Outlook Web Access Safety

When it comes to email applications, Microsoft Outlook is still one of the most widely used. Being a built in component of Microsoft Office, it is often the default email used in offices and even homes. It is a powerful email client well integrated with Windows Desktop Search and can also serve as a calendar and task tracker. Outlook Web Access (OWA) is the web version of the Outlook client that users can view via any web browser using any computer or mobile device. It can do all tasks the regular MS Outlook does even if you are not in your own computer. As an online safety feature Outlook Web Access connection automatically expires and logs the user out when left inactive for a period of time. This safety feature is very useful but additional measures are still necessary for online safety.

• When accessing email through Outlook Web Access, make sure that you follow public computer safety tips. Be aware of your surroundings; try to cover the keyboard when typing your password in case there are over the shoulder snoops nearby. Do not allow the browser that you are using to save your password or remember you log in information since you do not know who will be using the computer next.

• When opening attachments, make sure it is a file from someone that you know and trust. Before logging off the computer, make sure that you delete copies of the attachment that you may have saved on the computer and empty the recycle bin.

• After your session, log out of OWA and delete the browser’s cache by clearing cookies, history, and temporary internet files. Do this by going to Tools> Internet Options> Delete Browsing History in Internet Explorer, for Chrome go to Tools>Options>Under the Hood.

• With OWA you can also manage your junk-mail settings by creating a list of addresses and websites or domains that you trust, you can also block senders and HTML links to other content from the web. External links often cause more junk-mail and even viruses. These settings can be found in the Navigation Pane, under Options go to Privacy and Junk E-mail Prevention.

• For highly confidential emails, you also have the option to encrypt messages. Email encryption basically converts your text to cipher or code, the person receiving the email needs a private key to be able to read it in a normal way. This prevents unauthorized access to the messages that you send out to your contacts. To set up email encryption you should install S/MIME control and get a digital ID so you can send encrypted emails.  To get S/MIME Control, go to Options> Email Security>Download or Re-install for older versions. Once this is done, check the option to encrypt email and attachments for messages that you will be sending out. Do not forget to save your changes before closing the window and testing your email.

• Getting a Digital ID is important when encrypting email and signing your messages digitally. This ensures the authenticity of your email, letting the receiver know that it really came form you and that it was not tampered with. To get a Digital ID specify if it is for email encryption, for digital signature or both. You can request this from your office’s server or IT administrator or individual vendors selling digital signatures.

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