Create user account

Important Note

  • As part of the move to Exchange Online, User, Shared and Resource Mailboxes can take up to 1 hour to provision. Following receipt of the ‘success notification’, the creation process will commence and the mailbox temporarily assigned a ‘MigrationPending’ status. Once complete, the status will update to ‘Active’ confirming a successful mailbox creation and allowing access for the user. You can check the status of the account from the User Management area in the portal
  • It is important to not make any changes to the newly created account until it is in an ‘Active’ state with a mailbox location of ‘Exchange Online’. Editing any attributes, such as email alias, may disrupt the provisioning process.

In this article, you will learn how to create a new user account on NHSmail.

When a new employee joins your organisation, you must check if they already have an NHSmail account to avoid creating duplicate accounts. If the user doesn’t have an NHSmail account from their previous organisation, follow the instructions in this section. If they do have an account from a previous organisation, refer to Leavers and Joiners section.‌‌

Once you have created a new account, the user will need to log into their email and sign up to the Acceptable Use Policy for the service. They will not be able to send and receive emails or use any  collaboration features such as Teams until they have completed this step and the platform sync is complete.

The details you add when setting up the new account will appear on the NHS Directory and will be searchable by any other user. A phone number is required when registering for an NHSmail account, visit this support guide to hide/unhide your number from the NHS Directory.

Note: if your organisation is connector managed, you should continue to follow local policy for managing accounts.

To create a new user:

1. Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu

Admin user management menu item screenshot

2. Click Add in the top left of the screen and select User from the drop down menu

Add user

3. Enter the Title, First Name, Last name in the appropriate boxes

User Firstname and Lastname screenshot

All fields with an * are mandatory. First Name and Last Name must only contain letters or numbers The Display Name will be filled in automatically based on the user’s first and last name.

4. Type in any contact numbers, including MobileTelephonePagerFax and Job Title into the designated textbox. These fields are optional.

User contact details screenshot

5. Select an Email Alias from the drop down menu.

Select Email Alias dropdown Screenshot

6. Click Generate Password to generate a password for users.

You should follow local guidance on the methods of distribution of passwords to new users. Users will be asked to change their password when they log in for the first time

7. Select the user’s Organisation from the drop down menu

Select Organisation Dropdown Screenshot

You will only be able to select an organisation that you have administrative rights over.

8. If appropriate, select the user’s Organisational Unit clicking the + and – in the expandable list

Organisation Unit Screenshot

If an organisation has Organisational Units set up (for example wards or departments) the plus sign will appear next to the name. If there is no plus sign, the organisation has no Organisational Units set up

9. Select the user’s Clinical SpecialityClinical Role and Work Area from the designated drop down menu

Roles and Work Area screenshot

You can select more than one clinical speciality, clinical role or work area from the drop down menu

Warning

If you accidentally select the wrong clinical speciality, role or work area, you will need to deselect the incorrect fields before selecting the correct speciality, role or work area.

10. If required, select a Site

Site dropdown screenshot

11. Click Edit to add a Custom Attribute and type the name of the attribute has assigned to the distribution list.

Edit Custom Attributes Screenshot

Hint

Multiple attributes can be added to match attributes of different distribution lists.

12. If required, enter notes about the user in the Notes textbox

Notes textbox screenshot

Other administrators will see these notes when viewing or editing the user account. You should keep these notes up to date so that they accurately reflect any additional information about a user’s account (e.g. on maternity leave until 20 June 2021)

13. Click Create at the bottom of the page once you have entered all required information for the user’s email account

A success notification will be displayed:

Success notification screenshot

Warning

If information is missing from mandatory fields, you will see the following error message under each missing field. Fields need to be completed before the user can be created

Invalid Email Screenshot

Additional Info

  • Once a user’s account is successfully created you should guide the user to log in at portal.nhs.net and use their temporary password provided. On first log in, the user will need to reset their password, accept the Acceptable Use Policy, update their profile and set their security questions. Users will not be able to use NHSmail until they have completed these steps. Following the acceptance of the AUP, it may take up to 24 hours for synchronisation activities to complete and before users can start to send emails from their NHSmail accounts. Please refer the user to the to the Portal Getting Started Guide for more information on completing these steps.

  • Local Administrators will only be able to create and edit user accounts for organisations over which they have administrative rights.
  • To edit a user’s account details, refer to the Edit a User for more information.
  • All newly created mailboxes will be assigned to the National Policy with the standard O365 Application Configuration applied.
  • For any FAQs on the Create mailbox process, please visit this support site article.

If you are notified that a user’s account details are incorrect or have changed e.g. change of surname due to marriage or if a user’s subscriptions change, you can edit the user’s information through the User Management screen. Any changes you make will take effect immediately and NHS Directory updated accordingly.

Note: if your organisation is connector managed, you should be mindful that any manual edits made using this process may be over-written by the connector, if the connector is not also updated with this new information.

Updated on 14/05/2021

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