Connecting to ANC by VPN (Virtual Private Network)

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1 Connecting to ANC by VPN (Virtual Private Network) The VPN creates an encrypted connection, a tunnel through the Internet, to the company s secure network servers for employees who need to access network files from outside the office. When connected to the VPN, employees can view and access network drives as if they were in the office. It can also be used to access your ANC through Outlook on your home or notebook computer. An employee wishing to utilize the VPN must have a broadband internet connection and permission from the network administrator. Contact Siobhan Mason at ext. 111 before attempting to connect to the VPN. Instructions for Windows XP Users: 1. Click the Start button on the lower left of your screen. 2. Click Control Panel 3. Click Network Connections 4. From the File menu in the window that opens, click New Connection 5. This starts the New Connection Wizard which will take you through the next steps. Click Next in the wizard window that appears. 6. Select Connect to the network at my workplace (see Fig. 1) 7. Click Next 8. Select Virtual Private Network Connection (see Fig. 2) 9. Click Next 10. On this page, type ANC Sports in the field marked Company Name 11. Click Next 12. On the next page of the wizard type vpn.ancsports.com in the field marked Hostname or IP Address (see Fig. 3). An alternative for that field is to type in the direct IP Address (which, in some instances, might give you a stronger connection). 13. Click Next 14. On this last page of the wizard check the box marked Add a shortcut to this connection to my desktop (see Fig. 4) 15. Click Finish. This will complete the wizard and pop up a Connect window. (see Fig. 5 below) 16. Click the Properties button Fig.1 Fig. 2 Fig. 3 Fig. 4 Fig

2 17. In the window that opens, there are tabs at the top. Select the Networking tab (see Fig. 6) 18. In the field marked This connection uses the following items: highlight Internet Protocol ( TCP/IP) by clicking once on it. 19. Click the Properties button. 20. In the next window that appears, click the Advanced button. 21. In the Advanced TCP/IP Settings window, there will be tabs at the top. Click the DNS tab. 22. In the field marked DNS suffix for this connection: type hq.ancsports.com (see Fig. 7) Fig Click OK until you return to the connect dialog box (see Fig. 8) 24. You are ready to connect to ANC. To connect, in the User name field, type your username in the following format: ancsports\username 25. Type your password in the Password field ( use your ANC network username and password for these steps) 26. Click Connect. ancsports\bsmith navy 27. After your computer completes the connection you should have an icon (2 small computers) in the system tray (the area near your clock in the lower right corner of your screen) showing you are connected (some systems will pop up a small yellow bubble when you first connect to tell you connected successfully) Fig. 7 Fig You are now connected to Fig. 9 ANC s network via VPN and can now connect to any ANC network resources you require. 29. When you are done with your connection right click on the small icon in the system tray and click Disconnect. Note: While you are connected to the VPN, all of your network and internet traffic will go through ANC s network and all of ANC s Internet content filtering and network policies will apply to your system during the time you are connected

3 Instructions for Windows Vista Users: 1. Click the Start button on the lower left of your screen. 2. Click Connect To 3. Click Set up a connection or network (see Fig. 1) 4. In the window that opens, select Connect to a workplace, then click Next 5. In the next window, click Use my Internet Connection (VPN). Fig.1 6. Under Type the Internet address to connect to (see Fig. 2), type vpn.ancsports.com in the Internet Address box, and in the Destination Name box, type ANC Sports VPN. Check the Don t connect now box. 7. Click Next. 8. In the User name field, type your username in the following format: ancsports\username, as illustrated below, and your password (see Fig. 3). If you wish, you can check the Remember Password box so that you don t have to enter your password each time you log on. 9. Click Create. 10. A window confirming that the connection is ready to use will appear; you can use the Connect To link to connect to the VPN immediately. 11. To connect to the VPN again, use Start, Connect To, and select the ANC Sports VPN (see Fig. 4) 12. Remember to disconnect from the VPN when you have finished your networking session. Fig. 2 Fig. 3 Fig

4 Mapping Network Drives Once connected to the ANC Sports VPN, it is suggested that, for ease of use, an employee connect, or map the network drives that will be accessed to their home or notebook computer. The network drive will be visible in the My Computer window of the employee s computer, but will appear disconnected unless the VPN is active. Instructions for Windows XP: 1. Click Start on the bottom left and open My Computer, or double-click the My Computer icon on your desktop. 2. Click on the Tools menu. 3. Select Map Network drive as shown in Fig On the Map Network Drive page (Fig. 2) select a drive letter that you want to show up for your network drive and the folder path. 5. Click Finish The drive will now show up under My Computer as a network drive (Fig. 3). Fig. 1 If you have permission and need access to additional network drives, repeat these steps to map each drive. Generally, ANC s network drives are mapped as follows: Drive F: \\server6\share Drive G: \\server6\finance Drive M: \\server6\acct (accounting) Drive S: \\server6\sales A private drive automatically maps to Drive U: for each full-time network user who logs on to the network. This drive is only accessible by the user, and is backed up on tape every night. Fig. 2 Remote Desktop Operation Employees with workstation computers inside the ANC Sports network (i.e., NY and Atlanta office employees) may remotely access their office computers when connected to the VPN, eliminating the need to map network drives on their home computers, and enabling the use of programs on the office computer that may not be available on home computers. Any office employee wishing to use remote access must obtain permission from the network administrator. Instructions for connecting remotely will be provided to users when necessary. Fig

5 Accessing your /Shared Folders All ANC employees may access their company accounts over the Internet using our Microsoft Exchange server Outlook Web Access interface. Outlook Web Access also permits users to share information, such as Contacts and Calendar entries. Please refer to the General Policies tab for the company s Policy. To retrieve your account on the Internet, go to Note that there is no www in that address and you must use an s in https. An alternative is to use the direct IP Address (which, in some instances, might give you a stronger connection). A login box will appear, titled Office Outlook Web Access. EXAMPLE: In the Domain\user name box, type: ancsports\(your name) IMPORTANT: Note that it is a backslash, not a forward slash that you must enter in your user name. The backslash is the key to the left of the backspace or above the enter key, not the one next to the shift. If you enter a forward slash, you will not be able to login. ancsports\bsmith navy Type your password into the password box and click Log On

6 When you have logged on, you will see your mailbox: By clicking on the Public Folders, you can also access calendars and task lists shared by all ANC employees; anyone can view them and add entries. Some folders contain information of specific interest to a particular department, such as Operations Tasks. The Public Calendar contains information such as holidays, vacation days, the location of our business travelers, and meetings that will take place in either a conference room or the conference bridge. All ANC employees, wherever they are located, are encouraged to input similar business information to the Public Calendar, including vacation days and business appointments that will take you out of the office during working hours

7 Several departments have shared folders, such as calendars or task lists, to keep track of departmental matters. The managers of each of these departments will provide instruction for the use of those folders. The Public Calendars can be viewed by day, week, or month. The weekly view pictured here shows the effective use of the Public Calendar, as entries have been made for vacations, business travel, meetings outside the office, early departures, and conference bridge reservations. Public Contacts: Another important public folder is Public Contacts, where information on all of ANC s business contacts may be found. Each employee must maintain all of their business contact information in this folder and assist in keeping it up to date (for instance, if you spot an error or know that a contact has moved, make the necessary correction). There is a separate sub-folder where contact information for all field operators may be found. The Global Address List contains all ancsports.com address. Please treat the information in the Public Contacts with care. There are home addresses and phone numbers in there that should not be made available to the general public. Use good judgment if you are asked for information that can be found in the Public Contacts folder, and if you are uncertain, ask your manager for advice

8 The public folders are viewable and editable by all ANC employees. Please take care that you do not accidentally delete entries or move folders. Misuse of the public folders (e.g., entering false or misleading information, or deleting other people s information) is a serious infraction and may result in disciplinary action. If you have any questions about the system, the use of the public folders or requests for the creation of additional public folders, please send an to Setting up Outlook Employees using Outlook 2003 (or better) on their home computers may set up their ANC Sports account to be accessed through Outlook in order to take advantage of the full features of the program, including drag-and-drop access to Public Folders and ease of use of the Public Contacts as an address book. Instructions for Outlook Account Setup for Windows XP or Vista 1. Click the Start button on the lower left of your screen. 2. Click Control Panel 3. Click Mail, or if using Category View, click User Accounts and then Mail. 4. From the Mail Setup menu in the window that opens, click Accounts (see Fig. 1) 5. Select Add a new account (Fig. 2) 6. Click Next 7. In the new window that appears, select the first button, Microsoft Exchange Server 8. Click Next 9. In the new window, type mailserver5.hq.ancsports.com in the field labeled Microsoft Exchange Server, and check the box to use Cached Exchange Mode to be able to view your s even if you are not online. In the field labeled User Name, type your network user name(see Fig. 3) 10. Click More Settings. Fig. 1 Fig. 2 mailserver5.hq.ancsports.com Your network user name is the same user name you type to log in to your office computer or to Outlook Web Access, but without the ancsports\. The Administrator account is used as an example. Fig

9 11. In the Microsoft Exchange Server window that appears, go to the Connection tab. In the Exchange over the Internet section, click to select the Connect to my Exchange mailbox using HTTP box, and then click on the Exchange Proxy Settings button (see Fig. 4) 12. In the Exchange Proxy Settings tab in the Connection Settings box that will appear (see Fig. 5), type mail.ancsports.com next to the Check the box "On fast networks, connect using HTTP first, then connect using TCP/IP". 14. On the bottom, use the dropdown to change the Proxy authentication settings from NTLM to Basic Authentication 15. Click OK to close the Exchange Proxy Settings window. Fig Back in the Microsoft Exchange Server window click OK. 17. Back in the Accounts window (Fig. 3) click Next. 18. Back in the Mail window, if you have another account set up in Outlook, click Show Profiles, then select Prompt for a profile to be used, then click OK. Fig. 5 Close any windows that remain open from the setup procedure, and launch Outlook to get your ANC . Outlook will ask for your username and password. This will happen each time you launch Outlook using your ANC profile. Input your user name as ancsports\username. This completes the Outlook setup for remote Windows XP users. Instructions for Outlook Account Setup for Macintosh (Entourage) 1. Open Entourage 2. Click on Entourage on Menu bar 3. Click on Account Settings 4. Click New - This will launch the Account Set-up Assistant (Fig. 6) 4a. Enter the address for the user in question input 4b. Make sure to check the box My account is on an Exchange Server 4c. Enter the User Is Input your username Fig

10 4d. Enter the Domain name hq.ancsports.com 4e. Enter the password for the user in question 5. Click on the arrow next to the number 2 on the bottom right of that window. It should come up ok as long as the information was entered correctly. 6. Click on the arrow next to the number 3 on the bottom right of that window 7. Click on the arrow next to the number 4 on the bottom right of that window 8. Click on Verify my Settings It should come up ok 9. Click on the arrow next to the number 5 on the bottom right of that window 10. Give the account a name you can make it the name of the user 11. Click on Finish button At this point the account will show up on the left hand side of the main Entourage window. All functions should be ready for use at this point. IT Support ANC s network, including all services, is maintained by the company s IT support consultant, Micro-Point, Inc. A Micro-Point technician is on-site in ANC s Purchase office each week, generally on Mondays from 9am to 1pm, on Wednesdays from 1pm to 5pm, and all day Friday, and may be reached on those days by calling the main office number. If you have questions or problems regarding your or any other aspect of work-related computer support, please send an to for a response or a solution. In your , please include a description of the problem, and your telephone number. Outlook Calendars and Meeting Invitations Each employee s Personal Calendar can be viewed by any colleague on the network (e.g. to coordinate vacation schedules, determine meeting availability, etc.). This can be done by temporarily adding a calendar to your Other Calendars list or by permanently adding a colleague s calendar to your My Calendars list. Employees which enter personal scheduling into their outlook calendars can mark them private by selecting the Private box on the bottom right in an Appointment window in Outlook or the Private box next to Show Time As in Outlook Web Access. A colleague s calendar also can be viewed while creating a Meeting Invitation. Invitations should be sent for all meetings to ensure that the appointment is automatically added to the Personal Calendar of all participants. The Scheduling Tab feature of Meeting Invitations allows you to simultaneously check the availability of each colleague, prior to setting up the meeting. Instructions for temporarily viewing a colleague s calendar: 1. Open Outlook and on the left side of your screen click the Calendar navigation pane button (see Fig. 1). 2. In the Calendar navigation, click Open a Shared Calendar. 3. In the pop-up window, type in the first and last name of the colleague whose Personal Calendar you wish to view and click OK. 4. That calendar will now show up in your list of Other Calendars. Select which colleague s calendar you would like to view by selecting the check box. Multiple calendars can be displayed at one time. EXAMPLE: Fig

11 Instructions for permanently adding to My Calendars list: 1. Open Outlook and, in the folders list, right click on your mailbox (e.g. Mailbox Employee Name). 2. In the pop up window, click on the last item (see Fig. 2) Properties for Mailbox [Employee Name] 3. In the Outlook Today Mailbox Properties pop-up, click the Advanced button toward bottom right (see Fig. 3). Fig. 3 Fig A new window will open. Select the Advanced tab and then click the Add button (see Fig. 4). 5. Type the first and last name of EXAMPLE: the colleague whose calendar you want to add and click OK (see Fig. 5). The Personal Calendar will now always show up in your main folders list and My Calendars list. Fig. 5 Fig. 2 Instructions for sending a Meeting Invitation: 1. Open Outlook and on the left side of your screen click the Calendar navigation pane button (see Fig. 1). 2. Create a new appointment by either double clicking on a particular date on the calendar or by clicking the New button at the upper left, beneath the File menu. 3. Then select the first item, Appointment. Fig When the window pops up, type in a Subject for the meeting and click the Invite Attendees button. 5. Enter the addresses for colleagues to invite to the meeting or select names from the Company Directory by clicking the To button, just as if you were sending an . Fig. 2: Outlook

12 Fig. 2: Outlook Web Access 6. Then click the Scheduling tab. (see Fig. 2). The names of the colleagues you are inviting will display on the left side of the window, and any appointments already on their individual Personal Calendars will display in bars to the right. A key to decipher between firm appointments, tentative meetings and travel appears in the bottom left of the window. 7. You can drag the beginning (green line) and ending (red line) of your meeting to fit the availability of colleagues attending. 8. Once the appointment is set, click Send at upper left, beneath the File menu. The meeting will be added to your Personal Calendar and an invitation will be ed to the invited colleagues. 9. Upon receiving a meeting invite, click Accept, Decline or Propose a Different Time. 10. Once accepted, meetings will automatically be added to the Personal Calendar for each invitee. Meeting Resources The use of all company meeting resources must be reserved by making an entry in the Public Calendar. Prior to hosting impromptu meetings, employees should check the public calendar to make sure that they will not be conflicting with or interrupting any scheduled meetings in either the conference room(s). Conference Rooms: The company maintains conference rooms in each office to facilitate both employee and formal business meetings. In the Purchase office there are two conference rooms: a small meeting room that can hold 4-6 people and contains a speaker phone, and the large conference room, which can hold 8-12 people and is outfitted with a console speaker phone, a 40-inch plasma screen with a VCR and DVD player, and a computer connected to the screen in order to enable files such as spreadsheets and presentations to be easily viewed by all meeting attendees. The conference room computer is connected to the office network for access to shared files and the internet. A guest user account has been created for the conference room for those who require only internet access; employees may log on to the conference room computer using their own ANC username and password. At the end of each meeting, the power to the screen must be turned off and the wireless mouse returned to its cradle. No food is permitted in the conference room except for company functions; if the small meeting room is free, employees may use it at lunchtime. Employees hosting formal business meetings in the Purchase office should advise the office administrator in advance if they will require any accommodations for guests, such as water or coffee service. A minimum of 36 hours notice is required to provide food and beverage service

13 Conference Bridge: Incorporated into ANC s IP phone system is a computerized conference bridge which is capable of hosting up to 30 internal or external callers on multiple, simultaneous calls in a digital environment for maximum clarity. Use of the conference bridge is managed through the telephone software, and it is accessed by dialing extension 500 from within the company s phone system. Internal users (phones inside the Purchase office or IP phones connected to the system) dial 500 and are connected to the conference bridge. Callers from outside the company can either be instructed to phone the Purchase office at and dial extension 500, or they may be instructed to dial into the conference bridge directly at For the most efficient use of the conference bridge system, it is extremely important that everyone checks the public calendar prior to scheduling a call, and everyone must input their conference call reservations into the public calendar, including the number of participants. Any phone system user can reserve space in the conference bridge by using the AltiView MaxCommunicator software. The conference bridge scheduling features are accessed with the MeetMe tab in the MaxCommunicator program. To set up a conference call, select the MeetMe tab, then click on Schedule Meeting. A conference window will open click on the Create button at the bottom to set up a new conference call. (Fig. 1). Shown in the conference window will be all the conference calls that you have scheduled, and through this window you can manage all of the calls you have set up. Fig. 1 Creating a Conference Call In the new Create Meeting window that opens (Fig. 2): 1) Type in a subject for your conference call to identify it in the log. 2) Select the number of seats you want to reserve. You will need a seat for each connection. 3) Using the Frequency option, you can create a weekly or monthly scheduled call. 4) Each call must have a host. By default, you (as the scheduler) will be the host of the call. The host can start and stop the meeting and can mute and drop meeting members. 5) Input a duration. Be sure to give yourself sufficient time for your call, because if the seats are needed for another scheduled call, your call will be terminated when your time is up. 6) Schedule the call by clicking Now or setting a time and date. To allow people to log in to the call in a timely manner, it is recommended that you set the call to begin 5 minutes prior to the start of your meeting. 7) There is a Security option that allows for a closed conference call. The scheduler may create a passcode that must be keyed in after Fig

14 the meeting ID number in order to participate in the call, and check the box to require a passcode. Please note that the passcode is not generated by the system; the scheduler must create one and communicate it to all participants. 8) Click OK to return to the main conference window and view the ID number of the call, which is generated by the system. You and all call participants will need to use this ID number to log in to the conference call. (Fig. 3) Notifying Attendees The system can generate an invitation which will include all the details of the call and can be sent to all attendees. In the main conference window, which will display all upcoming conference calls that you have scheduled or are hosting, click on the call you have just created, then click on the button at the bottom of the window (Fig. 3) and an Invitation window will open. In the Invitation window, you will see the Fig. 3 default text of the meeting invitation (Fig. 4). The Meeting Invitation includes the Scheduled Time, the Meeting ID, the meeting Subject, and the passcode, if applicable. Click Send by Outlook, and the invitation is pasted into a new message in Outlook so that you can address the to your call participants, and change the text if you wish. Joining the Call When calling in to extension 500, each caller will hear a welcome message and will be asked to input the meeting ID number. Once the meeting ID number has been entered, the caller will be required to record their name so that they can be announced when entering and exiting the call. The host of the call will also be asked to input his or her extension password this is the same password that you use to check your voice mail. Once the host has logged in, the call will begin. Fig. 4 Time Overruns/Stopping a Call In the event that a conference call runs over its scheduled time, the call may continue if no other scheduled calls need the resources. However, if another call has been scheduled and the resources are needed for that call, the overrunning call will be terminated. The system will announce a five-minute warning into the call prior to ending the call. Therefore, it may be a good idea to add an extra 15 minutes to the time you expect the call to take. To ensure the most efficient use of the conference bridge, if your call ends much earlier than expected, the host should stop the call by clicking the Stop button in the conference window (Fig. 5), or let Donna know that the call is finished so that she may stop it and release the seats for use by others. Fig. 5 The system administrators have access to all scheduled conference calls, and can start, stop, modify and delete any calls in the system

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