Although MITA has a SPAM filter in place, a number of such emails can still make it to your inbox. Check the SPAM, Phishing and Spoofing information in the Email - Recommendations of Use page.

Microsoft Outlook offers the facility to set a rule to automatically move such emails to a required folder. To configure it in Microsoft Outlook follow these steps:

Microsoft Outlook 2007

• Open Microsoft Outlook 2007
• Click on the Tools menu
• Select Rules and Alerts
• Click on New Rule button
• Under Step1: Select Move messages with specific words in the subject to a folder
• Click Next
• Under Step 2: (lower part of the Rules Wizard), click specific words and in the Specify words or phrases to search for in the subject: write "[SPAM] -" (without the quotes)
• Click Add
• Click OK
• Also under Step 2: (lower part of the Rules Wizard), click specified folder and select Deleted Items folder or any other folder of your choice (note that if you select another folder you will have to delete unwanted emails manually)
• Click OK
• Click Next 3 times
• Check Run this rule now on messages already in "Inbox"
• Click Finish
• Click Apply
• Click OK

Microsoft Outlook 2010

• Open Microsoft Outlook 2010
• Click File
• Click Manage Rules & Alerts
• In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule
• Under Step1: Select Move messages with specific words in the subject to a folder
• Click Next
• Under Step 2: (lower part of the Rules Wizard), click specific words and in the Specify words or phrases to search for in the subject: write "[SPAM] -" (without the quotes)
• Click Add
• Click OK
• Also under Step 2: (lower part of the Rules Wizard), click specified folder and select Deleted Items folder or any other folder of your choice (note that if you select another folder you will have to delete unwanted emails manually)
• Click OK
• Click Next 3 times
• Check Run this rule now on messages already in "Inbox"
• Click Finish
• Click Apply
• Click OK

Microsoft Outlook 2013 and 2016

• Open Microsoft Outlook 2013, 2016
• In the Quick Access Toolbar under Home click on Rules
• Click Manage Rules & Alerts
• In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule
• Under Step1: Select Move messages with specific words in the subject to a folder
• Click Next
• Under Step 2: (lower part of the Rules Wizard), click specific words and in the Specify words or phrases to search for in the subject: write "[SPAM] -" (without the quotes)
• Click Add
• Click OK
• Also under Step 2: (lower part of the Rules Wizard), click specified folder and select Deleted Items folder or any other folder of your choice (note that if you select another folder you will have to delete unwanted emails manually)
• Click OK
• Click Next 3 times
• Check Run this rule now on messages already in "Inbox"
• Click Finish
• Click Apply
• Click OK

Outlook on the Web (webmail)

Once you login into your email account/ generic mailbox, click on the 'gear icon' and select Options

A new window prompts, on the left side menu, click on Inbox and sweep rules

• click on the icon
• Fill in the required information as per below;
  • Name: Type in a name to identify the rule (i.e. SPAM Rule)
  • Condition: Select, It include these words > in the subject...
    • Specify words: [SPAM]
    • Click and OK
  • Action: Select, Move, copy, or delete > Copy the message to folder...
    • Select a folder of your choosing (i.e. Junk E-Mail folder)
    • Click and OK
  • Untick Stop processing more rules

  The rule conditions and actions should be similar to the below;
  

• Click button to save the rule

The rule conditions and actions should be similar to the below;

If you sent an email by mistake or after you sent it you realised that you need to modify something, there is an option in Microsoft Outlook that allows you to do so.

Note: The success of this method depends on the recipients' actions. If the recipient read the original email immediately (e.g. from a mobile device) or even after the recall attempt has been made, the original email would still have been disclosed.

To try to recall a sent message from Microsoft Outlook (this option is not available from webmail or from mobile devices) perform the following:

Outlook 2007

• Open Microsoft Outlook 2007
• Double click on the Sent Items folder
• Double click on the email you wish to recall or delete
• Click Other Actions menu
• Click Recall this message and click on OK

Outlook 2010

• Open Microsoft Outlook 2010
• Double click on the Sent Items folder
• Double click on the email you wish to recall or delete
• In the Message menu go to Actions
• Click Recall This Message

Outlook 2013

• Open Microsoft Outlook 2013
• Click on the Sent Items Folder
• Double click on the email you wish to recall or delete
• Click File
• Under Info select Resend or Recall
• Select Recall This Message...
• This opens the Recall Option dialog
• Select the required option
• Click OK

Outlook 2016

• Open Microsoft Outlook 2016
• Click on the Sent Items Folder
• Double click on the email you wish to recall or delete
• Click File
• Under Info select Resend or Recall
• Select Recall This Message...
• This opens the Recall Option dialog
• Select the required option
• Click OK

All mailboxes have a 10GB of free storage. To check the remaining free storage folow the below instruction depending on what Microsoft Product you are using;

• Open Microsoft Outlook 2007
• Right click on your name (found on the top left hand side of the screen)
• Click on Properties
• Select Folder Size

• Open Microsoft Outlook 2010
• Right click on your name (found on the top left hand side of the screen)
• Click on Account Properties

• ​Open Microsoft Outlook 2013/ 2016
• Right click on you mailbox (found on the top left hand side of the screen)
• Click on Data File Properties
• Click on Folder Size

Outlook on the web

Once you login into your email account/ generic mailbox, click on the 'gear icon', and select Options

1. The 'Options' window will prompt, on the left hand side menu, click ​My account
   
2. Under My account you will be able to see the Mailbox size as per below

An email is communicated between 2 or more mailboxes, the receiver (To field) and the sender (From field), both mailboxes must have a valid email domain/ suffix. This also applies when configuring automated emails, otherwise the email will not be able to route and will fail to deliver.

The below table shows examples of a valid email domain/ suffix;

A valid smtp address is also required. The below samples show a valid smtp address;

• <pinter_floor>@gov.mt
• <server_name>@gov.mt
• <application_name>@gov.mt

To configure Microsoft Outlook 2007 / 2010 / 2013 / 2016 / 365 profile to view the government personal / generic email carry out the below steps.  These steps can be used both from work and from home (or any other site with an internet connection).

Note: Before you start make sure you have an internet connection and can access https://webmail.gov.mt

Configuring Personal / Generic Mailbox - Automatic Configuration

• For Windows 7 / 8 / 10 press the Windows key (or click on Start if available) and type "Control Panel" and ​press enter
• Select Mail (If “View By:” is set to “Category”, press on “User Accounts” then click on Mail)
• Click Show Profiles
• Click Add
• Type a name for the new profile under Profile Name and click on OK
• Enter your name and the e-mail address (if connected to the MAGNET the email should appear automatically)
• Click Next
• The setup will automatically search for your settings
• ​A Windows Security window will prompt. ​Click on More Choices
• Click on Use a different account
• Type in your government email address  and your domain password ​(Example: someone@gov.mt)
• ​Click OK
• The setup will inform you that your email account has successfully been configured to use Microsoft exchange.
• Click Finish
• Either select the Always use this profile radio button and make sure the newly created profile is selected from the drop down or Prompt for a profile to be used​ if you need to use multiple Outlook profiles

​

​The configuration should be completed. If this does not work proceed with the Manual Configuration as below.

Configuring Personal / Generic Mailbox - Manual Configuration (Not available for Office 2016 / 365)

• For Windows 7 / 8 / 10 press the Windows key (or click on Start if available) and type "Control Panel" and ​press enter
• Select Mail (If “View By:” is set to “Category”, press on “User Accounts” then click on Mail)
• Click Show Profiles
• Click Add
• Type a name for the new profile under Profile Name and click on OK
• ​Tick Manually configure server settings or additional server types and click Next
• Select Microsoft Exchange Server or compatible service (Microsoft Exchange for Office 2007) and click Next
• Type “CAS.ARRAY.LOCAL” in the Microsoft Exchange server box
• Type your government email address ​(e.g. someone@gov.mt)​ or generic email address (e.g. callcentre.mita@gov.mt) in the username box (depending whether you want to configure a personal or generic email)
• Click on More Settings (for Office 2007 only if you get a popup click OK and then Cancel)
• Go to Connection tab
• Tick the Connect to Microsoft Exchange using HTTP
• Click on Exchange Proxy Settings
• Type “webmail.gov.mt” in the https:// box
• Tick Only connect to proxy servers that have this principal name in their certificate and type “msstd:webmail.gov.mt” in the textbox shown below this option
• Tick On fast networks, connect using HTTP first, then connect using TCP/IP
• Click OK
• Click Apply and then OK
• Click Next
• Click Finish
• Select the Always use this profile radio button and make sure the newly created profile is selected from the drop down.

After the above setup is ready if you need to configure offline mail click HERE for Office 2007 or HERE ​for Office 2010.

If you need to configure multiple mailboxes, use one of the two methods below:

Configuring Multiple Personal / Generic Accounts - Method 1 (Different Email Profiles)

The above method creates an email profile.  The same method can be used more than one time on the same workstation to create multiple personal / generic email profiles. However if you have more than one email profile you need to perform the following additional steps so that Outlook asks you which email profile you want to select every time you open it.  Using this method you can only see one mailbox at a time - if you wish to view multiple mailboxes simultaneously in the same profile use Method 2.

• For Windows XP / 7 click Start (Windows Icon bottom left) - Control Panel
• For Windows 8 or above press the Windows key (or click on Start if available) and type "Control Panel" and press enter
• Click Mail
• Click Show Profiles
• Under "When starting Microsoft Office Outlook, use this profile", check the box in front of "Prompt for a profile to be used"
• Click Apply and then OK​​

Configuring Multiple Personal / Generic Accounts - Method 2 (Same Email Profile)

If you want to set up Outlook to view more than one mailbox (additional personal or generic mailboxes) in the same email profile (different mailboxes shown underneath each other in the left window pane of Microsoft Outlook) please follow the below steps:

• Open Microsoft Outlook
• From the left hand side in Outlook, right Click on your mailbox (This is shown as Mailbox - Surname Name at Ministry)
• Select Properties if using Office 2007 / Select Data File Properties if using 2010 or later
• Click on the Advanced Button
• Click on the Advanced Tab
• Click on the Add Button
• Type in the Email Address
• Click OK
• Click Apply
• Click OK twice

1. Copy the signature from someone else who has an identical signature (highlight the required text and images, and press the cmd and c keys simultaneously.  The safest is to use an email from someone within your section (who has set his signature using the respective script).
2. Open Outlook for Mac and go to Outlook menu - Preferences.
3. A window will open with a number of icons.  Click on the Show All button and then click on the Signatures icon from the Email section.  A new window will open.
4. Click on the plus (+) icon at the left hand side of the window.  Double click on "Untitled" to give your signature a description.  This description is for your information only and will not be seen by the recipients.
5. In the signature area (right top part of the window) remove any text that might be present and paste the signature previously copied by pressing the cmd and v keys simultaneously.
6. Due to compatibility issues between MS Office for windows and Office for Mac you might need to rearrange some items.  In some cases it might be better to paste the copied signature in Word, switch on the table borders, arrange the items from Word itself and then switch off the borders and copy the signature again from Word.
7. From the Choose default signature dropdowns, select your government email in the Account dropdown and your new signature for both New messages and Replies/forwards dropdowns.

1. Ensure internet connectivity and open Mail.
2. Add Account
3. If this is the first time opening the application, you will be presented with an “Add Account” Dialogue.  Choose “Exchange” and then click on “Continue”
4. If Mail has been already set up to access other personal mailboxes, click on “Mail” (next to File, Edit, View….) and then click on “Add Account”.  Choose “Exchange” and then click on  “Continue”
5. Insert Name and Surname in the “Name” text box.
6. Insert your Government Email Address  in the “Email Address” text box.
7. Insert your Government Email password in the “Password” text box
8. Click on “Sign In”.
9. Type in "webmail.gov.mt" as Incoming and Outgoing URL​
10. You will be presented with an error stating “Unable to verify account name or password”.  Insert your Corp username in full (Corp\LastF001) and click “Next”.
11. Select the apps to synchronise and click “Done”.​

A recurring appointment is an appointment that is repeated on a regular basis (e.g. every Monday, once a week, every Wednesday once a month, etc.)

To create a recurring appointment follow the below instructions, depending on what Microsoft Outlook you are using;

Microsoft Outlook 2007/ 2010

• Select Calendar icon, bottom left section on Outlook
• Set up appointment, click New > New Appointment
• Compose appointment details, then click Recurrence button
• An Appointment Recurrence dialog will pop up
• Select the preferred Appointment Time, Recurrence Pattern and Range of recurrence
• Once finished click Ok
• Click on Save & Close to save the appointment

Microsoft Outlook on the web (webmail)

Once you login into your email account/ generic mailbox, click on the 'functions' button and select Calendar

1. Click on the  button
2. Fill in all the required details of the appointment
3. Under Repeat, select on of the conditions
   Condition Other... will give further options to repeat the calendar appointment as per below;
   
4. Click 

Calendar appointments and any documents attached to these appointments take up space from your allocated mailbox size.  To manage your mailbox size it is good practice to remove all the unwanted Calendar appointments.

NOTE: Keep in mind that once deleted from your Calendar the appointments cannot be viewed.

To delete appointments from your respective Microsoft Outlook follow the below steps:

 Microsoft Outlook 2007/ 2010

• Open Microsoft Outlook
• Click on Calendar
• Select the View menu and click on Current View (For Outlook 2010 select Change View)
• Set the view as By Category
• Select the items (Sort by date) you wish to delete (Pressing CTRL+A selects all items)
• Click on the delete icon
• On the top left hand side of the window (or press the DEL key)
• To go back to the previous Calendar view select the View menu and click on Current View (For Outlook 2010 select the view as Day/Week/Month)

If you delete an item by mistake and you wish to know how to recover it please click here.

Microsoft Outlook on the web (webmail)

Once you login into your email account/ generic mailbox, click on the 'functions' button and select Calendar

1. Browse the date of the calendar using one of the following (Circled in red) functions to search for the appointment
   
2. Left click on the required meeting/appointment and click on the Decline button or Cancel button
   

​

Deleted emails or calendar items are stored in the Deleted Items folder, still taking up storage from your allocated mailbox size.

It is good practice to empty the Deleted Items folder, to free up your mailbox storage. This can be done by;​

1. ​Right click on the Deleted Items folder
2. Select Empty folder

NOTE: Emptying the Deleted Items folder, will permanently deleted all items found in the Deleted Items folder.

If by ACCIDENT you have permanently deleted emails or a calendar items, it is possible to recover them for up to 180 days after they have been deleted.

The below 2 methods will assist in trying to restore deleted items depending on whether the item is still in the Deleted Items folder or not.

Recover items from the Deleted Items folder (Applies for: Microsoft Outlook)

1. Open Microsoft Outlook
2. Browse and select the Deleted Items folder from the left-hand side menu
3. Right click on the email/ calendar item you wish to recover
4. Select Move to Folder
5. Select the folder where you need the mail to be recovered to
6. Click on Move​

If the required email/ calendar item is NOT found in the Deleted Items folder;

1. Open Microsoft Outlook
2. Browse and select the Deleted Items folder from the left-hand side menu
3. Right click on the email/ calendar item you wish to recover
4. Switch to the Home tab
5. Click on Recover Deleted Items from Server
6. Click on the items you want to recover
7. Select Recover Selected Items
8. Click OK​

NOTE: This works only if the item was deleted less than 180 days ago. Once an item is recovered, it will automatically be placed under the Deleted Items folder

Recover items from the Deleted Items folder (Applies for: Outlook on the web)​

1. Login into your email account/ generic mailbox
2. Browse and select the Deleted Items folder from the left-hand side menu
3. Right click on the email/ calendar item you wish to recover
4. Select Move to a different folder
5. Select the folder where you need the mail to be recovered to
6. Click on Move​

If the required email/ calendar item is NOT found in the Deleted Items folder;

1. Login into your email account/ generic mailbox
2. Browse and select the Deleted Items folder from the left-hand side menu
3. Click on the Recover deleted items found on top of the emails list​
   
4. Select the required email you wish to recover and select Recover
   
   

NOTE: This works only if the item was deleted less than 180 days ago. Once an item is recovered, it will automatically be placed under the Deleted Items folder​

Sometimes it might be required to autoforward (i.e. automatically forward) emails to another mailbox.  While forwarding to a third party email is usually not allowed for security reasons (click here for more details on Mail Forwarding to a Third Party Mailbox if you have a business reason to do so), below you can find guidelines on how to go about it for transferring emails to other gov mailboxes.

By using a rule, any received email message that match conditions specified in the rule can be forwarded or redirected to another email account. Usually it is required that all email messages are automatically forwarded (autoforwarded) to another recipient.

One must first understand that there are two different ways how messages are sent to another mailbox.

• Message forwarding: When a rule automatically forwards a message that you receive, the rule adds the designation "FW:" to the beginning of the Subject line, changes the message formatting, and forwards the message to the account specified by the rule. The recipient represented by the account sees that the message came from you. A copy of the message you received is left in your Inbox or in the folder to which the message was originally delivered.
• Message redirection: When a rule automatically redirects a message that you receive, the rule sends the message, unchanged, to the account specified by the rule. To the recipient, the message appears as though it came directly from the original sender. There is no indication that the message was delivered by way of your account. A copy of the message you received is left in your Inbox or in the folder to which the message was originally delivered

In an effort to consolidate the corporate government image, an initiative has been triggered to install standard image signatures across all government users.  The below scripts have been compiled to work both on workstations connected to a MITA managed domain and on personal workstations running Windows OS using a third party internet connection.​

To set your email signature for Microsoft Outlook 2013 / 2016 / 365 on a Windows workstation please open the appropriate zip file and double click on the script within the zipped file.  If you have a Mac workstation please click here ​to follow the instructions how to set the signature manually.

After executing the script, the new email signature will automatically be installed on the workstation you are using.  If you need to set your signature on other workstations you need to repeat the process from those workstations.  Note that the signature will only be visible when using the Microsoft Outlook client. The signature will not be visible when the email is accessed via webmail (webmail.gov.mt).

NOTE: For the signature script to work Microsoft Outlook must be set to send emails as HTML (not Text). This can be checked from the Tools Menu - Options - Mail Format tab - Message Format section.  Government workstations have this configured by default.  It is also important that the latest MS Office service packs are installed for the signature to work properly.

If changes within your details are necessary, kindly contact your respective IMU or IT Department.

Below is a list of the available signatures for Government Departments and further below for Ministry Secretariat /  Private Secretariat.  At the bottom of the page are the signature for Government Entities.  Click on the respective link pertaining to your organisation & department / secretariat to download the zip file with the script to modify your signature.

How to configure Offline mail in Outlook 2007

The online mailbox has limited capacity to store emails (including attachments) and calendar appointments.  To learn how you can check your mailbox size click here​. Where Microsoft Outlook is being used it has the facility to set an offline folder pst file to allow you to move items from the online mailbox to an offline file.

Note: Refer to Email - Recommendations of Use for recommendations on maximum size of pst file.

To create a new offline mail (archive) in Microsoft Outlook 2007 carry out the following steps:

• Open Microsoft Outlook 2007
• Click on File and Select Data File Management
• Click on Add
• Select Office Outlook Personal Folders File (.pst) and click OK
• Provide the location and name of the file in which the offline mail will be stored (It is recommended that this is stored on your PC / Laptop hard disk - make sure you remember the location to be able to backup the offline mail)
• Click OK
• Type in the name how the offline Mail folder will be displayed in Microsoft Outlook
• Provide a password if you would like to password protect your offline mailbox and click OK (it is recommendable that a password is provided but note that MITA cannot reset this password if you forget it)
• Click Close and your Personal Folder is ready to be used
• You can now create subfolders in your offline mail by right clicking on the offline folder and select the New Folder menu item
• Mail items can now be dragged from the online to the required offline folder

If you already have an existing offline mail (archive) pst file and you want to configure Outlook to view it perform the following steps:

• Open Microsoft Outlook
• Click on File and Select Data File Management
• Click on Add
• Select Office Outlook Personal Folders File (.pst) and click OK
• Provide the location and name of the pst file in which the offline mail is stored. Usually this is stored on your workstation hard disk.  If the offline mail is stored on a pen drive or a CD it is advisable to copy it to the local hard disk before you proceed.
• Click OK
• Type in the name how the offline Mail folder will be displayed in Microsoft Outlook
• IF the file was password protected, input the password for your offline mailbox and click OK
• Click Close and your Personal Folder is now visible in Microsoft Outlook left hand pane
• Click on the folders / emails you wish to view

If you want to back up an existing offline mail (archive) pst file do the following:

• Open Microsoft Outlook
• Click on File and Select Data File Management​
• Click on the Data Files tab and a list of offline mail (archives) will be provided
• The first entry (where your email address is shown) is the online mailbox and this cannot be backed up locally
• The below steps should be carried out for each individual offline (archive)
• Click on the required offline (archive) pst file to be backed up and click on the icon with the yellow folder called Open File Location.. (shown at the right hand part where the icons are shown)
• This will open a Windows folder where the offline (archive) pst file is located
• CLOSE MICROSOFT OUTLOOK - this is important since if you will not close it the backup will not be performed correctly
• Right click on the required pst file and select Copy
• Navigate to locate the destination folder where you wish to back up the file (e.g. Pen Drive)
• Right click in a blank area in the destination folder and select Paste

Note: When items are deleted from offline mail, the file size of the offline mail does not automatically reduce.  Sometimes it may be a problem to copy large files to a pen drive, so the following steps might be useful to try to reduce the offline file size.  Always make a copy of the offline mail before you attempt this procedure:

• From the Tools menu select Account Settings
• On the Data Files tab, click the data file that you want to compact, and then click Settings
• Click on Compact Now

How to configure Offline mail in Outlook 20013/ 2016

The online mailbox has limited capacity to store emails (including attachments) and calendar appointments.  To learn how you can check your mailbox size click here​. Where Microsoft Outlook is being used it has the facility to set an offline folder pst file to allow you to move items from the online mailbox to an offline file.

Note: Refer to Email - Recommendations Of Use for recommendations on maximum size of pst file.

To create a new offline mail (archive) in Microsoft Outlook 2013 and 2016 carry out the following steps:

• Open Microsoft Outlook 2013/2016
• Click on File and under Info Select Account Setting
• Select Account Settings
• Account Settings window will open
• Select the Second Tab called Data Files
• Click on Add..
• Create or Open Outlook Data File will open
• Select the destination of where you want to create the Offline mail (This location will be needed to back up the Offline mail)
• Type in a File name of your choice
• Click OK
• Click Close
• Offline mail will be visible in the side view of Outlook​

If you already have an existing offline mail (archive) pst file and you want to configure Outlook to view it perform the following steps:

• Open Microsoft Outlook 2013/2016
• Click on File and under Info Select Account Setting
• Select Account Settings
• Account Settings window will open
• Select the Second Tab called Data Files
• Click on Add..​
• Provide the location and name of the pst file in which the offline mail is stored. Usually this is stored on your workstation hard disk.  If the offline mail is stored on a pen drive or a CD it is advisable to copy it to the local hard disk before you proceed.
• Click OK
• Click Close
• Offline mail will be visible in the side view of Outlook​

If you want to back up an existing offline mail (archive) pst file do the following:​

• Open Microsoft Outlook 2013/2016
• Click on File and under Info Select Account Setting
• Select Account Settings
• Account Settings window will open
• Select the Second Tab called Data Files
• Click on the required offline (archive) pst file to be backed up and click on the icon with the yellow folder called Open File Location.. 
• This will open a Windows folder where the offline (archive) pst file is located
• CLOSE MICROSOFT OUTLOOK - this is important since if you will not close it the backup will not be performed correctly
• Right click on the required pst file and select Copy
• Navigate to locate the destination folder where you wish to back up the file (e.g. Pen Drive)
• Right click in a blank area in the destination folder and select Paste​

Note: When items are deleted from offline mail, the file size of the offline mail does not automatically reduce.  Sometimes it may be a problem to copy large files to a pen drive, so the following steps might be useful to try to reduce the offline file size.  Always make a copy of the offline mail before you attempt this procedure:​

• From the File Menu Click Account Settings and select Account Settings
• From the Data Files tab, click on the data file you want to compact, and then click Settings
• Click on Compact Now

The online mailbox has limited capacity to store emails (including attachments) and calendar appointments. To learn how you can check your mailbox size click here​.​ Where Microsoft Outlook is being used it has the facility to set an offline folder pst file to allow you to move items from the online mailbox to an offline file.

Note: Refer to Email - Recommendations Of Use for recommendations on maximum size of a pst file.

To create a new offline mail (archive) in Microsoft Outlook 2010 carry out the following steps:

• Open Microsoft Outlook 2010
• Select the File menu, click on the Account Settings button, click on Account Settings menu item and select the Data Files tab
• Click on Add
• Provide the location and name of the file in which the offline mail will be stored (usually this is stored on the hard disk of your PC / Laptop - make sure you remember the location to be able to back up the offline mail)
• Type in the name how the offline Mail folder will be displayed in Microsoft Outlook
• Click OK and the offline mailbox will then be visible in the Data Files tab
• If you would like to password protect your offline mailbox ​(it is recommendable that a password is provided but note that MITA cannot reset this password if you forget it),  select the offline file and click on Settings
• Click on the Change Password button
• Leave the Old Password field blank
• Type in a new password in the New password field
• Re-type the same password in the Verify password field
• Click OK
• Click Close and your Personal Folder is ready to be used

If you already have an existing offline mail (archive) pst file and you want to configure Outlook to view it perform the following steps:

• Open Microsoft Outlook 2010
• Select the File menu, click on the Account Settings button, click on Account Settings menu item and select the Data Files tab
• Click on Add
• Provide the location and name of the pst file in which the offline mail is stored. Usually this is stored on your workstation hard disk.  If the offline mail is stored on a pen drive or a CD it is advisable to copy it to the local hard disk before you proceed.
• Click OK
• Click Close and your Personal Folder is now visible in Microsoft Outlook left hand pane
• Click on the folders / emails you wish to view

If you want to back up an existing offline mail (archive) pst file do the following:

• Open Microsoft Outlook 2010
• Select the File menu, click on the Account Settings button, click on Account Settings
• Click on the Data Files tab and a list of offline mail (archives) will be provided
• The first entry (where your email address is shown) is the online mailbox and this cannot be backed up locally
• The below steps should be carried out for each individual offline (archive)
• Click on the required offline (archive) pst file to be backed up and click on the icon with the yellow folder called Open File Location.. (shown at the right hand part where the icons are shown)
• This will open a Windows folder where the offline (archive) pst file is located
• CLOSE MICROSOFT OUTLOOK - this is important since if you will not close it the backup will not be performed correctly
• Right click on the required pst file and select Copy
• Navigate to locate the destination folder where you wish to back up the file (e.g. Pen Drive)
• Right click in a blank area in the destination folder and select Paste

NOTE: When items are deleted from offline mail, the file size of the offline mail does not automatically reduce.  Sometimes it may be a problem to copy large files to a pen drive, so the following steps might be useful to try to reduce the offline file size.  Always make a copy of the offline mail before you attempt this procedure:

• Select the File menu, click on the Account Settings button, click on Account Settings menu item and select the Data Files tab
• On the Data Files tab, click the data file that you want to compact, and then click Settings
• Click on Compact Now

1. Open Settings
   1. iOS 7,8,9
      ​Go to Mail, Contacts and Calendar
   2. b. iOS 10
      Go to Mail​
2. ​​Make sure that your device is connected to a network
3. Go to Settings
4. Navigate to Accounts & Passwords
5. Select Add Account
6. Select Exchange
7. In the Email field, type in your Government Email Address (e.g. name.surname@gov.mt)
8. In the Description field, type in a description to recognise the mailbox (e.g. work)
9. Tap Next
10. Select Sign In
11. In the Password field type in your domain password
12. Select the options which you need to synch according to your liking
13. Tap Save
14. Account added 

How do I know what is my Windows version?   Click here while accessing this site from your Windows device.

Configure email on Windows Mobile 7 phone

1. Open menu and tap on Email Setup
2. Choose Outlook
3. Enter your e-mail address and password and tap on Sign In
4. Enter your username (e.g. surnn001) and domain name: CORP or EMBASSIES and click again on Sign in
5. Tap on Advanced
6. Enter the server name: webmail.gov.mt
7. Tap on Show all settings and choose which options you want to synchronize (mail/contacts/calendar)
8. Tap on Sign In

How do I know what is my Windows version?   Click here while accessing this site from your Windows device.

1. Open Setting
2. Choose email + accounts
3. Click on ‘Add an Account’ , and select ‘Exchange’
4. Enter your e-mail address and password and tap on Sign In
5. Enter the username (e.g. surnn001) and domain name: CORP and click again on Sign in
6. Tap on Advanced
7. Enter the server name: webmail.gov.mt
8. Tap on Show all settings and choose which options you want to synchronize (mail/contacts/calendar)
9. Tap on Done

Once configured if you want to change the password follow these steps:

1. Make sure your device is connected to a network
2. Tap on settings
3. Tap on email + accounts
4. Select your government mailbox
5. Tap the field under password
6. Enter the new password
7. Click the icon indicating that you are ready

A delivery receipt tells you that an email message  was delivered to the recipient's mailbox, but not whether  the recipient has seen it or read it.  A read receipt tells you that message was opened.  In both cases,  you receive a message  notification in your Inbox.

Microsoft Outlook 2007

1. On the Tools menu, select email options
2. Click on tracking options
3. Tick Read receipt or Delivery receipt
4. Click OK

Microsoft Outlook 2010/ 2016/ 365

1. Click the File tab
2. Select Options
3. Click Mail
4. Under Tracking, select the Delivery receipt confirming the message was delivered to the recipient`s e-mail server or Read receipt confirming the recipient viewed the message check box.

To share your government Calendar with other users carry out the steps of one of the following methods:

Sharing a Calendar in Microsoft Outlook 2007/ 2010

Method 1:

1. 1. Open Microsoft Outlook
   2. Click on the Calendar Tab
   3. Click on Share My Calendar  (For Outlook 2010 click on Share Calendar Tab)
   4. A calendar share request window will pop up
   5. Enter the email addresses of the recipients you want to share your calendar with - separate the email addresses with a semicolon
   6. Make sure the box of allow recipient to view your Calendar is checked (Note: If you want to view the recipient’s calendar, check the box next to request permission to view recipient’s Calendar as well)
   7. Click the Send button
   8. Another small window will pop up asking for permissions - click Yes
   9. A separate email will be sent to the email addresses you have selected
   10. Your recipients will need to grant you access to their calendar through the share calendar email request that they receive from you
   11. Once both parties grant access to share calendar, click on the Calendar tab
   12. You should see the name of the other party appear in the mid-section of the Navigation pane, under People’s Calendar
   13. Check the box next to the name to be able to view the person’s calendar
   14. To set different user level permissions, right click on Calendar and click on Change Sharing Permissions
   15. For each user name you have granted access, choose the level of permissions you wish to grant  (See table at the bottom of this page for permission types)

1. 1. Open Microsoft Outlook
   2. Click on Tools (for Outlook 2010 go to File and Click on Info)
   3. Select Options (for Outlook 2010 click on Account Settings)
   4. Select Delegates (for Outlook 2010 click on Delegates Access)
   5. Click on Add
   6. Search the email address of the recipient/s you want to share your calendar with
   7. Click Add and click OK
   8. After that the below window will pop up asking for permissions (See table at the bottom of this page for permission types)
   9. Go to Calendar section and choose permissions accordingly (Note: Automatically send a message to delegate summarizing the permissions must be checked in order to inform recipient/s)
   10. Click OK
   11. Click Apply
   12. Click OK

The recipient/s who has been given permissions need to follow the below procedure in order to access calendar:

• Click on Go
• Select Calendar
• Click on Open a Shared Calendar
• After that a window will pop up in order to type the name/s of the person who gave you the permission in order to access the shared calendar and then click OK

The Email service provided by MITA offers the Outlook on the Web facility, also known as webmail.  This is a feature that allows users to access it from a web browser from any location or from your personal PC / Laptop (not just from work) as long as an internet connection is available.  One has to keep in mind that offline emails are only available on the workstation where they were set and are not available through this facility.

Although Outlook on the Web is accessible from most browsers, including from mobile devices, there might be some limitations depending which operating system and browser version you are using.  More information on these limitations can be found here​.

If your device / operating system are not fully compatible you will use the OWA light version.  To know which features are not available in the light version please click here.

Logging In to Outlook on the web

To use the webmail service, open an internet browser of your choice and type the following in the URL: https://webmail.gov.mt

The below page will be displayed and will ask to login using your government credentials (Government Email Address and password).

Email Address:          Your Government Email Address (e.g. someone@gov.mt)
Password:                  Your domain password.

Accessing a Generic Mailbox using Outlook on the web (On Computer/ Laptop)

Login to https://webmail.gov.mt (as explained above) using your government credentials. Once logged in to your email account;

1. ​Click on the person icon found in the top right corner of the screen, and select Open another mailbox…
   
   
2. Once selected, a new window will prompt. Enter the generic mailbox email address and click Open
3. A new browser tab will automatically open the generic mailbox account

​​NOTE: You can only access generic mailboxes of which you have permissions to.

Composing and Sending a New Email

Once you login into your email account, make sure that the selected function is set as Mail. This can be confirmed by having Mail written in the top left corner of the ​screen

1. Click on the button and the below window will prompt, replacing the reading pane
   
   
2. Below once can find the icons found in the ‘New Email’ window, further explained; (Kindly refer to the letters found in the image above)
   1. To send the current email
   2. To attach an item
   3. To discard the current email
   4. Other options (Such as Save Draft, Set Importance etc.)
   5. To open the ‘New Email’ window in a separate window
   6. To enter recipients email addresses
   7. To enter recipients email addresses in Bcc
   8. To enter recipients email addresses in Cc
   9. To type in the email’s subject
   10. To type in the email’s message
   11. Font options
   12. Most relevant shortcuts
   13. To import a template which was saved earlier

Reading and Replying to Emails

Once you login into your email account, make sure that the selected function is set as Mail. This can be confirmed by having Mail written in the top left corner of the screen

You will be automatically re-directed to your inbox folder, where a set of new emails may be found as per below picture

Reading: Double click on the email which you may wish to read. This will prompt a new window expanding the selected email with more details.
Replying to Emails: Double click on the email which you may wish to reply. This will prompt a new window expanding the selected email with more details and actions.

​One of the actions found is the Reply all. Such action can be found in 2 buttons as shown as shown below. Select either Reply, Reply all or Forward depending on your needs;​

• Reply: Will reply only to the sender
• Reply all: Will reply to all recipients in the email
• Forward: Will forward the whole email including attachments to a new recipient​

Logging Out from Outlook on the web

When you are done processing emails you should always log out of your session.  This is especially more important if you are using a shared workstation at work or a PC in public places.

To log out,

1. ​Click on the 'person icon' found in the top right corner of the screen, and select Sign out
   
2. Close all browser windows to ensure that your credential are not used in another session/ window and cannot be used by someone else.

An email distribution list is a group of contacts which you can choose as a single recipient.  When an e-mail is sent to the specified distribution list, all the contacts in that list will receive a copy of the e-mail.   It has to kept in mind that by default one can only send up to 200 recipients simultaneously.  To increase this limit one has to apply for the non standard request to increase the Maximum Number of Recipients.

There are two types of distribution lists: server-side and a local distribution list.

Server-side email distribution lists are created, modified or deleted following an eRFS request, and can only contain government e-mail addresses found on the email server.   Such lists or groups are query based, meaning that the list is calculated on the fly based on a predetermined parameters (e.g. users' organisation = ministry x).  Examples of a server distribution list would contain the users within a specified department or for all the users within a specific ministry.

These lists can be used by anyone who has been authorised by an eRFS, and can be used from any workstation that has outlook properly configured or from webmail.

Microsoft offers an Outlook application for Android and iOS devices, that replaces the native apps. It incorporates email, calendar and contacts. The app can be found in the respective Google Play or App Store (search for Microsoft Outlook) or by clicking on the below links from your device:

• Android
• iOS​​​

1. Click on the Microsoft Outlook App on your mobile device
2. Click on GET STARTED
3. Enter your government Email Address and click on Continue
4. Enter Server name: webmail.gov.mt
5. Enter Domain: CORP
6. Enter your Username (without domain)
7. Enter your CORP Password
8. Enter a Description (Eg. Gov Email)
9. Click on the ‘very good’ symbol at the top right of the screen
10. You will be asked to Add another account, click on Maybe Later
11. Click on Skip

When a new account is created for government employees, a new Persona Package is provided. A Persona Package includes the below;​

• ​​​​​​A Domain Account (Corp or Schools)
• A government Mailbox
• Basic Internet Access​​

All of the above services, are accessible using the same credentials (Domain Username and password). If your workstation is connected to one of the domains (Corp or Schools), the same credentials also applies to log in.​

This option allows users to change their standard and privileged (e.g. DAS, DAU, DAC) domain accounts’ password using a workstation connected to the Government Network (MAGNET)  and connected to a domain.

Requirements: 

• Access to a workstation​
• The workstation must be connected to the Government’s network (MAGNET)
• Current password must be known

Instructions:

You can share your files through MS Teams, click her to see how.

When you're chatting with one or more people in Teams, you can instantly share your screen. Click here to find out how.

The Self Service Password Reset (SSPR) system is a Microsoft delivered feature that offers government enrolled users to a self-help facility to reset their Corp domain password if forgotten.

One must first enrol to the Self Service Password Reset (SSPR) system to be able to reset the Corp domain Password.

Click here for documented instructions of how one can enrol​ to the Self Service Password Reset (SSPR) system

A number of internet related issues can be solved by clearing the browser's history cache where various data is stored.  This will clear items such as your browsing history, stored password, cookies and other temporary files that might be causing the issue.

To delete the cache in Internet Explorer (versions 8 - 11) perform the below steps:

• Open Internet Explorer
• Click on Tools menu
• Select the Internet Options menu item
• Under the General tab, in the Browsing History section, click on the Delete button
• Tick the options as shown in the screen shot below
• Click on Delete

If browser problems still persist after performing the above you might wish to try check the following page:  How do I Reset the Internet Explorer settings?

In order to solve several types of internet related issues, Internet Explorer has the functionality to reset all the settings to default without the need of a re-installation.  By resetting Internet Explorer settings, you return it to the state it was in when it was first installed on your computer.  This is useful for troubleshooting or eliminating problems that might be caused by settings that were changed after installation.

Before you start if you would like to know which Internet Explorer settings that are affected by a reset please click here.

To reset the Internet Explorer settings to default carry out the below steps:

• Open Internet Explorer
• Click on Tools menu
• Select the Internet Options menu item
• Click on the Advanced Tab
• Click on the Reset Button
• Select the option Delete personal settings if you require to reset ALL settings
• Click Close
• Click OK
• Close and Reopen Internet Explorer

RSS (Rich Site Summary or Really Simple Syndication) is a service which provides a "feed" that is updated regularly. User can subscribe to an RSS feed to automatically receive the updated information. 

RSS feeds can be viewed in different ways, with the easiest methods being the following - you can find more information on each method further below:

• Use a web browser to surf the RSS feed page - this might require installing add-ons / extensions to the browser
• Configure Microsoft Outlook to receive the information directly in the RSS feeds folder - you can then view them using Outlook.

Microsoft Outlook offers a built in RSS feed reader, which allows the user to easily view RSS Feeds. To configure RSS feeds in Microsoft Outlook 2007 kindly follow the below steps:

• Open Microsoft Outlook
• Click on the Tools Menu
• Select Account Settings
• Select the RSS Feeds tab
• Click on the New button
• Enter the RSS Feed you want to add and click Add. The RSS Feed URL can usually be found by clicking the   symbol on the webpage providing the feed.
• Enter the Feed name in the following window and click OK.
• This will take you back to the Account Settings window where the RSS Feed will be listed as ‘Pending’. Close this window to finish setting up the RSS Feed.
• The RSS Feed can now be viewed in the RSS Feeds folder in your Mailbox

In order to remove and RSS Feed you no longer require kindly follow the below steps.

• Open Microsoft Outlook
• Click on the Tools Menu
• Select Account Settings
• Select the RSS Feeds tab
• Select the required Feed and Click Remove.
• Click Yes to remove the Feed.
• Kindly note that this does not remove the previously downloaded feeds. In order to do so, right click on the RSS Feed folder and click Delete.

In these cases you need to apply for the additional Internet Packages (refer to the section Internet – How do I apply for Additional Options?)   To know which Internet package you need to apply for based on the category shown when a page is blocked, click here.

 

Below are some basic troubleshooting steps to assist you in determining whether you have an internet related problem.

• Ensure that you are logged on to the internet.  Type logon.gov.mt in the browser URL bar and if you are presented with a page to type in your credentials (user name and password) type them in, click on the Log In button and try to access the required web page again.
• If you are able to access the Internet service but a particular web site is not accessible you can check if the web site is down by using free online services such as http://www.downforeveryoneorjustme.com/ which will tell you if the web site is down for everyone else, in which case you have to wait until the site owner / provider fixes the issue.
• Try to use a different browser (if available) to see if the issue solves itself when using a different browser.
• Try to clear the browser cache.  Click here to see how to clear Internet Explorer cache.

MITA's internet service includes the filtering of web sites according to their category.  Each web site falls under a specific category as defined by the web filtering product in use by MITA (FortiGuard Web Filter).  MITA has grouped these categories in a small number of packages, such as the Standard, Standard Plus, Restricted and Prohibitive.

While using the internet service one might encounter pages that are being blocked (click here for more information).  In these cases to access the required sites you will need to apply for additional internet packages. To learn how to apply for the Prohibitive Package internet package click here.

One can check a website classification from the Fortigate ​Web Filter Lookup. Insert the URL of the required website in the Search URL and press enter. The site will then return the category accordingly.

To be able to know which package is required to access particular categories refer to the below list.

CATEGORY	AVAILABLE CONTENT	INTERNET ​PACKAGE
		Standard	Standard Plus	Restricted	Prohibitive
Potentially Liable	Discrimination
	Drug Abuse
	Explicit Violence
	Extremist Groups
	Hacking
	Illegal or Unethical
	Plagiarism			​
	Proxy Avoidance
​​	​	​
Adult/ Mature Content	Abortion				​
	Advocacy Organizations
	Alcohol
	Alternative Beliefs
	Dating
	Gambling
	Lingerie and Swimsuit
	Marijuana
	Nudity and Risque
	Other Adult Materials
	Pornography
	Sex Education	​
	Sports Hunting and War Games
	Tobacco
	Weapons (Sales)
Bandwith Consuming	File Sharing and Storage
	Freeware and Software Downloads
	Internet Radio and TV
	Internet Telephony
	Peer-to-peer File Sharing
	Streaming Media and Download
	Security Risk
	Dynamic DNS
	Malicious Websites
	Newly Observed Domain
	Newly Registered Domain
	Phishing
	Spam URLs
General Interest - Personal	Advertising
	Arts and Culture
	Auction
	Brokerage and Trading
	Child Education
	Content Servers
	Digital Postcards
	Domain Parking
	Dynamic Content
	Education
	Entertainment
	Folklore
	Games
	Global Religion
	Health and Wellness
	Instant Messaging
	Job Search
	Meaningless Content
	Medicine
	News and Media
	Newsgroups and Message Boards
	Personal Privacy
	Personal Vehicles
	Personal Websites and
	Blogs
	Political Organizations
	Real Estate
	Reference
	Restaurant and Dining
	Shopping
	Social Networking
	Society and Lifestyles
	Sports
	Travel
	Web Chat
	Web-based Email
General Interest - Business	Armed Forces
	Business
	Charitable Organizations
	Finance and Banking
	General Organizations
	Government and Legal Organizations
	Information Technology
	Information and Computer Security
	Online Meeting
	Remote Access
	Search Engines and Portals
	Secure Websites
	Web Analytics
	Web Hosting
	Web-based Applications
Unrated	Unrated				​

To download the Secure Digital Certificate follow these steps from the PC / Laptop from where the Secure Digital Certificate will be used. It is important to download the Digital Certificate through the same browser which the Enrolment was carried out.

• Open the e-mail with the subject: Your Digital ID is ready and take note of the PIN Number.
• Click on the link for Microsoft users.
• A form will open, enter the PIN Number which was sent in the email and click Submit.
• The Web Access Confirmation window stating the Web site is attempting to perform a digital certificate operation will be shown, click Yes.
• A page should then be displayed advising that the certificate has been successfully installed.

The following steps need to be performed:

• Open the required workbook
• Click on the File menu and select the Save As option
• Click on the Tools button (to the left hand of the Save button) and select General Options... (refer to below screen shot)

• You will now be prompted with two possible passwords - make sure that you remember any password that you type in as the file might be inaccessible if you forget it
• Type a password in the Password to open textbox if you want the users to be prompted for this password when they want to view the file (you will be prompted to re-enter the password to verify it)
• Type a password in the Password to modify textbox if you want the users to be prompted for this password when they want to edit the file (you will be prompted to re-enter the password to verify it)
• Finally select the location and File name and click on the Save button

Configuration of the Secure Mail on a Windows workstation using Microsoft Outlook is done as follows:

1. ​Open Microsoft Office Outlook​
   1. For Outlook 2007/2010
      • Click on Tools.
      • Click on Trust Centre ad the Trust Centre window is opened.
      • Click on E-mail Security found on the left hand side.
   2. For Outlook 2016
      • ​Click on File tab and click Options.
      • Click Trust Centre tab at the bottom in the Outlook Options window. And you can see Microsoft Outlook Trust Centre Settings pane displaying at the bottom of the body part.
      • Click on E-mail Security found on the left hand side.
2. Click on the Settings button and make sure that the details are correct and click OK.
3. Click on Publish to GAL.
4. A prompt should come up stating Microsoft Office Outlook is about to publish security certificates to the Global Address Lisk. Click OK.
5. You should now be able to start using Secure e-mail. To send a secure e-mail, click on the Encrypt icon found in the Toolbar when composing an e-mail.

If you require the digital signature for secure e-mail, you should now be able to send secure e-mail by clicking on the Encrypt icon found in the Toolbar when composing an e-mail.

It is very important that Secure Digital Certificates are backed up.  For example, if using secure mail and your workstation is formatted or the hard disk fails, you will need this back up to be able to view previous secure e-mails.

Note: The steps in this section are for a Windows workstation and have to be carried out for each and every certificate that needs to be backed up.

To Back Up (Export) a certificate  carry out the below steps:

1. Open Internet Explorer
2. Press ALT + X and the options found in the Tools Menu should be displayed.
3. Click Internet Options, go on the Content tab and click on the Certificates button.
4. Highlight the Certificate which needs to be backed up and click on Export.
5. When the Welcome to the Certificate Export Wizard comes up. Click Next.
6. Select, Yes export the private key and click on Next.
7. Tick Include all certificates in the certification path if possible and Export all extended properties and click Next.
8. ​Select Password, and enter a password (It is important to remember this password since it will be used when the Certificate needs to be imported). Click Next.
9. Click on Browse, and select a location where to save the file. Make sure to name it in a way that is easy to find. Example: Secure Certificate Exp 2017. Click Next.
10. A new window will be shown. Click Finish.
11. A pop up should then come up informing you that the export was successful. Click Ok.

To Restore (Import) a certificate (such as after your workstation hard disk has been formatted or changed) carry out the below steps:

1. Open Internet Explorer
2. Press ALT + X and the options found in the Tools Menu should be displayed.
3. Click Internet Options, go on the Content tab and click on the Certificates button.
4. Click on Import.
5. When the Welcome to the Certificate Import Wizard comes up. Click Next.
6. ​Click on Browse and change the file type, found at the bottom right hand side of the window, to Personal Information Exchange (*.pfx).
7. Locate the file and click on Open and click Next.
8. Type the password which was entered in Step 4. Tick all of the options found under Import Options and click Next.
9. Make sure that Place all certificates in the following store is set to Personal. (This should be the default option) and click Next.
10. Click Finish.
11. The Importing a new private key exchange window should come up. Click OK.
12. A pop up should then come up informing you that the export was successful. Click OK
13. Finally a prompt should come up confirming that the import was successful.
14. Open Microsoft Office Outlook.
    If using Outlook 2007: 

     

    • Click on Tools.
    • Click on Trust Centre and the Trust Centre window is opened.
    • Click on E-mail Security found on the left hand side.
    • Click on the Settings button and make sure that the details are correct.
    • Click OK.
    • Click on Publish to GAL.
    • A prompt should come up stating Microsoft Office Outlook is about to publish your default security certificates to the Global Address List. Click OK.

    ​If using Outlook 2016:

    • ​​​​​​​​​​​​Click on File tab.
    • Click Options.
    • Click Trust Center tab at the bottom in the Outlook Options window. And you can see Microsoft Outlook Trust Center Settings pane displaying at the bottom of the body part.
    • Click on E-mail Security found on the left hand side.
    • Click​ on the Settings button and make sure that the details are correct.
    • Click OK.
    • Click on Publish to GAL.
    • A prompt should come up stating Microsoft Office Outlook is about to publish your default security certificates to the Global Address List. Click OK.

The digital secure certificate is usually used for secure mail.

To start the process you need to enrol.  Please follow the below steps:​

• Open your Internet browser (IE is recommended;  Chrome is not supported) and log on the Internet (using http://logon.gov.mt).
• If using Internet Explorer, make sure to include https://onsite.trustwise.com​ in the Secure Site Zone and also add the same URL in the Compatibility View Settings by going on to Tools - Compatibility View Settings - Type in https://onsite.trustwise.com​ in the Add this website field and click on Add. Click Close when ready.
• Click on the link: https://onsite.trustwise.com/services/GovernmentofMaltaeMailCertificateServiceG3/client/userEnrollMS.htm​
• Click on Enrol
• Fill in all the details. Make sure to enter your GOV e-mail address and use the Task Number as specified at the beginning of the e-mail.​

• Do not check: Check this Box to Protect Your Private Key.
• Click Submit which is found at the bottom of the page.
• You will be prompted with the message to confirm your e-mail, ensure the e-mail is correct and click OK.
• A new window (Web Access Confirmation) stating the Web site is attempting to perform a digital certificate operation will be shown, click Yes.
• The Web Access Confirmation Window will again be shown, click Yes.
• You will then be redirected to a page asking you to check your E-mail. Please note that these emails are not sent immediately, as your request will need to be processed beforehand.
• Once processed, you will then receive two emails from donotreply@cert.gov.mt with the subjects: Digital certificate request confirmation and Your Digital ID is ready.

This document is applicable only for Office 365.  It is NOT applicable for Office 2016.  Office 365 asks you to register the first time you load an Office product (e.g. Word).  If when you load the Office product you are not asked to register, go to the File menu and click on Account.  A page that contains the Product Information with will be displayed and the Subscription Product should be "Microsoft Office 365 ProPlus".

To register / activate Office 365 follow the below steps:

• Load the Office 365 application Word application and you will be prompted to activate the product
• Enter your Email address (e.g name.surname@gov.mt)
• If prompted for a password use your CORP password
• After you log in Office 365 you must set your email signature as explained here.

Please note that you can activate your Office 365 account on up to 5 workstations.  If you wish to unregister / deactivate an account from a particular workstation, please follow the below steps:

• Log in https://portal.office.com using your Email credentials (e.g. ​name.surname@gov.mt)
• Click on the personalised icon in the top right hand corner of the window
• ​A tab will be shown on the right-hand part of the screen - click on "My Account"
• Click on "Manage installs" under Install Status
• Select the device you no longer use and click on "Deactivate" and confirm

It is important to back up your files regularly from your workstation onto another media / device to minimise data loss especially in the case of a hard disk failure.​

To facilitate data backup (and make locating your files easier) it is recommended that all files that you need to store on your workstation hard disk are saved in the Documents area and not on your desktop or in other folders within the hard disk.  However this may at times be impossible if you have an application that is saving to a particular folder or you have a folder on the hard disk that is accessed by multiple users who log on the workstation you are using.

You should always check your backed up data ensuring that you have the very latest copy of the data before you authorise activities such as erasing, wiping or reinstallation on your PC / laptop​.  When backing and checking your files please ensure that you are referring to the actual file and not to the file's shortcut.  The shortcut is just a pointer to the actual file and if you copy the shortcut and you do not copy the actual file, then you will not be copying your data.

To back up the data onto an external storage device such as a USB pen drive or hard disk perform the following steps: (Note that you can also back up data to a CD/DVD or network drive, but be aware that on network drives there might be some type of files that are not allowed to be copied.)

• Save any pending files and close all applications (including outlook, word, excel etc.)
• Open My Computer (Windows 7: Click on the Windows icon located at the bottom left corner or press the Windows key, select the My Computer menu item.  Windows 8: Click on the Windows icon located at the bottom left corner or press the Windows key, type "Computer", press enter) or This PC (Windows 8.1: Click on the Windows icon located at the bottom left corner or press the Windows key, type "This PC", press enter)
• Double click on the icon for the local drive C:
• Open the Users folder.
• Locate the profile folder with your username (e.g. surnn001) and click on it.
• To start copying ALL data in your profile (you might wish to back up individual folders such as Desktop, Documents or Favorites instead) right click on the profile folder and select the Copy menu.  Refer to Figure 1 below.
• Click on the drive letter of the required external storage device (this will have a different drive letter other than C: and would be found on the left hand side of the window you were using.
• Once you click on the external storage device any files and folders on this device would be displayed.
• Find a blank area in the place where the device contents are (you might also wish to create a new folder or place the backup in an existing folder), right click and select the Paste menu.  Refer to Figure 2 further below.

Figure 1: Copy

 

Figure 2: Paste

When a PC is moved from one place to another or is disconnected to facilitate maintenance work, the peripherals have to be connected again.

The below picture shows the back side of a typical computer.  As it can be seen there are a number of sockets / connectors / ports with the most important ones labelled.  Further below you can find a brief description on each of them.​  The ports can be located anywhere on the back (or even on the front) and not necessarily in the same place as shown in the sample layout below.

To manually map shared folders on a Windows device please follow the below steps:

PDF (Portable Document Format) is a file format that captures all data of a printed document as an electronic image. It ensures that when a file is viewed or printed it retains the intended format and the data in the file cannot be easily changed or edited.  PDF files retain their original format better than other file formats (e.g.  .doc, .xls) especially when viewed on mobile devices.

PDF format top benefit is its mobility and portability. PDF files can be viewed from most operating systems including mobile devices. This means that when you need to circulate a document, the other users only need a PDF viewer to read the document (i.e. there is no need for them to have e.g. Excel, Word, Publisher, Powerpoint, Project, Visio to read your file).

It is quite easy to convert files or web pages to PDF. Below you can find the different methods used to save as PDF depending on the Microsoft Office or Internet Browser version you are using. ​

To test if the Maltese keyboard is working properly open Microsoft Word, select the Maltese keyboard and try the below keys to see if ALL the Maltese characters are functioning.

Note: There can be multiple Maltese keyboards set (e.g. 47 and 48 key).  Try them both to see which one works best for your current keyboard.

If you need to install the Maltese keyboard on a Windows 8 / 10 PC / Laptop perform the following steps:

• Click on Start
• Type Control Panel
• Click on Language
• Click on Maltese and click on Remove
• Click on Add a language
• Choose Maltese and click Add
• Sort the Maltese language as the first option to set as default language
• Click on Options
• Click on Add an input method
• Choose Maltese 48-Key and click Add
• Click Save

When a number of network dependent services (e.g. email, internet, OA shares) are not available on a workstation that used to access such services, the cause can be lack of network access.  This is identified by a red cross on the task bar at the bottom right hand of the screen (refer to screen shot below).

​

The following can be attempted to try to restore access or identify the cause if you are using a wired network (PCs are usually wired):

• Ensure network cable is properly slotted both from the workstation side and from the wall port.
• Try to change the network cable with a known working cable.  If this solves the issue and a new network cable is required contact your respective IT department or IMU.
• If a number of workstations within the same area are impacted simultaneously, it is likely that some network equipment (e.g. a network switch) is switched off.  If possible ensure that the network cabinet is powered up.  Electricity related issues should be directed to the respective maintenance department, your IT department or your IMU.
• If after performing the above the network is not yet restored you need to contact MITA to log a request as there can be other issues (such as a faulty network card on the workstation) that have to be seen to by MITA representatives.

Note: If the workstation is being connected for the first time to the network, the port has to be patched from the network equipment's side.  You need to contact MITA to log a request to have the port patched.

• Make sure that the laptop wireless switch is set to on.
• If you are using MITA provided wireless access from a government department for the first time, you need to ask your respective IT Department / IMU to raise an eRFS (xxxxx) to be granted access.
• If you are using third party (i.e. not provided by MITA) wireless access, you need to ask your respective IT Department / IMU to provide you the respective wireless key and security settings.
• If possible try to ask other users within the same area to check if they have wireless access.  If wireless access is not available to other users as well then there might be problems with the access point.  If the wireless service is provided by MITA then you need to raise a request with the MITA Service Call Centre.  If the wireless is provided by third party then please contact your respective IT Department / IMU.

There are two most common type of printer configuration as follows:

Network printer: This type of printer is connected directly to the network via a network cable or by means of an external print server.  This is the better option to share a printer between multiple users, and some models have other features such as scan to email.

USB printer: This type of printer is usually cheaper to purchase (although consumables might be more expensive) and is connected directly to a workstation via a USB cable.  Sharing this type of printer with other users is also possible but this requires the workstation that has the printer attached to be switched on.

If you cannot print from your printer, please make sure to check the below:

- Make sure that the printer and print server are powered on and that the printer is loaded with papers.

If your workstation is powering up but not booting (blank screen) try the following steps.  First try the below generic steps.  The steps further below are specific to whether you have a PC or a Laptop.

• Ensure that all the workstation plugs (including monitor) are connected to a mains power socket that is switched on
• Try to move the mouse or press a key on the keyboard to reactivate the workstation from hibernation / sleep mode
• Press the power button once (short press)
• Connect the mains plug to a different power outlet and try a different power cable / laptop charger
• For laptops disconnect the battery and switch on the laptop using just the charger

For PC

• Check that the display is powering on - if not check that the display power cable is properly attached
• Check that the keyboard and mouse are properly connected - if not connect them and switch the PC off and on again (where possible try a different mouse / keyboard)
• Disconnect the power cable from the PC
• Press the power button for 10 times
• Hold the power button for 10 seconds
• Reconnect the power cable
• Try to switch the PC back on

For Laptops

• Disconnect the power adapter
• Remove the battery from the laptop
• Press the power button for 10 seconds 
• Press the power button for 10 times
• Reconnect the power adapter and try to boot it.
• If it boots, shutdown the laptop, disconnect the power, reconnect the battery and the power 
• Turn on the laptop

One must first enrol to the Multi-Factor Authentication to be able to make use of such service. Users accessing the VPN service will be prompted with the normal Corp domain credentials and a token code / approval from the multi-factor authentication service depending on the selected method.

Some of the methods require the Microsoft Authenticator app on your mobile device. This application is available from Google play store, iPhone App Store or Windows phone store.

Instruction of how to configure the Microsoft Authenticator app can be found further below.

Enrolling to the Multi-Factor Authentication

To start enrolment follow the below 3 simple steps. Enrolment should take about 5 minutes to complete:

1. Go to the Microsoft Azure portal​.
   • If the laptop/ PC is connected to the government network (MAGNET), authentication is done automatically
   • If the laptop/ PC is connected to a third-party network, log in to Microsoft Azure portal using the government email address and Corp password.
2. Once logged in choose the multi-factor authentication method you desire from the drop-down. This is the multi-factor authentication method that will be used when logging into MITA services making use of ​Multi-Factor Authentication. The available methods are described below.
   Note:

    

   • One can change the authentication method at any time by logging into the Microsoft Azure portal​.
   • MITA recommends that the authentication method used is either “Notify me through app” or “Use verification code from app or token”.
   • Call my authentication phone number
     One must register the phone number of where the system will be calling. A recorded message will ask you to press the “#” sign on the mobile keypad.
   • Text code to my authentication phone number
     One must register the phone number of where the system will be texting an SMS with the code. The code is required to access the required service.
   • Notify me through app
     One must have the Microsoft Authenticator app installed on a mobile device (Smart Phone, Tablet, etc.). The Authenticator app will prompt a notification to either Approve or Deny authentication.
   • Use verification code from app or token
     One must have the Microsoft Authenticator app installed on a mobile device (Smart Phone, Tablet, etc.). ​The Authenticator app automatically generate a code every few seconds. The code is required to access the required service.
3. After choosing the required method, fill in the remaining details. Details vary depending on the chosen method.
   • The below option should be selected and filled if using the Call my authentication phone number or Text code to my authentication phone number methods.
     
   • The below option should be selected and filled if using the Notify me through app or Use verification code from app or token methods.
     

Configuring Microsoft Authenticator application

1. Download and install the Microsoft Authenticator app on your mobile device
2. Go to the Microsoft Azure portal​.

• If the laptop/ PC is connected to the government network (MAGNET), authentication is done automatically
• If the laptop/ PC is connected to a third-party network, log in to Microsoft Azure portal using the government email address and password.
• Once logged in choose one of the following methods from the drop-down.
  • Notify me through app
  • Use verification code from app or token
• Tick the Authenticator app or Token option and click on Set up Authenticator app
  
  NOTE: A new window will prompt similar to the below
  
• Open the Microsoft Authenticator app from your mobile device
  • Click options
    
  • Select +Add Account
  • Select Work or Schools Account
• A QR scanner will load on your mobile device. Scan the QR Code as mentioned in Step 4 and click Finish

Instructions on how to install the VPN client software on a government workstation click here​. To know how to install the VPN client software on other machines click here.

A Virtual Private Network (VPN) extends a private network across public network. VPN users are able to send and receive data across shared or public networks as if their computer device was directly connected to the Government network (MAGNET).

MITA provides a VPN client called FortiClient . FortiClient access is established in conjuction with the Multi-Factor Authenticaton token, therefore one must enrol to the Multi-Factor before using FortiClient.

Installing FortiClient VPN software (On a Government Supported Workstation)

Requirements: 

• Access to a workstation
• ​Workstation must be connected to the Government Network (MAGNET)

Instructions:  

• Click on the Start Button
• Type and select Software Centre 
• Under Applications, click on the Fortinet VPN Client and select Install
  
  

Note: To install FortiClient on a personal workstation, kindly click here

Using FortiClient VPN software (On Government Supported Workstation)

Note: Workstation must be connected to a Thrid-Party network connection. VPN does not work if workstation is connected to the government network (MAGNET)

1. After the installation is complete the FortiClient shortcut icon ​is created on the desktop. A green shield icon with a white check mark also should be visible in the taskbar. ​
2. Double click on the shortcut to log in using to MITA's VPN service.
3. Enter your Corp domain username (e.g. surnn001) and password 
4. Click on the Connect button.
5. Depending on the Multi Factor Authentication method chosen, you will now be asked to enter the token code / approve the Multi Factor Authentication. Click here​ for more information.
6. You will now be connected to the MITA VPN service.
7. To disconnect click on the FortiClient icon in the taskbar and click on the Disconnect button.​

​Note: Should you require to access/ map a Network drive (Such as P: Drive), click here.

A Virtual Private Network (VPN) extends a private network across public network. VPN users are able to send and receive data across shared or public networks as if their computer device was directly connected to the Government network (MAGNET).

MITA provides a VPN client called FortiClient . FortiClient access is established in conjunction with the Multi-Factor Authenticaton token, therefore one must enroll to the Multi-Factor before using FortiClient.

Installing FortiClient VPN software (On personal Workstation)

Requirements:

• Workstation must be connected to any network connection
• Corp domain password must be known
• Workstation must have one of the below Operating System:
  • Microsoft Windows 7, 8.1 and 10 (32 and 64 bit)
  • Mac OS X v10.8 and upwards
  • Linux Ubuntu or CentO distributions ​

​​Instructions: ​

• Go to MITA's VPN Portal
• Select Software
• Choose Linux, MAC or Windows (Depending on the Operating System on you workstation)
• Click on the setup file to start downloading FortiClient (To check if Windows Operating System is 32 or 64 bit kindly click here)
• Follow the instructions in the setup to install FortiClient

Note: To install FortiClient on a government support workstation, kindly click here

Using FortiClient VPN software (On personal Workstation)

1. After the installation is complete the FortiClient shortcut icon ​is created on the desktop. A green shield icon with a white check mark also should be visible in the taskbar. ​
2. Double click on the shortcut to log in using to MITA's VPN service.
3. Enter your Corp domain username (e.g. surnn001) and password 
4. Click on the Connect button.
5. Depending on the Multi Factor Authentication method chosen, you will now be asked to enter the token code / approve the Multi Factor Authentication. Click here​ for more information.
6. You will now be connected to the MITA VPN service.
7. To disconnect click on the FortiClient icon in the taskbar and click on the Disconnect button.​

Note: Should you require to access/ map a Network drive (Such as P: Drive), click here.

When using the MITA VPN service from a government workstation, the R: drive to access the service is automatically mapped after about 1 minute after logging on with the VPN credentials.

If this fails or you want to access the drive using your personal workstation, you can map the drive manually as follows:

• Press the Windows Key + R (the Windows Key is found on the left hand side between the CTRL and ALT keys)
• In the Run command box, type the server name \\FSS-Archive and click on OK
• Click on the share ArchiveSpaces; Right Click on the folder (that resembles your username) that needs to be
• accessed and select "Map network drive..."
• Select the required drive letter (it is recommended to use letter R)
• Check "Reconnect at sign-in" / "Reconnect at logon" so that you will keep using the mapped drive

The email service is the principal means of electronic communication within the Government departments and entities.

• Integrated email and calendar function
• Access from anywhere (including private connections) using Microsoft Outlook 2007, 2010 or 2013 clients
• Access from anywhere (including private connections) using desktop Internet browser to email (webmail), calendar, contacts and tasks via Outlook Web Access (OWA) from https://webmail.gov.mt
• Access to personal email and personal calendar from a mobile device (depending on device capability) using the primary personal account (note: access to shared calendar from a mobile device might be possible using third party tools not provided or supported by MITA)
• Access to generic emails to personal email account holders
• Send email to multiple recipients (up to a maximum of 200 by default)
• Send and receive file attachments such as Word and Excel files
• Directory to search email addresses of other Government email users
• Facility to store email addresses of frequently used Contacts in an address book
• Distribution Lists / Groups​ to facilitate sending an email to a large number of recipients grouped by pre-defined categories
• Antivirus and anti-spam protection
• Message tracking including receipt notices for emails sent to Government email users
• Ability to set designate rights for others, i.e., administrative assistants, to view Email or create meetings on your behalf
• Calendar facility to efficiently plan and communicate meetings venue and agenda
• Calendar facility can be used to facilitate booking of resources such as meeting rooms or other shared resources (used as a resource calendar)
• Personalised or shared daily notes and tasks
• Mailbox restore facility (restore to DVD if request is more than 30 days after mailbox deletion)

Who is entitled for the Service?

All Government Organisation who make use of MITA's email service are provided with a Persona package, which includes a domain (Corp) account, Standard Internet access and a Government Email Service.

Option Name:  Additional Mailbox Size

Business Justification:  Regular maintenance of the mailbox and the use of offline folders should always be attempted first before placing a request to increase the mailbox size.  If there is still a justified work-related need to have a mailbox larger than standard, approval from your department’s management for the additional expense is required.

Such service can be applied for through the ​User And Access Management (UAM) system, https://rfs.gov.mt

Distribution Lists can be Applied for, Modified or Deleted through the ​User And Access Management (UAM) system, https://rfs.gov.mt
To Create/ Modify/ Delete Email Distribution Lists

1. Go to Resource Management ​
2. Click Other Services tab
3. Type in the Username of the Impacted User
4. Click Create
5. Tick the Other radio button
6. Using the Magnifying Glass type in the Email Distribution List
7. ​Select Create/ Modify/ Delete Email Distribution List
8. Click on Add Service Request
9. Submit Request​

Consideration should be given to all cases before non-standard request are made, ensuring that a valid business need for every request.  Such requests are submitted against a deviation from one or more policies or best practices. Additional charges might also be incurred to fulfil these requests.  In some instances there might be additional risks and liabilities that will be carried by the respective user and/or department.

Approval from your department’s management as well as your CIO / IT Manager is required before proceeding with the req

Non-Standard Request Name:  Un-Quarantine Email

Business Justification: Although the GFI e-mail filter is intended to block attachments that may pose security threats, there might be a valid business reason to un-quarantine such blocked email.

The service provided by MITA offers Internet to users within Government Departments and a number of Government Entities.  The following is a list of features provided by this service:

• Authentication using the CORP or Embassies domain login and password
• Access of Internet from multiple workstations simultaneously using the same account
• Internet Filter that blocks access to potentially harmful sites
• Web sites grouped by categories to facilitate level of access
• Security appliances in place to prevent illegal access to the government network from the internet
• Caching of HTTP websites for improved performance

Note: The Internet filter for users within schools is managed by the Ministry of Education.

Each internet user has access to one or more packages and each package can access a pre-defined list of categories.  Thus to be able to view a particular site the user must have the respective internet package that allows access to the category of the site being accessed.  To view the complete list of the categories that can be accessed by each package please click here.

It must be noted that MITA does not have control on these categories and although recommendations on incorrect categories can be made upon request, it is up to the discretion of the supplier to accept or discard such recommendations.  One must also keep in mind that it takes some time for new websites to be properly categorised by the system.

When a new internet account is created, the Standard Internet Access Package is given by default. Users can have further access by applying for additional Internet Packages according to the business needs either during the account creation or at a later stage.

The following is the list of Internet Packages provided by MITA. Some of the Internet Packages, must be applied for through the User And Access Management (UAM) system, https://rfs.gov.mt.

NOTE: This list does not apply to users in schools since these have a different set-up managed by personnel from the ministry of Education).

To Apply for different Internet Package​​  

• Go to Persona Management ​
• Search for the Account using the Quick Search 
• Select the Account by left clicking once
• Click Modify
• Go to Core Services tab
• Using the Internet Package drop down menu, select the required Package
• Submit Request

Since the standard Internet service is designed to cater for a large number of users, at times there are situations that justify the need to upgrade the service to be able to carry out the intended business functions

The following additional services are currently available and can be submitted  via the User And Access Management (UAM) system, https://rfs.gov.mt by the organisation respective Loggers and Approvers

Additional Internet Packages

Consideration should be given to all cases before non-standard request are made, ensuring that a valid business need for every request.  Such requests are submitted against a deviation from one or more policies or best practices. Additional charges might also be incurred to fulfil these requests.  In some instances there might be additional risks and liabilities that will be carried by the respective user and/or department.

Approval from your department’s management as well as your CIO / IT Manager is required before proceeding with the request.

​​​Non-Standard Request Name:  Access the Prohibitive Package

Business Justification:  If your work requires you to access sites that fall under the Prohibitive Package, then the request can be made as below. The request is vetted and approved by the MITA Information Security Department before it is processed.

eRFS Service(s):

To request Prohibitive Package : Internet Service - Modify Internet Account

Business Justification:  When accessing some applications hosted on third party networks from the Malta Government infrastructure (on the Magnet), the software might be trying to communicate with the client Workstation using a network port (TCP, UDP or both) that, for security reasons, is not available.

​Non-Standard Request Name:  Unauthenticated Web Site

Business Justification:  Un-Authenticated sites contain pages that need to be be accessed by everyone on the Magnet without the need to have a MITA Internet Account. All sites that end .gov.mt are an example of such sites.  Due to the business nature of a particular site, there can be a need to have it accessible to all Government users i.e. make the site as un-authenticated. All requests are evaluated by the MITA Security Department and their final approval is required to process such requests.

Note: Users from within schools do not follow this process.

eRFS​ Service(s):

To trigger the whitelisting process for a website (unauthenticated): Website Filtering Service - Set a website as unauthenticated (enter website URL in comments / details)

To remove a website from being white listed (set it back to authenticated): Website Filtering Service - Remove website from unauthenticated (enter website URL in comments / details)

Non-Standard Request Name:  Generic Internet Account

Business Justification: In some rare cases it might be required to have access to the internet by means of a Generic login rather than a personal login.  This practice is not recommended, as the norm is to apply for Internet Access via the personal login (refer to section Internet – How do I apply for the Service? )

Like any other password, Internet account passwords should NOT be shared.  It has to be kept in mind that in the majority of the cases your internet password is also your email password, which makes sharing the password even worse.

The Internet account provided by MITA is a personal account, and the responsibility of such account relies on the Permitted User.  The GMICT Security Policy specifies that passwords should never be shared or stored in a visible location.  Additionally, the activity carried out be other users utilising a shared account will be attributed to the Account holder and s/he will be held responsible for such activity.

When using a Workstation that is shared by other persons it is good practice to disconnect and log off from the internet.  To logoff go to http://logoff.gov.mt/ 

Audio and Video streaming takes up more bandwidth than a normal website, and for this reason special attention should be made when frequently accessing sites providing these services (e.g. sites allowing you to listen to radio or watch video clips).  There should be valid business requirements for individuals to access such sites

A Workstation is a PC or a Laptop within a site that is connected to the government network (Magnet) and joined to a MITA managed Windows domain.  It also includes any government owned peripherals attached to it.

Support is only given on contracted workstations.  All contracted workstations have an inventory label with a unique identification number, also referred to as the Inventory number.  This number is registered in systems within MITA to facilitate the identification of Contracted Workstations.  For all workstation related requests, the respective inventory number has to be provided by the user before the request can be logged.

There are three different kinds of labels, with the old Inventory Labels being phased out.  The Inventory Labels on PCs are usually attached on to the top left hand corner of the PC case, while on Laptops these are normally found  on the bottom side of the case.

The service provided on workstations can be Software support, Hardware support or both, depending on how the particular workstation is contracted.  Hardware support is any intervention that requires the servicing of hardware components within the Workstation.

• Configuration of workstations for network access
• Troubleshooting Operating System issues
• Configuration of printers and other peripherals
• Assistance in installing Line of Business software
• Installing and supporting Corporate Software
• Reinstallation of workstations (if required to solve technical issues) using a standard predefined image
• Centrally managed Operating System patch updates
• Centrally managed Power Management features (excluding health related workstations)
• Centrally managed Antivirus / Endpoint updates and configuration
• Remote support using Microsoft SCCM
• Remote deployment of applications using SCCM where available
• On Site support (where necessary) during Service Hours

• Installation, configuration and commissioning for new workstations.
• Diagnosis, troubleshooting and repair of hardware.
• On Site Support during Service Hours.

• Support outside Normal Working Hours unless explicitly contracted.
• Hardware Repairs and Replacements on workstations that are not contractually covered for this service.
• Consumables such as mice, keyboards, laptop batteries, printer toner and cartridges.

The following additional services are currently available and can be submitted  via the User And Access Management (UAM) system, https://rfs.gov.mt by the organisation respective Loggers and Approvers​

Option Name:  Additional Microsoft Products Installation

Business Justification:  Microsoft products which require a license and which were not part of the standard workstation installation need to be procured before they can be installed.  Since these products come at a cost it is important to ensure that the license is actually required and whether an alternative free product (such as a compatible viewer) can be used instead.
To Apply license for MS Viso, MS Project, MS Dynamic 365 or MS Power BI Pro

1. Go to Persona Management ​
2. Search for the Account using the Quick Search 
3. Select the Account by left clicking once
4. Click Modify
5. Using the drop down menus, select the required license
6. Submit Request
   

To Remove license for MS Viso, MS Project and other Corporate Software

1. Go to Resource Management ​
2. Click Other Services tab
3. Type in the Username of the Impacted User
4. Click Create
5. Tick the Other radio button
6. Using the Magnifying Glass type in the Software: Corporate (e.g. Visio, Project) 
7. ​Select Request for Software Uninstallation
8. Click on Add Service Request
9. Fill in any Required Additional Details 
10. Submit Request

To Transfer license for MS Viso, MS Project and other Corporate Software

1. Go to Resource Management ​
2. Click Other Services tab
3. Type in the Username of the Impacted User
4. Click Create
5. Tick the Other radio button
6. Using the Magnifying Glass type in the Software: Corporate (e.g. Visio, Project) 
7. ​Select ​Request for Software Transfer
8. Click on Add Service Request
9. Fill in any Required Additional Details 
10. Submit Request

Option Name: Line of Business Software Installation

Business Justification:  The Workstations come pre-installed with a defined set of standard software.  In a number of cases the user might need additional software to be able to perform the required work.  In these cases the Software Installation Procedure must be followed (including the SIRA form​) to ensure that licensing and security concerns are considered appropriately.  If the request is approved by the respective CIO or IT manager then the below eRFS has to be raised if MITA is required to assist in the software installation.  In this case it is important that the user has the software installation medial / files before the eRFS is raised except in those cases where the application is virtualised.

Transfer license for MS Viso, MS Project and other Corporate Software

1. Go to Resource Management ​
2. Click Other Services tab
3. Type in the Username of the Impacted User
4. Click Create
5. Tick the Other radio button
6. Using the Magnifying Glass type in the  Software: Line of Business 
7. ​Select ​Request for Software Installationn, Request for Software Transfer or Request for Software Uninstallation
8. Click on Add Service Request
9. Fill in any Required Additional Details 
10. Submit Request

NOTE: If software that is part of the Security Classified List needs to be installed please refer to the Installing Software in the Security Classified List section found in the page Workstation - How do I apply for Non-Standard Requests?

Option Name:  Movement of Workstation

Business Justification:  When PCs and Laptops are moved from one site to another both technical and administrative interventions might be required.  The workstations might have to be commissioned as necessary (e.g. printer installation and configuration). The Asset Management System also must be updated for each computer that is moved.

MITA and its Suppliers can provide technical assistance to move computers, provided that notice is given in advance as per table below. Whenever the Logging Process requires an eRFS (eRFS classification: Movement of Workstation) the current organisation (i.e. the organisation that currently own the asset, according to AMS) must raise an eRFS, after obtaining the necessary approval from the asset destination organisation (i.e the new organisation the asset will go to).

Related requests are done by MITA as per normal process even if MITA assistance is not required (such as when workstations are being moved within the same site).  MITA Assistance refers to the tasks that might be required for the workstation to be operational, including (but not limited to) the following:

• Commissioning process
• Software configuration
• Network patching
• Peripheral installations including printers

It must be noted that the disconnection of equipment / workstations and the physical move must be taken care of by the User under the guidance of the respective IMU or IT Department, who also have to ensure that the appropriate AMS fields are updated.​

Option Name: FSS Folder/ File Restore

Business Justification:  It is possible for users to recover deleted files and folder from OA shares after the files/ folders have been deleted. Such request has to be raised by an eRFS.

One has to keep in mind the restore dates (i.e the date from which the restore will be made) according to the backup schedule, since this limits the date options from which a restore can be made. Refer to the below table. This backup is performed at 1200HRS and 2000HRS daily.

Important Note: Backups are retained by MITA for only 6 months.

S Service(s):

To create a restore point on a specific OA share: FSS Folder/ File Restore

Consideration should be given to all cases before non-standard request are made, ensuring that a valid business need for every request.  Such requests are submitted against a deviation from one or more policies or best practices. Additional charges might also be incurred to fulfil these requests.  In some instances there might be additional risks and liabilities that will be carried by the respective user and/or department.

Approval from your department’s management as well as your CIO / IT Manager is required before proceeding with the request.

Business Justification: The government standard workstation is configured centrally via Group Policy Objects (GPO) to enhance the endpoint security.  Sometimes it might be required to remove the GPOs on a workstation and to grant local administrator rights on the same workstation.  Such cases might be to allow end users to install drivers on laptops that are being used outside government premises, or for legacy software that is not compatible with GPOs.  However to eliminate software issues it must be emphasised that before any software is procured, its compatibility with GPOs should be confirmed.

The Virtual Private Network (VPN) service provides secure remote access to systems hosted at MITA over standard personal internet connectivity. The service provided by MITA is offered to the following using personal domain accounts:

Who is entitled for the Service?

The Virtual Private Network (VPN) service can be granted to government employees or suppliers who need to access systems hosted at MITA.

1. Go to Persona Management ​
2. Search for the Account using the Quick Search 
3. Select the Account by left clicking once
4. Click Modify
5. Go to Core Services tab
6. Tick the VPN Tick box
7. Submit Request

1. Go to Persona Management ​
2. Search for the Account using the Quick Search 
3. Select the Account by left clicking once
4. Click Modify
5. Go to Core Services tab
6. Untick the VPN Tick box
7. Submit Request

1. Go to Resource Management ​
2. Click Other Services tab
3. Type in the Username of the Impacted User
4. Click Create
5. Tick the Network radio button
6. Using the Magnifying Glass type in the VPN Profile
7. ​Select Create VPN Profile, Modify VPN Profile or Delete VPN Profile
8. Click on Add Service Request
9. Submit Request​

• Access to a specific named user to archive space that is not backed up
• ​Default 2GB of space with various optional increments
• Network drive R: automatically mapped on workstations connected to government network (including when connected via VPN)
• No restrictions on file types

Currently there are no additional options available for this service.

Currently there are no non-standard options available for this service.