Tukwila School District #406. Technology Department 4205 South 142nd Street Tukwila, WA (206) Computer and Phone Support Handbook

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1 Tukwila School District #406 Technology Department 4205 South 142nd Street Tukwila, WA (206) Computer and Phone Support Handbook Revised: July 2009

2 Table of Contents Network Systems Department Department Employees and Positions.. 3 Network Resources (ie H drives, Shared Folders etc). 4 Software Instructional. 5 Devices... 5 Productive.. 5 Laptops... 5 Basic Computer Information Overview. 6 Computer Parts. 7 Devices and connections. 8 Some troubleshooting ideas 9 Logging into Novell. 10 Accessing GroupWise via the Internet. 12 Change display settings.. 13 H Drive Information Moving files Saving information Long Distance Codes.. 17 Helpful Hints Forward Calls. 18 Send Calls directly to Voic . 18 Changing Novell password.. 18 Creating a Group in the GroupWise Address book & sharing it with others Duvoice User Guide. 25

3 3 Network Systems Department Positions and Employees Help Desk Specialist: Provides first level support and troubleshooting. Initial contact for all phone and computer issues. Deira Robertson Ext: 8080 Phone: (206) Network Systems Technician: Provides second level of support, troubleshooting, software evaluation. John Moore Ext: 8084 Phone: (206) Network Systems Analyst: Provides high-level of support Hsian-Yu Kuo Ext: 8083 Phone: (206) Network Systems Manager: Department Manager John Weedston Ext: 8081 Phone: (206)

4 4 Network Resources: The tools that are available for use via the network are referred to as Network Resources. These would include; Laser Jet Printers, Scanners, space on the server to store files(known as a H drive) and access to files and software according to your needs. The Tukwila School District uses Novell Intranetware 6.5 as the network operating system. This supports Windows 98, 2000 and XP professional operating systems. When you are assigned a login and password, you are given access to our Intranet and the programs on it. The System: The system is Novell GroupWise 6.5 made up of post offices at e each building. GroupWise features and Internet gateway, which allows e- mail to be transmitted within the school district and out to the Internet. H Drive: Home Directory: Disk Storage, otherwise known as your H drive is a set amount of space on a file server to store documents, pictures, media clips, etc. which can be retrieved from anywhere in the district. To have access to your H drive, you must be logged onto the network. Shared Folders: This is a dedicated folder that serves as a storage area on which files can be saved and viewed by all who have been given access to it. 4

5 5 Software Selection and Purchase of Instructional Software: The Software Selection Steps document may be downloaded from the district Intranet. Software for use on the network or multiple machines, and not currently on the district inventory, should go through Curriculum Council for approval, and then approved by the Technology Department for compatibility before actual purchase. Upgrades need to be considered in this process as do the maximum user limitations. Items already on the inventory will not need to go through Curriculum Council, but should have curriculum approval before use. Instructional software should be aligned to EALRs and be chosen to assist all students. Appropriate research into the products is expected as part of the review process. High quality software enhances instruction and is worthy of utilization of classroom time. Poor quality software with hazy instructional relevance wastes valuable instructional time for both students and teachers. All requests for purchase orders for instructional software must by approved by John Weedston, the Network Systems Manager, to verify the specifications meet compatibility with current district hardware and software, this includes additional purchases of items already on the district inventory. Then needs to be approved by the Executive Director of Learning Teaching and School Programs for district curriculum compliance and instructional relevance. Please supply John with all specifications for software prior to purchase order requests to assure technological compatibility. Devices Handheld PDAs (Blackberry, Palm Pilot, Handspring, Trio etc) Staff using handheld PDA s will be responsible for loading and installing software and hardware. The Technology Department will not be responsible for troubleshooting and maintaining these devices unless owned by the district. If there is a conflict of software between the device and district property, all device software must be removed. Productivity Software Most of the productivity software, such as Office Suite, Adobe, and DVD burning as well as Photo Editing, are installed on the district computers already. If there is a need for other types; please submit the request to the Help Desk for availability. As with all software, any new prospects need to be approved for compatibility before purchase. Office 2000 is available to check out and use on home and privately owned computers. Due to licensing regulations, we can not supply Office 2003, our current software, for use on any machine not assetted and owned by Tukwila School District. Laptops The district will maintain and update all district owned laptops. Because they are district property, all software needs to be approved before being installed as well as the property be on the premises in case of impromptu audit. They may be checked out by assuming liability and signing agreement at Technology Department. Personal laptops will not be maintained or supported by the Technology Department, but, will assist in installing virus protection and productivity software. This includes laptops purchased with enhancement funds. All laptops accessing district wireless access points must have anti-virus installed. Login key can be obtained by contacting the Help Desk at (206) and is subject to change. 5

6 6 Peripherals: Speakers: Your computer may or may not have a set of speakers. Info: Be sure to turn the volume control knob down before turning on your computer. This could result in blown out speaker(s) otherwise. Printer: You may have a printer directly attached to your computer. Info: Do not place items on the top of this unit. This could damage the area in the printer that houses the ink cartridges. Tip: Always turn your printer off at the end of the day. This docks the ink cartridges and helps to prevent the ink from drying out. Ink jet Cartridges frequently need to be cleaned. You can do this by using the Troubleshooting Guide located inside the Printer folder. If this does not improve the quality of your printed work, contact the Networking Department. Networked Laser Jet Printers: You may be connected to a networked Laser Jet Printer. Should you have any problems printing to your assigned printer, contact the Networking Department. Other Peripheral s: Scanner, Digital camera, Video camera, LCD Projector Idea: Classroom teachers should assign a trained student(s) to be in charge of keeping the dust off classroom computer(s). Notes: 6

7 7 Basic Computer Information Parts of the computer: Your computer is made up of several components: CPU: A computer desktop or tower case is commonly called the CPU. It contains the actual CPU; Central Processing Unit (the brain of the computer); your Hard Drive (this is the C: drive); Memory; expansion cards like Sound Cards, and a Network Interface Card (NIC). Info: Dust and heat are the two worst elements to which a computer can be exposed. Keep your computer away from any type of heat source. Do not eat or drink around the computer. Tip: Wipe dust off frequently. Monitor: This is your screen. It houses a very powerful electrical current. Info: Never place anything on the top of the monitor; this is an extreme fire hazard. Tip: To reduce eyestrain: purchase an Anti-glare screen. To clean: Make sure the monitor is off; let it set for about ten ( 10) minutes. Then clean it with a soft lint free cloth and a cleaning solution. (Windex is recommended.) Keyboard: Used for input. Info: Keyboards are often used as a surface on which to place items. Never lay heavy items on top of the keyboard. This could cause damage to the keys and springs inside the structure. Tip: To clean the keyboard, wipe the keys with a moist lint free cloth. If you notice dust bunnies under the keys contact the Networking Department to have the keyboard cleaned. Mouse and Mouse pad: Used for input and navigation of computer screens. To clean the mouse pad or mouse casing; use a slightly dampened lint free cloth. Tip: Your mouse ball will need to be cleaned frequently. Contact the Networking Department if you notice your mouse not tracking or moving easily across the mouse pad. The mouse pad should be kept free of dust and dust particles. To clean use slightly damp lint free cloth. 7

8 8 Devices and connections on a computer * This represents just one type of computer case used in the district. CD Rom Drive Computer Name Floppy Drive-not on all models Power on button Reset button Back View Front View Power Outlet Switch & Fan Keyboard & Mouse connection Serial Number - Asset Tag Stand alone Printer connection Monitor Connection Headphone, speaker Microphone connections Network Cable Connection 8

9 9 Computer Troubleshooting Help my doesn t work! Check the back of computer to be sure the mouse is plugged in snuggly. Check the bottom of the mouse: Is there a cover and a gray ball inside? Help my won t come on! Check on the front of the monitor: Is there a Green light? Try pressing the On/Off switch. It is located near the light. Is the power cord plugged in? Is the monitor cabled plugged in? Check back of computer and wall outlet or power supply. Help my won t type! Check back of the computer: Is the keyboard plugged in tightly? Is there a green light on by the Num Lock Key? Help my won t isn t working! Check the Power outlet. Is it plugged in? Check the Surge protector: Is it on? Check back of computer: Is the power cord plugged in tightly? Press the On/Off switch on front of computer. 9

10 10 Logging into the Network When you turn on your computer, you should see a display that shows the name of the last user to have logged into the network. Click into the User Name box and type in your user name. Then click into the Password space and type in your password. You will need to change your password from the standard default password issued to your account when it was created. Please choose something that you will remember. It should be at least 5 characters long. This will help protect your account from hackers. To Change Novell password: Use the three keyboard keys together: Ctrl, Alt, and Delete. Then choose Change Password. Enter your old password, then enter and confirm your new password. The Networking department will not be able to look up or access in any way this new password. We can assist you in changing your password should you forget. Tip: Do not change your password on a Friday; you may not remember what it is Monday morning! Window NT/2000/XP Window: Type in your last name followed by the beginning letter of your first name. Make sure to capitalize the first and last letter as shown in the example below. Use your Novell password you just created. Check the box in the lower left corner after you type in your name and password. This will synchronize the two passwords and require only one login (the Novell login) for future logins. Windows NT/2000/XP Workstation Name: DoeJ Password: ****** Change your Windows NT/2000 password to match Note ** staff/staff and lab/lab are Windows 2000 passwords that will allow you to login, in the event you have problems with logging in using your name. Lab/lab is also used in the lab and on student stations as a generic login; this prevents the student from creating concerns for the teacher or staff accounts. 10

11 11 Logging into network from another site *Note: If you are logging on to a computer at another building: Use the Advanced button to change the context to your building: From the Novell login screen. Click on the Advanced button. Look in the Context box. Use Context button on the right side to change if needed. Select your building site. (I.E. Foster) Click Ok. Click on the Icon at end of Context box. Click Ok. If there is no Advanced Button you will need to type in your full context on the Username box. (.username.buildingname.scsd) Each building has it own unique name: Cascade View = Cascade Foster = Foster Tukwila =Tukwila Thorndyke=Thorndyke Admin Bldg = Admin_Bldg Showalter =Showalter My log in would look like this:.doej.foster.scsd **(it is not case sensitive)** To Log Out of the Network Click on the Start Button Click on Shutdown Choose: Close all programs and log on as a different user For Windows 2000 Professional choose: Log Off username 11

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