Android User Guide - Information Services

Android User Guide - Information Services
Information Services
Revised 15.10.15
ISD Customer Services
Configuring an Android device to
access Staff Wi-Fi and Email.
Screenshots provided from Google Nexus, Android version 4.2.1 Jelly Bean.
Important Note: Information Services cannot be held responsible for any loss
of personal data which occurs as a result of following these instructions.
Users must backup their device as a mandatory requirement before following any
advice or instructions provided.
Table of Contents
1
Android Security Best Practice
Page 1 - 3
2
eduroam Wi-Fi Connection
Page 4 – 5
3
Staff Exchange Email Configuration
Page 6 – 9
4
Performing a Remote Wipe from Outlook Web App
Page 9
1. Android Security Best Practice
This section outlines the main aspects of security best practice for Android Devices.
ISD would strongly recommend the use of these features, whether you access
University Wi-Fi or Email services from your personal device or not, since they will
help to protect your data in the event your device is lost.
Screen Security
Please Note: a Screen lock is a mandatory requirement of ActiveSync email
connection (see section 3).
Within the Android Settings, select Security (under the Personal grouping) and
select Screen lock. The default option is Slide. The options are shown below.
1
ISD recommend minimum
security is a PIN of at
least 4 digits (the
minimum length that
Android will allow to be
set).
Follow the prompts to ensure the PIN is set and confirmed.
Subsequently, each time
the device is locked then
the user will be prompted
with the PIN challenge as
shown. Enter the PIN and
then the Enter key (bottom
right).
This will ensure your device is locked when not in use, to help prevent unauthorised
access. This setting should be switched on during initial device setup.
Device Encryption
Information Services recommend that if your Android device supports encryption, it
should be enabled to help prevent unauthorised access to your data in the event the
device is lost. Use of only a Screen lock setting may not fully cover all possible data
security risk scenarios. Encryption will set a numeric PIN or Password (note: this is
independent of the Screen lock security setting) which will be required each time the
device is switched on from fully powered off.
Please Note: device encryption is a mandatory requirement of ActiveSync email
connection (see section 3). Android device encryption is possible on any storage
compliant device using Android Ice Cream Sandwich 4.0 or above. You should
consult your device’s user guide to establish if encryption is supported.
2
Encryption is irreversible, so once completed a Factory Data Reset of the device
will be required to unencrypt. This is done via the Settings, Backup & Reset
options. Users should fully understand this before proceeding.
Please Note: a device backup must be taken, and any personal data on the device
should be copied to a safe location (e.g. an attached computer) prior to encryption
Within the Android
Settings, select Security
(under the Personal
grouping) and select
Encryption.
As stated in the screenshot below, encryption can only take place when the device is
fully charged and connected to the power charger.
Select Encrypt tablet.
Follow the prompts to
enter the numeric PIN or
Password and confirm it.
When the process has
completed, the user will
note the challenge for the
numeric PIN or Password
when powering on the
device.
Note that the Encryption PIN/Passcode and Screen lock PIN/Password are
completely independent of each other and it is not recommended to set the same
value for both. However, since the Encryption Pin/Passcode will only be used after a
full power off-on rather than each time the device is inactive, then it must be
something which the user will easily remember!
3
2. eduroam Wi-Fi Connection
Please note: eduroam Wi-Fi authenticates staff members with either an Employee
code (e-code) or an Associate code (a-code). The Visitor WLAN is also available as
appropriate.
Ulster uses a CA security certificate for eduroam so that you can check and have
confidence that you are connected to the genuine eduroam service only. It is
necessary to install this certificate, as follows:
Using the web browser on your device, go to the Ulster eduroam support page at
http://www.ulster.ac.uk/eduroam
Browse to the eduroam
Home Service Setup
section and click on the
Download Security
Certificate for Android link
From the notifications
(small icons at top left of
screen, activated by sliding
finger down), select
AddTrustExternalCARoot
by clicking on it, name it
Ulster and select OK.
4
Within the Android
Settings, select Wireless
& Networks and ensure
Wi-Fi is turned on. While on
a University Campus, the
device should find several
Wi-Fi networks, one of
which will be eduroam.
If eduroam is not shown in
the available list on your
device, please move
physical location and try
again.
You will be prompted with the eduroam Wi-Fi settings, as below:
Ensure that the EAP
Method is set to PEAP and
the Phase 2 authentication
is set to MSCHAPV2.
Set the CA Certicate to
Ulster (or the name you
downloaded earlier). Leave
User Certificate blank.
Enter your staff username
(your e-code or a-code) in
the Identity field in the
following format:
<e-code>@ad.ulster.ac.uk
Leave Anonymous Identity
blank. Enter your current
staff password in the
Password field, as shown.
Then select Connect.
You should then see the device making the connection attempt and you will see the
status change to Connected.
eduroam will reconnect
(as long as the login
credentials remain valid
within the 180-day
password life) whilst the
device is in range. If you
no longer required,
please hold down on
eduroam and select
Forget.
5
3. Staff Exchange Email Configuration
It is important to note that all staff members with Android devices who wish to use
corporate e-mail via ActiveSync will be required to enable or agree to:




remote locking on their mobile device
remote wipe/data removal on their mobile device
a Screen lock PIN/Password on their mobile device
encryption of the mobile device
Please Note: see Section 1: Android Best Security Practice for further advice on the
Screen lock and Encryption features, before attempting connection to email via
ActiveSync.
Those staff who cannot or do not wish to enable these features may still access their
corporate email accounts on their personally owned mobile devices through the Web
via Outlook Web App (OWA) at https://mail.ulster.ac.uk/owa.
If the user accepts these
features, then within the
Android Apps screen,
select the Email app.
Once the Account setup
screen launches, type your
University email address
and password into the
fields, and then select
Manual setup.
In Account type, select
Exchange.
6
Modify Domain\Username
to be ad\<your e-code>
and modify the Server to
be mail.ulster.ac.uk.
Then select Next.
The device should then
display a Checking
incoming server settings
progress dialogue box.
On the Remote Security
Administration dialogue,
select OK to permit the
prerequisite security
features to be
implemented.
On the Account Options
screen, the Inbox
checking frequency and
Days to sync can be
modified. If a 3G
connection is in use in
addition to Wi-Fi, it may be
a user wish to modify
settings to cater for the
slower and possibly
metered data plan. If
Contacts and Calendar
are synched, then the
Calendar App will sync
with your Outlook
Calendar and the People
App will sync with Outlook
Contacts.
Please Note: Subsequently removing the email account (via Email Settings,
Remove Account) will also remove the synced information from Calendar and
People. The sync and other general settings can also be modified at any time via
Email Settings.
7
For the account name,
use your University email
address as shown.
Please Note: If prompted during setup by any Security Update dialogue as below,
select OK. Failure to do so, by selecting Cancel will cause the mail setup to cancel
since your device will consequently not meet minimum security standards. This
dialogue box may appear more than once during the ActiveSync setup.
This also applies for the Activate Device Administrator dialogue box, as shown
below. Note that this screen may appear different dependant on your Android device
and operating system version, but the principle will remain the same – you should
select Activate (or similarly worded option as appropriate) to enable the security
features, otherwise the ActiveSync setup will cancel.
You should follow the
advice given in Section 1:
Android Security Best
Practice before attempting
the ActiveSync setup, as
advised. Selecting
Activate will have minimal
effect on your device at
that point, if so.
Otherwise the ActiveSync
setup may either fail due to
a missing prerequisite or
start to implement the
activation of these security
features.
Once Activate is selected, you should see the following dialogue as below:
8
Your email mailbox should appear and will then be fully synched with the email
mailbox when used via Outlook (on your Ulster workstation) and Outlook Web App at
https://mail.ulster.ac.uk/owa.
The EMail App buttons as shown below - in order from left to right: Compose New
Message, Search, Manual Sync, Settings.
The Settings option can be used to refine the Email App regards account settings,
data usage, notification settings, server settings and to remove the account if no
longer required on the device.
4. Performing a Remote Wipe from Outlook Web App
If a staff member loses their Android device and wishes it to be remotely wiped of all
data this can be reported to ISD via the ISD Service Desk ([email protected]
or Ext 66777) or self-serviced via Outlook Web App (OWA) at
https://mail.ulster.ac.uk/owa
Please note: a Remote Wipe will reset the device to factory default, which will
include the loss of all data, including personal data, which has not been previously
backed up (such as pictures and other media files).
Please refer to the Remote Wipe FAQ at http://ulster.ac.uk/isd/help/faqs/remote-wipe
for further guidance.
9
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