Introduction to Computer Facilities

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1 Introduction to Computer Facilities Contacting IT Support Phone Offices Webpage 1818 UTAS - IT Service Desk 3987 Newnham Campus 3161 Newnham Campus 1949 Sandy Bay Campus B216 - Newnham Campus H328 - Sandy Bay Campus Acceptable Usage Computer equipment provided by the University of Tasmania is managed and supported by the IT Resources department on behalf of the Faculty of Education. The conditions of use of these facilities are illustrated in the Information Technology Facilities Use Guidelines document, an agreement for which is completed for all new staff along with a Letter of Offer distributed by Human Resources. The full document can be found at: Faculty of Education 1

2 Table of Contents INTRODUCTION TO COMPUTER FACILITIES 1 TABLE OF CONTENTS 2 IMPORTANT INFORMATION 3 PASSWORDS 3 4 USING REMOTELY 6 FORWARDING / VACATION MESSAGE IN OUTLOOK 7 RECOVERING ARCHIVED MESSAGES FROM OWA 8 CALENDAR SHARING AND PERMISSIONS 9 LAPTOP USERS IMPORTANT INFORMATION 12 PRINTING 15 PHOTOCOPIERS 16 ADVERTISED PROGRAMS 18 MYLO 20 INTERNAL WEBSITE (INTRANET) 20 ADDITIONAL SOFTWARE 20 TELEPHONES 20 STAFF CONTACT INFORMATION 21 LAB BOOKINGS 22 LOAN EQUIPMENT 23 VIDEO CONFERENCE ROOMS 24 Faculty of Education 2

3 Important Information Please complete this information for your reference. Staff ID: Username: Address: UTAS Active Directory This account logs you onto: All computers within UTAS including the Faculty of Education. Your work (as seen on page 4) and restricted Faculty of Education websites remotely. MyLO (My Learning Online) webpages. Accessing external webpages on campus Passwords Question: How do I change my UTAS logon password? Answer: Visit UTAS Password Sync Page ( to change and synchronise your password. Tip: If your UTAS computer login password has expired you will need to contact the Education IT helpdesk to get the password changed. Faculty of Education 3

4 Your address will normally be: At the Faculty of Education, we use Microsoft Outlook as our system. This program is found by clicking Start All Programs Microsoft Office Microsoft Office Outlook After you have run this for the first time, a quick launch link will be placed on your task bar (circled below) which you should click to start Outlook every time you power on your PC. When sending messages with large attachments, please bear in mind that student mail boxes have a limit of 300MB total. If you send a message with a large attachment, students may not be able to receive it as their mailbox may be full. Searching for addresses To search for the address of someone in the University, enter their name in the To field when starting a new , in the format Firstname, Lastname. Tip: You may need to click on Tools: Check Names. If the system has found their address, the name will appear underlined. Distribution Lists Due to the migration of staff to the UTAS domain, the new distributions lists for the Education Faculty in the UTAS domain will have the same name as they did in the Education domain, except that they will be prefixed with EDU. For example, the Academic Staff distribution list is EDU-Academic Staff in the UTAS domain. Faculty of Education 4

5 Student address lists There are mail lists in the UTAS system for each unit. To send a message to all students enrolled in a unit, type in the unit name followed (eg EPC252@utas.ad.internal). You may need to click Check Names (Tools menu in Outlook). Student not receiving for unit If a student is not receiving s which have been sent out using the unit code mailing list the student will need to check with Student Administration and make sure they are enrolled in that unit. If problems still occur, please contact IT support. Accessing Education Student Addresses Click Folder List icon in Outlook. Expand Public Folders as per diagram below. Right click EDU-StudentContracts and Select Properties. Select the Outlook Address Book tab then tick Show this folder as an Address Book. Faculty of Education 5

6 Using Remotely You can access your University of Tasmania remotely through Outlook Web Access (OWA). You can access this by following the following links. You can access your Outlook webmail from the following web page ( or ( You need to use the same user name and password you use to log on to your PC in the Faculty. Faculty of Education 6

7 Forwarding / Vacation message in Outlook To set an I m away message for your , open Microsoft Outlook. Pull down the File menu and select Automatic Replies (Out of Office). Click on Send automatic replies. The next time you open Outlook, you will be reminded to turn off the out of office message. Please do not try to set a vacation message through the University web page it will cause problems for your Faculty of Education if you do. How to setup an out of office message Open Microsoft Outlook Click on the File menu then Select Automatic Replies Out of Office. Click on Send automatic replies and type the message in to the box Faculty of Education 7

8 Recovering Archived Messages from OWA Login to OWA and find the Archived message that you wish to view. Double click the message and the window below will appear. Tick Delete stub after recovery and then click Recover. The next window will appear while recovering. When it disappears the message will be viewable in its original location. Faculty of Education 8

9 Calendar Sharing and Permissions How to Open a Shared Calendar Select Calendar tab in Outlook and click Open a Shared Calendar. Click NAME button and search for either the EDU-CALENDAR NAME or the FIRSTNAME LASTNAME of the person s calendar you wish to access. Then click ok, then ok again. If you already have permission to view or edit the calendar it will immediately appear in your calendar list. Otherwise you receive the message box below. Click yes to request to share the calendar if you want to share a real person s calendar. They will be sent an with your request. Their response will provide instructions on how to add their calendar to your list. Faculty of Education 9

10 How to Share Your Calendar Open the Calendar tab, select Share My Calendar, select To: and search for the people to share with. If you want to share their calendar at the same time, tick Request Permission to view Recipient s Calendar. Press SEND. Faculty of Education 10

11 How to Set Permissions on Your Calendar Select Calendar from Outlook,. Select the Calendar Permissions Tab then click Add button. Search for the person you wish to give permissions to in the address book. Click Add then OK. Once back at the Permissions tab set the appropriate Permission Level from the drop down list. If you want people to View your calendar only select REVIEWER or to change your calendar, select EDITOR. Faculty of Education 11

12 LAPTOP USERS Important Information Travelling between campuses with your laptop. Please ensure your laptop has been registered for the location you will be travelling to on the UTAS network. This must be done at least the day before you travel. example if you are going to Hobart Library and you normally work in Launceston Education Faculty, you will need to log a job with IT support ( your request to support@educ.utas.edu.au ) to have access to the wired network in Hobart Library. Sync Toy Instructions Step 1 Before you leave the office for the day you need to click on the Sync Toy shortcut. Faculty of Education 12

13 Step 2 Then to sync your documents you will need to click on the Run button You can also click on the Preview button and this will allow you to see documents that are ready to sync. Faculty of Education 13

14 When successfully finish it should look like the picture bellow Accessing your file when Off Campus When away from the office you will need to click on the Offline Documents folder. When you are back in the office run Sync Toy again and this will copy the documents you worked on while you were away back to the H drive. Faculty of Education 14

15 Printing Connecting to a Printer Printers are named after the room they are in, for example printer EDU- NHM-B220 is in room B220 on the Newnham Campus. The letter C or the word "COL" after a printer name indicates a colour printer. To connect a printer click START and type in: For Hobart type \\printsby\ For Launceston type \\printnhm\ For Burnie type \\printccc\ Then press ENTER Right click the printer you wish to connect to and select Connect... Setting up a default printer 1 Click the Start button 2 From the menu select Devices and Printers 3 Right click on the printer that you wish to set as your default printer 4 Select Set as Default Printer Faculty of Education 15

16 Photocopiers Quick guide to configuring a new copier 1. Right click on your newly added copier and choose Printing Preferences. 2. Click the Valid Access tab, and then click Authentications Faculty of Education 16

17 3. Enter the username and password you use to login to your computer (you will need to enter your password again to confirm). You should now be able to print to the copier. Please follow the above process for any other copiers that you add, you do not need enter credentials for printers, you will only need to for copiers. For a more information and detailed guide to installing, configuring and using photocopiers please visit: Faculty of Education 17

18 Advertised programs The purpose of Advertised Programs gives you the user the flexibility of installing additional software which has been approved by IT support If for example you are on PC that you require Google Sketchup to be installed on, you now have the ability to install this yourself by using the Run Advertised Programs application, this can be found under Start menu - All Programs Click on run advertised programs find the software you want installed such as Google Sketchup and press run. This will download the software to your machine and install it. Make sure you tick Run program automatically when download completes and then click download. Faculty of Education 18

19 You will then be presented with this window After Google Sketchup has installed the window will close and you will be able to open the program by using All Programs> Google Sketchup 8 Faculty of Education 19

20 MyLO MyLO is used by both staff and students for online teaching and learning. For assistance using MyLO visit the Teaching and Learning Online website for assistance, tutorials and many other useful MyLO resources. Phone: WWW: x Internal Website (Intranet) Changes / updates to the faculty website and Staff Web Pages If there is a change or an update required on the Faculty of Education website you will need to a job request to support.education@utas.edu.au indicating the type of change, location where the change has to be made and content to be changed Additional Software There are a number of core software programs which are provided for your use on your Faculty of Education computer. If you require any additional software discuss this with IT Support. Approval from your supervisor may be required if this is licensed software. Telephones The telephones in the Faculty are supplied by the communication team based within IT Resources. Here is a guide to using your telephone If you have any queries regarding your telephone, you can contact the service desk. Phone: WWW: service.desk@utas.edu.au x Faculty of Education 20

21 Staff Contact Information From the Faculty of Education website click the Faculty staff directory link This will bring up a list of the General and Academic staff who work within the Faculty of Education. The list includes phone numbers and addresses. Faculty of Education 21

22 Lab Bookings Bookings for the student computer labs are made through the office staff. You can view the bookings through a web page: Office staff can be located in the reception area for: Launceston Building A, Level 1. Also known as The Fishbowl Hobart Hytten Hall, Level 4. How to view your Lab bookings 1 Go to the University Home Page: 2 Click Current Students 3 Click Class Timetable from the list on the left of the page 4 Click Old Timetable 5 Click View venue timetable in the list on the left of the page 6 For venue name, enter the room number in the form e.g. - nh.b213.complab - nh.b220.complab - sb.hytten313.complab 7 Fill out the form with the year, semester and so on click View Details Tip: If you are unsure of the room number, you can click View a list of all venues for a campus and then use Find (Edit: Find) in Internet Explorer to find the room name. Faculty of Education 22

23 Loan Equipment There is a variety of equipment available for loan to both Staff and Students. Here is a list of loan equipment available: Launceston IT Help Desk: Laptops Projectors Video Cameras Digital (still) Cameras Digital Voice Recorders Launceston Reception (The Fishbowl): DVD Players Overhead Projectors TVs VCRs Hobart IT Help Desk: Laptops Projectors Digital (still) Cameras Digital Voice Recorders Hobart Gerard: Video Cameras Faculty of Education 23

24 Video Conference Rooms The Faculty of Education has video conference rooms located in both Launceston and Hobart. Bookings of the faculty owned video conference rooms in Launceston and Hobart may be made by using the shared outlook calendar in Outlook called EDU-VideoConferenceRooms Education The call can be established manually using the instructions provided in the room. Launceston Video Conference Room: A221c Phone 3187 Hobart Video Conference Room: H325 Phone Way conferences, other UTAS video conference rooms and external sites 3-way conferences, conferences to other UTas video conference rooms and to external sites can all be booked by contacting the IT Resources central video conferencing support. WWW: Faculty of Education 24

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