Moving Forward Together€¢ When Outlook opens, you will be in your AMITA Health mailbox. • It may take up to ten minutes to update the mailbox. Note that the user name at the top

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Moving Forward TogetherAMITA HEALTH INFORMATION SERVICES

© 2015 AMITA Health 15915

EMAIL MIGRATION INFORMATIONThe purpose of IT integration is to bridge the technology and infrastructure between Adventist Midwest Health sites and Alexian Brothers sites to allow AMITA Health to operate as a single, seamless organization. Collaboration and a unified AMITA Health identity is one of the requirements for IT integration.

WHY ARE WE DOING THIS MIGRATION?

Moving all associates to an AMITAhealth.org email address will provide the next step in that unified identity.

WHAT WILL HAPPEN DURING THE MIGRATION?

• The migration to the AMITA Health email system will occur in waves.

• In the following pages you will find information and instructions youneed to know regarding the migration process.

WHAT SUPPORT IS AVAILABLE DURING THE MIGRATION?

• There will be Dell Technicians rounding to assist with the migration.

• If you have any questions or problems during the migration, contact the Email Migration Command Center at 847.506.4400 between 7:00 am and 7:00 pm. You can also contact Justin Arrogante at [email protected] or 847.354.3305.

• If you have any problems after Tuesday, February 2, please call theService Desk.

• Information is posted at iamamita.org/is.

HOW DOES THE MIGRATION HAPPEN?

• Migration refers to the automated process of copying current emailand calendar data from the your current email servers to the AMITAHealth email servers.

• The process occurs overnight beginning at 7:00 pm the eveningbefore your migration day and 7:00 am on the day of your migrationto minimize the operational impact.

WHAT SHOULD I DO TO PREPARE FOR THE MIGRATION?

• Print the email you receive with your AMITAhealth.org emailaddress/login and temporary password.

• Print any calendars you may want available during the migration.

• Do not access your email during the time of the migration process.

JANUARY 22, 2016

WHO DO I CONTACT IF I NEED ASSISTANCE? If you have questions about the upcoming changes, please email Justin Arrogante at [email protected].

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EMAIL MIGRATION INFORMATION

CONTENTS

Contents ................................................................................................................................... 1 Step 1: Migration Day ............................................................................................................... 1 Step 2: Change Your Password and Update Contact Information ............................................ 3 Step 3: Email on Smartphones, iPhones or Tablets ................................................................. 6 Step 4: Update AT&T Connect Password ................................................................................. 8 Step 5: Skype for Business ..................................................................................................... 11 Outlook Web App Migration .................................................................................................... 13 Comparison of AMITA Health Email Standards ...................................................................... 15

STEP 1: MIGRATION DAY WHAT HAPPENS WHEN I LOGIN TO MY EMAIL AFTER THE MIGRATION? • Begin by opening Outlook on your computer after the migration. • You will be prompted to enter your login and password.

o Type your new AMITAhealth.org email address. o Type your new AMITAhealth.org password.

• Click the checkbox to Remember my credentials. NOTE: This is NOT the same login name and password currently used for your email or

computer.

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o You will see a Microsoft Outlook pop-up message. o Click the OK button to Close and Restart Outlook.

• When Outlook opens, you will be in your AMITA Health mailbox. • It may take up to ten minutes to update the mailbox. Note that the user name at the top of the Outlook window will not be changed to the AMITAhealth.org user name • You can verify you are in the AMITA Health mailbox by checking the account settings.

o Click on File, Info, Account Settings. o You will see the https://outlook.office365.com/ as the web address.

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STEP 2: CHANGE YOUR PASSWORD AND UPDATE CONTACT INFORMATION • Once you have successfully logged in and are receiving email reset your temporary

password and update your contact information.

HOW DO I UPDATE MY PASSWORD AND CONTACT INFORMATION? • The AMITA Health Self-Service Portal is used to change your AMITAhealth.org email password. It

is also used to update your contact information. SIGN INTO THE PORTAL NOTE: This is an internal site and you must be on the network to access it. You cannot use the Adventist VPN to access this site. • The Self-Service Portal is located at:

http://selfservice.amita.amitahealth.org:8888/showLogin.cc o Type your AMITAhealth.org Email Address in the User Name box. o Type your AMITAhealth.org Email Password in the Password box.

ENROLL • You must complete a one-time registration page for the Self-Service Portal. • Click on the Click Here link to enroll.

• Complete the information on the User Registration screen.

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• Click on the Enroll button.

• You will get a message that you have successfully enrolled. • After enrolling, you will be able to update your contact information (see instructions below).

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UPDATE YOUR CONTACT INFORMATION • Click the My Info tab at the top of the screen.

• Your full name, email address, and company name is populated and not editable. • Complete all of the other fields using the following format based on the AMITA Health branding

guidelines.

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o Phone numbers use periods instead of dashes: 123.456.7890. o Addresses use Abbreviated: St. Blvd. Dr. Ave. Rd. Ste. IL o Addresses NOT Abbreviated: Lane Floor

• Click the Update button.

CHANGE YOUR PASSWORD • Click on the Change Password tab at the top of the screen.

• The password length is a minimum of eight characters, must include all four of the following items

and the password strength displays as strong. o Lower case alpha characters. o Upper case alpha characters. o Base 10 numeric digits (zero through nine). o Special characters (example, !, $, #, %). o Passwords must be difficult to guess and cannot be common words, phrases, or abbreviations. o Passwords must not contain the user ID as part of the password

• Type your Old Password. • Type your New Password. • Retype your New Password. • Click the OK button. Note: Resetting your password using this utility only resets your AMITA Health email password.

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STEP 3: EMAIL ON SMARTPHONES, IPHONES OR TABLETS • If you receive email on smartphones or tablets, your ability to receive email will be suspended the

evening before your migration day. • After the migration you will need to remove the current Worx or AirWatch email mobile device

management app and security certificates. • You will need to resync your device to the AMITA Health email server.

IOS DEVICES

REMOVE WORX HOME BY CITRIX FROM IOS DEVICES • Open Settings, General,Profiles and Device Management. • Select MDM Mobile Device Management. • Scroll to the bottom of the screen and Select Remove Management. • Select the St. John Health Systems Configuration Profile. • Select Delete Profile. • Delete Worx Home by Citrix from the device.

REMOVE AIRWATCH FROM IOS DEVICES • Open Settings, General,Profiles and Device Management, MDM Profile/V. • Scroll to the bottom of the screen and Select Remove Management. • Enter your device passcode when prompted to confirm that you want to remove the profile. • Once the profile is removed you are no longer enrolled in AirWatch! • Delete any AirWatch apps or 3rd party apps deployed by AirWatch.

ADD AMITA HEALTH EXCHANGE PROFILE • Select Settings ,Mail, Contacts, Calendars, Add Account, Microsoft Exchange. • Enter the information in the fields below.

o Email: AMITAhealth.org email address) ([email protected]). o Password: AMITAhealth.org email password o Description: AMITA Health Email (or whatever you would like).

• Select Next. o Your iOS device will now try to locate your Exchange Server.

• Choose which content you would like to synchronize: o Verify Mail, Contacts, and Calendars are all set to on. o Select Save when finished.

ANDROID DEVICES REMOVE WORX HOME BY CITRIX FROM ANDROID DEVICES • Open Phone Settings, Security, Phone Administrators. • De-select Worx Home.

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• Select Deactivate, OK. • Reboot phone. • Log in to phone • Open Google Play • From the menu on the upper left select My Apps & games • Select Worx Home by Citrix • Uninstall

REMOVE AIRWATCH FROM ANDROID DEVICES • Launch the AirWatch Container on your Android device. • Open Phone Settings, Security, Phone Administrators. • Select the All Apps Button. • Select the Settings Button. • Select Unenroll. • Select Yes to confirm. • You have successfully un-enrolled! You can now delete any AirWatch Apps from your device’s

Apps Manager ADD AMITA HEALTH EXCHANGE PROFILE • Select Phone Settings, Add Account, Microsoft Exchange. • Enter the information in the fields below.

o Email: AMITAhealth.org email address ([email protected]). o Password: AMITAhealth.org email password. o Description: AMITA Health Email (or whatever you would like).

• Select Next o Your device will now try to locate your Exchange Server.

• Choose which content you would like to synchronize: o Verify Mail, Contacts, and Calendars are all set to on, o Select Save when finished.

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STEP 4: UPDATE AT&T CONNECT PASSWORD • Once your email has been migrated, you will need to update your AT&T Connect Outlook add-in if

being used. • If you are prompted for login, you need to enter your log in information specific to AT&T Connect.

RESET PASSWORD • If you do not remember your password and are logged out, you can request a password reset

o Click the Forgot your user name/password link. o Use your previous (alexian.net or ascension.org) email address since the ATT Connects

account were provisioned prior to the email migration

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• You will receive an email in your inbox with your username and temporary password. • Select the Click here link from the body of the email to go to your personnel information and

change your password.

• Select the Change password link. o Use temporary password you received in the email to enter and confirm new password. o Click the Save button. o You will have your AT&T username and password to login

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OPEN AT&T CONNECT • You can open AT&T Connect to schedule, attend meetings, etc.

OPEN AT&T CONNECT IN OUTLOOK • Launch the Outlook client to attend or schedule an appointment with AT&T Connect. • If prompted, enter your username and your new AT&T password you created. • Click Remember me checkbox.

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STEP 5: SKYPE FOR BUSINESS If you have Skype for Business, you will need to change your settings to login to AMITAHealth.org. SIGN IN TO SKYPE FOR BUSINESS • Once your email has been migrated, you will need to update your Skype for Business.

o Sign in with your AMITAheatlh.org email address and password. • If Skype opens automatically go to the Gear Button and sign out. • Sign in with your AMITAheatlh.org email address. • When prompted, enter your AMITAheatlh.org password.

CONTACTS • Your contacts will not migrate along with this move and you will need to recreate your contact list

and groups. • For anyone that has not been migrated to AMITA Health, they will be treated as an external

contact in Skype. • You still will be able to communicate with people that will not migrate or are waiting to migrate. • You also have the ability to add Adventist/Ascension contacts in this manner.

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ADDING AN EXTERNAL CONTACT • Find the external contact by typing the email address in the Find Someone box.

OR YOU CAN • Navigate to the icon of the person with the + beside it, under the magnify glass. • Add a contact not in my organization is the option you want to select. • Enter the email address for that person. • Click the OK button.

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OUTLOOK WEB APP MIGRATION • Your migration will be complete after 7:00 am on your migration date. After 7:00 am you can also

go to portal.office.com to access your mail. • You will be prompted to enter your login and password.

o Type your AMITAhealth.org email address. o Type your AMITAhealth.org email password.

NOTE: This is your AMITA Health email address and password. It is NOT the same login

name and password currently used on for your email or computer. NOTE: The order and view of the screens below will be different based on the Internet

browser and version on your computer. • The first time you log in you will see the

o Select English as your language and Central as you time zone. o Click the Save button.

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• Click on the Mail icon to access your email. You can also click on the Calendar icon to access your calendar and the People icon to access your contacts.

o You Inbox will open.

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COMPARISON OF AMITA HEALTH EMAIL STANDARDS COMPARISON OF AMITA HEALTH VS. ASCENSION HEALTH EMAIL STANDARDS AMITA Health Email Standards Ascension Health National Email Standards Maximum Message Size: • 35 MB • Applies to both internal & external

communications

Maximum Message Size: • 15 MB • Applies to both internal & external

communications Mailbox Limitations: • Standard: 50GB

Mailbox Limitations: Ascension Health will have three tiers of mailbox sizes:

• 150 Megabytes • 300 Megabytes • 500 Megabytes

When mailbox size limitations are reached: • 90% of a mailbox size limit has been reached

– a warning is issued. • 100% of a mailbox size limit has been

reached – the associate can receive emails but cannot send emails.

• 300% of a mailbox size limit has been reached – the associate will be unable to receive mail.

Deletion: • Deleted Item retention will be set for 30 days. • Microsoft Outlook can be used to recover

items up to 30 days from the time the item was deleted.

Deletion: • Deleted Item retention will be set for 30 days. • Microsoft Outlook can be used to recover

items up to 30 days from the time the item was deleted.

• Mailbox level server backups are not performed unless the associate account is on Legal Hold.

Email Address Naming Convention: • The standard naming convention for email

addresses follow this format: [email protected]

Email Address Naming Convention: • The standard naming convention for email

addresses will follow this format: [email protected]

Email Encryption: • Emails will be encrypted for transmission

when going out over the Internet when -PHI- or -Secure- (case insensitive) is placed anywhere in the subject line of the message.

Email Encryption: • Emails will be encrypted for transmission

when going out over the Internet when -PHI- or -Secure- (case insensitive) is placed anywhere in the subject line of the message.

• E-mails marked by Outlook as ‘Confidential’ will also encrypted when sent to an external recipient.

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Archiving: • PST files will continue to be accessed the

same way they are currently.

Archiving: • AMITA Health allows associates to archive

mail via PST (personal storage table) files onto a designated network location.

Account Provisioning: • Email accounts are automatically created for

all new associates.

Account Provisioning: • Email accounts are automatically created for

all new associates. Junk Mail: • Email that is identified with a high level of

certainty as spam will automatically be deleted and not be forwarded to the recipient.

• Email that is identified as possible spam (lower-level degree of certainty) will be sent to the intended recipient’s Junk Mail folder within Outlook.

• All items in the Junk Mail folder will automatically be deleted in 30 days.

Junk Mail: • Email that is identified with a high level of

certainty as spam will automatically be deleted and not be forwarded to the recipient.

• Email that is identified as possible spam (lower-level degree of certainty) will be sent to the intended recipient’s Junk Mail folder within Outlook.

• All items in the Junk Mail folder will automatically be deleted in 30 days.

Non-Associate Email Accounts: • Ascension Health Ministries: Email accounts

are created for non-associates upon approval of health ministry Legal department and CIO.

• Ascension Health Information Services: Non-associates do not receive ascensionhealth.org email addresses.

Non-Associate Email Accounts: • Ascension Health Ministries: Email accounts

are created for non-associates upon approval of health ministry Legal department and CIO.

Ascension Health Information Services: Non-associates do not receive ascensionhealth.org email addresses.

Mobile Device Management • Active Sync will be used to manage mail on

mobile devices. • Worx profiles and app can be removed from

the mobile devices.

Mobile Device Management • Worx is used to manage mail on mobile

devices

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COMPARISON OF AMITA HEALTH VS. ADVENTIST EMAIL STANDARDS AMITA Health Email Standards Adventist Health National Email Standards Maximum Message Size: • 35 MB • Applies to both internal & external

communications

Maximum Message Size: • 15 MB • Applies to both internal & external

communications Mailbox Limitations: • Standard: 50GB

Mailbox Limitations: Ascension Health will have three tiers of mailbox sizes:

• 150 Megabytes • 300 Megabytes • 500 Megabytes

When mailbox size limitations are reached: • 90% of a mailbox size limit has been reached

– a warning is issued. • 100% of a mailbox size limit has been

reached – the associate can receive emails but cannot send emails.

• 300% of a mailbox size limit has been reached – the associate will be unable to receive mail.

Deletion: • Deleted Item retention will be set for 30 days. • Microsoft Outlook can be used to recover

items up to 30 days from the time the item was deleted.

Deletion: • Deleted Item retention will be set for 30 days. • Microsoft Outlook can be used to recover

items up to 30 days from the time the item was deleted.

• Mailbox level server backups are not performed unless the associate account is on Legal Hold.

Email Address Naming Convention: • The standard naming convention for email

addresses follow this format: [email protected]

Email Address Naming Convention: • The standard naming convention for email

addresses will follow this format: [email protected]

Email Encryption: • Emails will be encrypted for transmission

when going out over the Internet when -PHI- or -Secure- (case insensitive) is placed anywhere in the subject line of the message.

Email Encryption: • Emails are sent Registered Envelope. • You can place the text “[secure]” anywhere in

the subject.

Account Provisioning: • Email accounts are automatically created for

all new associates.

Account Provisioning:

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Junk Mail: • Email that is identified with a high level of

certainty as spam will automatically be deleted and not be forwarded to the recipient.

• Email that is identified as possible spam (lower-level degree of certainty) will be sent to the intended recipient’s Junk Mail folder within Outlook.

• All items in the Junk Mail folder will automatically be deleted in 30 days.

Junk Mail: • Email that is identified with a high level of

certainty as spam will automatically be deleted and not be forwarded to the recipient.

• Email that is identified as possible spam (lower-level degree of certainty) will be sent to the intended recipient’s Junk Mail folder within Outlook.

• All items in the Junk Mail folder will automatically be deleted in 30 days.

Mobile Device Management • Active Sync will be used to manage email on

mobile devices.

Mobile Device Management • Airwatch is used to allow AHS proprietary data to

be protected on BYOD and Corporate Owned devices.