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Microsoft Office 365

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Email is changing

Over the coming weeks email in Cardiff and Vale UHB will be moving to Office 365. This is the first of a series of changes to introduce Office 365 to the Health Board. As a result of this email migration you will have a larger inbox, and will be able to access to your emails from personal devices such as your phone or tablet. You don’t need to do anything to prepare, but look out for an email telling you exactly when your email is going to be migrated.


Frequently Asked Questions

How do I access Teams and Outlook on my personal device?

The first step is to set up multi-factor authentication. This is your key to unlocking Office 365 and other applications on your personal devices.


Which devices can I use?

  • For phones and tablets that run in iOS, iPadOS, or Android, install the apps from your app store
  • For Windows 10 Computers, go to 
  • For MacOS, go to - NB this will only work in Chrome or Microsoft Edge browsers  


What about my personal folders?

Your personal folders will stay where they are and will remain accessible from outlook on your UHB PC. Personal folders will be migrated to Office 365 at a later date. You won’t need to move emails into your personal folders any more. Instead, set folders up in your mailbox if you wish to store emails. Note that emails older than 7 years will be deleted from Office 365, in line with the NHS Wales Email policy.


Some people can't see my calendar, even though I have shared with them. Why is this?

Once your email has been migrated to Office 365, people who haven’t yet been migrated will not be able to see your calendar. They will be able to see it again following migration.


How can I change the ‘Out of Office’ on a mailbox I manage (shared mailbox)?

In order to change the 'Out of Office' auto reply on a shared mailbox, first you must be granted full access by the Exchange Administrator (IT Helpdesk). To do this, contact IT Helpdesk and ask for full access rights to the mailbox that you require.

If you have Outlook as the desktop app, then you must ‘Add Account’ via the File > Add Account option and follow the prompts to enter your name, then the mailbox name and click Next.

Restart Outlook, and the mailbox will be added to your Outlook profile. From there, select it by going to File, and choose the account from the drop down. Now you can follow the normal procedure for changing the Out of Office message details and times from when you want it active.

On O365 Web App (OWA), select Outlook and go to your inbox. On the right hand side at the top, your initials are in a circle. Click on the circle and select ‘Open another Account’. Then, when prompted enter the mailbox address you want to add, or search for it in the directory. You can then access the account via your own credentials (email address and password), or the password credentials of the selected mailbox if you know it. (In both cases, you must have been previously granted Full Access by the Exchange Administrator.)

Then, when in the new added mailbox, click in the cog in the top left, and type Automatic Replies in the search field and select it. From here, you can manage the Out of office details.

Will we still be able to use this Generic account to receive and send referrals?

Yes, delegate access must be applied to any user who wishes to send and receive emails from the said account. Please use the following instructions to do this. 

Instructions for granting mailbox permissions

As the manager or administrator of the generic account, do the following in Outlook while logged into the account:

1. Right-click over the generic mailbox name, and then click Folder Permissions.

2. On the Permissions tab, either select the name of the delegate in the box, or, you must click “Add” to add the user who you want to give permissions too.

3. Then, further down under Permissions, under Other, select the permissions you want that member of staff to have. (Tick boxes and bullets) Read, Write, Folder visible etc.

4. Click OK.


The delegate must do the following in Outlook

1. Click File > Account Settings > Account Settings.

2. On the Email tab in the list, click the Exchange account type, click Change button, and then click More Settings button at the bottom.

3. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the generic/departmental mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.

4. Click OK

5. Restart Outlook.

When in O365 Online Outlook after migration

1. The delegate must do the following in O365 online mailbox (When in browser)

2. In the left hand menu section, find the ‘Folders’ word.

3. Right click over that Folders word, and a menu pops up

4. Select ‘Add Shared Folder’

5. Then enter the mailbox name of the mailbox you want to add. (It will start to search through our Global Address Search Wizard, and will be able to be selected.)

6. Select the Mailbox

7. On the left hand side under the Folders section, you should now see the required Mailbox.

The mailbox will now be added.


The calendar on our Generic account is used frequently, will we still have access to the calendar? 

Yes. But in order to edit and manage the calendar, members of the team will need to be given delegate access to the calendar too, then those members will be able to access the calendar and edit and create meetings etc. Go to , Calendar then in the tool bar at the top right, select Calendar permissions and follow the instructions as listed above for granting permissions, but this time in the calendar.

To add a calendar, select Open Calendar from the tool bar and select ‘From Address Book’ and search for the mailbox name. Or, in O365 Web app, select your calendar page, then select ‘Add Calendar’ from the left side menu, and choose ‘Add from directory’.


Do I still need the Blackberry app to access my emails on a mobile device?

No, once the move is complete you will be able to access your email and calendar from any home computers, tablets, and smart phones. As well as using the outlook web app from any UHB PC, or in some cases, using the Outlook 2013 application.  Additionally, access to your calendar is available from within Microsoft Teams. 

In order to access your email from these devices, you must first set up your Multi Factor Authentication (MFA). This is essentially registering online, ensuring the security of our network and information held on it. For more details and instructions on setting up your MFA, please click here to access the Quick Start guide and set yourself up. Or click here to register your authentication straight away.

Do I need to authenticate all my devices, one each?

No, just once. Set up MFA with Username and Password, then you can use any device to log in, using Username and Password + MFA prompt.


I used to log on using Gen#######, Now I can’t get on it. I haven’t got an email address, what should I do?

If you require access to email and do not have your own account you will need to request a new account using the IT helpdesk form here. Please include in the request the email address of any generic accounts that you need access to. 


What will happen to my personal folders/archive folders?  

Your personal folders/archive folders will still be accessible in the normal manner through the desktop Outlook app on your UHB PC and depending on your license level, these can be edited and amended in the usual manner. 

However, for webmail users only, you may still be able to view and work with the archive/personal folders, but as a read only basis through the desktop Outlook app. They will not be accessible through the Outlook Web App. 

For shared mailboxes (Generic departmental mailboxes) that you may access, the same will apply to those personal/archive folders linked with that mailbox. These will all still be accessible and available as normal, if you are already a delegate of that mailbox, all through the desktop Outlook app. 

So, to re-cap - Your personal folders will stay where they are and will remain accessible from Outlook on your UHB PC. Personal folders will be migrated to Office 365 at a later date. You won’t need to move emails into your personal folders any more. Instead, set folders up in your mailbox if you wish to store emails. Note that emails older than 7 years will be deleted from Office 365, in line with the NHS Wales Email policy.  


Introducing the new daily Briefing email from Cortana

The Briefing email summarizes what’s most important for the day ahead to help you feel more in control of your calendar and tasks. Cortana will send you the Briefing email near the start of your workday (as set in Outlook) when you have relevant items to help you plan the day ahead. You won’t receive an email on days when Cortana doesn’t have any suggestions. See Briefing email overview to learn more.

What the Briefing email can help you do

Prepare for meetings

Review documents and tasks that help you prepare for upcoming meetings.

Open related documents and emails directly from Briefing, which saves you from having to search for them.

Keep your commitments

Follow up on email commitments and requests that might have fallen through the cracks.

You can mark a task as done, and it won’t be shown again, or dismiss one that’s not relevant, which helps Cortana learn what type of information is helpful to you.

Schedule focus time

Dedicate time on your calendar to work on outstanding tasks and prepare for meetings without interruption.


Data privacy and security

Microsoft complies with the GDPR when providing the Briefing email. Only you can see your Briefing email, which summarizes existing information that’s already available directly in your Office 365 mailbox. You can unsubscribe at any time with the Unsubscribe link at the end of every email.

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