to purchase and enable them. This series will provide you with learning materials designed to support you in using the new Outlook Web Access interface.

The decision to post, view or interact with content and others via the service is a local risk decision. And are provided to health and social care staff for their use to support publicly funded healthcare. Where accounts are no longer used they are automatically removed after a period of inactivity as defined in the Data Retention and Information Management Policy. Such requests are strictly regulated, the process is detailed in the NHSmail access to data procedure. Access for any other reason, for example long term sick, is subject to local processes and procedures and is not governed by NHSmail.

5 Information governance considerations:

As an NHSmail account holder, you should expect to receive ad-hoc communications about NHSmail from NHS England and our suppliers of the service informing you of changes or important updates to the service that may impact your use. Caldicott and local Information Governance principles should apply whenever sensitive information is exchanged. Information you provide or upload to the service may be stored outside of the country in which you reside. This includes, but is not limited to unsolicited marketing, advertising, and selling goods or services. You must not use the NHS Directory to identify individuals or groups of individuals to target for marketing or commercial gain, either on your behalf or on that of a third party. It is your responsibility to make sure your details in the NHS Directory are correct and up to date.

• Illegal activity includes, but is not limited to, sending, or receiving material related to paedophilia, terrorism, incitement to racial harassment, stalking, sexual harassment, and treason.
• If your organisation already has another publicly funded email account, you are not eligible for NHSmail, for example ‘nhs.uk’,‘gov.uk’ or domains accredited to the secure email standard.
• If your organisation has enabled the sharing of files or links using O365 collaboration tools including Teams, the same precautions must be adopted as stated above for email.
• You must ensure your password and answers to your security questions for the NHSmail services are always kept confidential and secure.

Module 3: Sending and Receiving Emails

Email messages are increasingly a source of viruses which often sit within attached documents. NHSmail is protected by anti-virus and anti-spam software although occasionally, as with any email service, a new virus or spam message may not be immediately detected. If you are unsure of the source of an email or attachment pin-up casino india you should leave it unopened and inform your local IT services. If you receive spam messages you should report them to using the process detailed on Reporting Cyber Threats on the NHSmail support site.

Using NHSmail services to exchange sensitive information

You must not attempt to disguise your identity, your sending address or send email from other systems pretending to originate from the NHSmail service. Where there is a need to provide someone else with the ability to send email on your behalf, this should be done via the delegation controls within the service. Where an organisation wishes to send email on behalf of its staff the organisation may request the ability to do this via Impersonation accounts. Impersonation enables an application account to impersonate all user accounts within an organisation.

You must not introduce or forward any virus or any other computer programme that may cause damage to NHS or social care computers or systems. If you are found to be deliberately responsible for introducing or forwarding a programme that causes any loss of service, NHS England may seek financial reparation from your employing organisation. You must abide by the local policies and regulations applicable for your organisation with regards to uploading of content to the O365 applications and collaboration tools. Content of this nature must be stored in your local organisations patient record systems in accordance with local information governance policies.

• If you are found to be deliberately responsible for introducing or forwarding a programme that causes any loss of service, NHS England may seek financial reparation from your employing organisation.
• Your Local Administrator should be part of this process to ensure archived data is stored appropriately.
• This includes, but is not limited to unsolicited marketing, advertising, and selling goods or services.
• There are a number of additional O365 Top-up and Add-on licence services which will only be available if your organisation has chosen to purchase and enable them.
• Remember that personal information is accessible to the data subject i.e., the patient or staff member, under General Data Protection Regulation (GDPR) legislation.

Remember that personal information is accessible to the data subject i.e., the patient or staff member, under General Data Protection Regulation (GDPR) legislation. When you are sending sensitive information, you should always request a delivery and read receipt (email) or recipient acknowledgement (Teams messaging) so that you can be sure the information has been received safely. It is your responsibility to check who has access to your SharePoint sites, Teams groups, is a member of your Yammer network or access to your OneDrive. The NHSmail Portal does not have an automated procedure to remove permission for individuals who have left your organisation. NHS England, in line with NHSmail governance framework, may authorise activity on the service to protect and manage it against external threats to maintain its security and integrity.

3 Responsibilities when using the NHS Directory service:

This means that both those sending and receiving the information know what is to be sent, what it is for and have agreed how the information will be treated. It is your responsibility to check that you are sending email to the correct recipient as there may be more than one person with the same name using the service. Always check that you have the correct email address for the person you wish to send to – this can be done by checking their entry in the NHS Directory. If your organisation already has another publicly funded email account, you are not eligible for NHSmail, for example ‘nhs.uk’,‘gov.uk’ or domains accredited to the secure email standard. If you are a member of clinical or care staff, you may use NHSmail services in relation to the treatment of private patients in accordance with your own professional codes of conduct.

Communications made via the NHSmail service may be intercepted and security threat information shared with authorised government entities, like the National Cyber Security Centre. If it is likely that you may be sent personal and/or sensitive information you must make sure that the data is protected. Unattended devices must be locked to ensure that data is protected in the event of the device being lost or stolen. You must always be sure you have the correct contact details for the person (or group) that you are sending the information to.

Should you require multiple accounts, this would be a local organisation decision dependant on each use case. Attachments within calendar appointments are counted as part of your mailbox quota and should be regularly deleted to ensure your quota is not breached. Your organisation maintains day to day administration responsibility for your NHSmail account. If your use breaches this AUP or the Access Policy, your organisation has the right to undertake disciplinary procedures in accordance with your local HR policy. A copy of the current version can be found at Acceptable Use Policy – NHSmail Support.