IMS Student Computer Handbook

IMS Student Computer Handbook A guide to Unitec Information Management Services Table of Contents ask IMS Help Desk... 1 ask IMS Services... 2 Apple Mac Lab Login Information... 3 Using the Internet in Student Labs... 3 Unitec Wireless... 3 Eduroam Wireless at other Universities... 4 Login Procedures for Students... 4 Changing Your Password... 5 Logging off the System Windows 7... 6 Microsoft Office 2013 and 365... 7 Māori Keyboard... 7 Office 365 for Home or Personal Devices and on Campus... 8 Student File Storage (Office 365)... 10 Student Computer Drives... 11 Accessing H Drive off Campus... 12 When the Network is unavailable... 12 Saving your work... 13 Using a USB drive at Unitec... 13 Copy Files to CD Windows 7... 14 Using OneDrive@Unitec NZ... 15 Sharing in OneDrive@Unitec NZ... 16 I

Recovering Deleted Files and Folders from OneDrive@Unitec NZ... 17 Printing on Campus... 17 Virus Scanning... 19 Student Email Account... 20 myunitec for Students... 21 Student Self Service... 22 Logging into Student Self Service... 22 Student Self Service overview... 22 Updating Contact details online... 23 Viewing Assignment Results and Final Grades online... 26 Entering an Enrolment Request online... 28 Library Services... 29 Computing facilities in the Library... 30 Printing and saving your work... 30 Contact the library... 30 Introduction to Moodle (Unitec elearn)... 31 What is Moodle?... 31 What will I need to access Moodle?... 31 When to seek support from your lecturer... 31 When to seek support from the ask IMS Help Desk... 31 Using Moodle... 32 How to update your Moodle User Profile... 32 How do I access my Moodle courses?... 33 Typical Moodle Activities... 34 CRM Access for Students... 35 What is CRM?... 35 II

How to access CRM... 35 Features... 37 III

ask IMS Help Desk The primary function of the ask IMS Help Desk is to provide a single point of contact for all Unitec students and staff for IT related issues. The Help Desk team will resolve, log, manage and co-ordinate all requests relating to Unitec information technology services. The ask IMS Help Desk is located in Building 112, Room 1001, which is adjacent to the Library. Location: Building 180, Room 2132 (180 2132) Hours of Support: Monday to Thursday 8:00am to 7:00pm Friday 8:00am to 5:00pm Saturday 8:00am to 4:00pm Sunday Closed Check our website for regular updates. Go to www.askims.unitec.ac.nz Tel: 09 815 4321 Ext 8484 Freephone: 0800 ASK IMS (0800 275 467) Email: For less urgent issues email askims@unitec.ac.nz Website: www.askims.unitec.ac.nz IMS service Availability Status: www.askims.unitec.ac.nz 1

ask IMS Services The ask IMS Help Desk will assist students with the following services: Computer Orientation courses and information. Computer logins, including inactive accounts, passwords, faults. Unitec Email account (Outlook @myunitec.ac.nz and Office 365 login support for Unitec students). USB support. Access to Library databases from on and off campus. Lab computer hardware fault recording (including printer and scanner faults). Lab computer software fault recording. Lab telephone faults. Internet access from on-campus. File conversions e.g. MS Office conversions. Virus scanning and cleaning. Log-in problems. Wireless. Network problems. Moodle login problems. The following services are NOT provided by ask IMS: Training in specialist software. Advice on the purchase of computer, software and consumables. Support for student owned computers and software. 2

Apple Mac Lab Login Information Only students who are enrolled in a course that requires the use of the Mac environment will receive a Mac login. The Mac labs have been configured according to the teaching departments requirements and their staff are responsible for introducing students to the use of these facilities. Using the Internet in Student Labs When accessing the Internet on campus you will be asked to enter your computer username and current password. Note: Internet use is logged and monitored. Unitec Wireless Wireless access points provide wireless coverage in most areas at all three Unitec campuses (Mt Albert, Waitakere, North Shore). Unitec students and staff can connect personally owned laptops to the wireless network and take advantage of Internet connectivity, e-mail and a range of applications on the Unitec network. Unitec has two wireless networks for students, UNITEC-HOTSPOT and UNITEC-ELEARN. We recommend UNITEC-ELEARN. Instructions for how to connect your laptop to WiFi on Campus is located on the ask IMS website: www.askims.unitec.ac.nz under the Wireless tab. Before connecting to the Unitec network please ensure: Your laptop has up to date Virus Protection and Security Updates. There is sufficient wireless coverage at the location(s) where you would like to use wireless. Note: UNITEC-ELEARN is compatible with most devices. If you are unable to connect, then connect to the UNITEC-HOTSPOT suitable for all devices. On some devices you will need to go to the devices settings to find Wi-Fi, enter your username and password. Use the same login details you use on campus computers. Remember to update this if you change your password. Note: For more information on connecting to the Unitec wireless network: Visit the IMS Help Desk, located in 180-2132 or call 815-4321 ext 8484. 3

Eduroam Wireless at other Universities Eduroam (education roaming) is the secure, world-wide roaming access service developed for the international research and education community. Eduroam is available at Unitec for visitors from other eduroam participating institutions while Unitec staff and students can connect to eduroam at other participating institutions. Instructions for how to connect your laptop to Eduroam and a list of participating institutions are located on the ask IMS website: www.askims.unitec.ac.nz under the Wireless tab. For information regarding the global coverage of eduroam see http://www.aarnet.edu.au/services/eduroam/global-eduroam Login Procedures for Students Logging into the Network A student must have a valid network login and password to access the Unitec Network. A login is necessary to prevent unauthorised access to the system, its data and resources. Please contact the ask IMS Help Desk if you have not received your login. Each student is assigned a unique login (username). The login consists of the first five characters of the student s surname (or if less than 5 characters, then full surname), followed by the first letter of the student s first name and up to three numbers. There are no spaces or hyphens in the username. e.g. smithjø1 or wongt127 Your initial Password is your date of birth (ddmmyyyy) e.g. ø1ø51972 The password is 8 characters long. 4

To access the login screen Hold down the Ctrl + Alt + Delete keys together. Type your username in the Username field. Press the Tab key. Type the password in the Password field. Press the Enter key or click OK. Important: After you login for the first time, it is very important to change your initial password for security reasons. Four unsuccessful login attempts will lock your account for 30 minutes. Please contact the ask IMS Help Desk to unlock your account or wait 30 minutes. Do not give your username and password to anyone else to use. Treat this information the same way you protect your banking details. Changing Your Password Please read the following rules before you change your password: Your password must be at least 8 characters long. It can be a mixture of letters, numbers and symbols. It cannot contain blank spaces. Do not choose anything common as a password e.g. your name, your phone number, your pet s name, name of a relation or a colleague, your car number plate or your date of birth. Your password is case sensitive. To change your password: 1. In the address bar or your chosen web browser, enter the address: myunitec.unitec.ac.nz 5

2. Click the Login button. 3. Enter your network username in the Username field. 4. Enter your current password in the Password field. 5. Click the Login button. 6. Click on the Change Password link. 7. Enter your current password in the Old password field. 8. Enter your new password in the New password field. 9. Re-enter the new password in the Retype password field. 10. Click the Submit button. When you have successfully changed your password, remember to use your new password the next time you login. You may change your password at any time. Note: This procedure changes your Unitec computer password. This logs you into the Unitec computers, myunitec, Library databases and the Wireless network. Moodle passwords are separate, change in Moodle. Logging off the System Windows 7 You must logout from the network once you have finished working on the computer. This prevents other users from accessing the network using your login. There are two ways you can logout: Method 1 1. Click on the Start button, then select Log off. Note: The Log Off option ends your session so another student can login to the network. If you select the Shut Down option the computer will close your programs, disconnect you from the network and turn the computer off. This is not recommended in labs. 6

Method 2 1. Hold down the Ctrl + Alt + Delete keys together. 2. Click on Log off. Important: You must log out of the system at the end of class or when you have finished using the computer. Do not turn the computer off after you logout as this system software updates are performed at the end of the day. Your computer needs to be left switched on overnight to receive these changes. Microsoft Office 2013 and 365 All computers in Unitec student labs run MS Office 2013 plus students can use Office 365, to use the applications online. See next page on Office 365. Students are also able to download a copy for home use online via Office 365. If you have any problems using MS Office 2013, please email or visit the ask IMS Help Desk. Note: Free4U offer free Microsoft training at Waitakere 836-7542 and Albany 815-4321 ext 5610. For more information click the Free4U link on the ask IMS website homepage: www.askims.unitec.ac.nz Māori Keyboard The default language for all Windows 7 computers at Unitec is English-NZ, and the default input keyboard is US. The Māori input keyboard option is on all student computers. It enables you to add a macron to a letter when activated i.e. ā. The Māori keyboard is accessed by using the language bar. 7

The Language Bar icons appears on the bottom right of the Taskbar. When you select Show the Language bar, it is positioned at the top of the screen. You can return it back to the Task bar, by using minimise. 1. On the Language bar, click the button representing keyboards. 2. On the menu, click the keyboard layout you wish to use. Using the Māori keyboard To type a macronised vowel, press ` (the key with ~ on it), then the vowel, e.g. `a = ā To type a macronised capital vowel, press `, then hold down shift and press the vowel, e.g. `A = Ā To type the ` character, press the ` key twice, e.g. ``=` Office 365 for Home or Personal Devices and on Campus On the Office 365 website, students can download Microsoft Office applications on up to 5 personal devices. This can include computers, laptops, phones or tablets. Depending on the device and the capability. Here on campus, you can use Office Online to save content to OneDrive @ Unitec NZ. Note: Access to Office 365 is valid only while currently enrolled at Unitec. Save any content that you want to keep on a personal device (home computer or USB). Logging into Office 365 Use this link to access Office 365 or type this address into any web browser: https://login.microsoftonline.com/ or using the quicklinks on the Current Students Unitec website page (Outlook and Office 365). Enter your Unitec email address (e.g. smithjø1@myunitec.ac.nz) and network password. 8

On first login, Microsoft prompts you to select your settings. Under Language select English (New Zealand). And (UTC+12.00) Auckland, Wellington for Time zone. Installing Office 365 on Personal Devices Once you login the Office 365 main page is shown, if this does not appear, click Office 365 on the top left of the Nav Bar. Here you have the option to install Microsoft Office applications on up to 5 devices*. Click Install now for PC or click the Office on your devices link for other devices. * This can include computers, laptops, phones or tablets. Depending on the device and the capability. Note: Some devices ie; Vista, XP are not compatible. For those use the Collaborate with Office Online options or use the website. Collaborate with Office Online on campus and anywhere with Internet Also when you login the Office 365 main page displays the following options: 9

Alternatively, you can access these choices on the grid at the top left of any screen. To log out, click the profile picture top right and select Sign Out. Helpful Tips for working with Office Online One feature of applications like Word Online is there is no Save button. Saving is automatic, however a weak or lost Internet connection can cause new content to not be saved or retrievable. Create new document or folder in OneDrive @ Unitec NZ, select OneDrive from the grid (see above). Using the New icon. Use Upload icon or drag things into OneDrive, from a computer or USB. Files need to be saved temporarily somewhere first. Use the phone apps for Android, Apple and Microsoft to add content to Office 365. We recommend the apps provided by Microsoft. The Toolbar in online applications is simplified, so all features are not available. For more functionality, you can use the option to use your computer version of the application. For Word this shows as: Recover deleted items yourself inside Office 365 in OneDrive. Items deleted are moved to the Recycle Bin folder on the left hand side, open the Recycle Bin, tick the item/s you want to keep, then select Restore Selection. To return to your documents, select Documents on the left hand side. Note: Further information visit the Ask IMS website or this IMS Student Handbook for updates. Contact IMS Help Desk if you have trouble logging into Office 365 or using Office 365 on a lab computer, contact Microsoft for issues after logging in. Student File Storage (Office 365) Once you have enrolled at Unitec and paid your fees, you will be allocated storage space in Office 365 in OneDrive@Unitec NZ. Currently this is 1TB. This can be used for storing your course related work. Access is only available while you have current enrolments (now and future), so we recommend saving to a personal computer or USB, when you finish studying. See page 8 for logging in. Important: Access is only available while you have current enrolments (now and future), so we recommend saving to a personal computer or USB, when you finish studying. 10

Student Computer Drives The Unitec computer network has many different drives for different purposes. Drives are used to store files, with the exception of E: which is used to run CDs. Below is a screenshot and chart with explanations for drives most commonly used. Drive C Drive (C:) D Drive (D:) E Drive (E:) F Drive (F:) H Drive (H:) T Drive (T:) Description Local hard drive within the PC. All changes on C:/temp will be automatically wiped on reboot. Do not save to the C: Drive. Commonly used as a USB drive (Removable data storage for large files). This drive is only visible when a USB device is connected to the PC. CD drive for accessing material from a CD or DVD. Network Home Drive your personal storage drive on Windows XP. Currently you have 100MB space. Staff put files here for students to see or copy. Student access to this drive is read only. Students cannot save to this drive. Scratch-Local drive a workspace for students who require temporary additional space, e.g. CAD users. (Work is not secure here, as it can be read or deleted by any student). When you need to access files saved to the T: drive, you must return to the same computer you used to save those files. Note: Students save to OneDrive@Unitec NZ in Office 365 for their storage for course work. 11

Accessing H Drive off Campus Students can access the H drive (Student Share Drive) off campus using the myunitec portal. Note: This drive is for viewing, students cannot save here. To access myunitec go to myunitec.unitec.ac.nz, login (top right hand corner). Then click on My Files. This portal provides access to the share drive folder (H: drive) through a web browser. Via your web browser (while off campus) you can; download your files to your local computer and view, rename and delete your network based files. When the Network is unavailable In situations where the network is unavailable for an extended period, users have the option to temporarily use the computer as a stand-alone machine and run programs that are on the C: drive or T: drive (shared temporary storage). This is only possible if the user is already logged in and the computer is not locked. Note: Do not restart your computer if you are already logged in. While the network is unavailable you will not be able to use the Home or H drive. Once the network is available again, you need to do the following: 1. Save your work in T:\Student and close all programs currently open. 2. Click on the Start button and select Shut Down. 3. Click on the drop-down arrow and select Log Off. 4. Log into the same computer using your usual username and password. 5. Open Windows Explorer and copy your file from T:\Student to your Home Directory. 6. Delete the files from T:\Student. Note: An alternative to saving on the T drive is to save on a USB/Flash Drive. 12

Saving your work There are several ways of saving your files: To a USB drive. To a writable CD. To OneDrive@Unitec NZ in Office 365. It is preferable to save your files to OneDrive@Unitec NZ because this is secure and accessible anywhere you have Internet access. Using a USB drive at Unitec What is a USB drive? A USB drive (Flash Drive) is a device for mobile data storage. The USB drive plugs into the USB port of the PC. Use the port on the front of your Unitec computer. It is ideal for students who want to copy files between Unitec and home and backing up important files. Using a USB drive on a computer: 1. Login using your student username and password. 2. Plug the USB drive into a USB port at the front of the computer. 3. Choose Open folder to view Files or Open Windows Explorer. In the left pane under Computer a new drive will appear. This appears only after the USB drive is connected to a PC. 4. You can now copy files between your Home drive (S:) and your USB drive. 5. To safely remove the USB drive, click the arrow on right side of the task bar, then click Eject. The USB device can now be safely removed. Note: Always ensure you have more than one copy of a file. Contact ask IMS Help Desk if you need help using your USB drive at Unitec. 13

Copy Files to CD Windows 7 To copy a file to a CD, you must first create and save the file temporarily on the C: drive. Then you can copy the file to the CD. Follow the instructions below: Copying the file to a CD To save your files to a CD, follow these instructions: 1. Place a blank CD in the CD drive. 2. Click on the Windows Explorer icon on the Task bar. 3. In the Folders panel (the left panel), click on the (C:) drive (or whichever drive your file is stored in) to open it. 4. Highlight the files or folders you wish to write to a CD. 5. Click the right mouse button and choose Send To. Then choose (E:). 6. Follow the CD Writing Wizard instructions, clicking on Next and Finish as prompted. 14

7. Click Next and wait for your file to be written to CD. 8. On completion choose Finish. Erasing Files from your CD (CD-RW only) To delete files from your CD-RW, follow these instructions: 1. Open Windows Explorer. 2. Click on the CD (E:) drive. 3. Click the file you want to remove. Or Organize to select all to erase the whole disc. Right click over the highlighted file/s and choose Delete. Confirm with Yes. 4. You can now write new files to the disc. Note: To view the files currently on the CD, double click on the CD (E:) drive. It is only possible to re-use rewritable CDs (CD-RW). CD-R type CDs can only be used once. Using OneDrive@Unitec NZ Students are provided with 1TB of storage, while they study. This is in Office 365 which enables you to access content saved here from anywhere where you have Internet access. See page 8 for logging into Office 365. You can add content to OneDrive@Unitec NZ in OneDrive by: Start a new document by using the New icon. Use Upload icon to locate a file on computer or USB. Select and drag closed files you see on desktop or in Windows Explorer. 15

Starting a New File or Folder 1. In Office 365, use the Grid (top left) and select OneDrive. 2. Click the New icon and select an option from the drop down list. Note: In Office Online there is no Save button. Saving is automatic. Sharing in OneDrive@Unitec NZ By default any new or uploaded document is labelled Only you, this means you are the only person able to see this file. Note: Treat your login like a bank account and ensure it is safe. As part of group work or showing files to your lecturer, you can share files saved in OneDrive. Anyone part of the Unitec network can collaborate using Office Online (Word Online, Excel Online etc) at the same time by sharing files. To share a file or folder 1. Click on the padlock beside the file in Office 365. 2. Click on Invite People. 3. Enter first name / last name of a Unitec student or staff member or email address instead. 4. The default sharing right is Can Edit, but you can change to Can View using the drop down arrow, beside Can edit. 5. Optional: Write a message. 6. Click Share. This sends an email to those you have shared the file with. They receive a link to click for access to the file and the padlock changes, to show you have shared the file. 16

Recovering Deleted Files and Folders from OneDrive@Unitec NZ If you have deleted a file from your OneDrive@Unitec NZ and you need to restore it, you can. In Office 365 in OneDrive. Note: You can restore deleted files and deleted folders. Steps to recover files in OneDrive: 1. Open the Recycle Bin, by selecting it on the left hand menu. 2. Tick the item/s you want to keep. 3. Click Restore Selection. 4. To return to your documents, select Documents on the left hand side. Printing on Campus The main printing option is printing on Unitec computers/laptops. Wireless Printing is offered on personal devices like laptop/tablet. 17

Each computer in each lab is connected to one or more network printers usually within that room. To print from an application (e.g. Word) to a network printer follow these instructions: 1. Click on the File tab and choose Print or press the Ctrl + P keys simultaneously. 2. Select the options you require i.e. Pages to print, change Printer. 3. Click the Print button and your document will print. Note: Computer labs have different policies regarding the supply and charge of paper. Check with your tutor or lab supervisor for more details. Print charging systems Some computer labs have introduced a charging system for printing. 1. To register for print charging, take your student ID card to the Copy Centre. (Please ensure you have your computer login details). 2. To add credit to your student ID card, use the Monitor Kiosks at any of the following locations. Monitor Kiosks Area Location Albany Kiosk 610-1030 Design Library Kiosk 001-1095 Copy Centre Kiosk 117 Student Computer Centre Kiosk 110-1032 Main Library Mt Albert Kiosk 110-1001 Waitakere Library Kiosk 520-3007 Waitakere Kiosk 500-1001 Grad School Kiosk 180-3010 Communication Studies Kiosk 172-2002 Printing Instructions You can print a document, web page or article from all student computers. 1. When you have sent a job to print and if the lab charges for printing, go to the release station computer. 2. Swipe your student ID card. (Make sure your Student ID card has credit). 3. Select your print job from the list. Your job will have your network login name in the Owner field. 4. Click on the Print button to print the selected job. 5. After printing, click the Log off button. 18

Students studying Design or Architecture, Construction or Landscape Architecture, will need to use the Copy Centre for all colour or large size printing. Wireless Printing on personal laptop or tablet Unitec Staff and Students can use a website called MPrint to send print jobs over WiFi (Unitec E-Learn) from a personal device to a Konica Minolta photocopier. The website to use Wireless Printing is http:mprint.unitec.ac.nz Tip: Bookmark or add to favourites on your device. For more information including options, visit the Ask IMS website, under Wireless / Wireless Printing. Virus Scanning The anti-virus software that protects your files from viruses at Unitec is EST NOD32 Antivirus Client. It is automatically enabled when you login to a PC and continues to run in the background until you log out. When you open a file or a program, EST NOD32 Antivirus Client checks for viruses. If a virus is detected, it will attempt to clean it. Selecting Drives, Folders, Files or peripheral devices for scanning When performing a scan, you can select the areas on your computer that you want scanned. For example you could scan the entire C: drive or scan a single file that you suspect is infected. There is no need to scan the H: drive as checking for viruses on this drive is managed by IMS. Manual Scan To manually check for viruses, follow these instructions: 1. Open Windows Explorer. 2. Right click on the file, folder, drive or peripheral device (portable harddrive, USB, CD or DVD) you want to scan. 3. Choose Scan with ESET Endpoint Antivirus. 4. Click on OK when the scan is completed. Note: Please visit the ask IMS Help Desk in 112 1001 if you require assistance. 19

Student Email Account All Unitec students have an email account. Outlook 365, which is available online using the Office 365 login screen. Use this link to access Office 365. Enter your Unitec email address your computer username followed by @myunitec.ac.nz (e.g. smithjø1@myunitec.ac.nz) and network password. Click onto Outlook or use the grid to open Outlook. Students who choose not to use this email address, should set up a Forwarding Rule in Outlook 365, to avoid missing important emails. Setting up a Forwarding Rule in Outlook 365 1. Login into Office 365 and click onto Outlook or use the grid to open Outlook. 2. Click on the cog and select Options. 3. On the left menu, under Accounts, select Forwarding. 4. To set up forwarding, click Start forwarding. 5. Enter the email address you want any emails delivered to. 6. Optional: Tick the Keep a copy of forwarded messages in Outlook Web App, if you may return to view messages in Outlook. 7. Click Save. (Click on the profile picture top right to Sign Out). Please call or visit the ask IMS Help Desk in 180 2132 if you have problems using your student email account. Student email is only available if enrolled. 20

myunitec for Students myunitec is a portal providing access to a range of Unitec online documents and services. It also includes your personal information i.e. contact phone, mailing address, which you are able to update. This portal is accessible on and off campus to both students and staff. Accessing myunitec: 1. The myunitec portal can be accessed in many ways: Enter the address: myunitec.unitec.ac.nz into the address bar of a web browser or from the Unitec website (www.unitec.ac.nz), click on the Student logins link at the bottom of the page, then click on the MyUnitec portal link. There is also a quick link under Contact & Support. 2. The website will open. Optional step, for Library and Student Email, use the links on the webpage, prior to logging in. 3. Click the Login link, at the top right hand corner. Maximise the window. 4. Enter your network username in the Username field. 5. Enter your network password in the Password field. myunitec Secure Services (accessible once logged in): MyProfile View and edit your personal information. MyFiles H: drive folders (viewable only student sharedrive). Policies and Procedures. Student Self Service View your enrolments and grades. 21

Important: Access to myunitec Portal is available during and after studies, but is not retained long-term. Records will be held on myunitec portal for two years. It is recommended students who are no longer enrolled, print records and retain official results sent via mail. For this reason it is advised to update your home address. Student Self Service Student Self Services is a secure portal allowing students access to a range of enrolment related services and information. Logging into Student Self Service 1. Student Self Service is accessed via the myunitec portal. 2. Click the Student Self Service link (see above, last link on the left). 3. When you have finished your session in Student Self Service it is important to sign out. Click the Logout link. Student Self Service overview Use the Student Centre page to: View your Class Timetable. Enrol online (Note: not all courses are available for online enrolments). View your Account Summary. Make a payment on your account. Update Contact Details (Address, Phone, Email) Very Important. View Assignment Results (Note: These are provisional until final grades). View Final Grades. 22

1. Use the Class Schedule to display a weekly view of your timetable. 2. Click Enrol to access the Add Classes page. 3. Use the drop-down menu to view Assignment results and Grades. 4. Use the Finances section to view your Account Summary. 5. Use the Make a Payment link to access the online payment page. 6. Use the Personal Information section to update the Contact Information (including address, phone number and email addresses). Updating Contact details online Use the Student Centre page to access and update your Personal Information it is the last option on the page. This includes your contact details and other personal details. To update your mailing address 1. Click the Mailing Address link, above the current address. 2. Use the addresses tab to update address details. 23