How To Use Outlook Web Access

Outlook Web Access 2003
Remote User Guide

Using Common Access Card Access
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Outlook Web Access 2003 Remote User Guide Using Common Access Card
Final Version 19 June 2009
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Table of Contents
INTRODUCTION .......................................................................................................................................................5
HOME PC REQUIREMENTS ..................................................................................................................................7
CHAPTER 1 LOGGING ONTO OUTLOOK WEB ACCESS ...............................................................................9
CHAPTER 2 SETTING UP USER SIGNATURE ................................................................................................. 13
CHAPTER 3 CONFIGURING OWA TO USE A DIGITAL SIGNATURE ....................................................... 15
CHAPTER 4 MAC AND LINUX SETUP ............................................................................................................... 19
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Introduction
CAC-Enabled Outlook Web Access (OWA) allows you to view your Coast Guard (CG) email
via an outside internet connection using the Internet Explorer web browser, a CAC reader, and a
DoD Common Access Card (CAC). Your CG email in OWA will look slightly different from
the way Outlook appears on your desktop at work. You will only be able to view items in your
Mailbox and Public Folders. You will be unable to view more than one mailbox and you wont
have access to your Personal Folders (.pst files).
The requirements and procedures in this document are intended for External CAC-Enabled
OWA (from Internet) ONLY. It does not require you to VPN/RAS into the Coast Guard Data
Network (CGDN) before logging onto OWA. In fact, this will not work if you do VPN.
NOTES:
All required software downloads and user setup documentation is available via the
hyperlinks in this document. These hyperlinks can ONLY be accessed while connected
to the internal CGDN and are NOT currently available from the internet. Commands are
encouraged to download the necessary software and documents and burn them to CDs to
provide to users.
CAC-Enabled OWA is only available to users with Active Directory accounts. In other
words, it is only available to users at migrated units.
Currently, CAC-Enabled OWA is only supported for users at shore units.
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Home PC Requirements
Home PC Best Practices - This reading is HIGHLY recommended for all users:
http://cgweb.tiscom.uscg.mil/tsd1/tsd1c/remacc/BESTPRACTICE.htm
The following prerequisites are necessary for External CAC-Enabled OWA Access. These must
be met on your home PC or Government-issued laptop and are currently the only platforms and
methods supported:
Microsoft Windows XP with SP2, Internet Explorer ver 6.0 or greater
Microsoft Windows VISTA with SP1, Internet Explorer ver 6.0 or greater
Up-to-date virus software and definitions. If you do not already have this installed on your
home PC, the software is available at
http://cgweb.cgia.uscg.mil/index.php?option=com_docman&task=cat_view&gid=68&Itemid
=63
ActivIdentity Middleware version 6.1 and DOD Root Certificates installed. Below are the
software and setup instructions:
-
ActivIdentity ActivClient v6.1 This software must be installed on any Windows XP or

Vista machine.
http://tis-moss-m-001/internal/isd/external/Enterprise/AC61_Homeuse.exe
DoD Root Certificate Installer This executable is required for accessing and trusting
DOD PKI-enabled applications and services. You will see a small black screen DOS
screen pop up, it will run a few commands then it will ask you to press any key to
terminate when its done. After pressing any key, the DOS screen will close itself.
http://tis-moss-m-001/internal/isd/external/Enterprise/InstallRoot_v2.22A.exe
ActivIdentity ActivClient 6.1 and DoD Root Installer Setup Instructions:

http://tis-moss-m001/internal/isd/external/Enterprise/HomeUse_ActiveIdentity_ActiveClient_6_1_Installati
on_Guide_v1_3.pdf
ActivIdentity Card Reader USB Driver vSCM_3XXX This is the Smartcard/CAC reader
device driver. This is only needed for specific vSCM 3XXX USB readers. If your system
recognizes the CAC reader you dont have to install this driver. If you receive an error
regarding an old driver, you may have to find and remove that old driver in the Control
Panel then install this newer driver from the link below.
http://tis-moss-m-001/internal/isd/external/Enterprise/SCM_3XXX_Driver_Installer.exe
NOTE: If you have additional toolbars (i.e. Yahoo, AOL, etc.) installed on your home PC,
make sure they are turned off. To turn off added toolbars within Internet Explorer
version 6, click View Toolbars then uncheck any added toolbar. Within Internet
Explorer version 7, click Tools scroll down to Toolbars then uncheck any added
toolbar on the side panel next to Toolbars.
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1
Chapter 1 Logging onto Outlook Web
Access
Outlook Web Access 2003 (OWA 2003) allows you to access your email, calendars, contacts,
tasks, and public folders from an outside computer with standard internet service. OWA 2003
has many features which allow for improved performance, better security, and a fresh new look.
This document provides instructions on how to use OWA 2003.
Once the prerequisites are met on your home PC or Government-issued laptop, the following
procedures will guide you through accessing your email using CAC-Enabled OWA.
1. Insert your CAC into the card reader.
2. Open Internet Explorer and type the following URL on the Address line:
https://cgwebmail.uscg.mil
3. A Choose a digital certificate window should appear. Select the certificate with
EMAIL in it then click OK.
NOTE: The above screen shot is only an example. If you see more than one entry with
EMAIL in it, select the option with the higher CA number.
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4. Type in your PIN then click OK.
After your certificate is validated you will be logged onto OWA. You will see that the screen is
divided into 4 main areas: Folders, Shortcuts, Inbox, and Preview Pane.
Folders: You will find such items as your Calendar, Contacts, Drafts, Inbox, Notes, Sent Items,
Tasks, and more.
Shortcuts: These are shortcuts to your Inbox, Calendar, Contacts, Tasks, Public Folders, Rules,
and Options. You can access any of these shortcuts simply by clicking them.
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Inbox: Your Inbox list will default to the Two-Line view. This means that the pertinent
information to the email (sender, date, re:) will appear across two lines. You can change the
view by clicking the drop down arrow. You can view your inbox using the Two-Line View, by
Messages, by Unread Messages, by Sender, by Subject, by Conversation Topic, by Unread
Conversation Topic, and by Sent To. It is most common to leave the Inbox view in the defaulted
Two-Line option.
Preview Pane: This allows you to view your selected message without physically opening it.
You can even open attachments from this preview pane. If you wish to open one of the email
messages full screen (as opposed to only the preview pane), simply double click the email.
Use the toolbar along the top of your Inbox to manage your email messages.
The OWA user interface also includes improved keyboard shortcuts and reorganized toolbars to
better match those in Outlook 2003.
Getting Help
To get help on the window you're working in, click Help on the toolbar. For
information about other OWA features or instructions on how to do something,
browse the Table of Contents in the Help window.
Log Off
When you finish using OWA, be sure to click Log Off in the toolbar then close
all browser windows. Logging off helps prevent someone else from using the
computer to access your mailbox. Even if you plan to continue using the
computer to visit other Web sites, click Log Off and close all browser windows
after every OWA session.
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2
Chapter 2 Setting up User Signature
1. Select Options from the OWA shortcut menu then click the Edit Signature button to
create a signature.
2. Click Save and Close when done.
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3
Chapter 3 Configuring OWA to use a Digital
Signature
NOTE: You must have local admin rights on the PC being used to install the necessary files for
E-mail Security (Digital Signature and Encryption).
1. Select Options from the OWA shortcut menu and scroll down to the E-mail Security
section. Click the Download button.
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2. The following screens will appear. Click Run for both.
3. After the install runs, you will see the digital signature options appear as shown below.
Leave both boxes unchecked. If you check either box it will attempt to digitally sign
and/or encrypt every email being sent. Also please note that the encryption feature
should not be used at this time unless absolutely necessary for sensitive information.
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4. If you wish to digitally sign an email or reply, simply click the envelope with the red
ribbon symbol.
--- End of Supported Section ---
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4
Chapter 4 MAC and LINUX Setup
NOTE: The following section and instructions is provided for CG MAC or Linux users and is
being provided as is with no guarantees to work and no additional support. Once
again, this is offered to assist in Setup ONLY on MAC or Linux platforms and comes
with NO guarantees to work correctly on your system and comes with NO additional
support.
Basic LINUX Setup:
Test conducted using Ubuntu Linux 8.04 and Firefox browser using USB SCM Micro
SCR331 Card Reader Device
1. Downloaded a set of libraries and utilities. For you non-Linux types, they are all in the
repository, one command line command and it resolves all dependencies, downloads &
installs in seconds.
2. Downloaded DOD root certs from http://dodpki.c3pki.chamb.disa.mil/rootca.html
3. Activated a small config in Firefox to allow CAC to act as security device
4. Launch Firefox browser, go to https://cgwebmail.uscg.mil and if prompted for a PIN, type
in PIN and access is granted.
Basic MAC Setup:
Test was conducted using Mac OS 10.5.4 with latest version of Safari browser. You may
need to find a Card Reader that works correctly.
1. Be sure you have a CAC Reader that works (insert CAC, go to https://www.jtfgno.mil or
some other CAC-enabled site to verify).
2. Open "Keychain Access" Application in your utilities folder.
3. Insert CAC. It should show up in the "Keychains" list in the upper left side of the
Keychain Access window.
4. Select your CAC. A list of certificates will show up in the main window. Right-click on
the proper certificate. The proper cert is the one signed by the E-mail CA and is the same
cert used for "Smart Card Login, Secure E-mail and Client Authentication. On the Mac,
it's a little different. If you "Get Info" on the certificate in KeyChain Access and scroll
down to "Public Key Info" you will see a field called "Key Usage" which lists "Encrypt,
Verify, Wrap, Derive". That's the key you want to use.
5. Right-click on the proper certificate. Pick "Set New Identity Preference"
6. Type https://cgwebmail.uscg.mil into the URL field. Prompts for PIN. Type PIN and
access is granted.
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Frequently Asked Questions (FAQs)

Q.
A.
Will my rules work?

If your rules move your messages to your Personal Folders (.pst) and your Outlook in the
office is running, you will not see your messages in OWA since the messages are moved to
a .pst as soon they arrive. However, if Outlook in the office is not running, you will see
your messages in OWA. If your rules are set to move messages to a folder under your
Inbox in your Mailbox (not to a .pst), those rules will work as well and you will be able to
see all the messages in OWA in the specified folder.
Q.
A.
I cant see other Calendars.

You can only see your calendar and any calendar in Public Folders. You cannot see other
peoples calendars.
Q.
As soon as I opened up Public Folders, there is no way to get back to my OWA Inbox.
I cant go anywhere except Public Folders.
When you open Public Folders, it does not open in the same window. It opens a brand new
window while your OWA Inbox is still opened in another window. You should see two
instances of Internet Explorer running at this time. Simply close the Public Folder window
by clicking the X in the top right corner or click Logoff (it will only ask you to close that
window). The OWA Inbox will still be open.
A.
Q.
A.
I cant see all of my messages.

OWA only displays 25 messages at a time. Click
in the top right corner to see the next
25 messages. If you need to go to the end of all the messages, click
.
Q.
A.
When I remove my CAC, the system doesnt lock up.

The CAC is used to get you logged on to OWA. It will not lock your system like it does in
the office. OWA will not work if you take your card out. You will see the heading of the
messages until its refreshed but you will not be able to open any messages or Public
Folders.
Q.
A.
I took my card out and re-inserted it but I cant open my emails anymore.
If you took your CAC out of the reader and re-inserted it without trying to open any
messages, it will simply ask you to enter your PIN and you will be able to access your
email again. But if you take your card out and try to open any of the messages and then
you put the CAC back in to the reader, it will require you to restart Internet Explorer and
re-login.
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Q.
I get a different looking box when I try to access OWA at https://cgwebmail.uscg.mil.
A.
You are logged into CGDN+ via VPN. Disconnect from VPN then try again with the same
address.
Q.
Im getting an error, Error Code 500 Internal Server Error. The server denied the
specified uniform resource locator (url) when I try accessing OWA.
This error appears when the digital certificate with EMAIL in it is not selected. Make
sure you select the certificate with EMAIL. The certificate will not always appear at the
bottom as shown in the screen print on Page 7.
A.
--- End of Document ---
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Outlook Web Access 2003

Remote User Guide

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Currently, CAC-Enabled OWA is only supported for users at shore units.

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ActivIdentity ActivClient v6.1 This software must be installed on any Windows XP or

ActivIdentity ActivClient 6.1 and DoD Root Installer Setup Instructions:

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4. Type in your PIN then click OK.

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2. Click Save and Close when done.

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2. The following screens will appear. Click Run for both.

--- End of Supported Section ---

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Frequently Asked Questions (FAQs)

Will my rules work?

I cant see other Calendars.

I cant see all of my messages.

When I remove my CAC, the system doesnt lock up.

I get a different looking box when I try to access OWA at https://cgwebmail.uscg.mil.

--- End of Document ---

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