TABLE OF CONTENTS

• Background
• Recommended actions for application mailboxes
  • Adding delegates
  • Creating a subfolder
  • Creating a Rule
  • Setting a policy on a folder

Background

You must routinely monitor the email accounts used within software/hardware (TPP SystmOne, EMIS Web, DXS Point-of-Care, photocopiers with email capability etc); even if “noreply” is in the address or you have an automatic reply advising senders to resend elsewhere; failure to do so can cause delays/interference with patient care due to urgent/critical emails being left in the mailbox or automated emails from the NHSmail server about your account status being ignored.

If your mailbox sends SMS it will receive SMS delivery reports for every message making monitoring the inbox difficult if you do not configure the mailbox to organise these emails.

Recommended actions for application mailboxes

1. Add those that monitor the mailbox as Delegates so they do not need to enter the password to access this
2. If used to send SMS: You will receive email receipts for every SMS sent
   1. Have a subfolder for SMS Delivery Reports 
   2. Have a mailbox Rule to move SMS delivery reports to that folder
   3. Have a Policy set on the SMS delivery reports folder to automatically delete emails older than a year (to prevent these filling the mailbox)
3. If used in DXS Point-of-Care: Point-of-Care sends a copy of the emails (referrals and patient information leaflets) back to the sending mailbox
   1. Have a mailbox Rule to move those emails to a folder. This might be a folder created specifically for DXS emails (similar to SMS above) or the standard mailbox 'Sent' folder.

Instructions are available below.

❗If you require NHSmail support, note that first line support comes from your CSU service desk, not the Clinical Systems Team.

The following examples are using Outlook on the web (accessed via www.nhs.net). It is possible to perform the same actions in Outlook (desktop); however, these are not provided below.

Adding delegates

This is the same process you'd use when a colleague goes on leave, but in this case of application mailboxes the delegate access could stay on until a member of staff leaves. (Ensure you review these delegates routinely as you would the members of a shared mailbox or former staff may be left with access inappropriately).

If you have access the to mailbox you can add delegates from within the account (the same way any user might add a colleague as a delegate before going on leave): https://support.nhs.net/knowledge-base/giving-delegate-access-to-your-mailbox/

If you are an NHSmail admin for your surgery you can add delegates without needing to sign into the affected mailbox: https://support.nhs.net/article-categories/admin-guide/

Creating a subfolder

Right-click the Inbox under Folders (not Favourites) and select Create subfolder and give it a name

Creating a Rule

NHSmail has instructions on how to create a rule from scratch, but if you already have an email (such as an SMS delivery report) you can do so more easily with the instructions below. You can follow a similar process to create a rule to have DXS emails go to a folder.

1. Right-click the email > Advanced actions > Create rule
    
2. Click More options
   
    
3. Add an action of Move to and the folder you created above. If you already have SMS emails in  your inbox click Run rule now before clicking Save (this will mean SMS receipts already in the inbox are moved).
   

Setting a policy on a folder

Right-click the folder, Assign Policy and set an automatic archive or delete policy.
For SMS receipts a one year delete policy should ensure the mailbox is never filled by these emails.

The automatic archive options are useful in individual user mailboxes to help manage your mailbox quota by moving older emails to your online archive rather then deleting.