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Information Services Page 1 31/08/2020 Getting Started for Staff Members - IT
Contents 1.0 Introduction ...................................................................................................................... 2
1.1 Welcome to Edinburgh Napier University from Information Services!................................ 2 1.2 Contacting Information Services ...................................................................................... 2 1.3 Information Security ........................................................................................................ 2
2.0 Logging in to the University Network .............................................................................. 3 2.1 Your Network Account .................................................................................................... 3 2.2 Your Password ............................................................................................................... 3 2.3 Your Workstation ............................................................................................................ 4
3.0 Your University Email Account ........................................................................................ 4 3.1 The MS Outlook Desktop Client ...................................................................................... 4 3.2 Outlook on the Web (Office 365) ..................................................................................... 5 3.3 Outlook App via your Mobile Device ................................................................................ 5
4.0 Accessing University Online Services............................................................................. 5
5.0 Accessing Software ......................................................................................................... 6 5.1 Accessing Software On Campus ..................................................................................... 6 5.2 Accessing Software Off Campus ..................................................................................... 7
6.0 Saving your Files.............................................................................................................. 7 6.1 Network Drives ............................................................................................................... 7 6.2 MS SharePoint................................................................................................................ 8 6.3 MS OneDrive .................................................................................................................. 9
7.0 Printing Scanning and Copying ....................................................................................... 9
8.0 Telecommunications ........................................................................................................ 9 8.1 Your Telephone Handset ................................................................................................ 9 8.2 Voicemail...................................................................................................................... 10 8.3 Softphones ................................................................................................................... 10 8.4 Mobile Devices ............................................................................................................. 10
9.0 University Wi-Fi – eduroam ............................................................................................ 11
10.0 Accessing Services Off Campus ................................................................................... 11 10.1 Virtual Private Network (VPN) ....................................................................................... 11 10.2 Virtual Desktop Service (VDS)....................................................................................... 12
11.0 Online Meetings.............................................................................................................. 12 11.1 Online Meetings via Webex ........................................................................................... 12 11.2 Online Meetings via Skype for Business or MS Teams .................................................. 12
12.0 Purchasing IT Equipment............................................................................................... 12
13.0 Learning Technologies .................................................................................................. 13 13.1 The Virtual Learning Environment (VLE) – Moodle......................................................... 13 13.2 Online Teaching and Meetings - Webex ........................................................................ 13 13.3 Lecture Recording - Panopto......................................................................................... 14 13.4 Classroom Equipment ................................................................................................... 14
14.0 Lock your screen or log off!........................................................................................... 14
15.0 Getting further help ........................................................................................................ 14
Appendix 1 - Checklist.............................................................................................................. 15
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1.0 Introduction
1.1 Welcome to Edinburgh Napier University from Information Services!
Information Services (IS) support and administer Edinburgh Napier University’s communications and IT systems. This guide is aimed at new staff members and provides an introduction to the University’s
IT services. By the time you have worked through this guide and looked at the associated links you should be able to log in and find your way around the University’s IT systems and services
and know where to go for further help and information.
You can use the checklist in Appendix 1 to ensure you have completed all the
setup steps.
1.2 Contacting Information Services
If you need to contact IS you should contact the IS Service Desk in the first instance.
Telephone and email support is available 24 hours a day, 365 days a year: Email: [email protected] Telephone: ext. 3000 or +44 (0)131 455 3000 from an external line.
Online: https://napier.unidesk.ac.uk and click Use Self-Service Portal
You can also:
Check the Status of the University's Online Services via the Service Status
Screen: https://www.napier.ac.uk/service-status
Check our askNapier Knowledge Base for answers to Frequently Asked Questions: https://ask.napier.ac.uk
Browse our IS Service Catalogue to learn more about what we offer:
https://iservices.napier.ac.uk
Visit our IT intranet pages for news and further information about our services:
https://staff.napier.ac.uk/services/cit/Pages/info-services.aspx
1.3 Information Security
It is the responsibility of all staff members to protect the University and themselves.
Before you use Edinburgh Napier University’s IT Services you must complete the Information Security Awareness Training and read the Information Security Policy.
The Information Security Awareness Training can be found at: https://staff.napier.ac.uk/services/cit/infosecurity/Pages/InformationSecurityTraining.aspx
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Links to the Information Security Policies can be found at: https://staff.napier.ac.uk/services/cit/infosecurity/Pages/InformationSecurity.aspx
2.0 Logging in to the University Network
2.1 Your Network Account
You will have been issued with an 8 digit Edinburgh Napier login ID (also sometimes referred to as username) and password. These credentials give you access to the University’s online services both on and off
campus, including:
Your Office 365 account (including Outlook email, SharePoint,
OneDrive and MS Teams)
A University desktop and software, both on campus and off
campus (via the Virtual Desktop Service - VDS) Eduroam Wi-Fi
Printing, scanning and copying via the Multi-Function Devices (MFDs)
Networked data storage via your personal H drive and your department’s S drive.
The Virtual Learning Environment (Moodle).
2.2 Your Password
The first time you log on to the network you will need to change your password
- follow the on screen instructions.
The required password format can be found here:
https://ask.napier.ac.uk/article.php?id=240
You will also need to register for the Self-Service Password Reset (SSPR) service which enables you to:
Reset a forgotten password at any time on or off campus using secret questions.
Change your password at any time.
Find out how to register for the Self-Service Password Reset (SSPR) service: https://ask.napier.ac.uk/article.php?id=1098
It is your responsibility to protect your password:
Keep your password secret – don’t give it to anyone else or write it down
Always remember to log out at the end of a session
Lock your screen any time you leave your PC unattended – even for a minute!
Find out how to lock your screen: https://ask.napier.ac.uk/article.php?id=352 Find out more about protecting your password: https://staff.napier.ac.uk/services/cit/infosecurity/Pages/Password.aspx
If you have any problems changing your password or registering for the SSPR please contact the IS Service Desk on ext. 3000 (externally: 0131 455 3000).
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2.3 Your Workstation
Most Edinburgh Napier staff members have access to a networked PC as
the main way of accessing the IT services within the University. The desktop is built on a Windows 10 image regularly updated by IS to maintain security,
performance and functionality.
Further information about the desktop image can be found here: https://staff.napier.ac.uk/services/cit/OnCampusService/WorkstationsSoftware/Pages/WorkstationsSoftware.aspx
Some staff in schools, which use Apple Macs for teaching, may also use a Mac in their
office.
Further information about the Mac image can be found here: https://staff.napier.ac.uk/services/cit/OnCampusService/WorkstationsSoftware/Pages/Apple-Macs.aspx
You can find out how to access a University desktop remotely in the Accessing Services Off-Campus section of this guide.
3.0 Your University Email Account
Each staff member at Edinburgh Napier is supplied with a Microsoft Outlook email account hosted on Office 365, which provides 50GB mailbox capacity. You can access your University email account either via the MS Outlook email
client on your University desktop, online via Office 365 or on your mobile device via the Outlook App.
If you are accessing Outlook out with the University you will need to set up Multi-Factor
Authentication (MFA).
Further information about MFA can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/infosecurity/Pages/Multi-Factor-
Authentication.aspx For guidance on Email Management visit the Governance Intranet pages:
https://staff.napier.ac.uk/services/governance-
compliance/governance/records/email/Pages/default.aspx
3.1 The MS Outlook Desktop Client
The first time you log in to the desktop version of Outlook you will need to create a profile:
1. Double click on the MS Outlook icon on our desktop, or click on the Start button and navigate to MS Outlook.
2. Follow the on screen instructions to set up your profile.
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Your profile will be created and you will be ready to use MS Outlook.
Further information about MS Outlook can be found on the staff intranet:
https://staff.napier.ac.uk/services/cit/StaffEmail/Pages/StaffEmail.aspx
3.2 Outlook on the Web (Office 365)
You can also access Outlook using the Office 365 Outlook Web Interface, either:
Log in to https://www.office.com and click Outlook
Log in directly at: http://outlook.office365.com
Click on the Email link on iNapier – find out more about iNapier
Click on the Email link of the Staff Intranet:
Full instructions for logging in to Office 365 can be found on askNapier:
https://ask.napier.ac.uk/article.php?id=1053
Further information can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OffCampusServices/Pages/RemoteEmail.aspx
3.3 Outlook App via your Mobile Device
You can access Outlook via an app on your Mobile Device.
Links to guidance for downloading and using the Outlook App on your mobile device can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OffCampusServices/Pages/RemoteEmail.aspx
4.0 Accessing University Online Services
Staff and students get personalised access to the University’s online services such as email, LibrarySearch and HR Connect via iNapier:
Click on the Email link to go to Outlook Web Access
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You can log in to iNapier either via a web browser or by downloading the iNapier app.
To access via a web browser:
Go to: https://i.napier.ac.uk
You can also click on My Workplace link on the Staff Intranet homepage:
Instructions for downloading the iNapier app can be found on askNapier: https://ask.napier.ac.uk/article.php?id=815
5.0 Accessing Software
5.1 Accessing Software On Campus
As a staff member you have access to the Microsoft Office suite locally installed and accessed via your Start menu.
You also have access to over 200 applications delivered via AppsAnywhere – a web
based tool which delivers the software you use, on demand whenever and wherever you need it.
Access AppsAnywhere:
On campus whilst logged on to a workstation via the AppsAnywhere icon, the
Start menu or a web browser.
Off campus or from a wireless connected device via iNapier or by visiting
https://apps.napier.ac.uk.
Click on My
Workplace
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Further information about AppsAnywhere can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OnCampusService/WorkstationsSoftware/Pages/AppsAnywhere.aspx
5.2 Accessing Software Off Campus
As well as AppsAnywhere you have a variety of free software available for home use,
including:
The Office 365 Apps which you can install on up to 5 devices –
instructions can be found on askNapier: https://ask.napier.ac.uk/article.php?id=394
Anti-Virus software, NVivo, Respondus, SAS and SPSS which you can download via the Software Download Service.
Further information can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OffCampusServices/SoftwareHomeUse/Pages/SoftwareHomeUse.aspx
You can also access University software remotely via the Virtual Desktop Service which you’ll find out more about in the Accessing Services Off-Campus section of this guide.
6.0 Saving your Files
6.1 Network Drives
All staff members have access to storage on the network: a personal data area (your H drive) and a shared, departmental data area (S drive). If you are a Researcher you also have access to the Research Network Drive. Your H Drive:
Provides secure data storage – it’s protected by your password
Is backed up regularly
Gives you 1GB storage on the University network
Files within your “Documents” folder are held on your H drive
You would access files on your H drive by clicking on the File Explorer icon:
In File Explorer you will see your H drive listed as “Documents” but also as “H: [your login ID]” under This PC:
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Your Departmental S Drive:
If you need to share files with your colleagues you would either use SharePoint (see below) or the departmental S drive which is accessible to all members of your school /
department and is useful for sharing documents. You should speak to your Line Manager to find out how the S drive is used within your department.
Further information about your H drive and the S drive can be found on the intranet: https://staff.napier.ac.uk/services/cit/OnCampusService/SavingFiles/Pages/SavingFiles.aspx
Research Network Drive:
If you are a Researcher you will also have access to the Research Network Drives.
Further information can be found on the intranet: https://staff.napier.ac.uk/services/research-innovation-office/research-data/Pages/Storing-Data.aspx
6.2 MS SharePoint
Microsoft SharePoint is used by many departments and teams for collaborative
working. The relevant Team Site Administrator will give you access if required.
You can access Office 365 SharePoint using a web browser on or off campus:
By logging in to https://www.office.com/ and clicking SharePoint.
Access your SharePoint dashboard directly by logging in to:
https://livenapierac.sharepoint.com/_layouts/15/sharepoint.aspx Access via the SharePoint tile on iNapier – find out more about iNapier
Within File Explorer, click on Documents to access
your H drive
You can also click on (H:) [your login ID]
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Access via the SharePoint App on www.office.com
Direct SharePoint Teamsite URLs (usually provided by SharePoint Site Owners)
Further information about SharePoint can be found on the intranet: https://staff.napier.ac.uk/services/cit/OnCampusService/SavingFiles/Pages/Office365SharePoint.aspx
6.3 MS OneDrive
OneDrive is a Microsoft managed online storage option which enables you to:
Store up to 1 Terabyte of files
Easily upload files from anywhere via the web
Edit documents stored on your OneDrive account using Office Online
Create new Office documents online and store them on your OneDrive
account Share documents with others
You can access Office 365 SharePoint using a web browser on or off campus by logging in to https://www.office.com/ and clicking OneDrive.
You can also access files by downloading the OneDrive app on your mobile device via
your App store.
Further information about OneDrive, including guidance on what can be saved to
OneDrive can be found on the intranet: https://staff.napier.ac.uk/services/cit/OnCampusService/SavingFiles/Pages/OneDriv
e.aspx
7.0 Printing Scanning and Copying You have access to print, scan and copy using the University’s Multi-Function Devices (MFDs). There are MFDs located within a short distance of everyone’s work space as well as within the Libraries and Computer Suites.
Further information can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OnCampusService/MFDs/Pages/Multi-Functional-Devices.aspx
8.0 Telecommunications 8.1 Your Telephone Handset
Most staff have an IP telephone handset on their desk:
Telephone numbers within the University start 0131 455 ….
You should have been given your telephone number by your Line Manager
To dial an external line prefix the telephone number with 9 (if you are
dialling the Emergency Services there is no need to prefix with 9).
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You will also have access to the Online Cisco Self Service Website which enables you
divert your phone remotely, add speed dial entries and change your user settings.
To access the Online Cisco Self Service Website:
If you are off campus you will need to be connected to the Virtual Private Network
(VPN) or Virtual Desktop Service (VDS) – find out more
Go to http://crlpub.napier.ac.uk/ccmuser,
Enter your Edinburgh Napier University login ID and Password
Further information about the telephone service can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/telecommunications/Pages/IPTelephony.aspx
8.2 Voicemail
Voicemail is available to all staff members but not automatically included on your phone
line.
If you do not have a Voicemail account and would like one please complete the Voicemail Request form via UniDesk Self Service.
Further information about Voicemail can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/telecommunications/Pages/Voicemail.aspx
8.3 Softphones
Softphones are available to all staff members, enabling you to use your computer or
mobile device and internet connection to make and receive telephone calls rather
than using a telephone handset and line. This is particularly valuable if you will be working remotely.
You can request a Softphone using the Softphone Request form on UniDesk.
Information about the Softphone service including installation instructions can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/telecommunications/Pages/Softphones.aspx
8.4 Mobile Devices
If you plan to use your own mobile device to connect to the University network you will need to set up Multi-Factor Authentication (MFA):
Further information about MFA can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/infosecurity/Pages/Multi-Factor-Authentication.aspx
If you require a University owned mobile device you will need authorisation from your
Manager / department before the device can be purchased. Once received you will need to enrol the device for Intune Mobile Device Management (MDM).
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Instructions for requesting a University owned mobile device can be found on the intranet: https://staff.napier.ac.uk/services/cit/Pages/IT-Procurement.aspx
You’ll find further information about Mobile Devices including MDM on the intranet: https://staff.napier.ac.uk/services/cit/telecommunications/Mobile/Pages/MobileDevic
es.aspx
9.0 University Wi-Fi – eduroam
The main wireless network for Edinburgh Napier staff and students is eduroam. Once connected to eduroam you have wireless access both on campus and at other participating institutions.
Further information and installation instructions can be found on the staff intranet. https://staff.napier.ac.uk/services/cit/OnCampusService/WirelessService/Pages/WirelessService.aspx
10.0 Accessing Services Off Campus
You can access the majority of online services off-campus directly via iNapier or the URL, however there are some services that require a connection to the Virtual
Private Network (VPN) or Virtual Desktop Service (VDS) to access them off-
campus. For example, you need to be connected to the VPN to access HR Connect off-campus, and
you need to be connected to the VDS or remote connect to your office machine to access your H drive or S drive off campus.
Find out what services require access to the VPN and VDS on askNapier:
https://ask.napier.ac.uk/article.php?id=1073
Further information about working from home can be found on the University website: https://www.napier.ac.uk/about-us/work-with-us/working-from-home.
Hints & Tips can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OffCampusServices/Pages/Working-from-Home-Tips.aspx
10.1 Virtual Private Network (VPN)
The Virtual Private Network (VPN) creates a secure tunnel through which you can log in to secure University websites. It also enables you to connect to your office PC remotely via a Remote Desktop Connection, allowing you to carry out your work
using a remote PC (e.g. home PC) as you would on your office PC.
You are automatically registered to use the VPN however some set up is required.
Further information and set up guidance can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/OffCampusServices/Pages/RemoteNetwork.as
px
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10.2 Virtual Desktop Service (VDS)
The Virtual Desktop Service (VDS) enables you to connect to a University desktop
from anywhere on almost any device by downloading a VM Horizon client.
Further information and installation instructions can be found on the intranet:
https://staff.napier.ac.uk/services/cit/OffCampusServices/Pages/Virtual-Desktop-Service.aspx
11.0 Online Meetings
To communicate with colleagues using audio, video, text chat and to share the content of your screen, you can use Webex or Skype for Business, which is being rolled into MS Teams.
When working off campus we would advise you to connect to Webex, Skype for Business or MS Teams directly from your home machine rather than Remote Desktop Connecting
(RDC) to your office machine - this will help avoid audio issues and will give you a far better experience.
11.1 Online Meetings via Webex
Webex enables you to communicate using audio, video and text chat, share
the content of your screen, and run polls.
Further information about Webex can be found on the Learning Technology Hub: https://blogs.napier.ac.uk/learningtechnologyhub/learning-technologies/webex/
11.2 Online Meetings via Skype for Business or MS Teams
Skype for Business enables instant messaging, audio and video conferencing, online meetings and screen sharing.
There is currently a project to roll out MS Teams, in the meantime you can use it for chatting and conference calling
Find out about Skype for Business and MS Teams on the staff intranet:
https://staff.napier.ac.uk/services/cit/O365/Pages/Office-365.aspx
12.0 Purchasing IT Equipment If you need to request University IT equipment you will need authorisation from your
Manager / department before it can be purchased. This may include University laptops, mobile phones, webcam, headset etc. University owned mobile devices will need to be enrolled for Intune Mobile Device
Management (MDM).
Instructions for requesting a University owned mobile device can be found on the intranet: https://staff.napier.ac.uk/services/cit/Pages/IT-Procurement.aspx
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You will also find MDM guidance on the intranet: https://staff.napier.ac.uk/services/cit/telecommunications/Mobile/Pages/Mobile-Device-Management.aspx
13.0 Learning Technologies If you’re a new member of academic staff you will find lots of useful information
about the learning technologies available via the Learning Technology Hub including details of your campus Learning Technologist.
Visit the Learning Technology Hub for further information: https://blogs.napier.ac.uk/learningtechnologyhub/help-and-support/getting-started/
13.1 The Virtual Learning Environment (VLE) – Moodle
The University’s VLE is Moodle which is a web based system for supporting learning, teaching and assessment. Moodle integrates a number of features including access to
electronic documents, communicating with students, and managing formative and summative assessments.
To access Moodle go to: https://moodle.napier.ac.uk
For help with Moodle click on Staff Links and Moodle Help from within Moodle:
The Moodle Induction for Academics is a course that puts you in the role of a student to experience the full breadth of what Moodle has to offer:
https://moodlecommunity.napier.ac.uk/course/view.php?id=327 13.2 Online Teaching and Meetings – Webex
Webex is a real-time, collaborative webconferencing tool, for teaching
and meetings. It’s available for all staff and students using standard University Iogin IDs and passwords. You can access Webex from the Moodle plugin so that the meetings (and recordings) are
conveniently available to enrolled students.
Further information about Webex can be found on the Learning Technology Hub: https://blogs.napier.ac.uk/learningtechnologyhub/learning-technologies/webex/
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13.3 Lecture Recording - Panopto
The University is trialling a lecture recording service using the Panopto
platform which allows for the simultaneous capture of audio, video, and desktop applications such as PowerPoint.
Information about Panopto can be found on the Learning Technology Hub: https://blogs.napier.ac.uk/learningtechnologyhub/learning-technologies/panopto/
13.4 Classroom Equipment
IS provide and maintain Audio Visual (AV) equipment within the University's teaching and meeting rooms.
Information about the classroom equipment can be found on the staff intranet: https://staff.napier.ac.uk/services/cit/Classroom_Services/Pages/ClassroomService
s.aspx
14.0 Lock your screen or log off! Once you have finished using the computer you MUST remember to lock your screen or log off. If you leave your desktop unlocked and someone else may be able to
access your personal information and make changes to your account.
To lock your screen: Press the Windows Key and "L" at the same time.
To log off:
Click on the Start button on your desktop, click on your image and choose Sign out.
15.0 Getting further help You’ll find our contact details along with links to our FAQs, web pages and service status information at the start of this guide.
If you have any specific questions or would like further information about any of the topics covered in this guide then you may benefit from a 1 to 1 IT Induction
session. This would involve a member of staff from IS giving you a call, or visiting you at your workstation (if possible) and running through anything that you are unsure about and/or answer any questions you may have.
You can request a 1 to 1 IT Induction by contacting the IS Service Desk.
Email: [email protected] Telephone: ext. 3000 or +44 (0)131 455 3000 from an external line.
Online: https://napier.unidesk.ac.uk/
If you have any feedback about this guide please email [email protected].
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Appendix 1 - Checklist
Use this checklist to ensure you have completed the steps required to get setup on
the University’s IT Services:
I know how to contact Information Services
I have completed the Information Security Awareness Training
I have read the Information Security Policy
I have registered for the Self-Service Password Reset service
I know how to save files to my personal data area (H drive)
I know how to access the software I need via AppsAnywhere
I have set up my mobile device / laptop for eduroam wireless access (if required)
Complete the following steps if you will be working remotely:
I have visited the Working from Home webpage
I have Anti-Virus software on my own machine
I have installed the Office 365 apps
I have familiarised myself with Webex and Skype for Business / MS Teams
I have set up my device to use the Virtual Private Network (VPN) (if required)
I have set up my device to use the Virtual Desktop Service (VDS) (if required)
I have set up Multi-Factor Authentication (if required)
Complete the following steps if you are an academic staff member
Visit the Learning Technology Hub
Find out about your local Learning Technology Advisor
Complete the Moodle Induction for Academics