Post on 02-Oct-2021
Setting up Email Access
IS Help Desk
(509) 575-8175
Contents Setting Up Email on your Phone .................................................................................................................. 3
Step 1: Completing the Mobile User Agreement ..................................................................................... 3
Step 2: Adding an Email Account to an iPhone ........................................................................................ 4
Option 1: Using the default email application installed on iPhones .................................................... 4
Option 2: Using the Outlook app downloaded from the Apple Store .................................................. 8
Step 3: Adding an Email Account to an Android Phone ......................................................................... 11
Option 1: Using the default email app on Android phones ................................................................ 11
Option 2: Using the Outlook app downloaded from the Google Play store ...................................... 18
Setting up Multi-Factor Authentication (MFA) ......................................................................................... 20
Step 1: Go to https://vmmfa.vmmc.org ................................................................................................. 20
Step 2: Selecting an Authentication Method .......................................................................................... 20
Step 2 A: Selecting Phone Call ............................................................................................................ 21
Step 2 B: Selecting Text Message ....................................................................................................... 21
Step 2 C: Selecting Mobile Application (Available to Limited Accounts) ............................................ 21
Setting Up Email on your Phone
Step 1: Completing the Mobile User Agreement
The first step to set up email on your mobile device is to complete the Mobile
User Agreement.
Please Note: This can only be done while connected to our network onsite or at
home using the VMware Horizon Client as you will have to open the Memorial
Intranet page to access this.
1. Open Internet Explorer, the Memorial Intranet page should be the first site
that comes up.
2. Click on the IS Service Desk link in the far-left hand column (it will have a
light bulb icon).
3. On the following page, scroll down and at the bottom of the right-hand
column will be the link for the Mobile User Agreement (handshake icon),
click on that.
4. You will be presented with the Mobile User Agreement at this point. Read
through it, fill out your information in the requested fields, then click Save.
You have now completed the Mobile User Agreement form and will have access
to set up your email on your phone. The next few pages will describe that
process. Please refer to the specific section you need depending on the type of
phone you are using.
Step 2: Adding an Email Account to an iPhone
There are multiple ways to add your work email account to your iPhone. Here, we
will go over the two most common methods:
Option 1: Using the default email app on an iPhone
Option 2: Using the Outlook app
Option 1: Using the default email application installed on iPhones
Step 1: Click on Settings on your iPhone (its location on your phone may be
different)
Step 2: Scroll down to and tap Accounts & Passwords
Step 3: Tap on Add Account
Step 4: Tap on Exchange, then fill in the following fields accordingly with your
email and a description (the description can be whatever you want it to be). In the
next prompt, choose “Configure Manually.” You will then be prompted to input
your password (the same password you use to log in to the computers).
Step 5: Once you input your password, a few more fields will populate on the
screen. Fill out those fields with the information below:
Server: msx13.vmmc.org
Domain: VMAD
Username: FirstnameLastname (all together with no spaces)
Then click Next. If all the information has been input correctly, you will see blue
check marks appear by each field. This means that your email account has been
successfully added to your account. You will then be prompted to choose what
information your phone will sync with your email account. This includes contacts,
tasks, calendar items, etc. While you can choose which ever you would like, we
usually advice against syncing contacts as this can cause issues with those already
on your phone.
Note: Sometimes it can take a few minutes before emails begin populating. If they
never populate, try adding your email using the Outlook app instead (detailed in
the following pages).
Option 2: Using the Outlook app downloaded from the Apple Store
The following steps take place after you have downloaded the Outlook app.
Step 1: Upon first opening Outlook, you will be prompted to enter your email
address, do so and tap Add Account.
Step 2: Tap Exchange on the upper right-hand corner
Step 3: Fill in the fields as needed referring to the information shown below. The
Advanced Settings button may need to be pressed to reveal the bottom three
fields.
Server: msx13.vmmc.org
Domain: VMAD
Username: FirstnameLastname (all together with no spaces)
Step 4: To comply with security policy, the app may prompt you to change the
way you unlock your phone. You may need to add a passcode or other acceptable
lock to get into your phone if you don’t have one already. Once you do this, your
account should be good to go.
Step 5: You will usually be prompted at the end which kind of information you
would like your email account to sync to your phone. This includes calendar items,
contacts, tasks, etc. While you can sync which ever information you would like,
most opt-out\turn off syncing for the contacts category as this can cause
problems with the contacts already stored on your phone.
Step 3: Adding an Email Account to an Android Phone
There are multiple ways to add your work email account to your Android phone.
Here, we will go over the two most common methods:
Option 1: Using the default email app on Android
Option 2: Using the Outlook app
Please Note: It is possible for Android phones to be set up and look different than
what is shown here. Since this is the case, we cannot cover every possibility, but
this should provide a general outline to add your email account to your device
regardless.
Option 1: Using the default email app on Android phones
Step 1: Go to the Settings on your phone
Step 2: Then scroll down and tap on Accounts
Step 3: Scroll and tap on Add Account
Step 4: Select Exchange as the account type (some phones may list this as
Exchange Active Sync)
Step 5: In the following prompt, fill in the fields that populate (usually email and
password) and hit Set Up Manually. For some phones, you may not be prompted
to “Set up Manually” until you first tap Yes or Next.
Step 6: The Account and Server information window will open on the screen. Fill
in each field as described below:
Domain\Username: VMAD\firstnamelastname (all together with no spaces)
Server: msx13.vmmc.org
Port: This field may not populate or show up at all on some phones and apps. If it
does, just leave it with its default value.
Once all this information has been put in, tap Next\Done. If everything is correct,
your email will have been successfully added to your phone.
Step 7: At this point, you may be prompted to apply device administrative
security settings and update your phone’s lock screen. A couple examples are
shown below:
You will have to click Apply, Next, or Change Screen Lock (depending on your
phone) and tap Activate to accept the security policies put in place (an example is
shown below). If you do not accept these policies, you will not be able to have
your email account on your phone. Again, this may require you to change your
lock screen. For example, a pattern lock screen is not enough to align with policy
so you will be required to change it to a PIN or password instead.
Step 8: From here you will be prompted with the sync options window. These
settings are user preference and there is no right option for these. However, we
do usually advise users to de-select the Contacts\Sync Contacts option as this can
create problems with your own personal contacts stored on your phone.
Option 2: Using the Outlook app downloaded from the Google Play store
The following steps take place after you have downloaded the Outlook app.
Step 1: Upon first opening Outlook, you will be prompted to enter your email
address, do so and tap Add Account\Continue. If you already have other accounts
on your phone that the app automatically detects, uncheck them and tap Skip.
Choose Exchange as the account type.
Step 2: You will be prompted to input your account and server information as
outline below:
Server: msx13.vmmc.org
Domain\Username: VMAD\firstnamelastname (all together with no spaces)
Description: Anything you’d like, this just gives your account a name
Step 3: Click Next or Continue. If all the information is correct, the app should
prompt that the account has been added successfully.
Step 4: You may be prompted to choose what information your phone will sync
from your email account. This includes calendar items, contacts, tasks, etc. While
you can choose whichever you like, we usually advice against syncing contacts as
this can cause issues with stored contacts on your phone.
Setting up Multi-Factor Authentication (MFA)
Multi-Factor Authentication is another layer of security that has been put in place
for our email accounts. You will need to have this set up if you wish to access your
email directly from the yakimamemorial.org website from an offsite location, if
you have an Office 365 account, or use an email address ending in
@virginiamason.org. This works by usually sending a security code directly to your
phone at the time of log in that you will provide.
Step 1: Go to https://vmmfa.vmmc.org
While holding the Ctrl key on the keyboard, click the above link or copy and paste
it into your browser. Google Chrome works best for this site. You will be taken to
the Multi-Factor Authentication User Log In page. The username and password
are the same ones you use when logging in to the computers with the addition of
VMAD\ to the username as shown in the example: VMAD\firstnamelastname
Step 2: Selecting an Authentication Method
When logged in, you will be prompted to select a method in which you would like
to receive your security code: Phone Call, Text Message, and Mobile App. Phone
call and text message are the most commonly used. The mobile app is only
available to those with an “@virginiamason.org” account\Office 365 account.
Step 2 A: Selecting Phone Call
Once you have selected Phone Call, proceed to enter your cell phone number in
the following field. It may do a test call to check in. This method works by directly
calling your number and asking that you press the pound key to complete your
sign on verification. You will have to do this every time you check your email in
the scenarios listed above. At the end, you will be asked to input some security
questions.
Step 2 B: Selecting Text Message
Once you have selected Text Message, proceed to enter your cell phone number
in the following field. It may do a test text to check in. This method works by
sending you a text message with a six-digit code. You will then reply to that text
message with the same code that it just sent you, at which point, the website will
proceed to the next step. At the end, you will be asked to input some security
questions.
Step 2 C: Selecting Mobile Application (Available to Limited Accounts)
Before selecting Mobile Application as your authentication method of choice, you
will have to first install the Microsoft Authenticator. This is downloaded and
installed via the Google Play store or Apple Store.
Once you select Mobile Application, you will be prompted with a QR code. Open
the Microsoft Authenticator app and choose to add an account. It may ask what
type of account you are adding, choose “Work or school account.” Your phone
will enter camera mode in which you will then focus the camera on the QR code
provided.
You will now be prompted via a push notification from the Microsoft
Authenticator app on your mobile device to approve your log in when attempting
to access your email.