Office 365

Why do we use it?

Highworth Scouts have signed up to Office 365 to help us meet the requirements of the General Data Protection Regulations (GDPR).

Having a consistent location for group emails means that we can be in control of the access rights to each mailbox as individuals leave the organisation.

What does this mean to you?

• You can keep your personal emails and your Scouting emails separate.
• When you leave, we will remove your access:
  • No more shared passwords
  • No more trawling through your personal email accounts to find Scouting emails that contain personal data to delete.
• A shared mailbox set up for each section. All the leaders for each section will have access to see their own sections mailbox.
  • Currently, Young Leaders have not been given access

How do I use it?

Sign in to your account in Outlook on the web using the details provided above: Outlook Web.

• Right-click the name of your primary mailbox (this could be your name or ‘Folders’ depending on which version of outlook you are using) in the left navigation pane, and then choose Add shared folder.
  • You may need to click ‘more’ just above where it says Groups to view either of these two options.
• In your welcome email, you will have received the names of the shared mailboxes you have been given access to. In the Add shared folder dialogue box, type the name of the shared mailbox you are trying to add.

Further support from Microsoft on using the shared mailbox – including how to send emails from it – can be found here: Microsoft Support

All group emails

We also use ‘Groups’ to allow us a joint way of working. Groups exist for each of our adventurous activities, for all leaders and for our Executive Committee. Each group allows us to:

• Come with its own shared inbox. This can be used to quickly spread information to everyone in that specific group (i.e. all emails sent to execcommitee@highworthscouts.org.uk will be sent to all of the Exec).
• Get its own file management system (Sharepoint) which can be used to store a multitude of documents. This might be minutes from a meeting, or programme resources that you would like to share with other sections – or pretty much any other files!
• There are a number of additional uses – but I won’t bore you with all of these.

If you encounter any issues whilst using your emails, please complete the contact form.