Welcome to the NHSmail communications page. You can access all of our latest communications to Local Administrators (LAs) and end users from here. Use the drop-down fields to display the communications that are relevant to you.
LA Webinar - 26 July 2017
Slides from the July LA Webinar. Provides updates on service status, including rearranging BCDR testing, scheduled user communications, mailbox sizes, journaling and applications, extending NHS across health and care, and new Portal functionality. You can listen to a recording of the Webinar by clicking here, and the Q&A log can be found by clicking here
LA Webinar - 28 June 2017
Slides from the June LA Webinar. Provides updates on service status, including the removal of inactive accounts, auto-forwarding of accounts and DMARC updates, new Portal functionality, Skype for Business updates and NHSmail Relay Service and Mail Hygiene. You can listen to a recording of the Webinar by clicking here, and the Q&A log can be found by clicking here
LA Webinar - 24 May 2017
Slides from the May LA Webinar. Provides updates on service status, including helpdesk and BCDR testing, new portal functionality, data retention policy enforcement, encryption tool for iOS devices workaround, cyber security best practice, and updated guidance documents. You can listen to a recording of the Webinar by clicking here
NHSmail Skype for Business Audio and Video Conferencing Webinar - 23 May 2017
Slides from the May Skype for Business Audio and Video Conferencing Webinar. Provides updates on the Skype for Business offering, demonstrations, A&VC progress to date, pricing, onboarding process, and resources. You can listen to a recording of the Webinar by clicking here, and the Q&A log can be found by clicking here
LA Bulletin - 15 August 2017
Latest information on NHSmail service, including BCDR testing, user communications and mailbox sizes, extending NHSmail across health and care, and the latest/ongoing developments to the Portal, including mobile device organisation policies.
LA Bulletin - 5 July 2017
Latest information on NHSmail service, Portal, Skype for Business, secure email standard updates and information on the Local Administrators webinar held on 28th June 2017.
NHSmail Relay Service and Mail Hygiene - 5 July 2017
Latest information on NHSmail relay service and mail hygiene, including mail hygiene improvements, spoofing and forged emails, macro enabled viruses, whitelisting, compromised NHSmail accounts, and reporting spam or phishing emails.
LA Bulletin - 1 June 2017
Latest information on NHSmail service, Portal, Skype for Business, NHSmail data retention policy, updated NHSmail guidance, encryption tool for iOS devices and cyber security best practice guidance.
Protect your NHSmail account from cyber attacks - 07 September 2017
In light of the widespread ransomware attacks in May and June 2017, it is more important than ever to remain vigilant over the emails received within your inbox.
The NHSmail Cyber Security Guide provides detailed information on how to identify spoof, junk or spam email with step-by-step instructions on how to report it. If you receive an email that is not from someone you know, or looks to be from someone you know but the content doesn’t appear genuine, please report it for investigation.
Manage your mailbox efficiently - 07 September 2017
You should regularly check your mailbox quota and keep within quota as when your mailbox is over quota, you will not be able to receive or send emails. You can check your mailbox quota in Outlook Web App by following the instructions below:
If you are using an Outlook desktop client, you can check your mailbox quota by clicking on file and your mailbox quota will be shown. For example:
When items are deleted out of the deleted items folder, they are kept for a further 180 days in a recoverable items area in line with the NHSmail Data Protection Policy. This recoverable items area is the same size as your mailbox quota (for example 4GB) and can also become full as it keeps the emails for 180 days meaning that you are unable to delete any more emails.
To manage your mailbox and recoverable items area efficiently, you should delete items regularly rather than in bulk periodically.
As stated in the NHSmail Acceptable Use Policy, NHSmail is not designed as a document management system. Documents, emails or messages that are required for compliance or retention purposes should be stored within your organisation’s document management system in accordance with your local information governance policies
Instant Messaging and Presence is now available - 07 September 2017
NHSmail Skype for Business Instant Messaging and Presence (IM&P) is a secure tool that may allow you to chat to other colleagues using NHSmail across health and social care in real- time and check their availability. It is free to use.
Although Skype for Business has been switched on for all NHSmail users, your organisation may already have an alternative instant messaging service and may choose not to use Skype for Business. Please contact your local IT team for further information.
Instant messaging – Skype for Business can be used to send instant messages to others. You can save time using IM&P by asking a colleague a question when you need a quick response rather than calling or scheduling a meeting.
Presence – The presence indicator on IM&P will show others if you are available to receive and respond to instant messages. For example, you can set your presence status to available if you are free or to ‘busy’ if you are unable to receive instant messages because you are in meetings or away.
Audio and video conferencing is also available but at a cost to your local organisation and organisations must address the considerations for clinical use document before setting up functionality for their users. This can be used to connect with colleagues using voice and video. Further information can be obtained by contacting Accenture.
Learn how to send sensitive or patient data, using email, securely - 07 September 2017
If you need to send sensitive or patient data using email, you must make sure it is sent securely and only read by the intended recipient.
There are two options available to you:
NHSmail to NHSmail (@nhs.net to @nhs.net): NHSmail automatically encrypts emails when sending between one NHSmail account and another. For example, from firstname.lastname@example.org to email@example.com. All you need to do is send your email as usual and your content is automatically safe.
NHSmail to any other email address: If you are emailing someone that isn’t using an NHSmail account, you should always insert the word [secure] into the subject line to enforce encryption. This needs to be the first word in the subject line but is not case sensitive. Please see the encryption guide for details on what happens next.
If the address the email is being sent to is not secure (as in the above example), the NHSmail service will automatically enforce the use of the encryption tool to protect the data in the email. The recipient will need to log into, or register for if they have not done already, the Trend Micro Encryption Portal to open the email before it can be read.
If the address the email is being sent to is identified as secure even if it’s not an NHSmail address (this is done automatically once you press ‘send’), the email will be sent as is and no further encryption is required.
Full guidance is available on sharing sensitive information and how to use the encryption tool.
When contacting the national NHSmail helpdesk, you must not send sensitive / patient data or your NHSmail password.
Keep up to date by regularly viewing the NHSmail support pages - 07 September 2017
The NHSmail support pages are available to everyone and include:
Beware of fraudulent emails asking for the transfer of funds - Last reviewed August 2017
There has recently been an increase in the number of fraudulent or 'phishing' emails being sent to NHSmail accounts, especially within GP practices.
Attackers are setting up email accounts on internet mail services in the name of an employee at a CCG , GP practice or supplier to make the address look real. The attacker then uses the email account to target a staff member at the CCG or GP practice. Recently the attackers have tried to convince staff to transfer funds to a UK bank account.
These attacks can be difficult to spot as the attacker establishes an email trail and the user expects a response containing instructions, a link or an attachment to act upon. Advice on how to spot fraudulent or phishing emails is contained in our Cyber Security Guide.
What to do if you receive a suspicious email
If you receive an email from what looks to be a familiar organisation or contact, which you believe to be suspicious such as an unusual payment request for goods/services, outside of the normal payment process, make sure you question it:
Downloading and viewing communications
Some of the links below will open a new tab in your browser displaying the communication as a PDF. If you want to download the communication to your computer, right-click on the links below and click 'Save Target As' or 'Save Link As' (depending on your browser). This will enable you to choose where you want to save the file.
Dates in previous communications
Dates in previous communications are subject to change due to the complex nature of the transition. For the most up to date information on transition schedule, please reference the Service Status page.