Isle of Wight NHS Trust IT Induction

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1 Isle of Wight NHS Trust IT Induction 1

2 Welcome to the Isle of Wight NHS PCT, this Induction aims to introduce you to the organisations computer network, and how to make the best use of it for your role. You will be provided with a brief overview of the network and its features. As a member of staff working here at the Isle of Wight PCT you will automatically be entitled to an account and we will be providing you with some guidance on how best to utilise this. We will show you around the staff Intranet and introduce you to our e-learning system as well as offer you a useful list of system trainers within the organisation. This handout has a number of useful tips and tasks that should help you when you begin working in your department. These are broken down into the following sections: Trust Network Intro... 3 The Organisation s Network... 3 Usernames and Passwords... 3 Logging on & off... 4 Acceptable use policy... 4 Roaming profiles... 5 K Drives... 5 Printers... 5 Printing Intro... 6 Appropriate use of Introduction to Outlook... 6 Account Sharing... 6 How to send an How to reply and forward an Attachments... 8 House keeping... 9 E-Bulletin & Core Brief... 9 How to find out your address... 9 Internet & Intranet Navigating in Explorer Intranet zones Phone book & your extension number Training Tracker and E-learning What is Training Tracker? Username and password

3 Trust Network Intro The Organisation s Network Here at the Isle of Wight NHS PCT we are all working on a network. Network basically means that we are all connected up so that we can work more effectively together as an organisation, benefits of working on a network include: s being on a network allows us to others in the Organisation quickly, safely and securely. K Drive this is a central place where you can save and share saved work with colleagues in your Department. Intranet this is an internal website for staff that is only available through the network. Security working on the network means we can safely share information and the IT department can manage the overall security. Usernames and Passwords To gain access to the network you will be required to enter a username and password. Your username is usually your surname_initial, unless this user name is already in use (for example, there may already be someone in the Organisation with the same last name and first initial as you), in which case this rule could vary slightly, possibly your surname_fullname etc. Your username and password will be issued to you during this induction you will need to enter your given username and password you will be asked to change your password before you can gain access to the network. This will involve you entering your old password and a new password of your choice, you will be asked to re-type this password to ensure you have entered it correctly. Please see the following notes on password policies and restrictions: Passwords expire after 90 days Users are notified of impending password expiry for 14 days prior to the actual expiry of the password Passwords must be at least 4 characters long Passwords can be up to 32 characters (longer passwords are more secure) The last 5 passwords used are retained by the system so that they cannot be re-used. 3

4 It is important that users do not leave it until the last day to change their password. The password can expire whilst the user is logged on and this will lead to them being unable to access , internet etc. even though they may have successfully accessed these earlier in the day. Logging on & off When you have switched your computer on and it has finished loading its settings you will receive instructions to hold down the Ctrl + Alt + Delete keys on your keyboard. You will then see a screen that asks you for your username and password please note your password will appear as a series of ******** on the screen for security. You then need to click on OK or press the enter key on your keyboard. Acceptable use policy This should now allow you onto the network where you will be greeted with the desktop of the computer and the following window: In order to gain access to the network you must read this acceptable use policy and click the accept button. We would ask that you read this the first time you log in. You will be required to click on the accept button every time you log into the system. 4

5 Roaming profiles You will automatically be allocated a roaming profile. This means that when you log onto any computer around the organisation you will be able to access your k drives, s and any personal settings you have in place will follow you. K Drives The K drive is a central place where you can save and access work within a departmental shared drive. You may think of the K Drive as a large room full of filling cabinets each cabinet would represent a department where you file your paperwork centrally. So basically the room with the filling cabinets is just electronic. Printers Printers are also networked and so you will need to map the printers address. Depending on how your department is set up you may need to access one or more printers, you may need to access the office printer a colour printer a photocopier or if you have split roles you may need access to different department s printers. It is possible to map a printer to your profile, but you will need to contact the IT helpdesk on Extension 4401 if you need to do this. Printing Please follow the correct printing procedure: Do not use the print icon on your standard toolbar. Always go to File > Print using the Menu toolbar and check you are printing to the correct printer. 5

6 If in doubt, please refer to the Quickskills handout which is available on the IT Training pages on the Intranet or if you need further help contact IT Training on 4965 or Intro As mentioned above, when you are issued with a user name you are automatically given an account. You can access this through the Start Menu or by double clicking on the Outlook icon on your desktop or shortcut bar. The first time you log in you may be required to set up your account. The IT Trainer can do this for you or you can ask the IT helpdesk to talk you through the process. This will only need to be done once. Appropriate use of Please refer to the Acceptable Use Policy. Introduction to Outlook Outlook is our standard mail delivery system which also has additional functions such as a calendar, contacts, notes and tasks. A handy hints training session and handout is available if you wish to learn more about the Outlook functions. Please contact IT Training on 4965 or 4966 for more information or to book courses. Account Sharing If you need to share your account or calendar with colleagues, please check your permissions regularly to make sure they are up to date. If account sharing is no longer appropriate then the permission must be deleted. If you need help to check your permissions please call us on x5355 or x

7 How to send an Click on the button in the top left hand corner of the outlook screen, a blank should open on your screen: We have an internal address book already set up with all network users in, to access this either, click the or the button. The address book will open: Enter the surname of the person you wish to send the to and a list of people with that surname will display, ensure you select the correct person, this can be done by clicking on the name once. Then click the the button. button and then You can send an to multiple recipients. You can address to people using the button (which is basically for information) in the same way. Once you have addressed your you can add a title and the contents of your and then simply click the button. 7

8 How to reply and forward an When you receive s double click the closed envelope icon will open. and your You can reply to s by using the button. Forwarding mail is done by using the using the above instructions. button and addressing it Attachments Opening an Attachment Attachments are files that are attached to s. You will see this icon next to the envelope icon indicating an attachment. Open the from the Mailbox as above, double click the attachment. The attachment will have been a document in a program such as Word. When you have finished reading the attachment, click the button in the top right hand corner. Saving an Attachment If the contains an attachment that you wish to keep, the attachment can be saved. Open the from the Inbox as above. Right click the attachment and click Save As. Choose a location to save the attachment in. Warning The computer will save to a temporary internet folder by default unless your change the location. Type in a filename. Click the Save button. Further training is available in this if you require it. Attaching a File To send a file, you will need to attach it to your . Create the , completing the To, Subject and Message boxes. Before clicking the Send button, click the button. Locate the file you want to send. Click OK. An icon showing the file selected will now appear underneath the message box. Click the Attach button to attach more documents if required. Click Send. Some important things to remember when sending an attachment: attachments are only appropriate to transfer small files. The maximum size of an with attachments should be no bigger than10 MB. 8

9 To find out the size of the attachments in your , hold down the shift key and click on the attachments individually until they are all selected and then right click and go to properties which should display the total size of the attachments. Users should contact IT if they regularly need to transfer large volumes of data. House keeping It is important to remember to regularly delete old s, otherwise you will block your account and this will prevent you from sending or receiving s. To delete s simply click on the one you want to delete and press the button or the delete key on your keyboard. If you want to delete all your s hold down the Ctrl and A key on the keyboard this will select all s and then follow the above instructions. Please remember to delete s from your inbox, sent items and deleted items. E-Bulletin & Core Brief E-Bulletin is a weekly update sent out to all staff which contains important information that may apply to you. E-Bulletin also contains the most up to date training on offer. Core Brief is a monthly communication from the board and Chief Executive. How to find out your address Go to the address book and select yourself or the person s address you need to know, right click on their name, then click on the following window should open, select address and this will display their address: The general rule for our address is: (This may vary depending on whether there is another member of staff with a similar name to yours). 9

10 Internet & Intranet You can access the Internet whilst logged onto the network. For acceptable use of the Internet, please refer back to the acceptable use policy. Navigating in Explorer It is simple to navigate within Internet explorer using the following toolbars: and 2. Back and forward buttons let you navigate to previous pages and then back again instead of re-typing the addresses 3. Stop button This will stop the page from loading once you have pressed go! 4. Refresh This will refresh a page if it has not loaded properly or could not be found 1 st time. 5. Home This will automatically take you back to the page you have set as your home page. 6. Search This can be used instead of typing in the address of a search engine 7. Favourites This is where you can save your favourite or most commonly used website addresses so that you can quickly access them instead of typing in the whole address. 8. History This records the websites you have visited and lists details of when you visited i.e. today, this week, 2 weeks etc. 9. Printer This lets you print the web page you are currently viewing. 10. Go button once you have typed the address in press go and it will load up the page. 11. Address bar This is where you type the web address 10

11 Intranet zones You can access the Intranet when logged onto the network, this should be set as your home page. The Intranet is broken down into zones, for example there is a clinical zone and learning zone. Phone book & your extension number You will find an internal phone book search box in the top left had corner of the Intranet homepage: Enter a person s name, their extension number and contact details should appear. If you are not already listed in the phone book please the IT helpdesk with your details and contact number and they will ensure you are added. If you wish to update your details simply click on the Update Contact Details link as shown below: Training Tracker and E-learning 11

12 Other E-learning is available for staff to access. Please see the e-learning pages in the learning zone of the Intranet. What is Training Tracker? Training Tracker is an online learning portal. There are units on Training Tracker that are mandatory for all staff to complete. You can access training tracker using the following address: Username and password To get a username and password for Training Tracker you need to contact Ext

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