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New Employee Orientation


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New Employee Orientation

  1. 1. The Ohio State University At newark<br />ITS Department<br />New Employee Orientation <br />ITS Helpdesk <br />Founders Hall Room 196 <br />1179 University Drive <br />Newark, Ohio 43055<br />(740) 366-9244<br /><br />ITS New Employee Orientation<br />Table of Contents<br /><ul><li>What equipment should I expect?
  2. 2. How do I sign into my computer?
  3. 3. How do I access webmail?
  4. 4. What are the network drives and how do I use them?
  5. 5. What if my network drives don’t show up?
  6. 6. Does my email have a spam filter?
  7. 7. What if I need some training on software?
  8. 8. How do I reserve a meeting room?
  9. 9. What should I do before I call the Helpdesk?
  10. 10. How do I use my phone?
  11. 11. How do I access my Voicemail? </li></ul>Remember you can also call the Helpdesk x69244 with any ITS related questions! <br />Open: 7:30am-7:00pm Monday-Thursday 7:30am-5:00pm Friday<br /><ul><li>IT Issued Equipment</li></ul>All full-time faculty and staff are issued the following IT equipment:<br />Hardware <br /><ul><li>Computer (desktop or laptop)
  12. 12. Monitor
  13. 13. Mouse & keyboard
  14. 14. Docking station (laptop users only)
  15. 15. Access to network printer or personal printer (if a network one is not available)</li></ul>Software:<br /><ul><li>Operating system
  16. 16. MS Office 2007
  17. 17. Antivirus software
  18. 18. Datatel</li></ul>Any special needs for additional software and hardware will need to be requested by a supervisor. <br /> <br /><ul><li>Newark Campus Network Account</li></ul>For OSU and Cost-Shared Faculty and Staff:<br />You will have two accounts<br />OSU-Columbus Account: This account will allow you to access your teaching resources and your OSU Webmail. The account will follow the subsequent format: last name “.” number (example: smith.1534). This account is administered through OIT in Columbus 614-688-4357 and can be activated by going to <br />Newark Campus Account: You will receive a username and password to access the campus computers and network. This information will be provided to you either by your supervisor or the ITS HelpDesk. The account will follow the subsequent format: first initial of your first name and first seven letters of your last name (example: asmith). This username will allow you to access any computer on campus, Newark Campus webmail and COTC Connect. <br />Password Reset Procedures: <br />All Newark Campus Account passwords are required to be reset every 120 days. Please follow the procedures below to properly reset your password. <br />Once you receive your account information you will need to register it with Courion, our password management system, by going here:<br /><br />Enter your username and password in the logon screen and then fill out the form that follows. Once this is done, you can reset your password any time you want from anywhere with an internet connection by going to:<br /> and selecting “Faculty & Staff-Change your password”<br /><ul><li>Newark Campus E-mail</li></ul>OSU and Cost Shared Faculty and Staff:<br /> Your primary email will be through the OSU Columbus Account (Name.####) however you will also have an internal mailbox through the Newark Campus Account (this account will not have a standard email account however, you will receive email there when someone picks your name from the Global Address Book or when your OSU Columbus email is forwarded). During your account activation process we recommend that you setup forwarding from your OSU-Columbus account to your Newark Campus Account in order to only maintain a single account and take advantage of the calendaring and spam filter services of Newark campus E-mail. This provides more security features including spam and virus filtering. Additionally, access to the Newark Campus faculty/staff address lists and the calendaring/meeting request systems would be provided. Since the system is more secure, the only access methods are via Outlook Web Access or Microsoft Outlook/Entourage on Newark Campus computers (Full-Time Faculty only). Full-time faculty will be contacted by one of our technicians to configure the account on their workstations. <br />Please contact ITS through the Helpdesk x69244 if you have questions about forwarding your mail.<br /><ul><li>Newark Campus Network Drives</li></ul>All Newark Campus Faculty and Staff: <br />A network drive on your computer is like a file cabinet; it is where you put files to access later. On the campus network you will have 3 network drives. These drives each have a different purpose and use.<br />When you open “My Computer” You will see your network drives listed. <br />The H Drive<br />Your H drive is your personal drive. Any time you log on to a networked computer on campus with your username, the H drive will be there and you can access your files.<br />The L Drive<br />The L drive is a departmental drive. While you can see each folder there, each folder is run by a department and only the people in that department have access to it. This is especially useful if several people in a department are working on a project or pulling from the same information. If you need access to a folder on the L drive, your supervisor will need to contact the Helpdesk x69244 <br />The K Drive<br />The K drive is a common drive for all of Newark Campus. Files on this drive can be seen by all users on campus. <br /><ul><li>Remote Access To Network Drives</li></ul>If you want to access your network drives from off campus you can through our Virtual Private Network (VPN). For more information, visit the ITS website at the following link:<br /> <br /> The tutorial there will walk you through accessing your files from off campus step by step. <br />If you cannot see your network Drives:<br />1: The first thing you should try is to restart your computer. If that does not fix the problem, you can attempt the following steps. <br />2: How To Map Network Drives<br />STEP 1<br />Right click on “My Computer” <br />Click “Map Network Drive...” <br />STEP 2<br />Click the drop down arrow under “Drive” to open the list of drives and select the drive you would like to map.<br />In the Folder address bar, enter one of the follow addresses to map to the specific drive:<br />For H Drive type:<br />ewark04usrs(your username)<br />For L Drive type: <br />ewark04data<br />For K Drive type:<br />ewark04common<br />STEP 3<br />Make sure your “Reconnect at logon” is checked.<br />STEP 4<br />Click “Finish” and the drive is mapped!<br /><ul><li>Barracuda Spam Firewall Tutorial</li></ul>What is it?<br />Barracuda protects our email server from messages that are Spam messages or contain a virus.<br />Why this is important:<br />You will receive a message in your email inbox each day that has the subject “Spam Quarantine Summary”. When you open the email, it will list all of the messages that have been quarantined. Now you will be able to verify if the messages are in fact unwanted messages or if they are ones that you need to receive. In order to begin the process click on the “click here” button. <br />Important:<br />Make sure that you use the “Deliver”, “Whitelist” and “Delete” buttons to classify messages and not the “Classify as Spam” and “Classify as Not Spam” buttons.<br />Outlook Plug-In<br />If you would like to make those options available to you directly through Outlook instead of working through the Barracuda system, then you can download a plug-in that will make it possible.<br />You will need to go to the website below and follow the installation steps that are provided:<br /><br />After you have completed the installation steps, two buttons will appear as they do within the oval above. <br />While having a message highlighted press the green envelope with the checkmark, this will classify the message as, Not Spam; pressing the red envelope with the X will classify the message as, Spam.<br /><ul><li>Atomic Learning</li></ul>For All Newark Campus Staff:<br />Atomic Learning is a collection of online tutorials for most common academic software, including Microsoft Office. To gain access to Atomic Learning you will need to contact the Helpdesk and they will email you a username and password along with login instructions. <br />Once you are able to login you can search for the software you would like training on and watch several tutorials on it. This tool is very valuable for refreshing skills that haven’t been used in a while or for learning about updated versions of software. <br /><ul><li>Making a room reservation through WebViewer
  19. 19. Go to: </li></ul>60960165100<br />636905118110-17145043180<br /><ul><li>Under “OTHER LINKS” click “WebViewer Events”.
  20. 20. Click on the “My Requests” tab at the top of the page and then enter your username and password. Note: If you do not know your WebViewer username or password, please contact Facilities at ext. 69363.
  21. 21. Please fill in as many details as possible. Required fields are labeled in red.
  22. 22. When you are finished filling your request form, please click “Next...” and then “Submit Request”
  23. 23. You will receive an email confirming your room and equipment reservation. </li></ul>If you have any questions or concerns regarding your reservation, please contact Facilities at ext. 69363.<br /><ul><li>What to Do Before You Call the HelpDesk</li></ul>Monitor will not turn on:<br />Check to see that the cable running from your monitor to the back of your computer tower is secure; also check that the cable running from the monitor to your power supply is secure.<br />Check to make sure that your computer tower/laptop is powered on.<br />Application or Program Freezes:<br />For Windows: <br />Hold down the Ctrl + Alt + Delete keys simultaneously<br />Select “Task Manager”<br />Click to highlight the program/application that has frozen and then press the ”End Task” button.<br />For Macintosh:<br />Hold down the Option + Cmd + Escape keys simultaneously <br />Select the program/application that has frozen and press the “Force Quit” button.<br />Computer Will Not Shut Down:<br />Hold down the power button for a few seconds until the computer has entirely powered down. Wait 10-15 seconds before powering your machine back on.<br />Your Local Printer Will Not Print:<br />Power down your computer and printer. Wait 10-15 seconds before powering both machines back on.<br />If these suggestions do not fix your problem or if your issue goes beyond what we have detailed above please have the following information available when you call our office:<br />The NCCC Tag Number on your machine that can generally be found either on the side or bottom of laptops, on the side of computer towers or on the back of monitors.<br />What type of machine are you using? Macintosh or PC? Laptop or Desktop? <br />Be ready to give a detailed description of what your problem is. If you are getting an error message be prepared to let us know exactly what that error message says.<br />Haven’t talked to us before? Please give us your contact information so that we know the best way to get a hold of you if there are any questions we have about your machine.<br /><ul><li>How to Use Your Phone
  24. 24. Calling off-campus:
  25. 25. Local calls, dial 98 + 7-digit number
  26. 26.  Long Distance within 740 area code, dial 98+1+740+7-digit number
  27. 27. Columbus & OSU Regional Campus calls, dial 97 + last 5-digits of number
  28. 28.  Columbus Local Calls, dial 96 + 7-digit number
  29. 29. Internal Extension, dial 5-digit extension
  30. 30. Hold & Transfer:
  31. 31. To put someone on hold, press the hold button located on the bottom right of your phone. Once on hold, a phone icon will flash on the display. To retrieve the call, press the line key (green button by the display).
  32. 32. To transfer a call, press the transfer button indicated on phone display. Caller will then put on hold and you will hear a dial tone. Dial the desired number, once you hear the line ring, press the transfer key again. Your call is now transferred.
  33. 33. Conference Calls (for up to 6 people):
  34. 34. Make your first call as normal, once connected; press the Conf key indicated on the phone display. The first caller will be put on hold and you will hear dial tone. Dial the second number you wish to connect and once they pick up press the conf button again. Both calls should now be connected. If you have another person you wish to connect follow the same steps again.
  35. 35. Voicemail Instructions</li></ul>Accessing voicemail:<br /><ul><li>On campus: dial 69251
  36. 36. Off campus: dial 740-366-9251
  37. 37. When prompted “Mailbox”, dial your 5 digit extension and hit #.
  38. 38. When prompted “Password”, dial your password (your first temporary password will be 12 and your extension number e.g. 12244#) </li></ul>Setting your greetings:<br /><ul><li>Once you access your voicemail, you will want to create your personal greetings and personal verification.
  39. 39. Dial 8 *
  40. 40. Then press 2 for greetings
  41. 41. Dial 1 for external greetings (This is the message callers will hear when they reach your voicemail from off campus.) Then dial 5 to record your greeting press # to stop recording. Press # to go back to the previous menu.
  42. 42. Dial 2 for internal greetings (This is the message callers will hear when they reach your voicemail from off campus). Press # to get to the previous menu.
  43. 43.  If you just set you greetings you will need to Dial 9 for personal verification. (This is the message callers will hear when they are checking a message you have left for them or when your line is busy.) Then dial 5 to record your personal verification. Hit # to stop the recording.
  44. 44. Dial 4 for password change. You will enter your old password followed by #. Then follow the prompts to complete the process.
  45. 45. Note: After 3 failed attempts to log in your mailbox will be blocked. You will need to call the HelpDesk at ext. 69244 (on campus) or 740-366-9244 (off-campus).