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Local Administrator (LA) Bulletin – 26 November 2020


Please note this information is correct at the time of publishing

NHSmail Refresh

The NHSmail Refresh is fast approaching completion of NHSmail accounts being migrated into Exchange Online (EXO) and providing access to O365 applications. Thanks to your co-operation, over 85% of the active user base has now been migrated onto the new platform.

We are now looking ahead to the migration of application accounts which started in late October, and as we continue driving adoption across the tenant, there are some key areas that require your attention and action.

MailTip – Enhancement

Following feedback after the introduction of the External Sender MailTip, we will be making the following enhancements which will be based on NHS Digital’s Cyber Alert status:

  • External Sender MailTip to be displayed at the top of the email body when the cyber security risk is set to High
  • External Sender MailTip to be displayed at the bottom of the email body when the cyber security risk is set to Reduced

Preparing your application account for Exchange Online

As highlighted in a recent LA Bulletin, application accounts as well as accounts enabled for POP, IMAP and SMTP have been migrating from late October. This started off gradually, so it may be a while before you start to see your accounts move into Exchange Online.

Please visit the preparing your application account for Exchange Online guidance for hints and tips on how to prepare for the move.

As you will be aware each application account is unique and used in differing ways. The guide provides an overview of the core principles. However, it is the responsibility of Local Administrators (LAs) to update, test and complete readiness for their local applications ahead of the move.

Application account requests now to be made using the Helpdesk Self-Service (HSS)

Following the introduction of new functionality to the Helpdesk Self Service (HSS) facility, all requests for mailboxes to be converted into an application accounts, must now be made via the HSS.  Application account requests received into the feedback@nhs.net mailbox will no longer be processed, and users will be advised to follow the new process using the self-service facility.

You can find more information on how to submit a request on the Helpdesk Self Service Support pages.

Microsoft Teams private vs. public settings

The NHSmail service gives access to a range of additional Microsoft applications which include Microsoft Teams for collaboration, SharePoint and OneDrive for file repositories alongside fully integrated security and access controls.

Local Administrators (LAs) must ensure they understand the options and ensure those that they are assigning team ownership to also understand them. You must also be aware of the consequences of changing the settings and the risks involved.

As a reminder:

  • the Public setting allows anyone on NHSmail to join the team and any content loaded into that team, for example any files / documents, will be searchable and viewable in SharePoint by anyone on the NHSmail platform – this is not just restricted to your organisation
  • the Private setting means that only team owners can add members to the team and all the content can only be viewed by those who have access to the team

If you choose to change the settings to public and use the ‘allow everyone’ setting you will publicly share content with all 1.6 million NHSmail users. It’s unlikely you would ever need to do this, and you may breach data protection, safety, and security protocols if you do so.

If in doubt, do not add any additional permissions and speak to your data protection team for guidance.

For further information please refer to the Private vs public settings on Microsoft Teams on the NHSmail support site.

Office 365 Portal Management Guidance update

We have updated the O365 Portal Management guidance to provide greater clarity around the basic functions of O365 management via the NHSmail Portal so you can begin to provision services for your users.

Office 365 Data Retention & Information management policy update

New guidance has been published to provide additional detail on where data is hosted, what the respective retention periods are as well as restoration timelines for deleted objects, across the suite of O365 applications. Please access this here.

For Exchange Online, the key change to note is that Deleted mailboxes can only be restored through the NHSmail Portal up to 30 days from the point of deletion

Reminder – self-service password reset and unlock

All NHSmail users can now reset their passwords and unlock their NHSmail accounts using the self-service function.

This self-service function releases benefits by reducing time spent seeking assistance for both the user and their support team.

We would encourage you to brief your end users about adding a mobile number and security questions to their NHSmail account.

Further details are available on the NHSmail support site.

Virtual Visits

 In December, we plan to deliver a Virtual Visits solution to simplify the management of virtual appointments. This functionality will only be available for NHSmail users that have migrated to Exchange Online.

  •   The Virtual Visits functionality will be available with the combination of MS Teams and Bookings App
  • The Bookings App provides the ability and schedule appointments for a group of clinicians in a single calendar view
  • Patients can join their virtual appointment through Microsoft Teams calendar
  • Appointment and reminder emails are sent to the patient via an organisational email address, improving security by eliminating the need to share clinicians’ email addresses
  • Local Administrators (LAs) will be able to assign licences for the Bookings App via the NHSmail Portal

This new functionality will reduce the complexity of managing virtual appointments, allowing for a more secure and user-friendly experience.

Where can I get support?

There is a range of LA specific guidance available via the NHSmail support site. If your query remains unanswered, please contact your local IT department or the NHSmail helpdesk helpdesk@nhs.net for support.

Best wishes,

The NHSmail Team

Contacts for further help

NHSmail helpdesk:
0333 200 1133 / helpdesk@nhs.net
Service status:
NHSmail support site:

Last Reviewed Date 11/08/2022
Updated on 12/08/2022
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