NHS Mail Setup and Best Practice Guide

How to set up, manage, and use NHSmail securely in a GP practice, including shared mailboxes, DL group management, and email security best practice.

## NHSmail Setup and Best Practice Guide

### What is NHSmail?

NHSmail is the NHS-approved secure email system. Only NHSmail-to-NHSmail communications are considered secure for patient-identifiable information. Never send patient data to non-NHS email addresses without explicit consent and encryption.

### Setting Up New User Accounts

1. Log in to the NHSmail portal (nhs.net) with admin credentials

2. Navigate to Manage Users > Create New User

3. Assign the user to your organisation's directory

4. New users receive an activation email — they must activate within 24 hours

### Shared Mailboxes

Shared mailboxes (e.g. practicename@nhs.net) allow multiple staff to access a single inbox.

- **Create:** Requires NHSmail Helpdesk request or Local Administrator permissions

- **Best practice:** Assign at least two managers to each shared mailbox

- **Avoid:** Do not use shared mailboxes as individual staff accounts

### Distribution Lists (DLs)

DLs allow you to email a group of staff or stakeholders in one action.

- Review membership quarterly

- Remove leavers immediately

### Security Rules

- Never forward patient emails to personal/non-NHS accounts

- Enable multi-factor authentication for all staff accounts

- Report any suspected phishing attempts to IT immediately

### NHSmail Support

- Portal: portal.nhs.net

- Helpdesk: 0333 200 1133

- Local support via ICB IT team