HomeMy WebLinkAbout2008 07 14 Regular 603 Outlook Means for elected City Officials to Access City EmailCOMMISSION AGENDA
ITEM 603
Informational
Consent
Public Hearing
Regular X
Jul 14, 2008
Regular Meeting ly~.
Mgr. / Dept.
Authorization
REQUEST: Information Services recommends Outlook Web Access
(OWA) as the means for elected City officials to access their
City email.
PURPOSE: To inform the Commission of the ability for them to use OWA to
access their City email which will ensure the capture of all incoming
and outgoing email to and from their City email accounts.
CONSIDERATIONS:
The City currently utilizes Microsoft Exchange Server as our enterprise
email server. OWA is an available function of Microsoft Exchange Server
which allows users with an Internet connection to connect remotely via a
web browser to their email on a Microsoft Exchange Server.
There has been some discussion about how elected officials should send
and receive email so that all email is captured in one place for purposes of
public records laws compliance. The most efficient and effective way for
the Mayor and Commission to access their email is via OWA which they
already have available to them. A login is required. Once in, they have
full access to all their City email and can send, receive, and respond to
emails; a copy of all emails that are processed through the City's email
system are kept on the server which eliminates the issue of the elected
officials having City email only on their personal computers or personal
electronic devices. The email does not download to the user's Outlook as
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING -JULY 14, 2008
REGULAR AGENDA ITEM 603
PAGE 2 OF 3
it is a web based application. The existing forwarding of all mail received
to their personal email accounts can still continue but they (Mayor and
Commission) just need to make sure that any responses or any city-related
email they send should be done through the OWA portal.
OWA can be accessed from any Internet connection as long as you have a
username and password and a mail account on our Exchange Server. The
web address to access Winter Springs OWA externally (from outside the
City network) is: https://owa.winterspringsfl.org/owa.
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When logging in, you will be required to enter a username and password.
If you do not know your username/password, please contact our IS
Department for assistance.
At logon, you will be required to select:
1. Client
a. Premium - We recommend leaving it on Premium which
should be its default setting. If not, select Premium. Premium
gives you more options than Basic.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING -JULY 14, 2008
REGULAR AGENDA ITEM 603
PAGE 3 OF 3
b. Basic. This option gives you less functionality than Premium.
We recommend that you select Premium.
2. Security
a. Public or Shared Computer (Select this option if you use
Outlook Web Access on a shared or public computer)
b. Private Computer (Select this option if you are using anon-
shared or non-public computer) -This will allow you to
download any attachments.
Then click the "Log On" button.
OWA can also be accessed via any web-enabled phone. With Exchange
2007, we are also able to `push" email to email-enabled phones. This is
not the same as OWA.
FUNDING: Not applicable
RECOMMENDATIONS: That the elected officials utilize OWA as their means of accessing
their City email.
ATTACHMENTS: None
COMMISSION ACTION: