ICT User Handbook 2013

Transcription

1 ICT User Handbook

2 Contents Getting Started 4 Password Problems 5 Saving Your Data 6 Where are my Files stored 6 - On/Off Campus Access to H: Drive 6 - Saving Your Work 7 - Saving to USB 8 Your Account 9 - Gmail accounts on a mobile device access problems 12 Wireless Access 13 -Connecting to Wireless Networks 14 - Wireless troubleshooting 16 Check My PC 16 Reporting a problem 18 Submitting a request 19 Printing 20 The Gateway 21 Remote Access 22 Blackboard 25 The Portal 26 Software 27 Assistive Technology 28 Acceptable Use Policy 29 Useful Sites 31 How to find us 32 2

3 Welcome to your University ICT Services ICT Services are here to support your IT needs while you are a member of the University community. Visit us on campus at: ICT Services, 1st Floor, North West Plate, Main Admin Building Brayford Pool, Lincoln, LN6 7TS 24/7 T:

4 Getting Started. All students & staff have a username and password to access University computer systems. To log in, press and hold CTRL> ALT> DEL on your keyboard then Enter your username (account ID). As a Student: This is your student number located on your Student ID card. As a member of Staff: This is your first name initial followed by your last name. Eg: AExample, JBloggs, ANother Now enter your password. Once logged on, let the screen load until the hour glass disappears and all the icons on your Desktop can be seen. The first time you log in... The first time students login, their password is their date of birth. E.g: those born on 16 th January, 1990, will have january1690 as a password. You will be prompted to change this after first logon. Choose a new password seven characters or more long. The password system is case sensitive so please make a note of any capital letters used. When you get a confirmation for change of password, click OK to continue. 4

5 Password Problems? Resetting your Passwords... If you have trouble logging in you may need to change your password. If you have forgotten your password call the ICT service desk on You will be asked to answer a security question or follow a security procedure. To change your password please visit the gateway page and click change my password. This will open a new page with a password management utility. Follow the on screen instructions to reset your password. 5

6 Saving your data Where are my files Stored... The University provides IT users with a limited amount of network storage space called your H:drive (Home Drive). This is your private area where your files are stored which can be accessed from any computer in the University and Off Campus. AccountID (H:) As a Student: Your default storage space is 50mb, however depending on your course you may be allocated more As a member of Staff: Your default space is 250mb. If you require more storage space, please contact the service desk who will be able to arrange this for you. Increases may be temporary depending on your account type. On Campus access to your H: Drive... You can see your drives by opening the My Computer icon and save your work on the H: Drive (Default location for My Documents ). Off Campus access to your H: Drive You can access your work saved on the H: Drive off campus via the Internet, through the Gateway page gateway.lincoln.ac.uk and by clicking on My Documents. You will need your University account ID and password to access your files. 6

7 Saving your work... We recommend the use of external USB devices to store copies of your files. Make sure all your work is saved on your H: Drive (My Documents folder). Data stored here will be backed up automatically each night. As a precaution, save extra copies of work to an external drive such as a USB memory stick. Do not save work to your Desktop. It can lead to the loss of work as this area is not backed up. Do not work directly from a USB stick. Use it only to backup or to transport your work. Do not work directly from attachments as changes will not be saved. Save attachments onto your H:Drive first, before editing them. Any connected USB media devices will be visible through My Computer as a removable device Don t forget to identify your USB device or other portable storage devices It's important to look after your data, since the University regulations won't accept loss of data as an excuse for not submitting work. If using a memory stick to carry work around, make it easy for us to get it back to you if it's lost. Put a label on the device with your name on it Create an MS word file on your memory stick called "owner.doc" or something else obvious. Inside this file jot down your ID number so we can contact you if the drive is found. If we find your lost memory stick we'll check to see if you've left your details, and if you have we will return it to you as quickly as possible. If you're concerned about people accessing your files use a hardware-encrypted memory stick just make sure the file with your details in is still accessible to us. 7

8 Saving your work on a USB device Open your document 2. Click on File > Save As 3. On the left panel of the pop-up box, click on My Computer 4. Double click on DeviceName (F:/ G:). This will open the device s storage area 5. Under File Name, type in the name of your file and click Save 6. Your file has now been saved onto your storage device 1. Go to Start> My Computer OR > > > 2. Go into your documents folder and locate the file 3. Right-click on your file and click Copy 4. On the top left corner, click Back to return to My Computer 5. Double-click on DeviceName (F:/ G:) to open the device s storage area 6. Right-click on an empty space and select Paste. 7. Your file has now been copied onto your storage device Remember: USB sticks and other portable storage devices are to be used to transport and back up work only. Use 3rd party software There are many third-party software providers of online storage which back up and store data including Google Docs, Microsoft Skydrive and Apples icloud Searching online reveals these and other solution providers, both free and paid for. Some allow data backup and download so you can access your documents from anywhere. We suggest you look through the different offerings available to see which is most suitable for you. Remember: We cannot provide you with support for this software. SkyDrive 8

9 Your Account You will automatically receive an account when you join the University. All University computers have Microsoft Outlook installed which can be used to access your s. Your University account address is in the format of: As a Student: accountidnumber@students.lincoln.ac.uk E.g @students.lincoln.ac.uk As a member of Staff: accountid@lincoln.ac.uk E.g. Jbloggs@lincoln.ac.uk s can also be accessed using mobile phones and various wireless devices. If you need help on using , visit support.lincoln.ac.uk, click on Quick answers and search the access related topics. You will find advice on connecting different devices and the University server settings on page 12 of this booklet. 9

10 Student Gmail Accounts If you wish to use a University Gmail account, you must change you options by visiting The first time you log into your Gmail account you will be presented with the Google accounts welcome page. This details Google's Terms of Service and a brief outline of the service. At the bottom of the page you'll see something similar to the box, right. If you are happy to accept the terms and conditions follow the instructions and click "I accept" If you decide not to accept the terms you should return to the Student Account Management Page and select one of the other delivery options, otherwise you will not be able to access your s. Some Useful Links... Getting started with GMail Moving from Outlook to GMail A few things to note... Your student account address remains unchanged. eg @students.lincoln.ac.uk When changing from Outlook to GMail any s already received to your Outlook account will not be forwarded or deleted, they will remain in the account you are moving from. Your Outlook account is always available, even if it s not where your s are delivered. It can be accessed via .lincoln.ac.uk using your student account name and password. You can change your options as often as you like. 10

11 on Mobile devices Accessing s on IPhone or IPAD Go to Settings> Mail, Contacts, Calendars 2. Under Accounts select Add Account> Microsoft Exchange 3. Under , enter your University address. 4. For Domain write "network". 5. For Username write your University account ID 6. For Password enter your University password. 7. For Description give this a memorable name e.g. University 8. Click Next. If you get a message saying Cannot Verify Server Identity, click continue 9. A new field will then appear below labelled Server. In this field, enter .lincoln.ac.uk 10. Click Next. 11. You will be asked whether you wish to synchronise your University with your phone. Accessing s on Android... On your home screen click on the Mail icon> Add account 1. Choose your Microsoft Exchange provider 2. Under address, enter your address. 3. Enter your University password and click Next 4. You should then get a screen with all the server and domain details automatically filled in. 5. Click Next to save the settings. 11

12 If you are Having problems accessing s on Mobile devices... If you keep receiving error messages when adding an account, you will need to manually in put the University s IMAP and SMTP details into your mobile s mail settings. For instructions on how to view your mail settings, please refer to your mobile device s instruction manual. These details help to identify where to deliver and send s. You need to enter these details in the settings section of your device. When asked for a username and password, this is your normal University password and username in the format of: Staff: e.g. JBloggs@lincoln.ac.uk Student: e.g @students.lincoln.ac.uk The university s details are... Incoming (IMAP) server: .lincoln.ac.uk IMAP port: 993 SSL: yes Outgoing (SMTP) server: .lincoln.ac.uk SMTP port: 587 SSL: yes Requires authentication: yes (may need setting to Auto if using Windows 7) redirection You can redirect your University s to your personal address using the redirection service below. The links below directs you to the Portal. Your username is your accountid and enter your university password. On some browsers, you may have to prefix your username with the word network\ e.g. network\accountid. For redirection visit Remember: The University only recognises your official Student / Staff address as these are the only ones known to us. Some s may not necessarily reach your redirected account so please continue to check your original account. 12

13 Wireless Access The University offers wireless network and internet access across campus. These include: UoL Legacy or UoL Wireless the main university networks Eduroam can be accessed from other institutions You need your University account ID and password to connect to the wireless networks. You will be asked to enter these details after you have connected and your browser will automatically redirect to the right page. A wireless connection can be obtained and is available wherever you see these logos on your machine. 13

14 Connecting to Wireless Networks Windows 7 / 8 Double-click on to open the wireless networking window. Choose a network and click on connect. If the confirmation dialog appears, click connect anyway. Open your browser and log in. Windows XP/ Vista Double-click on to open the wireless networking window. Choose a network and click on connect. Open your browser and log in. Mac OS X Open the wireless network tab in the system preferences area and choose a network. Open your browser and enter your University account ID and password in the pop-up box to connect. iphone & ipad... Open the Wi-Fi section of the settings area and Select a network. Open your browser and enter your University account ID and password in the pop-up box to connect. Android Turn on Wifi if necessary. From the Settings area open the wireless and networks section. Choose Wi-Fi settings and Select a network and connect. Open your browser and enter your University account ID and password in the authorisation page to connect. Blackberry From the Manage connections area open the wireless and networks section and Select a network then connect. 14

15 UoL Wireless... Wireless Networks 1. Open the wireless networks tab. 2. Choose the UoL Wireless network. 3. Enter your University accountid and password in the pop-up box to connect. If prompted to verify a certificate, click Accept. UoL Legacy 1. Open the wireless networks tab. 2. Choose the UoL Legacy network. 3. Open your web browser. You will be redirect to a log-in page. Log-in using your university accountid and password. Eduroam Some devices require certificates to be installed before they can connect to the EDURoam wireless network. These systems include (but may not be limited to) Windows Mobile 6.1, and Blackberry based operating systems. Devices set to auto-connect automatically connect & logon at other institutions, providing the service is using the same SSID (eduroam) and security settings (WPA / WPA2). This should be the case for most EDURoam providers. If not users may have to manually connect to the network, as they would the first time they used the service. To check if certificates are installed, open the devices certificate store (usually under settings - > system or alike) and check for the following names : AddTrust CA Root, Terena Intermediate CA, and UTN Intermediate CA. If these are not present they can be downloaded. Please contact the ICT service desk for assistance with this process Automatically connecting to Eduroam Users can select whether or not their device automatically retains their credentials for future use. This is acceptable, but users should be made aware of security implications (if their device is lost / stolen) their account will be susceptible to un-authorised use until they change their password. 15

16 Wireless Troubleshooting What to do if you are unable to Connect... Check to see if wireless networking is enabled on your device and what networks are available. These networks will be listed in the network connections or wireless settings icons in your control panel 1. On the Control Panel, open network connections. Alternatively double click on the wireless network icon on the taskbar 2. Right click on the wireless symbol, choose view available wireless networks and click on the one you wish to access or click connect 3. Alternatively Choose Refresh networks list to update the list OR > > > 1. Click Start, Control Panel then Internet Options. 2. Under the connections tab, click on LAN settings and tick automatically detect settings. 3. Click OK to enable the settings If you would like further help on using the wireless networks, visit support.lincoln.ac.uk and click on Quick answers. 16

17 Connecting to the Internet in Student Halls.. To prevent your personal computer or laptop becoming infected with malicious software and prepare for connection to the campus networks, it is important to have the latest anti-virus software and updates. To assist you with this, ICT have provided a website to update your Windows and Apple computers free of charge. Visit checkmypc.lincoln.ac.uk and follow the onscreen instructions. Once you have completed the scan and passed all the requirements, you will be able to use the Wireless networks and Student village networks To pass this scan, your computer must have the latest updates and anti-virus installed. For Windows pc's, make sure all your Windows Updates are installed. You may have to re-install updates and re-scan your pc several times to pass the scan. Once your computer passes the scan, you can connect to the Student Halls Network. Open your internet browser and log-in using your university account ID and password. 17

18 IT Problems? Get the support you need The University offers IT Support on a 24/7 basis. You can contact us in several ways. The easiest is to telephone the Service Desk on and speak to a member of the team. Here you can submit a request for support or check our existing knowledge base for answers to your problem You can the service desk directly at helpdesk@lincoln.ac.uk Please include your ID number and a contact telephone number We have Facebook and Twitter accounts and can be contacted through these if you need 18

19 Submitting a request... There are two ways we may be able to help you find an answer to your problem. Our QUICK ANSWERS section is for problems that we ve had in the past and been solved. You might find you answer to your problem by searching through here. Alternatively you can search for an answer/topic based on key words. If you cannot find an answer for your problem in QUICK ANSWERS, Click on the SUBMIT A REQUEST button. This will open a new Ticket for your request. Fill in the Requester and Subject fields. Don t worry about these unless you know the details. Tell us what the problem is. Add as much detail as you can. This will help us answer your query more efficiently. Click on the Submit Button. You will receive a confirmation shortly after submitting and the team will contact you as soon as possible. 19

20 Printing. How do I Print? The University runs a system called Safecom to control printing. University printers default to print in black & white on both sides of the sheet. University printers are located in every building on the Brayford campus. You need to log in to the printer using your Account ID plus your Printing PIN to retrieve your documents. As a Student: You will need your student number located on your Student ID card and PIN number. This is usually the same as your library PIN. You will need sufficient credit in your print account to allow successful printing. ICT Services provide you with printing credit to get you started in your first semester As a member of Staff: You need to log in under your staff printing details to retrieve printed documents These are provided in an from Safecom. Your department is responsible for Print costs. For single sided prints, edit the print properties. To print in colour, please select a colour printer and set the print properties to print in colour. Student Print costs... All students are given free print credit during their first semester. Costs per sheet are listed below. Black & White- A4 Black & White- A3 Colour- A4 Colour- A3 Large format- A2, A1, A0 5p per side 10p per side 25p per side 50p per side 5 per job You can top up your print credits using the Safecom Money Loading machines in the Library and online by visiting: If you require your Pin resetting or confirmation of your print details please contact the service desk on or visit support.lincoln.ac.uk 20

21 The Gateway The University s Gateway is the central point for accessing University resources on and off campus. Here you will find links to online facilities including Blackboard, the Portal, , library catalogue and your files stored on the H: Drive. You can access the Gateway at gateway.lincoln.ac.uk. You may change your University password using the padlock symbol 21

22 Remote Access The University now offers remote access to a Windows 7 remote desktop for all students and staff. There are two ways to access the cloud desktop on and off campus. Use of a Thin Client terminal in one of the computing areas such as the library Use Remote Desktop Connection from a desktop elsewhere. You will need an internet connection to connect via this method What do I need? Firstly you need an Internet connection. Secondly, you need Remote Desktop (RDP) software that is compatible with 'Remote Desktop Gateway'or 'TS Gateway' Windows: The required client software is built into Windows XP, Vista, 7 & 8 and so you are good to go. Apple Mac: Although Microsoft does provide free client software for Mac, it is not currently compatible with the Gateway. itap mobile sell a client here: ios and Android (tablets and phones): itap mobile sell compatible clients for these devices here: and here: 22

23 Remote Access Logging on and off a Cloud desktop Terminal Logging on to a thin client machine is the same process as the normal University PC. After switching on the Cloud Desktop Terminal you will be presented with the logon screen. If you have used the University desktop before, simply enter your existing user name and password. To lock your desktop or to change your password, click on the Windows Security link on the Windows Start Menu. To log off, simply click Log off on the Windows Start Menu. Remote connecting from a University PC You can connect to the Remote Desktop service from anywhere on campus with a network PC. Open the Remote Desktop Connection program which can usually be found in Start menu > All Programs > Accessories on a University machine. Once you see this box (or something similar graphically) pop up, enter this desktop.lincoln.ac.uk in the Computer field and click connect. This should then bring up the log in box where your username and password should be entered.. Click OK to agree and continue. Your H Drive and Files Your files are stored in your personal home drive on the University's servers. This will appear as the H: drive in File Explorer. You can quickly jump to your files by clicking on the Documents link on the Windows Start Menu. To browse all available drives, click on the Computer link on the Windows Start Menu. 23

24 Remote Access Printing... "Pull" printers will be automatically connected for you. These can be viewed by clicking on the Devices and Printers link on the Windows Start Menu. By using Pull printers you can print wherever you are and then collect your printing from any convenient printer located around the University. Printing to PDF... Under thin client connections direct Printing to PDF is not an option, However you can choose to Save as and select PDF as a file format from the Save as type drop down menu USB Devices... USB storage drives will work as normal with the Cloud Desktop. Connect your storage drive to an available USB port (these are located at the rear of the monitor on the Cloud Desktop Terminal) and it will appear in File Explorer in the "Other" drive category. Please note: Cloud Desktop Terminals currently only support certain storage drives (FAT16 and FAT32 formats: NTFS support coming soon). Other USB devices like webcams, scanners and DVD burners are not compatible with the Cloud Desktop. 24

25 Blackboard Blackboard is an interactive learning website. It supports online learning and can be accessed on on-campus computers by double-clicking the Bb icon on your desktop. Blackboard is linked to your University records and is tailored to who you are and your area of work. Remote access to Blackboard... You can access Blackboard off campus via the University Gateway page:- gateway.lincoln.ac.uk. You can also change your password here by clicking on the Forgotten Your Password link. 25

26 The Portal The University Portal is the University of Lincoln s internal web area that offers access to a range of services including: University information Electronic Library Resources Classifieds General Discussion Boards Staff Phone & directory Password changing Off campus access to the Portal... The Portal can be accessed off campus via Please note that to sign in, you need your University log in details in the format of network\account ID and password. 26

27 Software There is a wide range of software available to staff and students. Additional software can be downloaded and installed on any University PC by going to Start>Control Panel>Run advertised programmes. Double click the program you wish to install. This will install silently in the background in around 10 to 15 minutes, whilst you continue working. Anti-Virus Staff and Students can download a free copy of Sophos anti-virus software from the University by visiting lncn.eu/acmu and choosing a version that is compatible to your computer system. Alternatively this can be gained from the social section of the University Portal Click on the Virus Protection link and follow the on screen instructions on the next page. Student and Staff offers For FREE and cheap deals on Educational Software for Students go to lncn.eu/ghj. Alternatively visit software4students.co.uk for their latest deals 27

28 Assistive Technology Visually impaired users can access University's computers using installed screen magnification software. When viewing pages on the Internet, you can customise your internet browser settings to make reading information easier. Go to Start> All Programs > Accessibility to use this facility. Text help software Read and Write allows users to have their work read back to them and Inspiration 8 software can be used to plan and visually organise work. These programmes can be found on Start> Programs or Start> Programs>Accessibility for Read & Write software The University Library is equipped with magnifiers, document holders, lamps, writing slopes, height-adjustable computer workstations, wheelchair access and specialised software for disabled students. 28

29 Acceptable Use Policy The University of Lincoln has an ICT Acceptable Use Policy that applies to you... This includes all computer hardware and software at the University, even your own equipment connected to the University through the Internet. This is a shortened version of the policy. To read the full version, visit support.lincoln.ac.uk or browse the portal pages 1. You must not use any ICT Resource that you are not permitted to access. 2. You must not display, store, transmit or knowingly receive images, text or any other material which could be considered illegal, Paedophilic, pornographic, discriminatory, offensive, abusive, and defamatory, of a terrorist nature or anything that could be seen as harassment. 3. You must not engage in behaviour that damages or adversely affects any University ICT Resources or the ability of other users to use these resources. 4. You must not use any ICT Resource in a way that brings, or may bring, the University into disrepute. 5. You must not compromise or risk compromising the security, confidentiality, availability or integrity of the University s ICT Resources in any way whatsoever. 6. You must not knowingly introduce malicious software, such as viruses or similar threats, into any University ICT Resource. 7. You must not use any ICT Resource in contravention of any applicable license agreements or copyright obligations. This includes not downloading unlicensed music, films, TV programs and software without permission from the copyright owner. 29

30 8. You must not use another user s identity (e.g. username and password) or otherwise disguise your identity when using any ICT Resource. 9. You must not use an ICT Resource for any unauthorised commercial purpose. If you require changes to an ICT Resource, such as changing its location, you must consult the ICT Support Desk. Depending upon the circumstance, the consequences of violation of the Information Systems Acceptable Use Policy could be any combination of. 1. Access to any or all ICT Resources covered by the policy being denied. 2. Disciplinary action being taken against you for breaching the terms of University Regulations. 3. Cancellation of contracts between the University and the user or the organisation that the user works for. 4. In serious cases, violations of the policy may result in expulsion from the University or termination of a contract of employment. 5. In addition, the University may take civil or criminal action against the user. The University will not be liable, beyond any statutory liability, for any loss, damage or inconvenience arising from the use or prevention of, any ICT resource. The University accepts no liability, for any ICT material submitted or processed on any ICT resource and no liability, for any ICT material deposited at or left on University premises. 30

31 Useful Sites University: Gateway: gateway.lincoln.ac.uk IT Support: support.lincoln.ac.uk Blackboard: blackboard.lincoln.ac.uk .lincoln.ac.uk H: Drive off campus: ftp://ftp.lincoln.ac.uk PC health check: checkmypc.lincoln.ac.uk Library: Portal: portal.lincoln.ac.uk Printing: print.lincoln.ac.uk Print Credits: payforprint.lincoln.ac.uk 31

32 Need Help? Visit us on campus at: ICT Services, 1st Floor, Main Admin Building Brayford Pool, Lincoln, LN6 7TS Telephone us 24/7 T: