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Outlook Web Access 2003 Remote Guide Using Common Access Card Access
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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 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 won‟t 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 s and 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 the necessary software and documents and burn them to CDs to provide to s.
CAC-Enabled OWA is only available to s with Active Directory s. In other words, it is only available to s at migrated units.
Currently, CAC-Enabled OWA is only ed for s at shore units.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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Home PC Requirements Home PC Best Practices - This reading is HIGHLY recommended for all s: 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 ed: 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 it‟s 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 don‟t 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 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 next to „Toolbars‟. Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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, s, 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. Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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, s, Drafts, Inbox, Notes, Sent Items, Tasks, and more. Shortcuts: These are shortcuts to your Inbox, Calendar, s, 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 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 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 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 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 ed 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 s and is being provided „as is‟ with no guarantees to work and no additional . 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 . Basic LINUX Setup: Test conducted using Ubuntu Linux 8.04 and Firefox browser using USB SCM Micro SCR331 Card Reader Device 1. ed 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, s & installs in seconds. 2. ed 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 ). 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 , 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, , 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. Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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 can’t see other Calendars. You can only see your calendar and any calendar in Public Folders. You cannot see other people‟s calendars.
Q.
As soon as I opened up Public Folders, there is no way to get back to my OWA Inbox. I can’t 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 can’t 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 doesn’t 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 it‟s 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 can’t 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-.
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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.
I’m 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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Table of Contents INTRODUCTION .......................................................................................................................................................5 HOME PC REQUIREMENTS ..................................................................................................................................7 CHAPTER 1 LOGGING ONTO OUTLOOK WEB ACCESS ...............................................................................9 CHAPTER 2 SETTING UP SIGNATURE ................................................................................................. 13 CHAPTER 3 CONFIGURING OWA TO USE A DIGITAL SIGNATURE ....................................................... 15 CHAPTER 4 MAC AND LINUX SETUP ............................................................................................................... 19
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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 won‟t 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 s and 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 the necessary software and documents and burn them to CDs to provide to s.
CAC-Enabled OWA is only available to s with Active Directory s. In other words, it is only available to s at migrated units.
Currently, CAC-Enabled OWA is only ed for s at shore units.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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Home PC Requirements Home PC Best Practices - This reading is HIGHLY recommended for all s: 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 ed: 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 it‟s 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 don‟t 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 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 next to „Toolbars‟. Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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, s, 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. Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
Page 9
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, s, Drafts, Inbox, Notes, Sent Items, Tasks, and more. Shortcuts: These are shortcuts to your Inbox, Calendar, s, Tasks, Public Folders, Rules, and Options. You can access any of these shortcuts simply by clicking them.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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 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 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.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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3 Chapter 3 Configuring OWA to use a Digital Signature NOTE: You must have local 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 button.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
Page 15
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.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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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 ed 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 s and is being provided „as is‟ with no guarantees to work and no additional . 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 . Basic LINUX Setup: Test conducted using Ubuntu Linux 8.04 and Firefox browser using USB SCM Micro SCR331 Card Reader Device 1. ed 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, s & installs in seconds. 2. ed 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 ). 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 , 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, , 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. Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
Page 19
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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 can’t see other Calendars. You can only see your calendar and any calendar in Public Folders. You cannot see other people‟s calendars.
Q.
As soon as I opened up Public Folders, there is no way to get back to my OWA Inbox. I can’t 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 can’t 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 doesn’t 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 it‟s 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 can’t 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-.
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
Page 21
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.
I’m 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 ---
Outlook Web Access 2003 Remote Guide – Using Common Access Card Final Version – 19 June 2009
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