1. IT Services

Plymouth University IT Services - what's on offer?

 
  • Full range of IT services for staff and students
  • Support for students, researchers, academic and administrative staff in their use of IT
  • IT Service Desk - central customer service centre for staff and students
  • IT training courses for staff through the Staff Development 
  • IT training documents and on-line tutorials
  • University-wide software service (UWSS)
  • Open access computing areas for students 
  • Management information systems (MIS) for the Directorates and Faculties
  • Access to student services and information
  • Access to staff services and information 
  • Data network (PlymNet) across the University's campus and sites and a connection to JANET - the national academic network
  • Wireless Internet Access (eduroam wi-fi)
  • Remote access to university services using a Virtual Private Network (VPN)
  • Services and support for mobile and fixed telephony services 
  • Video-conferencing information and online booking facility
  • Secure file & data storage - network and cloud based
  • ... and much more ...

1.1. Student IT Pocket Guide links


 

 Student IT Pocket Guide 2017/18 links

  Connect to Wi-Fi  

  eduroam (student & staff Wi-Fi) and guest Wi-Fi

http://bit.ly/it-wifi 

Check your email

How to access your Office 365 University email account

http://bit.ly/it-365email

Download the University app

iOS, Android or through web browser

http://bit.ly/it-PLYMapp

Learn with Lynda

Information and free access to Lynda.com training library

http://bit.ly/it-lynda

Access your online leaning environment

Information and access to the Digital Learning Environment

http://bit.ly/it-dle

Set up an ePortfolio with PebblePad

Information and free access to PebblePad e-portfolio

http://bit.ly/it-pebblepad

View online resources and information

IT Services pages:
http://bit.ly/it-home

Student Portal (updated link (Sept 17):
http://bit.ly/it-MYportal2

Library & IT Self Help:
http://bit.ly/it-selfhelp

Computers for you

Locations & opening times of student open-access computing areas

http://bit.ly/it-pcs 

Download Microsoft Office 365 for free

Download instructions:
http://bit.ly/it-365 

Microsoft Office 365 video tutorials:
http://bit.ly/it-msoffice-tutorials 

Other free or discounted software 

http://bit.ly/it-software-download

Print/Scan/Copy

How to use this service

http://bit.ly/it-printinfo

Your OneDrive

Free 1 TB of personal storage

 http://bit.ly/it-365


Technology for Learning Software

 

  • Sonocent Audio Notetaker
  • MindView
  • TextHELP Read&Write 

 

Guides:
http://bit.ly/UoPTech1 

Use on your own computer:
http://bit.ly/it-software-download

Need help?

Student IT enquiries and advice

Library & IT Self Help:
http://bit.ly/it-selfhelp

Face to face enquiries:
http://bit.ly/it-getsupport

Online chat:
http://bit.ly/it-chat

Phone:
01752 588588

IT Self Service portal:
http://bit.ly/it-portal

Email:
LibraryandITenquiries@plymouth.ac.uk

Follow us

Follow the IT Service:
@PlymUni_IT

To keep up to date with what's happening in the library follow:
@PlymUniLib

 

Give us feedback

You can send us your feedback 24/7 via the IT Self Service portal.  Log in using your University username and password.

http://bit.ly/it-portal

 


1.2. Mapping the PUPSMD 'R' drive to your computer


The PCMD 'R' drive is changing location from 15 January 2015 from PCMD901 toTIS901.

How to map to the new drive location

 

  1. Navigate to the computer window where the 'R' link resides
 
 
 2. Right-click on the current 'R' drive mapping > select 'Disconnect' to remove the 'old' R drive from your computer
 
 
 
3.   Click on the 'Map Network Drive' in the menu at the top of the window
 
 
 
 
4.  Amend the entries in the popup to the following:
 
a. Drive: R:
b. Folder: \\tis901\Research
c. Ensure that 'Reconnect at logon' option is checked
 
 
 
This will now restore the link to the 'R' drive as before 
 

 


1.3. Re-imaging a computer or laptop

 

What is re-imaging?

Re-imaging is an update of the Windows operating system. Windows 7 is removed and replaced with the up-to-date version. Re-imaging resolves multiple computer issues, resulting in a faster and more reliable user experience.

The process can take up to 1 working day. The computer hard drive is completely wiped clean of files and folders, and our latest version of Windows 7 is installed.

 

What do I need to do?

Because a re-image involves the complete removal of data stored on your computer’s hard drive, including all Word, Excel, PowerPoint and other application files you may have saved, it is vital that you back up any files you need. Once the re-image is complete it is impossible to recover data from the drive.

A guide to backing up your data is available below.

It is your responsibility to ensure that your data is fully backed up. TIS does not provide media such as an external hard drive or USB stick for data back-up.

 

What will happen?

  • When you log a re-image request with our Service Desk it is passed to our local technician to complete.
  • On confirmation of the call being logged you are advised to begin an immediate backup of your data, to help streamline the process and ensure you save everything you need.
  • The technician will contact you to confirm your data is backed up and to arrange a suitable time for the re-image to take place.
  • If you have a desktop PC the re-image will take place at your desk, and the machine will be out of action for several hours. If you have a laptop this might be taken away for the re-image.
  • Once the re-image is completed the laptop will be returned to you, and after we complete some configuration the PC/Laptop will be available for use.
  • We will provide post re-image support to get you up and running quickly. This normally takes 10-30 minutes.

If you have any difficulties with backing up then please contact the TIS Service Desk Telephone: 01752 5 88588, who can provide remote support.


1.4. Mobile computing

Mobile Computing

Wireless internet access with eduroam

University Staff and Students on campus should use the eduroam wifi network to access the internet. For more information on the JANET eduroam service click here 


By using the eduroam service you have agreed to abide by the following rules and regulations

 Your computer needs to meet the following technical requirements:

  • a working 802.11b/g/n WiFi certified Network card, capable of WPA2-Enterprise encryption. 
  • a built-in network adapter. If you have a new computer, then it is likely to be pre-installed. If you are unsure check online or contact the manufacturer.
  • computer hardware must meet the minimum system requirements for the operating system as specified by the manufacturer of the operating system.
  • all critical updates for your operating system must be installed.
  • up-to-date anti-virus software must be installed. If you do not have an up to date anti virus program please view our anti-virus page for information.


Instructions for connecting to eduroam 

 


 

Guest Wi-Fi Service

The University provides a guest Wi-Fi service. The first 4 hours of connection every day will be free. After this time a payment will be required more details

 

Wired network in halls

Information about gaining internet access in halls of residence (see sub-article below)

 

Connecting to and using a virtual private network (VPN) to access University IT services

Information about creating a Virtual Private Network connection to use services such as remotely connecting to your university desktop PC, accessing shared filespace, and e-resources (see sub-article below)

1.4.1. Instructions for connecting to eduroam
Connecting to eduroam

Please use the relevant instructions in the attachments to connect your device to eduroam, the University's wireless Network.
1.4.2. Wired connectivity in UPP Halls of Residence

Wired connectivity in UPP Halls of Residence

 
 
In the UPP Halls of Residence: Francis Drake, Gilwell, Mary Newman, Pilgrim, Radnor and Robbins, you can connect to the internet via the wired network socket in your room.
 
Please note that any machine connecting to the university network should be fully patched and have up-to-date antivirus software installed and actively working.
 

Rules and Regulations

By using the University network you have agreed to abide by the following Rules and Regulations:

 

Getting Connected

You will need to connect an Ethernet cable to the wired network socket in room and to your computer.

Ethernet cables can be bought from the Media Workshop in the Library.

If you are unsure about the different network cables, view the attached help sheet 

 

1.4.2.1. Technical Requirements

Technical Requirements

By using the ResNet service your computer needs to meet the following technical requirements:

  • Your computer will need a working Ethernet Network card.
    Many computers already have a built-in network adapter but some do not. If you have a new computer, then there is a very good chance you already have this installed. If you are unsure, check your computer’s manual or contact the manufacturer.
  • You have an Ethernet cable (can be purchased from the Media Workshop in the Library).
  • Any computer hardware must meet the minimum system requirements for the operating system as specified by the manufacturer of the operating system.
  • All critical updates for your operating system must be installed.
  • Up to date anti virus software is installed.
    If you do not have an up to date anti virus program please view our Anti-Virus software page for information and download links.
1.4.2.1.1. Critical Updates

Operating System Updates

During the course of the lifetime of an operating system, various security flaws will be discovered. These flaws can range from web pages running incorrectly to a person being able to use your computer remotely.

As these flaws are discovered, and before they are exploited the operating system manufacturer release updates to fix them. The manufacturer may also release updates which improve operating system reliability, or add extra features.

We strongly recommend that you ensure you have all these updates installed on your computer. Further details on how to do this are explained below.

Microsoft Windows

We strongly recommend you have that you use the Automatic Update facility for Microsoft Windows.

If Automatic Updates is not turned on, or you have not updated you computer for a while please visit Microsoft Update to ensure your operating system is fully up to date.

Apple OS X

If you have an Apple Macintosh and you need to check if your operating system is missing any security updates please follow these instructions.

More Information

For more information on keeping a Windows Computer secure, please visit Microsoft Security at Home .

For more information on keeping a Apple Macintosh secure, please visit Apple Product Security.

1.4.2.1.2. Anti-virus software

Anti-Virus Software

Anti-virus programs are computer programs that attempt to identify, neutralize or eliminate malicious software. The term "anti-virus" is used because the earliest examples were designed exclusively to combat computer viruses.  However, most modern anti-virus software is now designed to combat a wide range of threats, including worms, phishing attacks, rootkits, trojan horses and other malware. Anti-virus software typically uses two different approaches to accomplish this:

  • examining (scanning) files to look for known viruses matching definitions in a virus dictionary, and

  • identifying suspicious behaviour from any computer program which might indicate infection.

As new viruses are discovered almost daily, most commercial anti-virus software includes a feature that automatically downloads up-dates when you are connected to the Internet.


Windows Anti-Virus Software


You can download Microsoft Security Essentials anti-virus for free and there are many different anti-virus products on the market.  It is important that the anti-virus protection that you have installed on your machine is kept up-to-date.  You should visit the manufacturer's web site to be kept informed of any up-date information.
 
If you install more than one anti-virus program on a computer it can seriously affect performance and potentially cause problems.
If you are unsure if your computer already has anti-virus software installed or not contact telephone 01752 588588 for guidance, or email support@plymouth.ac.uk
 
Apple Macintosh Anti-Virus Software

The University does not provide anti-virus software for Apple Macs.  However ClamXav is a free virus checker for Mac OS X.

More Information


For more information on keeping a Windows Computer secure, please visit Microsoft Security at Home.


For more information on keeping a Apple Macintosh secure, please visit Apple Product Security.
 
 
 
 
 
 
 
 
 
 
 
 
 
1.4.2.2. Freewire TV

Freewire TV FAQs


What is Freewire TV?

Freewire TV is a digital TV service provided for Plymouth University students and delivered across the wired network in the halls of residence.
 

Is Freewire TV free to use?

You can watch Freewire TV free of charge but you must still own your own TV licence in order to use it.
 

Can I watch re-runs of old programmes?

No, Freewire TV is live TV. It is not an alternative to iPlayer etc. 
 

How do I find their website?

The web address is: www.freewiretv.com
 

I notice that on their website that they offer a free telephone service. Can I use this?

Students who have registered with Freewire may also use their Freewire telephone service. This service provides free telephone calls to all other Freewire users and competitive rates for calls to landlines including international numbers. More details can be found on their website.
 

Can I use my University IT account to log into Freewire TV?

No, this is not a University IT service. You must create a Freewire account  for your own use, much like you might create an account on Facebook or other subscription websites.
 

How can I use Freewire TV?

1. Your computer must be able to connect to the University network though the Ethernet socket available in your room.

2. Go to the Freewire website and create your account with them.

3. Download the Freewire TV viewer (PC and Mac versions available)

4. Once installed, launch the application ‘Freewire Television’
 

I cannot create an account on Freewire’s website?

If you have difficulties with creating or using your Freewire account, or installing and running Freewire software on your computer, please remember that Freewire is not a University service. You will need to contact the Freewire service desk for technical assistance.

Their contact details are:
Freewire Service Desk telephone: 0333 123 0190
Email: support@freewiretv.com


I think I may have a network connection problem in my room?

The ResNet network connection in your room has been configured to permit access to Freewire TV without difficulty. Before contacting us to report what may be a network failure, please check to see whether you can access any other websites from your computer. If you cannot connect to any websites you may have a cabling problem; please try a friend’s Ethernet cable before you contact us for network support.

I have tried everything but the network connection in my room is still not working!

Please log a call with the IT Service Desk via IT Self Service or by telephone 01752 588588. 

1.4.3. Using a VPN (Virtual Private Network) and Remote Desktop Connection to access University IT services

A VPN connection provides encryption and security for authenticated users to securely connect to the university network from an external location.

You must create this connection to use services such as:

  •          Remotely connecting to your university desktop PC
  • ·        Accessing shared file space
  •          Access to some corporate software
University managed laptops (both PC and Mac) allocated to staff should already have the FortiClient VPN client installed.  This can be run from the system tray (PC) or the menu bar (Mac).  Just look for the icon below.

 

 

 

 

 

Windows

VPN set up instructions for Windows are available in the linked articles below.

Apple Mac

Apple Mac users should use the FortiClient VPN as described in the linked articles below.

Remote Desktop Connection to your university PC/Laptop using Windows

"Search programs and files" box at the bottom of the menu. In the list that appears, select "Remote Desktop Connection" from the list.


  

 You'll need to enter the serial number of your computer in the "Computer" field before clicking on the "connect" button. 

 

Remote Desktop Connection Other Operating Systems

MAC Users can download Remote Desktop Connection software at: http://www.microsoft.com/mac/remote-desktop-client

If you work off site for extended periods of time it is important for you to periodically connect to the VPN to ensure your computer receives software updates and Office and Windows to stay activated. 

Any machine connecting to the university network must be fully patched and have up-to-date antivirus software installed and actively working.

 

1.4.3.1. VPN setup on an iPad or iPhone

The latest version of Apple iOS is not compatible with the historic version of the VPN service offered by the University.

You will need to download the FortiClient app (made by Fortinet) from the Apple Apps store.

Please use this application to access the VPN service from your mobile Apple device.

Once you have installed the app you will need to enter the following information:

 

  • You will need to allow the app to make changes to your VPN settings
  • You will need to add a configuration within the app, this should be as follows:
    • Name: Plymouth University
    • Host: vpn.plymouth.ac.uk
    • Port: 443
    • User will be your University username
    • Password will be your University password.  Please note that this may need updating in the future.
You will now be able to connect to the University VPN.  This can be done within the app (with the VPN slider).  Please note that you should not try to connect the VPN from within the main Settings menu as this is not supported.

 

1.4.3.2. VPN setup For Windows
Question:
How do I set up a VPN connection on my Windows computer?

 
 
Answer:
Full instructions are given in the attached documents.

If you are a member of the University then please refer to the 'workathome' document.  If you are from a 3rd party please refer to the 'forticlient' document. 

 

1.4.3.3. VPN setup on an Apple Mac
Question:How do I set up a VPN connection on my Apple Mac computer?

Answer:Full instructions are given in the attached document.
1.4.3.4. VPN setup on Linux

VPN setup on Linux

 

 

VPN setup on Linux

Please be aware that due to the number of Linux variants we are unable to give a full user guide.

We would advise using openfortivpn client as NM (Network Manager) doesn’t fully support FortiNet connections.

We recommend using the following details:

Host: vpn.plymouth.ac.uk

Port: 443

Please see attached document (put together by Rod Sheaff and Andy Wills) for guidelines on setting up a VPN connection, which have been tested on Ubuntu 16.10 and Kubuntu 16.10.

 

1.4.4. Mobile device setup guide

Mobile Device Setup Guide

The purpose of this guide is to help staff set up their new mobile phone (either provided by PU or personal) by installing their SIM card, connecting to the University’s IT services, setting up an Apple/Google account as well as downloading and installing applications from their respective app stores.

 This guide will cover the following devices:

  • iPhone 5 / 5C / 5S, iPhone 6 / 6 Plus, iPhone 6S / 6S Plus, iPhone SE
  • iPad / iPad Mini / iPad Pro (installed with the latest iOS)
  • All Android devices running Version 4.1 (Jelly Bean) and above 

If your device is not listed above, please contact the Service Desk via our IT Self Service portal: itselfservice or by giving us a call on 01752 588588 to request some advice on setting up your mobile device.

1.4.5. How to set-up your email on your mobile device

You can view your emails via the:

  •  Student/Staff Portal
  • Mobile with Plymouth University app
Alternatively, you can use an email app on your mobile device.  Please select the appropriate guide for your device.

 

1.4.5.1. Windows Phone 8 email setup

Windows Phone 8

email setup

 

Please follow the attached instructions to set-up your Plymouth University e-mails on your Windows Phone 8.

 

1.4.5.2. iOS email setup

iPhone / iPad / iPod

email setup

Please follow the attached instructions to set-up your Plymouth University e-mails on your iPhone, iPad or iPod.

 

1.4.5.3. Android email setup


Android Phone

email setup

Please follow the attached instructions to set-up your Plymouth University e-mails on your Android phone.

1.4.6. Wireless Printing
The Wireless printing process works in the same way as printing from a University Open Access PC. When you print from your laptop the document will be sent to a queue and you will then be able to select and print the document on any of the standard Open Access Canon Printers. Please read all of the following:

In order to print wirelessly you will need:

1. A Laptop/Notebook running a Windows operating System such as XP, Vista, Windows 7 or 8 or running Mac 0S 10.5/10.6/10.8

2. An active wireless connection to Eduroam

3. Your University username and password

4. Credit on your print account

  • What can I Print?

You will be able to print standard A4 and A3 documents in black & white or colour from your Laptop as you would from a normal Open Access machine. You will NOT be able to print to any of the large format printers.

  • Where can I Print?

You can print to any Open Access Standard/Colour Printer including those in the Babbage Building and the Charles Seale-Hayne Library.

Please follow the relevant guide below in order to set up Wireless printing on your laptop.

1.4.7. Staff laptop loan scheme

University-Managed Loan Laptop Schemes

There are two centrally-managed schemes that enable University staff to borrow a laptop or netbook:

Loan Laptops for Teaching purposes

Where a centrally booked room does not contain fixed computing equipment and a laptop is required for a teaching session then staff should contact:

-        Service Desk (http://itselfservice.plymouth.ac.uk tel: 01752 588588) to check availability and arrange a booking, giving the building/room number for the session

The laptop will be set-up prior to the scheduled session and removed on completion of the session.

Loan Laptops for Mobile staff

The Service Desk has a pool of loan laptops for staff who are required to work off-site - e.g.

  • Attending conferences on behalf of the university.
  • Field trips and courses taken on behalf of the university.
  • Short-term sabbaticals.
  • Work carried out at home for the university

Staff should in the first instance contact the Service Desk by either:

NOTE: All Service Desk loan machines are issued and returned using Alma (the library issuing system). Staff who wish to borrow equipment must bring their ID card with them at the time of collection, otherwise the device cannot be issued. 

Loan Period

a)   Teaching session loans

These would normally be for 2 hours.

b)   All other loans

The minimum period is one day and the maximum is normally 7 days. 

You will need to state the dates of collection and return when booking. The production of your staff ID card is mandatory when collecting and signing out the machine.

Costs

There is no cost for the loan. However, in the event of any equipment loss or delayed return a fine of ten pounds per day will apply, to a maximum of £50.

Loss of Equipment

Any other borrowed equipment (such as power supplies, bags, locks) must be returned at the end of the loan period. Any missing items will be charged for.

Insurance

Laptops are not insured and must be covered by your home insurance or the University’s self-insurance. Reasonable care is expected at all times with the equipment (not left in car, locked to desk if possible, protected from water, etc.) and with any data containing personal information (passwords, encryption). Damage or loss must be reported immediately and a police incident number obtained if a criminal offence has occurred. 

Data

The hard drive is formatted after each loan period. You should not expect to recover any data after returning the machine.

1.4.8. Staff e-mail client settings - IMAP
Question:
 What are the settings for IMAP e-mail?

 
 
Answer:
If your device doesn't support MS Exchange 2010 (the preferred method to get hold of your e-mail), you may need to use IMAP settings instead.
Connection details are below. You may need part or all these settings depending on your e-mail client software (these are taken from Thunderbird).

Incoming mail server - imaps.plymouth.ac.uk / SSL/TLS (port 993) / Authentication required - Normal password.

Outgoing mail server - smtps.plymouth.ac.uk / STARTTLS (port 587) / Authentication required - Normal password.
 
Use UOPNET\username (change as appropriate) as your username in both cases.

 

 
 
1.4.9. O2 iPad settings for accessing data
This article relates to iPads obtained through the University's contract with O2.

When a user upgrades the version of iOS on their device the APN settings are automatically re-set. These need to be changed for access to data to continue to work.  This also applies when a user first puts a sim card into their iPad.

Go to: Settings>Cellular or Mobile Data>APN>

Remove: "ibrowse.o2.co.uk" and replace it with: "idata.o2.co.uk".  (lower case)
 
User ID/Name should be changed to: "vertigo"  (lower case)

Password should be changed to: "password"  (lower case)

Do not press the home button to exit.  Press ‘BACK’ until you reach the settings menu. Then reset the device by holding down the On button until the ‘swipe to turn off’ option appears. Turn off the device, wait 30 seconds and then restart it. 

Changing these APN settings should resolve any issues in regard to accessing data on either wireless or 3G. 
 
 
1.5. Canon Printer Consumables Requests for University Staff

Ordering Replacement Toner for Canon Printers and Multi Function Devcies (MFDs)

 

Plymouth University staff can order consumables for Canon devices by calling 08448920844 or emailing contact_centre@cuk.canon.co.uk. You will need the machine’s serial number to do this. As well as toner, you can request staples and waste toner tanks (for the IRADV52XX and IRADV22XX series MFDs).


1.6. Out of Hours Computing exam support

Request for provision of Out of Hours (OOH) computing exam support provision from TIS

 


TIS SM Support is available for the provision of an Out of Hours (OOH) support service if requested by the examinations office, schools or faculties.

This is a chargeable service and there is a requirement to ensure that all associated documentation is signed off and agreed before service can be provided.
 
The request form is available below and must be submitted and authorised 6-8 weeks before the start of the first exam is due to take place.


Out of Hours cover

Cover is provided by TIS between 17:00pm and 19:00pm Mon to Fri excluding weekends and bank holidays unless otherwise agreed.

Cover during normal working hours

During normal working hours, cover is provided by the TIS Service Desk. During normal working hours exam invigilators will be asked to contact the Service Desk on either (5) 88588 or (5) 87018. If any issues are reported during normal working hours an urgent log needs to be raised and an individual from support will need to visit promptly to assist in resolving the problem. If the support person is unable to resolve the problem they may need to seek assistance from a third party team such as Systems or Infrastructure.

Summary of cover provided by TIS

  • TIS will provide 1 x support analyst to cover the period between 17:00pm and 19:00pm - unless otherwise agreed and additional funding is approved and authorised beforehand.
  • Weekends and bank holidays are not included in the cover period unless otherwise agreed beforehand.
  • Analysts covering this service all have work mobile phones and contact numbers will be provided to invigilators as required.
  • Analyst is able to provide a basic level of support only during this time which includes printer problems (for example: paper jams and replenishing paper trays) and basic computer issues.
 
1.7. Apple Support
 
The Core service bar offers walk-in support to Plymouth University staff and students.

Support is provided by members of the Amsys team for all Apple devices owned by Plymouth University and also for personally owned Apple devices. 
 
The Core is located on the 1st Floor of the Library.

During term time, the Core is open Monday - Friday 10:00 - 14:00 (closed bank holidays). 
 
More in depth queries with Apple devices can be dealt with by the Amsys team located at 18 Endsleigh Place, open Monday - Friday, 09:00-17:00.
 
For advice outside of these hours email: amsys@plymouth.ac.uk  
 
 
 
1.8. Network Project

Network Project

Stage 1 

Physical Wi-Fi survey schedule

Starting Monday 1 February, the project will be carrying out important and essential physical surveys to help in the design of a new high-speed Wi-Fi system across the University.  The project is targeting non-teaching space for the first few weeks and using the timetable to plan a weekly building by building survey schedule.  

The current schedules are shown below.

Stage 1 has now been completed.

 

 

 

1.9. Staff Mac fleet

Staff Mac Refresh FAQs


The FAQ document attached below is designed to answer a number of queries related to your new Mac

FAQ's Covered

 
What do some of the new features on my Mac mean?

There have been some changes to the technology in the new Macs. For example, all of them now include USB 3.0 and Thunderbolt which was not on most of the older machines.

USB 3.0 is a newer USB standard, but don’t worry, it is backwards compatible with almost all older USB devices. If you have an older USB 2.0 device it will likely still work and if you have a USB 3.0 portable hard drive of some kind you will notice that it now works a lot faster on the new macs.

Thunderbolt is a new way of connecting compatible peripherals like external hard drives and adapters for projectors/external monitors. If required it is possible to purchase adapters allowing you to use the Thunderbolt port to connect to displays using VGA, HDMI, DVI, Display Port and others.

Thunderbolt (and USB) adapters are also available if you need to add a wired network port to your MacBook.

Thunderbolt is a very fast connection type, but because it is still very new, most external devices (except monitors/projectors) still use USB.

You may have noticed that most of the new Macs do not have a built-in CD/DVD drive. This has been done to reduce the size and weight of the machines as Apple feel most people no longer use CD’s or DVD’s on a regular basis. If you do need regular access to these, the Apple USB SuperDrive is the official solution, and there are also a number of 3rd party USB CD/DVD drives that can be used as well.

How can I get help and advice on my new Mac?

Plymouth University has partnered with Amsys Ltd to provide technical support and advice for the University’s managed fleet of Apple computers.

For Apple support on University or personal devices please visit 'the CORE' which is located on the Floor 1 of the Roland Levinsky Building or alternatively contact the TIS Service Desk tel: 01752 5 88588 or email: support@plymouth.ac.uk. Amsys also have an office located at 18 Endsleigh Place - Room 102 which you can visit for help and advice.

How can I keep my new Mac running fast?

There is no sure way to achieve this as methods vary depending on what kind of Mac you have and how you use it. However, there are some useful general tips that apply as follows:

  • Make sure you completely shut down your Mac at least once every 2 weeks using the ‘Shut Down...’ option from the Apple Menu
  • Try to avoid setting programs to open automatically on start-up unless you really need to. Unnecessary open programs take up system resources and may negatively impact the performance of your Mac
  • Make sure you keep at least 10GB of storage space free on your Mac. Your Mac needs a certain amount of space free to operate efficiently.
  • Try to avoid leaving programs running when you are not using them. This includes additional tabs in Safari/Chrome Firefox or any other Web Browser. Unnecessary open programs and tabs in web browsers take up system resources and may negatively impact the performance of your Mac
  • Try to avoid installing software you do not need.
  • Try to avoid installing updates you do not need. It is tempting to install the newest version of OSX as soon as it comes out, but in the University environment these updates are very often not fully compatible with your system and can cause a number of unforeseen problems.
 
How should I take care of my power supply?

This applies to MacBook Air’s and MacBook Pro’s which have an external, portable Power Supply Unit (PSU).

Your MacBook cannot function for long without a PSU to recharge it and it is important to look after the PSU.

The most common problem that develops with the PSU is that the thin cable running between the ‘brick’ part of the PSU and the MagSafe 2 connector becomes frayed at one or both ends.

Apple does not class this kind of damage as a fault, and so it becomes necessary to pay for a replacement.

While in use, it is important to avoid placing the cable in situations where it may be tripped over or may be squashed by feet or chairs for example.

 When not in use, the thin part of the cable should be carefully wrapped around the arms that swing out of the brick. It is important however not to pull the cable too tight around the arms and put strain on the point where the cable connects to the brick.

How can I back up the data on my new Mac?

There are a number of different ways to backup the data on your Mac, so this is only a brief summary.

The most common method is to ensure that you copy your files to an external storage device such as a USB hard drive, and Apple has a built in method of doing this called ‘Time Machine’. Time Machine is not always the best solution however, and there are many different ways of copying your data to a backup device of some kind.  Please visit the CORE or contact the TIS Service Desk to discuss alternative back up solutions.

How can I connect my new Mac to a printer?

Due to the wide variety of printers available and the different ways of connecting to them a guide to installing these is not currently available. If you need assistance connecting your Mac to a printer please contact: TIS Service Desk Tel: 01752 5 88588 or email: support@plymouth.ac.uk

 
How can I connect to my ‘U’ Drive?
  1. Open the 'Finder' application from your dock
  2. Choose 'Go' > select 'Applications'
  3.  Locate 'Self Service' application > click
  4. Select 'Utilities' category from right hand side of 'Self Service' window
  5. Choose 'Mount' button under 'Mount Network Home' application
  6. Once finished (usually takes about 30 secs) the 'U' drive icon should now be visible on your Desktop or in Finder
  7. The icon is mainly blue with three white figurines on it
  How can I install Adobe Creative Cloud applications?
  1. Open the 'Finder' application from your Dock
  2. Click on 'Go' > Applications
  3.  Find the 'Self Service' application > Open
  4. Select 'Adobe Creative Cloud' category from right hand-side of Self-Service menu
  5. Choose application > Install
  6. Application will appear in the 'Applications Folder'.

How can I setup my University email in  Apple OSX Mail?

  1. Open the 'Mail' application in OSX
  2. Select Mail > Preferences
  3.  Choose 'Accounts' icon
  4. Click the '+' symbol (bottom left of window)
  5. Select 'Exchange' > enter name, University email address and University password
  6. Click 'Continue' if presented with a 'Verify Certificate' box
  7. If you see an 'Account Settings' box then enter the following information: Description = your choice > Username  = PU University login username > Password  = PU login password > Server Address = webmail.plymouth.ac.uk > choose 'Continue'
  8. Select the applications you would like to use with your email account > continue
  9. Choose 'General' icon > Save
  10. Close the 'Preferences' window > click on 'Mailbox' > 'Synchronize All Accounts'

How can I setup my University email in Outlook?
  1. Open 'Microsoft Outlook' 
  2. Select Outlook > Preferences
  3. Click 'Accounts' > '+' symbol > select 'Exchange'
  4. Enter your University email address, login username and password for your PU account > 'Add Account'
  5. You should now see the 'Accounts' screen again but with PU account showing. Your account will now begin to synchronise.
 
How can I set up a VPN on my Mac?
  1. Open 'System Preferences' from the  Apple menu (top left hand of screen)
  2. Choose 'Network' 
  3. Click the padlock > enter username and password if prompted
  4. Click the '+' sign
  5. Select 'VPN' for the 'Interface' and 'PPTP' for the 'VPN Type'
  6. In 'Service Name' field type 'Plymouth University'
  7. Enter vpn.plymouth.ac.uk as the 'Server Address'
  8. Enter your University account name
  9. Click on 'Authentication Settings' > enter your University account password > OK > Apply
  10. Click 'Connect' when you are ready to use the 'VPN' . *Alternatively you can tick the box for 'Show VPN status in menu bar'.  This puts an icon in the top right hand corner of the desktop menu bar which you can click when you are ready to connect
 
1.10. PlymMac 7

PlymMAC 7 is the name of the Plymouth university centrally managed Apple Macintosh fleet running Mac OS 10.12 (Sierra).

There are four models available as part of the PlymMAC 7 fleet; covering portable working, desk and workstation use:

  • 12 inch Macbook
  • 13 inch Macbook Pro
  • 15 inch Macbook Pro
  • 21 inch iMac 4K Display

See the specifications below:

12 inch Macbook 

1.3 GHz 7th gen dual-core Intel Core i5, Turbo Boost up to 3.2GHz

8GB 1866MHz LPDDR3

512GB SSD

Intel HD graphics 615

13 inch Macbook Pro

MacBook Pro 13 Inch Spec No Touch Bar

2.3GH dual-core 7th gen Intel Core i5, Turbo Boost up to 3.6GHz

8GB 2133MHz LPDDR3

256GB SSD

Intel Iris Plus Graphics 640

Two Thunderbolt 3 ports

15 inch MacBook Pro

MacBook Pro 15 Inch Spec Touch Bar and Touch ID

2.8GH quad-core 7th gen Intel core i7, Turbo Boost up to 3.8GHz

16GB 2133MHz LPDDR3

256GB SSD

Radeon pro 555 with 2GB memory

Four Thunderbolt 3 ports

Touch Bar and Touch ID
21 inch iMac

iMac 3.0GHz quad-core 7th gen Intel Core i5, Turbo Boost up to 3.5GHz

8GB 2400MHz memory

1TB Fusion Drive

Radeon Pro 555 with 2GB

Two Thunderbolt 3 ports

Retina 4K 4096x2304 P3 display

 

The university is officially partnered with Amsys to provide software and hardware support for the managed Mac fleet.

If you wish to place an order for a managed device, please log on to IT Self Service http://ITselfservice.plymouth.ac.uk with your standard University login details, and click ‘Raise a request’.

From the drop-down menu, choose ‘New Mac Desktop / Mac Laptop / iPad’ and complete the requirements with all the information requested.

Please also include requirements for peripherals required i.e. monitor, mouse, keyboard

Note: when ordering a monitor you will need to order a PC monitor as this is the monitor type we offer with a Mac device, excluding the iMac. 

When requesting the device you will need to have a strong business justification as to why you want an Apple device over a fleet Windows device. Most needs can be catered for by a Windows device. You will also need to provide details of your software requirements.

Details of the current offerings are available here

If you have any queries regarding this process or around the PlymMAC 7 fleet, please phone the service desk on 01752 588588 or log on to IT Self Service (http://ITselfservice.plymouth.ac.uk) with your standard University login details and raise a call asking for advice.





1.11. Windows 7 Service

The University Windows 7 project forms part of a Service Transition project and will deliver a managed desktop service in conjunction with the roll out of new hardware provided via PlymDesk6.
 

 
1.11.1. Using System restore in Windows 7

Using Windows 7 System Restore

 

The System Restore utility in Windows is an extremely valuable tool to help solve major problems.

Most major issues in Windows 7 are caused by problems with the Windows Registry, device drivers, and System files. When a restore point is created, a current copy of these and other important files in Windows 7 are saved and can be restored using System Restore.

How to use system restore

The linked instructions detail the steps to follow to restore your PC/laptop to an earlier date. They have been amended to reflect restoring your PC should you have been affected by the Major Incident 25/10/13, loss of network access. Should the restore fail please contact the TIS Service Desk on extension 88588 or email support@plymouth.ac.uk with your contact details. 

 

1.11.2. PD6 Laptop taking a long time to start-up
When working away from the office, your laptop may take a long time to start-up and/or run slowly.  There are several things you can do to alleviate this problem:
 
1.   Synchronise your U:/ Drive to be "Always available off-line".  See related article on how to do this.
 
2.   Turn Wireless off before shutting down.  You can do this by holding down the FN key and then pressing F8.   You will see several circles appear on the screen, the first one should be for turning on/off wireless.  Each time you press F8 the next circle will be highlighted. When the first option is highlighted, release the F8 key.  The wireless indicator at the bottom of the mouse pad should now be off.  If it is still on, repeat the action.
 
3.   Don't shut-down the laptop when you leave the office.  Disconnect the laptop from the docking station using the "safely remove hardware" icon and selecting "Eject docking station" then close the lid.  You may need to "unlock" the laptop when you get home.
 
 
1.11.3. PD6 Laptop bags
Slip cases were provided with the PlymDesk5 laptops.  But, although many staff used the provided case, most purchased something more suited to their needs, such as a laptop carry bag or rucksack.  As a result it was decided not to provide cases with the PlymDesk6 laptops so that users could purchase one that would best suit their needs.

A Notebook Carry Case (£7 plus VAT) or a Universal slip case (£12 plus VAT) can be ordered directly from Viglen via your local accounting point.  Our preferred suppliers such as http://www.primoit.co.uk also hold a large range of suitable stock.  A further range of approved suppliers can be found on the Procurement Intranet pages

1.11.4. How to make your U:/ drive available off-line

It is possible to make your U:/ drive permanently available on the hard drive of your laptop so that you can access your files at any time.   You can do this by making the folder available "offline".  When you make a network folder available offline, Windows copies all the files from that folder onto your computer. These files stored on your computer are called "offline files".  Windows automatically uses your offline files any time the network files are not available. This means that you can keep working on the network files without interruption, even if you lose your connection to the network folder. 
 
Changes to any files & folders will be synchronised automatically every time your laptop is re-connected to the network, either by using the ethernet connection cable on your laptop docking station, or by logging-on to the VPN.


To make your U:/ drive available offline you need to do the original set-up when connected to the University network.
 
Click Start and select Computer
 
Click on your U:/ drive to highlight it
 
Right-click on the U: drive and select ‘Always available offline’
 
A progress bar will appear as the files from the U: drive are synchronised to your laptop (or PC).  Once the task has completed you can disconnect from the network if necessary.
 
Note: There is a size restriction/quota of 100 MB on your networked U: drive.  Please keep within this quota in order to synchronise the files.
 
Instructions with screen-shots are available in the attached document.

1.11.5. Shortcuts have disappeared from my desktop
 

Missing Desktop Shortcuts in Windows 7

On your Windows 7 PC, shortcuts that you have previously created may disappear from your desktop.

Shortcuts can disappear when there are more than four “broken” shortcuts on the desktop because the System Maintenance troubleshooter automatically removes them.

For example, if you create five or more shortcuts on the desktop and the shortcuts are pointed to an external location such as a network drive, or a removable storage device, and then the computer is disconnected from the network, or the removable device is disconnected from the computer, the System Maintenance troubleshooter will treat the links as “broken” and will remove the shortcuts from the desktop.

What is a broken link/shortcut? 

A "broken" shortcut is a shortcut to a file, folder or network drive that may not always be available.

We recommend that you…..

Keep the number of shortcuts on your desktop to four or less and only keep the ones you use most frequently. 

If you use more than 4 shortcuts and need to access them regularly, you can create a folder on your desktop and move the shortcuts into the folder.  As the shortcuts in the folder are not sitting directly on the desktop, they will not be removed. 

1.11.6. Windows7 Help and Training
Question:
 Where can I find help and training information on Windows7?

 
 
Answer:
 Click here for access to the Windows7 Help & Training pages.

 

 
 
1.11.7. Personalizing your Windows 7 PC (5 mins tour/video)

Watch a video that shows you how to change your account picture, background, and your resolution. It also shows you how to make text more readable.​


http://windows.microsoft.com/en-US/windows7/help/videos/personalizing-your-pc

 

 

1.11.8. What is User Account Control (UAC)?
User Account Control (UAC) is a feature in Windows that can help prevent unauthorized changes to your computer.  UAC improves the security of Microsoft Windows by limiting application software to standard user privileges until an administrator authorizes an increase or elevation in permissions.  In this way, only applications trusted by the user may receive administrative privileges.  This should, in turn, minimise the risk of malware compromising the operating system.
 
Further information can be found here.
1.11.9. User Account Control Virtualisation
 
The Windows 7 desktop service has User Account Control (UAC) turned on.  This means that, even if you are a local administrator, most of the time you are running application software as a standard user.  Running applications as a standard user prevents the system from writing files to secure areas such as directly to the C:\ drive (root of C:\) or C:\Program Files, i.e. if you try to save a Word document to the root of C: you are presented with an error message stating you cannot save here and would you like to write to My Documents instead.
 
Some applications have a feature called UAC Virtualisation.  This virtualises actions, such as saving web pages to the root of C: (prevented by the fact you are running the application as a standard user) and actually saves the files in a "virtual store" located at C:\Users\username\AppData\Local\VirtualStore.  Internet Explorer (IE) and 7zip are examples of applications that use the virtual store.
 
For example: If you use Internet Explorer(IE) to save a web page to the root of C:, it will perform the action but it will actually save the file in the virtual store.  This means that if you navigate to the root of C: looking for a saved web page you will not see it.  However, if you open IE and then go to File, Open, and browse to the root of C: it will be visible as “UAC virtualisation” has combined the actual root of C: and the virtual store.
1.11.10. What can I do with Speech Recognition?
 
Work with programs and dictate text without a mouse or a keyboard  (1 mins, Article)
 
Use your voice to dictate text and control your computer.
 
1.11.11. Windows 7; Using Narrator and Text to Speech

Menus, messages, and other text can all be read aloud while you work  (1 mins, Reference Topic)


http://windows.microsoft.com/en-US/Windows7/Text-to-speech-frequently-asked-questions


Get answers to questions about Narrator and other text-to-speech programs that read on-screen text aloud.

1.11.12. Windows 7; Using the Ease of Access Centre
 
Use Ease of Access Center to adjust settings and programs that can help make your computer easier to see, hear, and use.

http://windows.microsoft.com/en-US/Windows7/Make-the-computer-easier-to-see-optimize-visual-display

 

 

1.11.13. Windows 7; Making items on the screen appear bigger (Magnifier)

Make things on the screen bigger as you work  (1 minute, Short Topic)

http://windows.microsoft.com/en-US/Windows7/Make-items-on-the-screen-appear-bigger-Magnifier

Use Magnifier to make items on the screen appear larger.

 

1.11.14. 32-bit versus 64-bit Windows 7 Operating System
There are many legacy applications and devices across the organisation that will not work with the Windows 7 64-bit Operating System (OS) e.g. no 64-bit drivers for equipment that is too expensive to update quickly.  After assessing Business needs and the risk of legacy applications and devices not working TIS concentrated on the development of a Windows 7 32-bit managed service.
 
TIS also identified that there is a small pool of staff that require the functionality of Windows 7 64-bit. In order to meet these users’ business requirements, such as high end data manipulation, a limited Windows 7 64-bit image was created.  At this stage we need to be sure that only essential operations, where the consequences have been fully considered, are transferred to the 64-bit service. 
 
Business priorities and needs will inform our decisions as to future service enhancement efforts.
 
If you have a business need for using a Windows 7 64-bit OS please read the related article below.
 
1.11.15. Windows 7 64-bit Operating System option
 

If you believe that your business needs require a Windows 7 64-bit Operating System (OS) you should first consider the limitations of the current 64-bit OS service described in this article. 
 
Installation of a Windows 7 64-bit OS should only be considered where performance under 32-bit is unacceptable, or where certain essential tasks are not possible without the 64-bit service (for example: running data analysis that fails entirely with less than 4+GB of memory, or that has an impact on the business due to excessive time needed to run). 
 
 
The currently available 64-bit OS includes only a limited software service comparable to that on the Hybrid image listed on the TIS Computing pages of the Intranet. Other software that is available through Run Advertised Programs on the 32-bit Windows 7 Hybrid image (e.g. EndNote), will not be available on the 64-bit image.
 
Configuration of all other software, hardware drivers etc. becomes the responsibility of the individual (or local Faculty IT support if available) to install and maintain.  This includes licenses, software installation and hardware configurations needed by the user. Please also ensure that you have access to all the installation media & licence keys for any software you require and that you have checked that all the software & peripherals you use are supported on Windows 7 64-bit.
 
We require the approval of your request from a relevant senior manager.
 
Should you wish to go ahead with the installation of the 64-bit OS please complete the attached form and return it to the Service Desk for processing.
 
Note: When you open the form, click on "enable editing" at the top of the page in order to complete it.
1.12. Accounts
1.12.1. Visitor Computing Accounts - Details and how to apply.

What is a visitor computing account?
 
A visitor account allows temporary computing access and is issued to short-term guests of the University. The account enables the visitor to get basic access to computing services such as:

   - WiFi through our EDUROAM network
   - Computers within Open Access areas.
 
How long can a visitor have a computing account for?

A visitor account can be issued for a maximum of two weeks. If the user requires longer-term access, a discretionary account may be more suitable.

How do I apply?

If a visitor requires a temporary account, their host (i.e. the person they’re visiting) should contact the Service Desk with the following information.
  • Name of visitor.
  • Duration of stay.
  • Purpose of visit.
  • Visitor’s contact details.

You can contact the Service Desk on 01752 588588, or raise a 'New visitor account' request via http://ITselfservice.plymouth.ac.uk

1.12.2. Discretionary Computing Accounts


A discretionary computing account may be available for someone who does not fall into an existing user category, including the following:

  • Formation Zone accounts
  • Student Union Staff
  • University of Exeter Medical accounts
  • Professional development accounts
  • Registered University Teacher (RUT) access
  • Retired staff
  • Working partners
  • Voluntary workers
  • Guests of faculty and VIPs

This type of computing account provides access to core software, email and the Digital Learning Environment. It does not include access to license restricted e-resources.


Please note: Staff Computing Accounts are for ‘full’ members of staff at the University and are processed internally. These happen automatically and do not need to be requested.


 

How to apply for a discretionary computing account 

Applications will need to be ‘sponsored’ by an existing managerial member of staff who is fully familiar with the work being undertaken by the discretionary member. Sponsors of retired staff will be the appropriate Dean or Head of School.

The discretionary membership will last for a maximum of one year after which the account will be terminated. If continued use is required, then a further application needs to be submitted.

The University reserves the right to refuse discretionary membership and may on reasonable grounds withdraw the use of the account without prior notice.

You can raise a request for a discretionary computing account via the IT self-service portal ( https://itselfservice.plymouth.ac.uk ). Please also complete the form below and attach it to the request. Please note that some faculties / departments hold these forms within the department for submission to the service desk.

If you have any queries, please phone the service desk via 01752 588588 or raise a new support request via the IT Self-service portal: https://itselfservice.plymouth.ac.uk

 

 


 

 

1.12.3. Problems with student computing accounts
 
If you are having problems with your computing account please contact:
 
Open Access on (01752 5) 88588 or
 

Alternatively, you can use Sunrise Self Service to report problems or request advice.

1.12.4. Changing or Forgotten your password
   Q:   How do I change my password

   A:  

To change your password:

  • Click on the Change Password link on the top right of the front page (home page) of the intranet (Student Portal or StaffNet)
  • Enter either your username or your student/staff number to verify your identity.

You will then be required to authenticate by answering two of the security questions that you were originally asked when your password was created. (If you have not previously set the security questions, you will be required to do so before you can change your password)


Note
:
If you have any external devices that connect and synchronise with your University mailbox (for instance mobile phones, tablet PCs etc.) these should be disconnected and once your new password is set, change the password on these devices before resynchronising them. Failure to do so, could lock out your computing account automatically.

The correct sequence is therefore:

   1 – Stop mobile devices from synchronising
   2 – Change your password
   3 – If logged in to a University machine, log out and in again using your new password (optional step, but may avoid problems)
   4 – Change the password for each of the mobile devices that you have to match your new password
   5 – Enable password synchronisation on each device, making sure that each works before moving on to the next.
 
 

Forgotten your Password:

If you have forgotten your password, you can access the change password page and devise a new one by visiting: http://www.plymouth.ac.uk/password

If you are still unable to do this, then computing support staff will be able to reset your password for you. Please contact the Service Desk on 88588 or, if phoning from an external number, call 01752 588588.  Alternatively, visit the Babbage Open Access area in Rooms 102 & 103, between 09:00 and 16:00 hours where support staff will be available.

Please note that you will be required to present recognised university identification in order to have your password changed (e.g. university card)
1.12.5. Final Year Disablement of Student Computing Accounts

Removal of Final Year Student Computer Accounts.

It is extremely important that you back up any important data before you leave. This includes all files in your U drive, My Site and all of your email.

Please note that files or emails cannot be recovered once your computing account has been removed.

If you are finishing your course this year you should note the following:

·    It is your responsibility to make copies of any files belonging to you which you wish to take with you for later use.

·    If you have been working on a final-year project, check with your supervisor to see if the department wishes to retain any work you have done. If so, either you or the department must make arrangements for the files to be retained in some way before your account is closed.

·    It is not be possible for us to redirect your university email, therefore, please tell people who mail you regularly when your account will be closing and remember to unsubscribe from any mailing-lists that you have joined.

·    You should inform (if appropriate) people who have made links to your web pages that they will cease to exist when your account is closed.

·    Don’t forget - if you have any remaining credit in your print account it can be used to pay off library charges and for buying materials from the Media Counter.

Note: Nothing will happen to your account until mid October at the earliest, however please continue to check your university email regularly over the summer for further information on graduation and confirmation of the date your account will be disabled and then, subsequently, the date it will be deleted.

 

Library Accounts

Library membership expires at the end of your course. Please ensure that all materials are returned and accounts cleared.

After the end of term, during the summer vacation, your University Card should still allow you access to the Charles Seale-Hayne Library Building. If you are continuing your studies next year and wish to borrow, it may be possible to arrange temporary associate membership over the summer. Please contact Special Support Services staff in the library for further details about this.

Check with your Faculty if you have any concerns regarding your finishing date, to ensure that you remain live on the student records system until the appropriate date.

For any other queries regarding your computer account, please contact:


Student Computing Support
Open Access, Babbage Room 102
Tel: 01752 588588
Email: libraryanditenquiries@plymouth.ac.uk



 
1.12.6. Staff Leavers: account disablement and removal

Staff leavers: IT accounts

A list of leavers is supplied by HR each week; accounts are normally disabled from log-in midweek following the leaving date.  Once the account is disabled, all associated groups and job details are removed.

The account is held as disabled for 3 months to enable the user to apply an out-of-office message indicating that they no longer work for Plymouth University.  Also, this enables quick reactivation if needed.

External email can be redirected for 3 months whilst the account is disabled; this is offered by HR in the leaver’s letter.
After 3 months, the account may be removed and data deleted.  Details are kept internally in case of audit.

Discretionary accounts may be applicable to leavers with an on-going role affiliated to the university; see the adjacent article for details.
 
1.12.7. Getting a computing account (Staff)
   Q:   Who do I contact about getting a staff computing account ?

   A:  
New staff and researchers should contact Human Resources where they will be given their user name and password together with a copy of the University's rules and regulations on using computing facilities.
You should change your password regularly to ensure the security of your account. Nobody but yourself should know your password.
1.12.8. Password policy re strong passwords
   Q:   Why do we need a strong password, and what is it?

   A:  
As the number of online University services increases, the importance of good password security also increases. Having a strong password is in line with best practice and will help protect your online identity, personal data, intellectual property and university systems, data and reputation.
There has also been a rise in threats that seek to capture staff passwords (e.g. via targeted phishing messages and through malware); periodically changing your password closes the window of opportunity if your account has been compromised and gone unnoticed.  It should be noted that attackers will not necessarily be looking to access a specific user’s account in order to get access to their system/data, but rather to get a foot in the door that could enable a wider compromise of the University network.
 
As a consequence, we are enforcing a policy discussed at Faculty IT Committees, and approved by the University Information Management Committee in February 2010. The policy can be found at: http://intranet.plymouth.ac.uk/computing/policies

A strong password that uses an increased length and range of characters reduces the susceptibility to automated cracking tools. Your computer account is therefore required to have a strong password to ensure the best possible protection. It must:

  • be a minimum length of 9 characters
  • include one or more upper case characters: e.g. A, B, C
  • include one or more lower case characters: e.g. a, b, c
  • include one or more numeric characters: e.g. 1, 2, 3
  • include one or more special characters: e.g. ! $ % & ‘ ( ) - . ^ _ { }  [NB: if you also use mobile technology, please note that not all these characters are supported by older devices.  Check before choosing your new password.]

Within the requirements of the above, it is still possible to choose a strong password that would still appear random but be memorable to you.  For example, you could think of a phrase and then use the letters to form the password.  So something like ...

Eskimo shoes could become: Esk1m0-Sh0Es or  Basking Shark could become: 8aSk!ngShark

All staff user passwords must be changed at least every six months. Staff users who have not changed their password in the last six months will, on the next login following no password change in the last six months, be required to set a new password. Student password change is enforced annually.

Following 12 incorrect login attempts, the user account in question will be locked out – i.e. unable to login. This lockout will be enforced for a duration of 30 minutes after which the user account will unlock again.

You will also need to provide additional security information for verification purposes when setting your strong password. This will be the answers to two of the three questions you selected when you set up your computing account. 
 
If you need support for any reason during this process, please contact the TIS Service Desk here or call (01752 588588), and a member of staff will get back to you promptly.
1.13. Applications
1.13.1. Email
1.13.1.1. Redirecting email

Staff and students can redirect their email if required.

We recommend all students set up email forwarding if they don't regularly check their student email account, to avoid missing important communications.

For information on how to set this up, see how to forward email to another account.

Find out more about your Office 365 account

1.13.1.2. Microsoft Office 365 and OneDrive
TEST/novo/admin/virtual/docs/InstallingOffice2016.pdf

Office 365 and OneDrive

 

Office 365 is your Student Email and OneDrive is a library for your files.


As part of your Office 365 you have:

 

·       a 50GB mail box

·      1TB (Terabyte) OneDrive for document storage and sharing

·      Office web apps Word, Excel, PowerPoint and OneNote online

·      Office 2016, for installation on up to 5 devices (any combination of PCs and Macs with apps available for mobile devices)

Click HERE for Office 365 download instructions.

OneDrive for Business is a library where you can store, share, and sync your work files across multiple devices. The files you store in OneDrive are private unless you decide to share them.

 

When you share documents and folders, you can decide whether to let people edit or just view them.

You can access your OneDrive from:

 

More information on Office 365

More information about OneDrive  

 

1.13.1.3. Setting up a new outlook profile or adding mailboxes. Office 365

Office 365 migration outlook client issues

If you have recently had your staff account migrated to office 365, you may find that outlook is unable to connect to the email server, or you may have difficulties accessing additional mailboxes that you have added within outlook.

The attached guide will take you through the steps to set up a new outlook profile and re-attach any additional mailboxes that you need to access.

1.13.1.4. Access email from home
   Q:   Can I get to my email from home ?

   A:  

Yes. The portal is a web-based service, so it can be used to access your emails and other University resources from any PC connected to the internet, using your unique username and password.

The portal address is:
 
Staff:         http://intranet.plymouth.ac.uk 
 
 
The link to your email is under MyEdesk.
1.13.1.5. Connecting to another mailbox in Outlook 2010

The linked document illustrates how to add an email account (which you have permissions for) to your Outlook profile.

Example uses include: an account for which you have delegate access if you are a PA, or an umbrella account accessible by a number of staff equally such as 'example-event@plymouth.ac.uk'.
1.13.1.6. Blocked attachments & Zip files






  
To protect the system from viruses and other harmful programs, potentially harmful attachments may be blocked by the Exchange system. The types of files that are not allowed include: exe, vbs, js, mdb (ie. executables, visual basic script, java script, Access database).
 
If you need to receive a file of this type you must ask the sender to send it as a 'Zip' file. A Zip file is sometimes called an 'archive' file. The Zip file itself is just really a container ... it holds the real files inside it. The purpose behind the Zip file is transportation and storage.
 
Software for Zip files
 
Plymouth University uses '7 - Zip' as a file archiver. Online FAQ for 7 - Zip can be found here
 
 
1.13.1.7. Calendars
1.13.1.7.1. Calendar 12 month display
   Q:   How do I make my calendar display 12 months ?

   A:  

In Outlook, go to Tools/Options in the menu then click the Calendar Options button. In the Calendar Options window click on Free/Busy Options, then Other Free/Busy.... and type 12 in the Publish box.

Click OK to close each window.

1.13.1.7.2. What is the group option for in Outlook calendars
 
Q. What is the group option for in Outlook calendars?
 
A. You can create a new group and moved shared calendars to that group to keep organised & easier to manage if you have several shared calendars to work with.

To create a group:

1. In Calendar view, choose the Home tab & Calendar Group.
2. Click Create New Calendar Group and type a name for the group.
3. Search for the names of the people whose calendars you want to add to your group. Then from the Search results, add selected names one-by-one to the Group Members list at the bottom of the dialogue box.
4. Click OK to confirm.
1.13.1.8. Changing email format
  


  

Outlook uses  MS Word 2010 as its default editor.

To change the format to Rich Text Format (RTF) or Hyper Text Mark-up Language (HTML):

  • click on the Tools menu and choose Options
  • click the Mail Format tab
  • select the format for your messages by selecting an option from the Message Format drop down list.

 

 

1.13.1.9. Contacts
1.13.1.9.1. Viewing your contacts list
  


  

In Outlook go to ...

  • Tools
  • Account Settings
  • Address Books 
  • New
  • Additional address books
  • Next
  • Select Outlook Address book
  • Next

Exit Outlook

Go back into Outlook (You need to do this for each folder you wish to see)

From the Folder list (View > Folder list) right click on your Contacts Folder, choose Properties, select the Outlook Address Book Tab, tick beside Show this folder as an email address book.

This should allow Contacts to be viewed in the drop down menu in the address book

 

 

1.13.1.9.2. Exporting Contacts or folders
   Q:   How do I export my Outlook contacts list or other folder ?

   A:  

You must first highlight the folder to export by selecting it in the folder list.

This could be your contacts, notes or calendar for instance:

  • go to File/Import and Export in the menu and choose Export to a file, click Next
  • select Comma Separated Values (Windows) and then Next
  • confirm that you have selected the correct folder and browse to the location where you wish to save the exported folder then click OK
  • click Finish to confirm the operation.
1.13.1.10. Delegate accounts and private email
Q: Why can't I see all the items in a shared mailbox? 
 
A:  The Microsoft Outlook client is designed to filter messages marked as private so that only the intended recipient is able to view the message in their inbox.  The filtering process prevents delegates from viewing the contents of private messages that were intended for the original recipient only.

This means that if you add another user’s mailbox or a delegated generic account to your Microsoft Outlook profile, when you open this other mailbox, you are not able to view messages that are marked private.

To enable delegates to see messages marked as private, follow these steps in Outlook.

1.    The Originators (shared) account must set this up for all delegates

2.    On the Tools menu, click Options, then click Delegates tab

3.    Click Permissions and assign reviewer permissions (or higher) to the inbox

4.    Click to select the “Delegate can see my private items” check box

5.    Click OK and then Apply

Please note that once you have allowed this then all emails marked private will be able to be read within your mailbox by your delegates.

Tip: It would be good practice to login to Generic accounts and set up this access for all delegates of the account, in case someone does send an email marked private.

1.13.1.11. How do I digitally sign and encrypt email using Outlook?
1.13.1.12. Email address
   Q:   What's my email address ?

   A:  

You can check by looking on your portal page or in the Outlook Address Books.

Note: Your display-name is usually forename.surname but it may contain an initial or a number where there are duplicates.

  • UoP staff:  display-name@plymouth.ac.uk
  • UoP student:  display-name@students.plymouth.ac.uk
  • UoP postgraduate student:  display-name@postgrad.plymouth.ac.uk  
  • PCMD student:  display-name@students.pcmd.ac.uk
  • Peninsula Medical School (PMS) staff:   display-name@pms.ac.uk
  • PMS student and postgrad:   display-name@students.pms.ac.uk
  • Peninsula Allied Health Collaboration (PAHC) student:   display-name@students.pahc.ac.uk
1.13.1.13. Grouping in Outlook
Q. How do I Switch off grouping in Outlook so it does not split it into today, yesterday, etc?
 
A. Go the the View menu in Outlook, choose Arrange By and uncheck 'Show in Groups'.
1.13.1.14. Mailbox size - check
   Q:   Can I check the size of my mailbox?

   A:  

Staff can find out the size of their mailbox and any Outlook folder:

• Click on File and select Mailbox Cleanup from Cleanup Tools and click on the View Mailbox Size button to see the size your inbox and each folder within it.

The total size of the mailbox and subsequent folders will be displayed (where 1000K = approx 1MB).

1.13.1.15. Message Header
   Q:   How do I find the full header in an email message ?

   A:  
Open the email message and click on the arrow to open up the Options menu box.
The window that opens will show the message's full header, labelled Internet headers. This describes the route the message has taken to your mailbox.
 
In case of problems with message delivery you may be asked to give this information to our support staff. You can copy and paste it into an email or document if necessary.

This is an example route and email could take:

Microsoft Mail Internet Headers Version 2.0
Received: from ils200.uopnet.plymouth.ac.uk ([141.163.66.67]) by 03-CSEXCH.uopnet.plymouth.ac.uk with Microsoft SMTPSVC(6.0.3790.211);
Wed, 9 Feb 2005 06:30:14 +0000
Received: FROM tracy.csd.plymouth.ac.uk BY ils200.uopnet.plymouth.ac.uk ; Wed Feb 09 06:19:53 2005 0000
Received: from mercury.ex.ac.uk ([144.173.6.26])
by tracy.csd.plymouth.ac.uk with esmtp (Exim 4.43)
id 1CylMX-0002aL-8u
for g.dean@plymouth.ac.uk; Wed, 09 Feb 2005 06:30:09 +0000
Received: from [144.173.6.1] (helo=cen.ex.ac.uk)
by mercury.ex.ac.uk with esmtp (Exim 4.41)
id 1CylMX-00yj2S-3M; Wed, 09 Feb 2005 06:30:09 +0000
From: root@exeter.ac.uk
Date: Wed, 9 Feb 2005 06:30:08 GMT
Message-Id: <162875897.200502090630@cen.ex.ac.uk>
To: peter.rayment@pms.ac.uk, natalie.heath@pms.ac.uk, rebecca.pearce@pms.ac.uk,
G.Dean@plymouth.ac.uk, S.L.Grange@exeter.ac.uk
Subject: Exeter PMS student updates
X-Spam-Checker-Version: SpamAssassin 2.64 (2004-01-11) on
tracy.csd.plymouth.ac.uk
X-Spam-Level:
X-Spam-Status: No, hits=-4.7 required=8.0 tests=BAYES_00,NO_REAL_NAME
autolearn=ham version=2.64
X-SA-Exim-Connect-IP: 144.173.6.26
X-SA-Exim-Mail-From: root@exeter.ac.uk
X-SA-Exim-Version: 4.1 (built Wed, 01 Sep 2004 12:39:50 +0100)
X-SA-Exim-Scanned: Yes (on tracy.csd.plymouth.ac.uk)
Return-Path: root@exeter.ac.uk
X-OriginalArrivalTime: 09 Feb 2005 06:30:14.0182 (UTC) FILETIME=[D02F6460:01C50E70]

1.13.1.16. Out of office
   Q:   Can I use Outlook to let people know I am on leave?

   A:  

Yes.  Outlook has a useful feature called the Out of Office Assistant which allows you to send a message to senders even when your PC is switched off.

To set up the Out of Office Assistant:

  • click on the Tools menu and select Out of Office Assistant to open the dialogue box
  • select I am currently Out of the Office
  • click in the AutoReply only once to each sender with the following text: window and type the message you want people to receive
  • click OK

The first time you log in to Outlook after switching on the Out of Office Assistant, you will be reminded that it is on and asked if you wish to switch it off.

Running Rules in the Out of Office Assistant:
 
You can set up the Out of Office Assistant to process your rules i.e. you may be expecting mail that needs to be dealt with immediately so you can set up a rule that will forward messages received by a particular person.

These instructions will allow you to send an Out of Office message as well as forward any mail you receive from a specific person:

  • click on the Add Rule button to open the Edit Rule dialogue box
  • click on the From button, select a name and click OK to confirm
  • click the Forward tick box to select it, click the To button and select the name of the person you wish to forward the mail to
  • click OK and notice that the rule appears in the dialogue box window
  • click OK to finish

 

 

1.13.1.17. Personal distribution lists
   Q:   How do I create a personal email distribution list ?

   A:  
  • Create a new distribution list in your Outlook Contacts folder by clicking New Contact Group.
  • Name your group and click Add Members; you can add members from your Outlook contacts, your address book or by adding a new email contact.
  • Choose where to find your contacts and double click the contacts names.
  • When you have finished choosing your contacts click OK and the names will be displayed in the members list.
  • Click Save & Close
  • The new distribution list will now be in your Contacts.
1.13.1.18. Phishing emails

Phishing

What is phishing?

Phishing is the name given to the practice of sending emails purporting to come from a genuine company or organisation operating on the Internet.  These scam emails attempt to deceive the recipients into entering confidential information such as credit card or bank details, passwords and account data.  The links contained within the message are false, and often re-direct the user to a fake web site.  Many fake emails can look very convincing, complete with company logos and links that seem to take you through to the company website, although this too will be a fake.

How can I tell if an email is genuine or fake?

There are often common clues that may help you identify a phishing email. For example, you may find that the email:

  • has come from an unexpected email address (eg @hotmail.com, @gmail.com or @yahoo.com) instead of one associated with the organisation that is claiming to be contacting you.  However, you should never respond to any emails that ask you to reply with confidential information, such as your user ID and password.  The University will never ask for this information via email.
  • may contain poor spelling and grammar, and/or a lot of capital letters
  • warns of a big change but has no email address or phone number for further information
    .

What happens if I respond to a phishing email? 

If you unsuspectingly divulge your University account username and password to a third party, you could be putting yourself and the University at risk.
  • Your email address may be accessed and used to send tens of thousands of spam emails to others, and this could lead to email from Plymouth University being delayed or blocked by other universities and Internet Service Providers (ISPs).

  • If you are are a member of staff, the hackers could access the HR systems to steal your bank details, home address, national insurance number and employment details – all of the ingredients needed to commit financial fraud and identity theft.
  • The University’s public image could be damaged if vital information is hacked.

  • Other students and staff are at risk from hacking.
 
Isn’t my account protected?

The University runs blocking filters and software designed to prevent this type of email from getting to users.  However, it is inevitable that a small percentage of this constantly evolving phishing threat will make it through before being identified and blocked.

How can I stay safe?

 Use the following tips to protect yourself and the University.
  • Never disclose personal information in response to an email. University staff will never ask you to reveal your login details via an email.

  • Treat your University IT account details as highly confidential and a way of accessing sensitive information – never disclose your login ID or password to anyone outside the University.

  • Avoid using your University account password on other internet services outside the University.

  • Look carefully at who the email is from. If it is not clearly from Plymouth University (eg it shows an external email address) then it hasn't come from the University. However, even if it has been sent from a Plymouth University email address, you must not respond to any request for your password or confidential details as the account may have been compromised.

  • Even if you suspect an email message may be genuine, do not click the links within the mail message. Open a new page from your internet browser and visit the relevant web page directly.
     

  • If in doubt, seek advice – log onto the IT Self Service portal (https://itselfservice.plymouth.ac.uk), click on Report A Fault then use the drop-down options to select Report a Phishing / Fraudulent Email and then follow the instructions within the 'Description' field.
  • Remember, the only person who needs to know your password is you. Any email that asks for your password is a hoax.

 

Further information and reading

 

1.13.1.19. What is POP3?
Post Office Protocol version 3 (POP3) is used to retrieve email from a remote server over an IP connection.  The University does not support POP3 access to the email service.
1.13.1.20. Recall email message
   Q:   Can I recall an email once it’s been sent ?

   A:  

Possibly.

  • go to the Sent Items box and open up the mail you wish to recall
  • go to Actions and click on Recall this message
  • select the Delete option you'd like to use

If the recall is successful then you will receive a notification.

However, it may be that the message is beyond recall.

1.13.1.21. Restore deleted messages
  


  

If you use Outlook 2010 click on the Folder Tab, then click Recover Deleted Items. Select the items in the pop up window you wish to restore and then click on the envelope icon to recover the selected items.

You can then select which messages to restore. However, these messages are only available for restoration for about 21 days.

If you use Outlook Web Access select Options on the left-hand side of the page and Deleted Items in the list of options.

You can then retrieve some or all of your deleted messages.

1.13.1.22. Set Outlook for the web default reply behaviour

The default action for the reply button in Outlook on the Web is 'Reply to all'. This may catch out some users who are expecting the button to be a simple 'Reply' to the sender.

By default, the button that appears in the reading pane is 'Reply all'. (To send a one off Reply to sender, you can select 'Reply' by clicking the down arrow on the right hand side and selecting 'Reply' from the list.)

To change the default button behaviour from 'Reply all' to 'Reply to sender', click the Settings cog in the top right of the page.

 

In the menu that appears, click on 'Mail' under the 'Your app settings' heading. 

 

In the 'Mail' settings panel that appears, click on 'Reply settings in the 'Automatic processing' section.

 

On the Reply settings page, change the setting for 'Make my default response:' to 'Reply'.

 

 Now when you view an email, the default action for the Reply button will be 'Reply' (to sender).

 

 

1.13.1.23. Shortcut to another mailbox
   Q:   How do I view someone else's mailbox in Outlook ?

   A:  

To do this you must be given Read access to the other person’s mailbox (or folder). When this is done:

  • go the File menu in Outlook and choose Open > Other user's folder ...
  • enter the name of the person or browse the directory by pressing Name
  • select the person and click Ok.

You will now be able to see their mailbox (or folder).

1.13.1.24. Signature
   Q:   How do I insert a signature in an email ?

   A:  

Using Outlook 2010:

To insert a signature into a message:

Click on the New E-mail and click on Signature > Signatures
 
The Signatures and Stationery dialogue box is displayed showing any signatures that have been created; you can add, edit or remove signatures here.
 
When you create a new message your signature will be inserted automatically. To change to another signature you can right-click on the default signature and choose one from the shortcut menu.

Using Outlook Web access:

Click on Options and under Messaging you can create or edit your email signature. Click on Save.

Your signature will now appear on all new emails. 

 

1.13.1.25. What is SMTP
Simple Message Transfer Protocol (SMTP) is the protocol used to transfer email across the Internet.
1.13.1.26. SPAM and Junk mail
   Q:   How do I stop all this junk mail, spam and viruses ?

   A:  

You can limit the amount of junk mail by not signing up to Internet groups, mailing lists, etc. Organisations will pass on your details to others so one registration on one site sparks more at others.

If you do not want to receive marketing messages and other rubbish, Outlook can automatically move them from your Inbox to your Deleted Items folder or to any other folder you specify if you create a Rule for this.  Information about setting up rules can be found on the Microsoft Support website.

Outlook also has a folder called Junk Mail, where you can move junk e-mail and then review it before deleting.  Or, you can have junk e-mail delivered to your Inbox, but colour-coded so you can easily identify it.

You can also filter messages based on the e-mail addresses of junk and adult content senders, allowing you to move or delete all future messages from a particular sender.  You can review the Junk Senders list and add and remove e-mail addresses from it.

Spam mail and virus attacks are handled both centrally and locally.  If a series of identical emails arrive then the spam filter at the mail hub will identify these and label them Spam before delivery to the addressee or delete them.

Viruses, similarly, are identified and deleted at the point of arrival where possible.  Each PC has virus protection software which is updated daily to respond to attacks. Click here for more info on University virus protection software

NB: Be wary of opening unidentifiable emails and attachments as these are the mechanisms for spreading viruses. If in doubt, delete the message.

False Positive Junk Mail

Sometimes Microsoft Outlook 2010 treats email from valid contacts as junk mail (false positive). You can configure Outlook 2010 to automatically add the people you send emails to, to the Safe Senders list by the following method:

1.   Launch Microsoft Outlook 2010 > click the Junk drop-down box under the Home tab and then choose Junk Email Options.

2.   Now in the Junk Email Options window, navigate to the Safe Sender tab and click in the "Automatically add people I e-mail to the Safe Senders List" option.

3.   Click OK to complete the configuration.  Now valid emails will not be marked as Junk by Outlook 2010 over and over again.

Every few days, take a few moments to scan the junk mail folder for false positives. Once scanned, right click on it and choose Empty Junk Email. After you add  new addresses to the Safe senders list, you’ll find few false positives, but setting it to delete messages immediately is not recommended

 
 
 
 
1.13.1.27. Spam
How to spot a Spam email:
  • the sender’s email or web address is different to the genuine organisation’s addresses
  • the email is sent from a completely different address or a free web mail address
  • the email does not use your proper name, but uses a non-specific greeting such as 'dear customer’
  • the email threatens that unless you act immediately your account may be closed
  • you're asked for personal information, such as your username, password or bank details
  • the email contains spelling and grammatical errors
  • you weren't expecting to get an email from the company that appears to have sent it
  • the entire text of the email is contained within an image rather than text format
  • the image contains a link to a bogus website
 
1.13.1.28. Business Card
   Q:   How do I create a Business Card as an alternative email signature ?

   A:  

To set up your own Business Card you must first set yourself up as a contact in the Outlook Contacts folder, then:

  • create a new e-mail go to Signature> Signatures
  • click on New then give the signature a name, in the Edit signature window, click on Business Card
  • select your own name from the Address Book
  • click OK and close all windows.
1.13.1.29. Email - creating reusable text
You can create templates in Outlook but there are much easier ways of doing it. The two simplest ways are creating a signature or using a quick part.

Mail Signature

1.    Choose Tools/Options and the Mail Format tab.
2.    Click the Signatures button.

3.    Click New and give it a suitable name.

4.    Type the text in the box below – add your normal mail signature on the end as you can’t use more than one mail signature in a message.

5.    Click Save and then click OK twice to close the dialog boxes.

6.    To use your signature, create a new mail message and right-click in your normal signature – you will see a shortcut menu and can tick the one you want to use.

7.    Alternatively, you can click the Signature command button on the Message tab to insert it.

8.    You can have as many of these as you like and can edit them in your message.

Quick Parts

1.    Create a blank message and type the text you want to use (don’t need to include your mail signature for this one).

2.    Select the text to reuse and click the Insert tab and Quick Parts command button.

3.    Choose Save Selection to Quick Parts Gallery.

4.    Type a short name, acronym or abbreviation and type it in the Name box. You can type more information in the Description box.

5.    In the Gallery box, it should say Quick Parts.

6.    There are further options in the Options drop down list box to define how you want your text to appear.

7.    Click OK to save.

8.    To use your quick part, create a new mail message. You can either type the first couple of letters of your short name and press F3 function key, or select the Insert tab and click the Quick Parts button – a drop down list of all your quick parts will display, and you can select from the list.


1.13.1.30. Checking mailbox usage from Outlook Web Access

To use Outlook Web Access to check how much of your mailbox you are using, please do the following:

  • Load up Internet Explorer (unfortunately other web browsers don't display the information we want)
  • Logon using your UoP or PCMD username and password to: 

webmail.plymouth.ac.uk 
  • Near the top left of the screen it should list your name above your Calendar, Inbox etc, if you hover the mouse pointer over that text, a tool tip should appear telling you how much of your mailbox you are using and how much space you have in total.

          



RV 11/12/09

1.13.1.31. How do I request a generic email account?
Please complete the form below, and attach it to a 'New Computing Account' request here.
1.13.1.32. How do I request a global distribution list
Please complete the form below, and attach it to an 'Update User Permissions' request here.
1.13.2. File Space
1.13.2.1. Staff Shared Areas - Storage
The Staff Shared Areas are a collection of locations used for the storage of collaborative work for Schools and Departments, Faculties, Directorates and work groups. The primary location for this storage is on \\filespace3
 
Primary Staff Shared Area Storage

The Primary location is on \\filespace3 and is linked to as: \\filespace3\shared. There is currently 500GB of storage allocated for these shared areas. Areas are requested by staff and are typically based on the Department or School. Each area has a quota restricting the size of the area.
 

Setting up a new Primary Staff Shared Area

A request that has been approved will result in the following actions:

  • A new folder will be created in the relevant location on the Shared volume of the server. The name should be kept as brief as possible and preferably less than 6 characters.
  • 3 new Active Directory security groups are created (An 'Owners' group, a' Read/Writ'e group and a' Read Only' group).
  • The Owners group gets the rights to amend the memberships of all three groups via Outlook.
 
 FAQs
 
Staff member cannot access the Shared Area

Check they are using the correct pathname for the required area. Check they have permissions to allow access. (right click, properties, Security) If groups are listed then ensure the user is a member of the group. If the Customer does not have access they should contact the Shared Area Administrator or anyone in the Owner group. Changes to access can take up to 24hrs to work.

 Mapping a Drive to a Shared Area
  1. Click the 'Start' button
  2. Right click on 'My Computer'
  3. Select 'Map Network Drive
  4. Choose an avialable drive letter - usually the 'H' drive
  5. Type the full pathname for the folder you wish to access. For example: \\filespace3\shared\TIS\Support
  6. Tick the box to 'reconnect at logon'

Cannot edit or save files

Database files cannot be saved on \\filespace3
Email type files cannot be saved on \\filespace3 and are not appropriate for a Shared Area
Check that the permissions on the folder are correct - 'Write' or 'Modify' permissions are required

Staff member is an Administrator or Owner but cannot alter permissions

The Administrator should have ‘Full Control’ (right click the folder > Properties > Security). On \\filespace3 the 'Administrator' cannot alter permissions on their folder. They should grant and remove access by updating the Outlook groups. This can only be done if they are themselves in the ‘Owner’ group.
Folder on Filespace3 needs specific permissions to restrict access
 

Staff can use their OneDrive space to share files for local collaboration, more information can be found here:https://www.plymouth.ac.uk/your-university/about-us/university-structure/service-areas/it-services/onedrive-for-business  

 
1.13.2.2. Increasing filespace
   Q:   Can I have more file space ?

   A:  

Each member of staff and each student is allocated a fixed amount of file storage. This is based on user numbers and the size of the physical on-line storage devices. More file space may be available temporarily - e.g. working on a research project or dissertation - and some users may be given extra because of the nature of their job.

You should contact the Staff Support Desk or local Student Enquiry Desk.

NB: You will be asked to carry out house-keeping of your current files in order to free more space before further allocation is agreed.

1.13.2.3. How do I access my shared filespace from home?
 

Staff may access their shared area, H: drive from a home PC. You will need to login to your own University account using a VPN connection. Information about setting up a VPN connection can be found here

You can then go to the shared area by using the full pathname and map a drive in the usual way.

If you are using a University laptop, then the drive mapping might already be set up but may not work. You will need to re-map it from home.

If you are unsure of the full pathname then click the Start button, My Computer and note the path of the H drive. Open up the H: drive and navigate down through the folders to build the full pathname.

Click Here to access information and the document about saving files.

1.13.3. Software
1.13.3.1. How to install Applications via Software Centre

How to install Applications via Software Centre

Microsoft System Center Software Center has replaced Run Advertised Programs.

The attached guide describes how to use Software Center to install, update and uninstall software on your Windows PC. 

1.13.3.2. Check your computer is protected with Kaspersky 10

How to check if your computer is protected with Kaspersky Endpoint Security 10


1) Please click at the bottom right hand corner of your task bar



2) Right click on the Kaspersky logo and select ‘About’.

 
3) If you see this window then your system is safe and no further action is required.


  

What to do if your system is not protected with Kaspersky Endpoint Security 10


Please note: your computer will need to be connected to the University network on the campus to enable the update.

1) Wait for the update to be remotely deployed to your computer. This will require a ‘restart’.

OR

2) Manually upgrade your computer by following these steps

  • Click Start > Control Panel > Run Advertised Programs (32-bit)
  • Select Kaspersky Endpoint Security 10 - Install and click Run
  • Once the installation has been completed, you must Restart your computer to be fully protected. 
1.13.3.3. Software licencing

 

All software may only be used if there is an appropriate licence for the computer on which it is being used.

It is very important that all software used within the University (and indeed on your home systems) is used in accordance with licence conditions associated with the software package. If you are uncertain, then please contact the TIS Service Desk for advice:

Email: support@plymouth.ac.uk

Tel: 01752 588588 (internal 88588)
 
 
Licences essentially are permission from the creators of the software for use of their intellectual property and copyrighted material. 


Software Licences vary significantly depending on the licence or product and volume purchased. Smaller volumes or single pieces of software purchased as individual units restrict the use of it to a single identifiable machine within the University. Other software agreements supplement this with terms that it must only be used in certain site locations (e.g. University School, laboratory or site). It should be noted that most software licences prohibit the copying of software under the Copyright Designs and Patents Act of 1988. 

Subscription and Site Licences will generally follow the above. In addition to this they sometimes specify a number of users or devices, or alternatively a specific site may use the software either concurrently or a maximum number of users at any time.

Violations of copyright are legally punishable. Matters of infringement are treated seriously by the authorities and under no circumstances may the use of illegal software or copying be justified. Penalties for violation of these agreements are criminal liability, unlimited fines and imprisonment.  
1.13.3.4. Frequently Requested Software



 Name
 Description  
 Where available  Home Use
AdobeCreative Cloud (inc. Photoshop & Illustrator)Software for graphic design, video editing, web development, and photography All Open Access machinesYes - see link below to Work@Home software
 Ansys   Engineering software   Smeaton, Babbage 102, Library PCs x 19 (level 0, outside 008 & in 003) 
 ArcGISMapping software All Open Access machines 
AutoCAD A software application for 2D and 3D computer-aided design (CAD) and drafting All Library Open Access machines, Babbage 102, RLB rooms 201, 202, 213, 403, 501, 601

 

  

CES EdupackA database of materials and process information, powerful materials software tools, and a range of supporting textbooks, lectures, projects, and exercisesSmeaton, Babbage 102, Library PCs x 19 (level 0, outside 008 & in 003)Yes - see link below to Work@Home software
LinuxA Unix-like and POSIX-compliant computer operating system All Open Access machines 
Lusas Modeller Engineering Software Smeaton, Babbage 102, Library PCs x 19 (level 0, outside 008 & in 003)
 
Masterseries   Engineering SoftwareMarine 111, Smeaton 100, 104, 105, 108, Library PCs x 19 (level 0, outside 008 & in 003) 
MATLAB A high-level technical computing language and interactive environment for numerical computation, visualisation and programming All Open Access machines Available to buy at a much reduced student rate from http://www.mathworks.co.uk/
Minitab Statistical software All Open Access machines in the Library and Babbage, Cookworthy 239, 417, 512, 513, 514, 515, 517, 519, Smeaton 100,104 and Fitzroy 310
Yes - see link below to Work@Home software
NVivo (QSR) A qualitative data analysis (QDA) computer software package All Open Access machines Yes - see link below to Work@Home software
Sigma Plot Scientific data analysis and graphing software Fitzroy 310, Davy 707, Smeaton 100, all Library Open Access machines
 
Solidworks 3D mechanical CAD (computer-aided design) program

All Library Open Access machines, Babbage 102, RLB 201, 202, 211, 212, 213, 403, 501, 601, Brunel W102/a

 
Tekla StructuresEngineering software   Library PCs x 19 (level 0, outside 008 & in 003), Smeaton 105 
   
     Link to software at home page http://workathome.uopnet.plymouth.ac.uk/
1.13.3.5. Internet settings needed for using In-Tend
 
In order to use the In-Tend site correctly, the following changes need to be made to Internet Explorer security settings:
 
-> Go to Tools / Internet Options
-> Click on the Security tab 
-> Select Trusted Sites
-> Click on the "Custom Level" button
-> Scroll to Downloads 
-> Change "Automatic prompting for file downloads" from Disable to Enable
 
-> Within the Trusted Sites section,
-> Click on the Sites button
-> Paste the link into the "Add this website to the zone" field click Add 
-> Click on Close / OK to save the settings. 
 
1.13.3.6. Agresso
Agresso is the University's financial system, underpinning its financial transactions and management. 
 
Agresso Self Service enables you to enter or approve expense claims, enter or approve purchase requisitions and run financial reports.
 
If you are a member of staff needing to access Agresso, or searching for guidance notes or training materials,  information is available on their community.
 
Connect to Agresso here: https://agresso.plymouth.ac.uk/agresso 
 
1.13.3.7. Helpful information for ArcGIS users
 

For more help with ArcGIS, please follow the link http://plymouth.libguides.com/c.php?g=48957&p=314798

 

1.13.3.8. Autorun is disabled on University PCs
When a disc or a drive is inserted in to a PC, Windows detects the arrival and checks the contents for a special file containing a set of instructions. This normally initiates some software to run or install on the PC. This feature is known as Autorun (in some cases Autoplay).
 
The Autorun function has been used as a vector for malware and viruses for some time, with virus infections commonly seen on pen drives.
 
To prevent the spread of malicious software on University machines Autorun has been disabled.
 
To manually achieve the same functionality as Autorun you will need to:
  • Open the drive or disc you have just attached via My Computer (Start, My Computer)
  • Double click on Autorun.inf. The .inf file will open in notepad
  • The Inf file will contain a line which reads: Open=****.exe
  • Find the exe mentioned in the Open= line and double click on it.
 
 
 
 
 
 
1.13.3.9. Document Management System (DMS)
 
The Document Management System (DMS) stores documents that can be published on the Intranet.  The system uses Windows File Explorer to access and manage documents.. 

Click on the link below for a copy of the Document Management System Guide.
 
 
 
1.13.3.10. Electronic signatures

Using electronic signatures

Be aware that electronic signatures are no more secure than signing a piece of paper. If you need to use an electronic version of a signature, make sure that it is only used when authorised by the signatory and is stored in a secure location, such as your u: drive, My Site or a shared area, with access restricted to those authorised to use it.  

Programmes such as Adobe Acrobat Professional will provide extra security features to prevent a signature from being copied however, this does not stop anyone from using the ‘Print Screen’ button to take a copy of the signature on screen.  A workbook on using Adobe Acrobat 8 is available from the IT Training community in the General documentation section at: http://staff.plymouth.ac.uk/it-train/itdocn

More details on how to purchase a licence for Adobe Acrobat Professional can be found in the ILS Computing community under the University Wide software section at: http://intranet.plymouth.ac.uk/computing 

1.13.3.11. Employee Self Service System (ESS)
Question:
 What is the Employee Self Service System

 
 
Answer:
Employee Self Service (ESS) allows you to easily and securely view and update your HR/Payroll information as well as providing access to the on-line system for job vacancies. Given the sensitive nature of the information, ESS will require you to enter your university username and password in order to log in. Please ensure that you log out of your session when finished and avoid using ESS in a public setting if possible.
 
Further information and links to guidelines can be found here.
 

 

 
 
1.13.3.12. EndNote

EndNote UoP Support Page

1.13.3.12.1. EndNote for home use

Can I use EndNote at home?
The EndNote referencing software is available on all Plymouth University machines. Home use is not available for staff or students within our site licence.

It is possible to purchase a copy of EndNote at a discounted rate for any staff or student from Plymouth University direct from Bilaney Consultants. You must use your university email address to purchase from this website.

Alternatively you can register for a free EndNote Online account, either via your desktop version of EndNote, or via the Web of Knowledge database, which should be accessed via Primo.  EndNote Online is a simplified version of the full EndNote but still offers the key functionality, such as automatically importing references into your library and cite while you write, and is available away from the university network.  Full instructions on how to register for an account can be found on the EndNote support site.  

FURTHER INFORMATION
For more information about EndNote and EndNote Online, visit the EndNote support site 

 

 

1.13.3.12.2. EndNote Online
 
EndNote Online is a web-based research and writing tool designed to help under-graduates organise references and create bibliographies. EndNote Online is the web version of EndNote and is freely available to all members of Plymouth University whether using a Mac or PC.  EndNote Online does not have all the functionality of the desk based version but the advantage is that it is available on the web so you are not tied to a university PC or Mac.
 

For information on setting up an account and using EndNote Online please go to the EndNote support site.

 

1.13.3.12.3. Help with referencing software
   Q:   Is there any help for EndNote or Reference Manager users ?

   A:  
The team of Information Specialists support anyone using the EndNote software. Visit the EndNote support site for more information.
There is currently no formal support of Reference Manager.
1.13.3.13. Log on problems
   Q:   Why can’t I log-in to the network on my University PC/laptop ?

   A:  

1. You may have typed the wrong password, check that Caps Lock and Num Lock are not on, is the user name correct?  After three unsuccessful attempts the system will not allow you to try again within 20 minutes. You should go to www.plymouth.ac.uk/password and register another password, giving the answers to the three questions that appear.

2. You may see a message such as “The system cannot log you on now because the domain UOPNET is not available" which indicates a physical problem relating to network connectivity. You should:

Check that the network cable is securely attached to your machine, (squeeze the connector top and bottom, pull it out from both the machine and the network socket and push back into the sockets until they click).  If the machine is connected to the network you should see a green light where the cable attaches to the PC.

If, after these checks, you are still unable to log-in to the network, contact the Support Desk on ext. 88588 giving your physical location, machine serial number and wall socket number.

1.13.3.14. Office 2010
For Office 2010 Help, Information, Training documentation and FAQs on all Office 2010 applications, click here: https://student.plymouth.ac.uk/ithelp/wiki/Home.aspx
 
1.13.3.14.1. How to add another Mail Box to your own Mail list
Question:
 How do I add another persons in-box to my own email folder list?      

 
 
Answer:
Instructions on how to do this can be found in the IT Home Help pages.  Click on the Outlook Staff Email button and then open the document "Using delegate access in Outlook 2010".
Click on the link below to open IT Home Help pages:

 

 
1.13.3.14.2. Changing your calendar permissions
Question:
   I want to view more than the Free/Busy schedule on their network calendar?

 
 
Answer:
 The user will have to give you permission to view more details, edit, or have full control of the calendar by following these instructions.
• Open Outlook.
• Click Calendar button.
• Select “Calendar Permissions” from the ribbon.
• Within the Calendar Properties window which opens, you can add people by clicking the add button and then edit their permission levels by using the drop down list.
Each of the calendar permissions allow you to do as follows:
• The following three Permission Levels allow the granted person to delete files in the folder you give them access to. Use with caution
o Owner - This grants FULL permission to the selected folder. Typically a bad idea.
o Publishing Editor - This also grants FULL permission to the selected folder, but it does not change who "owns" the folder. Be careful when using this option (useful if other people need to organize your folder)
o Editor - This grants FULL permission, except for the ability to create new folders. Good for basic calendar sharing.
• The following two Permission Levels allow the granted person to edit/delete only files they have created.
o Publishing Author - Similar to Publishing Editor, except the granted user cannot delete files (or appointments) you have created.
o Author - Similar to Editor, except the granted user cannot delete files (or appointments) that you have created.
• The following four Permission Levels grant minimal access to your folder.
o Non editing Author - The user can create items (not folders), but cannot edit anything. They can delete items that they have created.
o Reviewer - The user can see folders, but not sub-folders.
o Contributor - The user can create items.
o None - The user has no permissions (That is why the Default user is setup with the Permisson Level: None).

 D.B 24/10/2011

 
 
1.13.3.14.3. Import Timetable using Outlook 2010
Question:
 How can I import my timetable into my Outlook network calendar?

 
 
Answer:
 You can import your network calendar into your outlook network copy by following these simple instructions:
• Open you timetable on the intranet.
• Download the iCal folder by following the instructions on the timetable page.
• Save this file as a sensible name.
• Then Open Outlook.
• Click File > Open > Import.
• Select “Import from another program or file” in the popup window.
• Navigate to where you saved the file and click OK.
• A box will appear asking “Do you want to open this calendar as a new calendar or import its items into your calendar?”
• Select Import and this will add the timetable to your network copy.

 D.B 24/10/2011

 
 
1.13.3.14.4. Viewing Outlook Calendar's
Question:
 I want to view someone elses calendar. How can I do this?

 
 
Answer:
 You can open a network calendar by following these simple instructions.
• Open Outlook.
• Click the Calendar button.
• On the ribbon, you then click a button labelled “Open Calendar.”
• In the resulting drop down list, select “Open Shared Calendar.”
• Then in the popup box you can then type the name of the user’s calendar and click ok.
• This will populate your shared calendars list with the specified person’s calendar and you can then see their schedule.

 D.B 24/10/2011

 
 
1.13.3.14.5. Office 2010 Frequently Asked Questions

Office 2010 Frequently Asked Questions

Office 2010 FAQs are available here https://student.plymouth.ac.uk/ithelp/Office/2010FAQ/default.aspx .

 
DB 22/07/2011
1.13.3.14.6. Outlook 2010 autocomplete address book doesn't update
Question:
 

The Auto-Complete list in Outlook 2010 doesn’t remember names or email addresses


 
 
Answer:
The Auto-Complete List is a feature which displays suggestions for names and email addresses as you start to type them. These suggestions are possible matches from a list of names and email addresses from the email messages that the customer has sent. If names and email addresses entered aren’t saved to the Auto-Complete list, do the following:


1. Go to the ‘File tab in Outlook > ‘Options’

2. Click on ‘Mail’ in the left hand side menu

3. Scroll down to ‘Send Messages’ section

4. Click on the ‘Empty Auto-Complete List’ button

5. Say ‘Yes’ to the prompt box > click ‘OK’

6. Close Outlook completely > Re-open Outlook


This procedure will clear down all existing entries in the Outlook autocomplete address book and a new list will begin to populate.

 

 
 
1.13.3.15. Protecting a computer
   Q:   How do I make my PC secure from attack ?

   A:  

Central IT services have put in place virus and spam protection software which attempts to stop any PC or network attack. In addition, each PC has virus protection software installed which is regularly updated.

Despite these measures your PC is vulnerable if CDs, memory sticks and other media are used to transfer files between home and work. You should check all files before copying them onto your PC.

Similarly, by connecting to the internet and viewing other sites’ web pages and pop-up adverts you may expose your PC to attack. Further information on anti-virus software can be found here: https://intranet.plymouth.ac.uk/computing/software/ .

1.13.3.16. Skype


Skype for Business

 

Skype for Business is available on all University staff and student PCs. It enables greater functionality for communication and collaboration with students, staff and external partners world-wide.

 

Features include:

  • starting conversations from applications like Word and PowerPoint
  • the capability of ‘meeting’ with up to 250 people, even if they’re not on Skype for Business.
  • seeing your contacts’ online statuses and schedule meetings in Outlook
  • collaborating on documents in real time while discussing changes

Although Microsoft have released a Skype for Business Mac version, there it has limited functionality in this release. We would therefore recommend that Mac users use Lync 2013 until the version with full

functionality has been released.

 

Training for staff
Skype for Business training has been developed and you can register your interest to attend a Working with Skype for Business course which
covers a number of scenarios including running a Skype for Business meeting or tutorial and document collaboration and note taking.

 

You will be contacted when training dates are published. In the meantime, the Skype for Business online help features a number of useful resources including a good practice guide, training guides, useful links and videos.

 

If you experience any problems during the software replacement, please contact the Service Desk via ITselfservice.plymouth.ac.uk or by on telephone 01752 588588

 

Recommended equipment

Closed back headphones can be found here. The headphones are ideal for an office situation where sound bleed is not desirable.

 

Webcams can be found here. We have found these to be reliable & they offer very good image and audio quality.

 

As both of these devices are connected via USB there should be no issue using them on existing or future hardware.

 

Note: You will need to supply your own headphones and web camera to use with Skype. Any purchases will have to be made through your department accounting point using your department budget code.

1.13.3.17. Microsoft Word
1.13.3.17.1. Link to IT Documentation pages containing self-help training manuals.
http://staff.plymouth.ac.uk//it-train/itdocn/intranet.htm
1.13.3.17.2. Word makes whole document bold
Q: What if Word makes a whole document bold when you embolden a single word?
 
A: Perform the following simple fix to the Word style.....
 
  • With the problematic document open, click on the Double-A tool button which typically sits to the left of the style/font white-boxes. 
  • Or, choose Styles and Formatting from the Format menu.
  • Select Normal in the box on the right of the screen.
  • Click its down arrow and choose Modify.
  • Untick the auto-update option and OK out of it
  • Save the document.
1.13.3.17.3. Word page printing
   Q:   Why are page borders missing when I print a Word document ?

   A:  

If one or more borders are missing when you print your Word document or view it in Print Preview, then you can remedy this in a number of ways:

  • Check that the paper size is correct (choose File/Page Setup and check the Paper details)
  • Often, the problem occurs because there is insufficient space between the text and border and the edge of the page. You can fix this by choosing Format/Borders and Shading. Then choose Page Border and click on the Options button. Go to the Measure from list box and set it to Text. You may need to adjust the other settings (top, bottom, left and right) also
  • Check in Print Preview that the border is displayed. It should now print correctly.

If you still experience problems, choose File/Page Setup and using the Margins tab, increase the page margin size.

1.13.3.18. Software and Services for working from home


Plymouth University Software Services offers staff and students academic and general purpose software packages for the PC and Apple Mac platforms.

A full list of available software can be found by on the Work at Home site.  You will need your University username and password to access the site.

These pages also contain details of software than can be purchased at discounted educational rates.  Microsoft Office 365 is available to Plymouth University students as a free download https://student.plymouth.ac.uk/ithelp/office365/default.aspx 

1.13.3.19. File associations
   Q:   What application software is associated with my file ?

   A:  
  • Within Windows Explorer go to Tools/Folder options/File Types
  • Scroll to the file extension you're trying to open (e.g. JPEG image files) and see what application is associated with it (if any)
  • To amend the association click change and search for the application software package of your choice (e.g. MS Photo Editor) and apply the change
1.13.3.20. Installing software
   Q:   Can I update or install software on a PC ?

   A:  

Overnight updates are pushed out to each staff and student PC to keep many of the software applications up-to-date.

These updates may be bug fixes, security patches, product enhancements or, as in the case of virus protection, new data files. PCs need to be switched on for this to happen.

As a member of staff, you have certain privileges to install software and pull down new or updated versions of University software onto the PC:

  • Click on Start/Control Panel/Run Advertised programs
  • Double-click the icon and select the appropriate package in the window that appears then press the Run button
  • Follow the instructions that are shown by the installation wizard - you may need to reboot your PC at the end of the process
  • Repeat this process if there is another program to install or update


Please note: Users have the ability to download software from different sources, especially from websites. This may be to load onto the desktop for use during one session (as in the case of student PCs) or permanently (as in the case of staff PCs). You should be aware of the impact this may have on other programs and of the University’s rules, regulations and guidance notes, parts of which are quoted below:

General Rules:

Rule 11 "Users must only use hardware and software authorised by  the University ........”

Email/Internet Rules:

Rule 16 "Users must not use University facilities to take part in on-line, real-time or instant messaging services except those provided by the University or authorised by the appropriate authorities.

Rule 17 "The downloading, installation or use of any unapproved software is prohibited unless previously agreed by the appropriate authorities. This includes freeware, peer-to-peer and shareware or any other publicly distributed software"

Accompanying Guidance Notes:

Rule 16 “states that on-line, real-time and instant messenger services use a large amount of network resource. Applications such as Napster, IRC, ICQ, Gnutella, Winamp, MSN, AIM and others can significantly affect the performance and disrupt service to all users. The facilities provided by the University are tailored to minimise disruption. The appropriate authorities will only approve real-time applications that do  not have a significant impact on services. See also rule nine of the general rules of use".

Rule 17 "is a re-statement of the General Rule 11. The internet offers a large pool of “freeware” and “shareware” software; however, just because software is free does not imply that it will be approved for installation. Arrangements must be made with the appropriate authorities to check that it works and that it will not prevent other software from working, before it can be considered for approval".

If in doubt, you should contact either the local student enquiry desk or the staff support desk.

 

 

1.13.3.21. Viewing PDFs
   Q:   Why can't I see the pdf files that others can ?

   A:  

You need to install Adobe's Acrobat Reader and this is available free from their website at http://www.adobe.co.uk

Note: the pdf (portable document format) type of file is read-only which makes the document you view unchangeable.

1.13.3.22. Kaspersky updates on non-networked PCs
The attached document describes how to keep Kaspersky Anti-Virus 6.0 updated with the latest virus definitions on non-networked computers.

David Antwis, 20/04/11
1.13.3.23. Macromedia Studio MX2004
   Q:   Is there any help available for using Macromedia Studio MX 2004?

   A:  

The University of Plymouth has a site license for Macromedia Studio MX2004.  This suite of software includes a web editor, graphics, animation and multimedia tools:

  • Dreamweaver
  • Flash
  • Fireworks
  • Freehand
  • Director

You can access online tutorials, help and download training materials from:

http://intranet.plymouth.ac.uk/it-train/macromedia

1.13.3.24. Windows Vista and Internet Explorer 8 Compatibility issue

   Q:   I am getting blank menus when I use the Student/Staff portal?

   A:  
A possible reason for this is if you are using Internet Explorer 8 with the Windows Vista Operating System. It appears that Internet Explorer 8 is being pushed as a critical update to Windows Vista. As a result there may be blank menus when navigating the portal.
 
This issue is one only affecting Internet Explorer 8 and Windows Vista operating system, as far as we are aware, and the solution is to add plymouth.ac.uk to the compatibility settings.  This is performed as detailed below:

In Internet Explorer 8, please click on Tools > Compatibility View Settings.  This should open up a dialogue box with plymouth.ac.uk appearing in the top line and an empty box below.  Click on the Add button and the address plymouth.ac.uk will now appear in the box under the heading 'Websites you've added to Compatibility View:'  Click OK to save the changes.

Refresh (F5) the page and the menus should now be visible.

 

1.13.3.25. How do I update SPSS on my university managed computer?
To install SPSS on your PC. Click start > control panel > run advertised programs. In the list of programs, please install the following 'SPSS (IBM). Amos 19.0.0 - Per system attended'
It has been noted that on some PC's that already has SPSS installed you may be required to update your licence. To fix this there is also an entry in run advertised programs called SPSS (IBM). Amos 19.0.0-SPSS Amos 19 Licence updater. By installing this you are ensuring you have the up to date code and for any problems where you are prompted that the licence has expired.
1.13.3.26. The University Wide Software Service (UWSS)

The University Wide Software Service (UWSS)

The University Wide Software Service (UWSS) is the collection of all of centrally-distributed applications. Each year, this service is reviewed (the UWSS review) and updated to ensure it continues to meet the University’s needs.

About the UWSS review

The UWSS review begins during the first quarter of each year to allow all student computers to be updated ready for the start of the next academic year. Staff computers are updated by request on an individual basis via IT Self Help.

Software in the UWSS collection

Software in UWSS is classified under two categories:

  • Core Software – General purpose software, not specific to a particular subject area or user group; examples are Microsoft Office Word and Adobe Reader. Core software is available on all systems and support is provided by Technology and Information Services (TIS).
  • Specialist Software - Software for teaching or other specific purposes. This software is typically provided for a particular faculty or school, and is often only available in designated locations.

 

Details of all UWSS Windows and Apple Mac software is available below.

The deadline for changes to software for Term 1 2017/18 is Friday 28th April 2017.
1.13.3.27. How do I change the settings on my iPhone/iPad after I have changed my University password?

Once you've changed your university password, you'll need to update it on your iPad/iPhone too - in both the WiFi settings and your e-mail. Please read the attached instructions for details.

1.13.3.28. Backing up your iTunes folder
If you use an Apple iPhone, iPad or iPod touch and made any purchases via iTunes or synchronised it with your university PC, there is a good chance that iTunes music, video etc. is held on your computers local hard disk drive.
 
Before you receive your new PlymDESK 6 PC or Laptop you must ensure that you have manually backed up the iTunes folder, and where necessary 'deauthorise' the university PC from your iTunes account.
 
As with any other locally held data it is recommended that your regularly takes backups of the iTunes folder.
 

You are responsible for backing up your iTunes folder. The University will not be held responsible for missing iTunes purchases.

Backing up your iTunes folder

Apple recommends manually backing up your iTunes folder to an external hard disk drive.  To back-up your iTunes folder follow the instructions below:

1. Connect the external hard drive to your PC
2. Close iTunes (if already running).
3. Locate your iTunes folder  - it should be located at: D:\Local Data\USERNAME\My Music\
If the iTunes folder is not located on the D drive, then you will need load iTunes, select EDIT-> PREFERENCES, and click the advanced cog button.
Look under the ‘iTunes Media folder location’ section to see where your iTunes folder is located
4. Right click on the iTunes folder – choose ‘Copy’
5. Go to your external hard disk drive, right click and choose ‘Paste’
6. Wait for the copy to complete, once done your iTunes library will have been backed up.

 
For more information, please follow this link: http://support.apple.com/kb/HT1751.

 

Deauthorising the PC.

Your iTunes account allows a maximum of 5 computers to be associated to it at any time, it is very important for your to de-authorise the PC if you have signed into iTunes on your University PC. To do this, follow the instructions below:

1. Open iTunes.
2. From the Store menu, choose Deauthorise This Computer. (In earlier versions of iTunes, access this option from the Advanced menu).
3. When prompted, enter your Apple ID and password, and then click Deauthorise.

 
For more information on this please see Apple’s help documentation at the link: http://support.apple.com/kb/HT1420.

 

Restoring your ITunes folder on Windows 7.

Once your new PlymDESK 6 PC or laptop has been deployed to you, you will need to copy your iTunes folder back onto your computer. To do so, follow the instructions below:

1. Connect your external hard disk to your new PC
2. Run iTunes first, as this will create the folder you need in the following step
3. Find the iTunes folder on the external drive drive
4. Right click on the iTunes folder, and choose ‘Copy’
5. On your PC, go to: C:\Users\USERNAME\My Music
6. Once inside the My Music folder, right click and choose ‘Paste’ overwriting any files that already exist
7. Wait for the file copy to complete.
8. Load iTunes – it should pick-up your iTunes library.

 
For more information on this please see Apple’s help documentation at the link: http://support.apple.com/kb/HT1751

 

1.13.3.29. Microsoft Office Student Verification procedure
Question:
 How do I download the Microsoft Verification code?

 
 
Answer:

Please take the following steps to verify that you are a current Plymouth University student:

Using Internet Explorer (other browsers are not as reliable with the authentication),

  • ·         In one tab, log in to your Student Portal
  • ·         Go to Quick Links and right click on Electronic Library and open the link in a new tab. 
  • ·         You should now have two tabs open.
  • ·         In the second tab, log in to Primo using the link in the top right corner.
  • ·         Next, open a third new tab and go to the Microsoft verification page, enter your product key and follow the instructions as normal.  

After you have selected your school the verification should take place automatically.

 

 
 
1.13.3.30. Web Agresso Expenses - Browser Issues

Web Agresso Expenses - Browser Issues

In order to attach scanned receipts to travel expense claims, pop ups need to be enabled in whichever browser you’re using.  

Instructions

 

The attachment on this page contains instructions to enable pop ups in the following browsers:

  • Internet Explorer (10 and 11)
  • Chrome
  • Mozilla Firefox
1.13.3.31. Technical Services

Q: How do I book Audio Visual (AV) equipment?

A: You need to contact Tech Services who can be reached by the following means.

 

 

1.13.3.32. PowerPoint Templates
Q.  I want to create a Power Point presentation using a corporate template based on the new university branding (WITH PLYMOUTH UNIVERSITY), where can I find templates?
 
A.  Corporate templates and logos can be found on the DPC website: http://intranet.plymouth.ac.uk/dpc, go to "Logos and PowerPoint Templates" or "New Branding" for templates and logos.
 
General information about the Corporate style and logo usage in publications etc., can be found here: https://staff.plymouth.ac.uk/extrel/pubs/
 
1.13.4. UNIT-e
1.13.4.1. Student Profile Report
1.13.4.2. Where do I find UNIT-e documentation?

The documentation can be found in the IT Training community on the Staff Portal, under the menu heading IS Course Notes. 

Here is a link:

https://staff.plymouth.ac.uk//datasupp/unitedoc/intranet.htm

Links to the documents on the portal can also be found in the UNIT-e UoP_Workplace, in the appropriate folder under the heading Documentation.

 

1.13.4.3. How to install UNIT-e4 client workstation
1.14. Hardware
1.14.1. Locking/Unlocking the controls on your Plymdesk 6 Philips Monitor.
Question:
How do I lock/unlock the controls on my PlymDesk 6 (Philips) monitor?

 
 
Answer:
Locking the monitor controls ensures that settings cannot be changed.   

With the monitor switched on, press and hold the right hand button on your monitor panel for up to ten seconds. You will either get the message "Monitor controls locked" or "Monitor controls unlocked" on screen. The message will appear in the middle, in a black box.


 
 
1.14.2. Information about PlymDesk6
PlymDesk6 is the name given to the service providing Plymouth University’s centrally managed fleet of Windows PCs for the whole organisation supplied by Viglen.  Viglen won the contract to supply hardware to the University in 2012 and by early 2013 around 5800 devices were deployed.  Viglen chose Toshiba to provide the laptops supplied to the fleet.

The current fleet is deployed with Windows 7 operating system, replacing Windows XP which was nearly 12 years old and reached the end of its life in 2014.

The technology refresh is predicted to reduce our energy bills and our PC carbon footprint by 30%-40% due to the greater efficiency of the components. The Windows 7 based service provides an improved desktop interface, leading to increased productivity in your work role or learning space.

The devices for the new fleet have been selected to fit the overall business needs, accounting for the widest variety of requirements within a manageable range of devices. We have also been directed to provide more flexibility and agility in the business, particularly leading us towards more mobile working.

To deliver this, the PlymDesk6 fleet comprises 4 different models:

• A well-equipped Viglen desktop.
• A Viglen workstation designed for a variety of demanding applications.
• A small light laptop from Toshiba, ideal for mobile working.
• A larger/heavier Toshiba laptop, where a slightly larger screen is valued above weight.

All laptops are provided (when needed) with a screen, keyboard, mouse and docking solution, allowing them to be used as a desktop and with very similar performance, but allowing the 'pick up and go' flexibility when needed.

PlymDesk6 PCs and Laptops will run on the Windows7 operating system.  Click here for Windows7 Help and Training.
 
If you require further information about PlymDesk6 please email support@plymouth.ac.uk 
 
Note: All staff should complete the on-line DSE Risk assessment once they have received their new equipment.
 
Click here to obtain a copy of the DSE Code of Practice
 
1.14.2.1. Why have you chosen Viglen as the supplier for PlymDesk6?

We followed an Official Journal of the European Union (OJEU) competitive process and invited all the suppliers on the ‘National Desktop and Notebook Agreement’ to tender for a “cradle-to-grave” service. The assessment criteria included performance, reliability, cost, service quality and sustainability, or ‘green’ credentials.

1.14.2.2. Which make of computers will be supplied as part of PlymDesk6?

The 2 models of desktop PCs will be built by Viglen and provided with Philips monitors.
 
Toshiba laptops have been selected, and these will be supplied by Viglen in partnership with Toshiba.
 
 
 
1.14.2.3. Details and specification of the PlymDesk6 desktop equipment
PlymDesk6; Professional Desktop hardware specification

The professional desktop has been designed as a general workhorse computing solution. It has a powerful quad core i5 processor running at 3.3GHz, paired with 4GB of DDR 3 RAM. The graphics solution is provided by the on-processor graphics chip (Intel HD 2000). The PC has a 500GB SATA3 hard disk drive.

 

Full system specifications:

Component
Processor: Intel Core i5 2500 @3.3GHz (supports Turbo Boost & Enhanced Intel SpeedStep)
Motherboard: Intel DQ67SW
RAM: 4 GB of 1333MHz DDR3 memory in dual channel configuration
Graphics: Intel HD 2000 Graphics (850 MHz/ 1.1GHz) – utilises system memory
Hard disk drive: 500 GB SATA3 traditional hard disk drive
Optical Drive: DVD/CD Burner
Connectivity: 2 x USB 2.0 ports located on the front of the case,
Rear Panel:
Ethernet port
2 x USB 3.0 (blue sockets)
DVI-I, DVI-D, Display port connectors
FireWire 400 port
4 x USB 2.0 ports
2 x E-SATA ports (Red sockets)
Audio connectors (3.5mm)
Keyboard / Mouse: Logitech MK120 kit consisting of high quality keyboard and 1000dpi optical mouse
Soundcard: Intel HD Audio, uses a Realtec ALC888S codec

Monitor:


A Philips 21.5" LED monitor will be issues with each system. The option of an extra monitor is available where there is a suitable business need. Please see the related monitor article, below for further details.

What does all this mean?


For a glossary of technical terms used in these product specifications, please go to the technical definitions page at the end of this article.

 

PlymDesk6; Workstation hardware specification

The workstation desktop has been designed for high end use (3d rendering, complex computing tasks and data processing). It uses a high end Intel Core i7 Processor, workstation class 3D Card (NVIDIA© Quadro) along with 16GB RAM and a 500GB SATA 3 hard drive.

 

Full system specifications:

Component
Processor: Intel Core i7 2600 @ 3.4GHz (supports Hyper-threading, Turbo Boost & Enhanced SpeedStep)
Motherboard: Intel DQ67SW
RAM: 16Gb of 1333MHz DDR3 memory in dual channel configuration
Graphics: NVIDIA© Quadro 2000 1GB PCI-E graphics card with Dual DVI
Hard disk drive: 500GB SATA3 traditional hard disk drive
Optical Drive: DVD/CD Burner
Connectivity:

2 x USB 2.0 ports located on the front of the case,
Rear Panel:
Ethernet port
2 x USB 3.0 (blue sockets)
DVI-I, DVI-D, Display port connectors (not in use)
Firewire 400 port
4x USB 2.0 ports
2 x E-SATA ports (Red socket)
Audio connectors (3.5mm)

Keyboard / Mouse: Logitech MK120 kit consisting of high quality keyboard and 1000dpi optical mouse
Soundcard: Intel HD Audio, uses a Realtec ALC888S codec
 

Monitor


A Philips 21.5" LED monitor will be issued with each system. The option of an extra monitor is available where there is a suitable business need. Please see the related monitor article below for further details.

What does all this mean?


For a glossary of technical terms used in these product specifications, please go to the technical definitions page at the end of this article.

 

PlymDesk6; Lite laptop hardware specification

Toshiba Portégé r830-13c

This lite laptop features a dual core i5 2520m processor, with 4GB of RAM and a 320GB 7,200 RPM hard disk drive. The R830 weighs less than 1.5Kg and still maintains a DVD drive which many laptops in this weight range no longer have. This means that the R830 offers both power and portability for its user.

 

Full system specifications

Component
Processor: Intel Core i5 2520M @ 2.5GHz (supports Turbo Boost, Enhanced SpeedStep & Hyper-threading)
Motherboard: Intel series 6 mobile chipset
RAM: 4GB of 1333MHz DDR3 memory in dual channel configuration
Graphics: Intel HD 3000 Graphics
Hard disk drive: 320GB 7,200 RPM hard disk drive
Optical Drive: Built in DVD/CD burner
Screen: 13 inch, non-glossy (with buit in webcam)
Connectivity:
VGA
Combined E-SATA/Powered USB 2.0 port
USB 2.0 Port
HDMI port
SD Card slot
USB 3.0 port
Network: Gigabit Ethenet port and Wireless (N)
Weight: 1.48kg (laptop with battery installed)
 

Battery test Results:

Heavy use test (HD video playback, 3D graphics, audio & video encoding / transcoding loop).
2 Hours 35 Minutes

Standard use test (Laptop connected to wireless, refreshing webpage every 60 seconds, MP4 audio playing, screen brightness set to 50%.
5 Hours 34 minutes

 What does all this mean?

For a glossary of technical terms used in these product specifications, please go to the technical definitions page at the end of this article.
 

Peripherals for the laptop:

A variety of peripheral equipment will be available as part of the PlymDesk6 laptop provision. Please look at the article entitled: PlymDesk6; laptop pack (below). 

 

PlymDesk6; Professional laptop hardware specification

Toshiba Tecra r840-10z

Like its lighter cousin, the r830, the r840 is fully equipped to meet the business needs of the mobile user. The slightly heavier r840 however, sports a larger screen making it more suitable for people having to work most of their time away from a desktop screen.

 

Full system specifications

Component
Processor: Intel Core i5 2520M @ 2.5GHz (supports Turbo Boost, Enhanced SpeedStep & Hyper-threading)
Motherboard: Intel series 6 mobile chipset
RAM: 4GB of 1333MHz DDR3 memory in dual channel configuration
Graphics: Intel HD 3000 Graphics
Hard disk drive: 320GB 7,200 RPM hard disk drive
Optical Drive: Built in DVD/CD burner
Screen: 14 inch, non-glossy (with bulit in webcam)
Connectivity:
VGA
Combined E-SATA / powered USB 2.0 port
USB 2.0 Port
Displayport
Multi-Card slot
USB 3.0 port
Network: Gigabit Ethenet port and Wireless (N)
Weight: 1.99kg (laptop with battery installed)
 

Battery test Results:

Heavy use test (HD video playback, 3D graphics, audio & video encoding / transcoding loop)
2 Hours 45 Minutes

Standard use test (Laptop connected to wireless, refreshing webpage every 60 seconds, MP4 audio playing, screen brightness set to 50%.
5 Hours 30 minutes

 What does all this mean?

For a glossary of technical terms used in these product specifications, please go to the technical definitions page within this article (below).

Peripherals for the laptop:

A variety of peripheral equipment will be available as part of the PlymDesk6 laptop provision. For further details please look at the article entitled: PlymDesk6; laptop pack (below). 

PlymDesk6: Laptop Pack

An optional set of peripheral equipment is available with all laptops. Items including keyboard, mouse, monitor, docking station, Kensington style lock and stand can be chosen for deployment with your laptop.

Laptop Pack:

The basic laptop pack comprises of:

  • Keyboard and Mouse (Logitech Desktop MK120)
  • Toshiba Hi Speed Port Replicator II PA3916B-1PRP
  • Viglen Security Cable with Matched Keys for Kensington-style lock point

The dock works with both the R830 and R840 laptops and offers additional connectivity options including:

  •  4 x USB 2.0 Ports
  •  2x USB 3.0 Ports
  •  VGA port
  •  Serial Port HDMI / Display port (Only one can be used at a time due to sliding cover)

The dock is supplied with a power cable which will charge the laptop whilst it is docked allowing you to work without a laptop power cable. A HDMI to DVI cable is also supplied with this dock to allow you to easily connect the docking station to a monitor.

Laptop Stand:

An Ergotron Neo-Flex Notebook Lift Stand is available in addition to the laptop pack above. The stand is height adjustable and allows the laptop to easily be used alongside another monitor for dual display work.

Monitor:

A Philips 21.5" LED monitor is available as an extra part of the laptop pack. Please look at the related monitor article for further details.

PlymDesk6; Monitor

Philips 221P3LPYES 21.5'' Widescreen Multimedia TFT Display

Desktop PCs and laptops (where requested) will be supplied with a Philips 21.5" LED monitor

The monitor was selected after user feedback from the technology open day and also because of its ‘Eco’ features. One such feature is the ‘Power Sensor’, which detects if the user is present.  If the user is away from the desk the monitor will auto-dim to reduce power consumption.

The monitor is fully adjustable and also features 4 built in USB 2.0 ports to connect additional peripherals. The monitor can be connected to a PC or laptop via DVI, DisplayPort or VGA.
 
Where there is a suitable business need a second monitor can be requested.

The specifications of the monitor are as follows: -

LCD panel type: TFT-LCD
Backlight type: W-LED system
Panel Size: 21.5 inch/54.6 cm
Optimum resolution: 1920 x 1080 @ 60 Hz
Response time (typical): 5 ms
Brightness: 250 cd/m²
Contrast ratio (typical): 1000:1
SmartContrast: 20,000,000:1
Pixel pitch: 0.248 x 0.248 mm
Viewing angle: 176º (H)/170º (V), @ C/R > 5
Picture enhancement: SmartImage
Display colours: 16.7 M

 

Connectivity


VGA, DVI-D, DisplayPort
USB 2.0 x 4
Earphone out (3.5 mm jack) x 1, PC audio-in

Stand


Height adjustment:   130 mm
Pivot:    90 degree, anti-clockwise, auto pivot
Swivel:   -65/+65 degree
Tilt:     -5/20 degree

 

 

PlymDesk6 equipment technical glossary

The information below provides a glossary of terms used in describing the PlymDesk6 equipment.

DVI-I

Short for (Digital Visual Interface) Integrated, DVI-I is the connection, or interface used between monitors and computers. DVI-I is used to interface with an LCD or CRT monitor display for digital video output. DVI-I supports both digital and analogue, however, it will not use both at the same time. DVI-I detects and chooses digital or analogue depending on the connected display.

DVI-D

Short for (Digital Visual Interface) Digital, DVI-D is the connection, or interface, used between monitors and computers. DVI-D is used to interface with an LCD or CRT monitor display for digital video output. DVI-D only supports digital connections.

FireWire

FireWire is used to connect devices to your computer. FireWire provides a single plug-and-socket connection on which up to 63 devices can be attached with data transfer speeds of up to 400 Mbps (megabits per second).

eSATA

eSATA (e standing for external) provides a more robust connector, longer shielded cables, and stricter (but backward-compatible) electrical standards of connecting devices to your machine. The protocol and logical signalling (link/transport layers and above) are identical to internal SATA.

Turbo Boost

All modern Intel processors support ‘Turbo boost’. This clever technology allows the processor cores to ‘speed up’ or ‘overclock’ dynamically depending on workload. 

• The i5 2500 can turbo boost up to 3.7GHz.
• The i7 2600 can turbo boost up to 3.8Ghz.
• The i5 2520m can turbo boost up to 3.2GHz.

This means that your PC is able to intelligently provide extra performance when needed.

Enhanced Intel SpeedStep

Linked to Turbo Boost, the processor can slow cores down or completely shut down unused cores when the performance is not needed, allowing for reduced power consumption. The processor does all of this intelligently so you won’t notice any slowdown.

Dual Channel

Viglen build their PC’s with a dual channel memory configuration, meaning that two sticks of memory are installed in this computer. The dual channel doubles the amount of bandwidth the processor has to the motherboards RAM. This means there is less of a bottleneck compared to a single channel configuration and the performance should be greater.

USB 3.0

This is the latest version of the Universal Serial Bus standard. USB 3.0 offers a theoretical maximum data transfer speed of 4.8Gbps, in comparison to the 480Mbps of USB 2.0. The USB 3.0 connector on the PC is the same shape and size but you’ll notice that it is a different colour (blue). If you plug in an older USB device (such as a memory stick, or hard disk drive) the device will work in the USB 3.0 slot.

Hyper-threading

Hyper-threading is an Intel technology that allows each physical CPU core to carry out 2 tasks (threads) at the same time. In the case of the i7 processor the 4 physical processor cores become 8 logical (or virtual) cores. Tasks such as 3D rendering or audio/video transcoding can be improved by hyper-threading.

Powered e-SATA / USB

The R840 and R830 come equipped with a combined E-SATA and USB port. This port can be used for both USB 2.0 and E-SATA devices. The port can also be used to power / charge USB devices while the laptop is charging..

HDMI

High Definition Multimedia Interface (HDMI) is an interface that allows video and audio to be transmitted digitally through a single cable. HDMI has been used for many years with high definition TV’s and projectors, and it is now also common for laptops to feature HDMI.

DisplayPort

A new interface that allows a single cable to be used to carry video and audio simultaneously.

1.14.2.4. PlymDesk6; Professional Desktop hardware specification

The professional desktop has been designed as a general workhorse computing solution. It has a powerful quad core i5 processor running at 3.3GHz, paired with 4GB of DDR 3 RAM. The graphics solution is provided by the on-processor graphics chip (Intel HD 2000). The PC has a 500GB SATA3 hard disk drive.

 

Full system specifications:

Component
Processor: Intel Core i5 2500 @3.3GHz (supports Turbo Boost & Enhanced Intel SpeedStep)
Motherboard: Intel DQ67SW
RAM: 4 GB of 1333MHz DDR3 memory in dual channel configuration
Graphics: Intel HD 2000 Graphics (850 MHz/ 1.1GHz) – utilises system memory
Hard disk drive: 500 GB SATA3 traditional hard disk drive
Optical Drive: DVD/CD Burner
Connectivity: 2 x USB 2.0 ports located on the front of the case,
Rear Panel:
Ethernet port
2 x USB 3.0 (blue sockets)
DVI-I, DVI-D, Display port connectors
FireWire 400 port
4 x USB 2.0 ports
2 x E-SATA ports (Red sockets)
Audio connectors (3.5mm)
Keyboard / Mouse: Logitech MK120 kit consisting of high quality keyboard and 1000dpi optical mouse
Soundcard: Intel HD Audio, uses a Realtec ALC888S codec

Monitor:


A Philips 21.5" LED monitor will be issues with each system. The option of an extra monitor is available where there is a suitable business need. Please see the related monitor article, below for further details.

What does all this mean?


For a glossary of technical terms used in these product specifications, please go to the technical definitions page at the end of this article.

 

1.14.2.5. PlymDesk6; Workstation hardware specification

The workstation desktop has been designed for high end use (3d rendering, complex computing tasks and data processing). It uses a high end Intel Core i7 Processor, workstation class 3D Card (NVIDIA© Quadro) along with 16GB RAM and a 500GB SATA 3 hard drive.

 

Full system specifications:

Component
Processor: Intel Core i7 2600 @ 3.4GHz (supports Hyper-threading, Turbo Boost & Enhanced SpeedStep)
Motherboard: Intel DQ67SW
RAM: 16Gb of 1333MHz DDR3 memory in dual channel configuration
Graphics: NVIDIA© Quadro 2000 1GB PCI-E graphics card with Dual DVI
Hard disk drive: 500GB SATA3 traditional hard disk drive
Optical Drive: DVD/CD Burner
Connectivity:

2 x USB 2.0 ports located on the front of the case,
Rear Panel:
Ethernet port
2 x USB 3.0 (blue sockets)
DVI-I, DVI-D, Display port connectors (not in use)
Firewire 400 port
4x USB 2.0 ports
2 x E-SATA ports (Red socket)
Audio connectors (3.5mm)

Keyboard / Mouse: Logitech MK120 kit consisting of high quality keyboard and 1000dpi optical mouse
Soundcard: Intel HD Audio, uses a Realtec ALC888S codec
 

Monitor


A Philips 21.5" LED monitor will be issued with each system. The option of an extra monitor is available where there is a suitable business need. Please see the related monitor article below for further details.

What does all this mean?


For a glossary of technical terms used in these product specifications, please go to the technical definitions page at the end of this article.

 

1.14.2.6. PlymDesk6; Lite laptop hardware specification

Toshiba Portégé r830-13c

This lite laptop features a dual core i5 2520m processor, with 4GB of RAM and a 320GB 7,200 RPM hard disk drive. The R830 weighs less than 1.5Kg and still maintains a DVD drive which many laptops in this weight range no longer have. This means that the R830 offers both power and portability for its user.

 

Full system specifications

Component
Processor: Intel Core i5 2520M @ 2.5GHz (supports Turbo Boost, Enhanced SpeedStep & Hyper-threading)
Motherboard: Intel series 6 mobile chipset
RAM: 4GB of 1333MHz DDR3 memory in dual channel configuration
Graphics: Intel HD 3000 Graphics
Hard disk drive: 320GB 7,200 RPM hard disk drive
Optical Drive: Built in DVD/CD burner
Screen: 13 inch, non-glossy (with buit in webcam)
Connectivity:
VGA
Combined E-SATA/Powered USB 2.0 port
USB 2.0 Port
HDMI port
SD Card slot
USB 3.0 port
Network: Gigabit Ethenet port and Wireless (N)
Weight: 1.48kg (laptop with battery installed)
 

Battery test Results:

Heavy use test (HD video playback, 3D graphics, audio & video encoding / transcoding loop).
2 Hours 35 Minutes

Standard use test (Laptop connected to wireless, refreshing webpage every 60 seconds, MP4 audio playing, screen brightness set to 50%.
5 Hours 34 minutes

 What does all this mean?

For a glossary of technical terms used in these product specifications, please go to the technical definitions page at the end of this article.
 

Peripherals for the laptop:

A variety of peripheral equipment will be available as part of the PlymDesk6 laptop provision. Please look at the article entitled: PlymDesk6; laptop pack (below). 

 

1.14.2.7. PlymDesk6; Professional laptop hardware specification

Toshiba Tecra r840-10z

Like its lighter cousin, the r830, the r840 is fully equipped to meet the business needs of the mobile user. The slightly heavier r840 however, sports a larger screen making it more suitable for people having to work most of their time away from a desktop screen.

 

Full system specifications

Component
Processor: Intel Core i5 2520M @ 2.5GHz (supports Turbo Boost, Enhanced SpeedStep & Hyper-threading)
Motherboard: Intel series 6 mobile chipset
RAM: 4GB of 1333MHz DDR3 memory in dual channel configuration
Graphics: Intel HD 3000 Graphics
Hard disk drive: 320GB 7,200 RPM hard disk drive
Optical Drive: Built in DVD/CD burner
Screen: 14 inch, non-glossy (with bulit in webcam)
Connectivity:
VGA
Combined E-SATA / powered USB 2.0 port
USB 2.0 Port
Displayport
Multi-Card slot
USB 3.0 port
Network: Gigabit Ethenet port and Wireless (N)
Weight: 1.99kg (laptop with battery installed)
 

Battery test Results:

Heavy use test (HD video playback, 3D graphics, audio & video encoding / transcoding loop)
2 Hours 45 Minutes

Standard use test (Laptop connected to wireless, refreshing webpage every 60 seconds, MP4 audio playing, screen brightness set to 50%.
5 Hours 30 minutes

 What does all this mean?

For a glossary of technical terms used in these product specifications, please go to the technical definitions page within this article (below).

Peripherals for the laptop:

A variety of peripheral equipment will be available as part of the PlymDesk6 laptop provision. For further details please look at the article entitled: PlymDesk6; laptop pack (below). 

1.14.2.8. Running 2 external monitors on PlymDesk6 laptops

 

 
The Toshiba laptops provided as part of PlymDesk6 are equipped with Intel HD3000 series graphics. This graphics chip will detect 2 external monitors and the on board display but only be able to output to 2 devices.
This means that you could connect 2 external monitors to the laptop via HDMI/display port and the VGA port and drive the monitors instead of the laptop screen.
 
Instructions to follow
1.14.2.9. PlymDesk6: Laptop Pack

An optional set of peripheral equipment is available with all laptops. Items including keyboard, mouse, monitor, docking station, Kensington style lock and stand can be chosen for deployment with your laptop.

Laptop Pack:

The basic laptop pack comprises of:

  • Keyboard and Mouse (Logitech Desktop MK120)
  • Toshiba Hi Speed Port Replicator II PA3916B-1PRP
  • Viglen Security Cable with Matched Keys for Kensington-style lock point

The dock works with both the R830 and R840 laptops and offers additional connectivity options including:

  •  4 x USB 2.0 Ports
  •  2x USB 3.0 Ports
  •  VGA port
  •  Serial Port HDMI / Display port (Only one can be used at a time due to sliding cover)

The dock is supplied with a power cable which will charge the laptop whilst it is docked allowing you to work without a laptop power cable. A HDMI to DVI cable is also supplied with this dock to allow you to easily connect the docking station to a monitor.

Laptop Stand:

An Ergotron Neo-Flex Notebook Lift Stand is available in addition to the laptop pack above. The stand is height adjustable and allows the laptop to easily be used alongside another monitor for dual display work.

Monitor:

A Philips 21.5" LED monitor is available as an extra part of the laptop pack. Please look at the related monitor article for further details.

1.14.2.10. PlymDesk6; Monitor

Philips 221P3LPYES 21.5'' Widescreen Multimedia TFT Display

Desktop PCs and laptops (where requested) will be supplied with a Philips 21.5" LED monitor

The monitor was selected after user feedback from the technology open day and also because of its ‘Eco’ features. One such feature is the ‘Power Sensor’, which detects if the user is present.  If the user is away from the desk the monitor will auto-dim to reduce power consumption.

The monitor is fully adjustable and also features 4 built in USB 2.0 ports to connect additional peripherals. The monitor can be connected to a PC or laptop via DVI, DisplayPort or VGA.
 
Where there is a suitable business need a second monitor can be requested.

The specifications of the monitor are as follows: -

LCD panel type: TFT-LCD
Backlight type: W-LED system
Panel Size: 21.5 inch/54.6 cm
Optimum resolution: 1920 x 1080 @ 60 Hz
Response time (typical): 5 ms
Brightness: 250 cd/m²
Contrast ratio (typical): 1000:1
SmartContrast: 20,000,000:1
Pixel pitch: 0.248 x 0.248 mm
Viewing angle: 176º (H)/170º (V), @ C/R > 5
Picture enhancement: SmartImage
Display colours: 16.7 M

 

Connectivity


VGA, DVI-D, DisplayPort
USB 2.0 x 4
Earphone out (3.5 mm jack) x 1, PC audio-in

Stand


Height adjustment:   130 mm
Pivot:    90 degree, anti-clockwise, auto pivot
Swivel:   -65/+65 degree
Tilt:     -5/20 degree

 

 

1.14.2.11. Images and videos of PlymDesk6 desk arrangements and equipment photos
Videos:

 

lite laptop

Lite laptop

prodesktop

Professional desktop

lite laptop desk arrangement

Lite laptop with laptop pack, stand and monitor

keyboard and mouse

MK140 keyboard and mouse

lite laptop desk arrangement

Lite laptop with laptop pack, stand and monitor

keyboard and mouse

MK140 keyboard and mouse

Lite laptop

1.14.2.12. PlymDesk6 equipment technical glossary

The information below provides a glossary of terms used in describing the PlymDesk6 equipment.

DVI-I

Short for (Digital Visual Interface) Integrated, DVI-I is the connection, or interface used between monitors and computers. DVI-I is used to interface with an LCD or CRT monitor display for digital video output. DVI-I supports both digital and analogue, however, it will not use both at the same time. DVI-I detects and chooses digital or analogue depending on the connected display.

DVI-D

Short for (Digital Visual Interface) Digital, DVI-D is the connection, or interface, used between monitors and computers. DVI-D is used to interface with an LCD or CRT monitor display for digital video output. DVI-D only supports digital connections.

FireWire

FireWire is used to connect devices to your computer. FireWire provides a single plug-and-socket connection on which up to 63 devices can be attached with data transfer speeds of up to 400 Mbps (megabits per second).

eSATA

eSATA (e standing for external) provides a more robust connector, longer shielded cables, and stricter (but backward-compatible) electrical standards of connecting devices to your machine. The protocol and logical signalling (link/transport layers and above) are identical to internal SATA.

Turbo Boost

All modern Intel processors support ‘Turbo boost’. This clever technology allows the processor cores to ‘speed up’ or ‘overclock’ dynamically depending on workload. 

• The i5 2500 can turbo boost up to 3.7GHz.
• The i7 2600 can turbo boost up to 3.8Ghz.
• The i5 2520m can turbo boost up to 3.2GHz.

This means that your PC is able to intelligently provide extra performance when needed.

Enhanced Intel SpeedStep

Linked to Turbo Boost, the processor can slow cores down or completely shut down unused cores when the performance is not needed, allowing for reduced power consumption. The processor does all of this intelligently so you won’t notice any slowdown.

Dual Channel

Viglen build their PC’s with a dual channel memory configuration, meaning that two sticks of memory are installed in this computer. The dual channel doubles the amount of bandwidth the processor has to the motherboards RAM. This means there is less of a bottleneck compared to a single channel configuration and the performance should be greater.

USB 3.0

This is the latest version of the Universal Serial Bus standard. USB 3.0 offers a theoretical maximum data transfer speed of 4.8Gbps, in comparison to the 480Mbps of USB 2.0. The USB 3.0 connector on the PC is the same shape and size but you’ll notice that it is a different colour (blue). If you plug in an older USB device (such as a memory stick, or hard disk drive) the device will work in the USB 3.0 slot.

Hyper-threading

Hyper-threading is an Intel technology that allows each physical CPU core to carry out 2 tasks (threads) at the same time. In the case of the i7 processor the 4 physical processor cores become 8 logical (or virtual) cores. Tasks such as 3D rendering or audio/video transcoding can be improved by hyper-threading.

Powered e-SATA / USB

The R840 and R830 come equipped with a combined E-SATA and USB port. This port can be used for both USB 2.0 and E-SATA devices. The port can also be used to power / charge USB devices while the laptop is charging..

HDMI

High Definition Multimedia Interface (HDMI) is an interface that allows video and audio to be transmitted digitally through a single cable. HDMI has been used for many years with high definition TV’s and projectors, and it is now also common for laptops to feature HDMI.

DisplayPort

A new interface that allows a single cable to be used to carry video and audio simultaneously.

1.14.2.13. What Operating System will be installed on PlymDesk6 equipment?
 
All new computers will be supplied with the Microsoft Windows 7 32-bit operating system.
 
In contrast with Windows 7 64-bit, the new system has greater driver and peripheral support, and provides optimal compatibility with the University’s applications. 
 
TIS will consider offering Windows 7 64-bit in tactical situations (e.g. to underpin a specific research activity) where a robust written business case has been submitted.  Where such cases are approved, Windows 7 64-bit would be deployed with a limited set of applications compared to those available on 32-bit.  Customers who wish to present a business case for Windows 7 64-bit should read the related article "Windows 7 64-bit Operating System option", then complete the TIS REquest Win7 64-bit OS form and send it to the Support Desk for actioning.
 
1.14.2.14. Potential cost to the faculty
1.14.3. iTunesU at Plymouth University

Below are links relating to UPmedia and iTunesU at Plymouth University.
 

Plymouth University's iTunesU page, please note that you will need the latest version of iTunes installed and it helps to have iTunes running before you click the link

 
 
 
Information on iTunesU from the Technology Enhanced Learning team can be found here:
 
 
 
A helpsheet on Publishing media files in tulip & My Sites (UPmedia) can be downloaded below
 
 
 
 
1.14.4. Health & Safety - Do I need a DSE Assessment?

All staff should complete the on-line DSE risk assessment once their new PlymDesk6 equipment is set-up.
 

Users of Display Screen Equipment should complete the on-line risk assessment checklist at

http://staff.plymouth.ac.uk//intrsafe/dse5/intranet.htm

when:

-      Receiving a new computer/laptop and/or screen

-      A change occurs in the work environment such as moving to a different office and/or desk

The local Safety Co-ordinator will have access to completed checklists in their area of responsibility but it will be up to local budget holder to action where necessary.  The local Safety Co-ordinator is responsible for sending summary DSE reports to the appropriate budget holder.
 
 
Information on obtaining peripheral equipment can be found here: How can I get extra "bits" for my leased fleet computer?
 
Click here to view the DSE Code of Practice document

Please note: there is a mandatory Health and Safety E-learning course for all staff which includes DSE.  If, as a result of completing the DSE course, you need to have a Display Screen Equipment Assessment, contact occupationalhealth@plymouth.ac.uk for advice.

 
1.14.5. University Policy on Switching off PCs
   Q:   Should I switch off my PC at night ?

  
A:  
 
 
 
 
 
Yes! To reduce overall energy consumption, it is recommended that staff shut down their desktop computers overnight and before going on leave. This will lower your carbon footprint and significantly reduce your departments' energy bill. For further details please read the attached "Switching off PCs Policy" document.

How can I be more energy efficient?
You can be even more energy efficient by putting your PC into “sleep” mode whenever you leave your desk for any length of time. Use this option to save power, especially if you prefer to leave your computer turned on for long periods of time. In sleep-mode, your computer is available for immediate use - just log on and your desktop is exactly the same way that you left it, including any programs that you were using.  Click on the Windows logo at the bottom-left of your screen, and select "Sleep" from the little menu to the right of "Shutdown". (There's a ">" arrow to the right of it).
 
Note 1: When in sleep-mode, information in memory is not saved to your hard disk. This means that if the computer loses power, any information that you did not save before the computer went into sleep is lost.  It's a good idea to save your work before putting the computer to sleep.
 
 
Note 2:  If your PC is in sleep-mode you may not be able to connect to it using the Remote Desktop Connection facility. If you need to connect remotely you should use the log-off option.
 
1.14.6. Computer Serial Number
   Q:  
Where do I find the serial number of my PC?

   A:  

You can find out the serial number of your computer quite easily.

On the White Sticker

If you need to find out the serial number of your computer for the Support Desk, because there is a problem with your computer and you can't logon, the easiest way is reading it off the white sticker on your computer:

  • On the standard desktop computer, the white sticker should be near the front of the case, where the power button is, on one of the large flat sides.  The white sticker lists both the serial number and the asset number; you only need to take a note of the serial number.
  • If you are using one of the Multimedia or Video Editing computers, the white sticker is on the top of the tower case, at the front.
  • On the laptop computers, the white sticker should be next to the keyboard, if it isn't, look on the back of the laptop, the serial number is also on a silver sticker next to where it says "S/N:".

In Windows
 
If you can't find the sticker and your computer is working, or you want the serial number so that you can logon to your computer over the VPN, try the following:
  • On an open access PC, the easiest way is to hover the mouse pointer over the orange University of Plymouth logo, which should be near the clock on the bottom right-hand corner of the screen. The serial number should then pop up.

Otherwise, to get to the "System" window, where the serial number is also displayed, you can either:

  • In Windows, click on the "Start" button, then right click on "My Computer" and from the menu that appears choose "Properties".

or

  • On the keyboard, hold down one of the 'Windows logo' keys, usually near the spacebar, and the "Pause/Break" key, which is usually near the top right of the keyboard.

or

  • In Windows, click on the "Start" button, then "Control Panel" (you may need to click on "Settings" first if you can't see it)
  • When the "Control Panel" window has loaded up, make sure you are in the "Classic view" (controlled via the option near the top left of the "Control Panel") and double click the icon called "System".

Once the "System" window has loaded up, go to the "Computer Name" tab; the serial number of your computer is under "Full Computer Name:", for a laptop it will begin with "PL5" for a desktop it will begin with "PD5", there is no need to record the ".uopnet.plymouth.ac.uk" section.

Click the "X" in the top right of the "System" window to close it once you are done.


1.14.7. TurningPoint
TurningPoint enables an audience to use response devices to provide instant feedback to a speaker.

TurningPoint then gathers the responses and quickly translates the results into test scores, charts, and
graphs. It also can store the data for future reference.
 
TurningPoint smoothly integrates with PowerPoint to create a more interactive and memorable presentation.
 
TurningPoint is installed on all Plymouth University lectern machines.
 
 Below is a list of Personal Response Systems (PRS)  which may be borrowed (each set contains 40 PRS units and 1 receiver) , contact details of the holders and constraints of borrowing:
 
No. of sets, (40PRS & 1 receiver per set) Faculty/Directorate/Area Key Contact Constraint on usage
1 Kspa Lee Marshall PCMD owned but can be used by Faculty
2 Faculty of Science & Technology Karen Gresty Willing to loan if return is guaranteed
2 TEL Offices Sid White
 
 
 
 
1.14.8. Requesting new or changing your PlymDesk equipment

Requesting new or changing your PlymDesk equipment

If you require a change to your PlymDesk equipment, or are preparing for the arrival of new staff, please follow the instructions below. Hardware requirements should be agreed with your local budget holder and/or Head of department.

Please then log on to IT Self Service (http://ITselfservice.plymouth.ac.uk) with your standard University login details, and click ‘Raise a request’. From the dropdown menu, choose ‘New PC / Laptop request’, and complete the required information.

Equipment Requested: The equipment you require. Please include peripherals required (monitor, mouse and keyboard, etc). Note, if you are requesting a laptop, please also confirm if you require a docking station and monitor. Laptops can be supplied with three configurations.

1. Laptop (no peripherals)

2. Laptop, docking station, Single Monitor, keyboard and mouse

3. Laptop, docking station, two monitors, keyboard and mouse.

Business Justification: A business case for why the equipment is needed.

Who is the equipment for? : Staff member’s name.

Location: Where the equipment will be set up.

Network Socket: The network socket code that the PC will be connected to. This is required before the PC is set up, so that we can ensure the socket is live.

Is this replacing existing equipment? : specify if there is existing equipment to be collected at the time of delivery and returned to stock.

If yes, please provide the asset number of the equipment being replaced: Please provide the serial number of the PC, which is located on a white label (on the lid of a laptop or the base unit of a desktop PC), so that we can update our records.

Department Code and Budget Code (work order): Although PlymDesk equipment is paid for centrally, this is needed for reporting purposes.

Approved by: The budgetary authority within the faculty/department approving the computer request.


1.14.9. Health & Safety Information for Home Working
The requirements of the Health and Safety at Work Act 1974 apply to employees working at home as well as to employees working at University accommodation.  Many of the health and safety issues around home-working are no different from those of conventional office working, including issues around the workstation, seating, display screen equipment (DSE), electrical wiring, lighting, heating, ventilation and slipping or tripping hazards.

It is the manager’s responsibility to ensure that work can be undertaken safely without compromising the health or safety of the worker or other persons at their home.

The home worker is responsible for day-to-day health and safety issues and for reporting any concerns to the manager.

Formal and Intermediate homeworkers must complete a VDU Workstation Checklist and a Generic Risk Assessment for Homeworking (further details can be found in Appendix B of the "Home working practical guidance..." link below). 

Guidance on Display Screen equipment can be found in the "DSE Code of Practice September 2011" document. 

The
"Home working practical guidance for Managers and Employees" can be found here:  Health and Safety issues are covered on page 5. 

For further information, advice and guidance please contact your Health and Safety Co-ordinator.

 

1.14.10. Information on laptop insurance required for travel, home and/or mobile working
Where equipment is either regularly or permanently used by employees at home the employee must arrange cover under their existing Household insurance policy, this is usually at no cost, however any additional costs may be reimbursed on the production of receipts by way of an expenses claim.  Employees must notify their home contents and buildings insurer(s) that they will be working from home to ensure that their house and contents insurance cover is not affected

Guidance regarding insurance cover for University owned laptops

Travelling with a University owned laptop

There is business equipment cover, as part of the University’s travel insurance policy, when the equipment is being used on a business trip but this is subject to an excess of £100.00. 

Please note:

  • There is cover for incidental travel alongside any business trip, which will include an additional day or two but any extended stay will not be covered. 
  • The travel policy will also exclude loss or damage sustained whilst the laptop is in the custody of an airline or other transport carrier unless reported immediately upon discovery and in the case of an airline, a property irregularity report obtained.
  • Under any insurance arrangement there has to be reasonable precautions taken to secure valuable equipment – for example it would not be considered reasonable precaution for this equipment to be left unattended on a train or other public transport.
  • Laptops must be kept in a secure place and not left unattended in a vehicle unless out of site in a locked boot, where they are left unattended in a room ideally they will be locked in a drawer or cupboard to provide additional security or the room will be locked with a limited number of key-holders.

Using a University owned laptop on or off campus

The University has an insurance policy providing cover for its computers/laptops but it is subject to an excess of £1,500.  Therefore, damage or loss to individual laptops will be excluded by this policy because the excess is too high. 

If an individual laptop is damaged or stolen, a claim may be submitted under the self-insurance scheme.  Approval of such claims is decided on a case by case basis and, as above, it has to be shown that there were reasonable precautions taken to care for and secure valuable equipment. 

Please note: if there is additional security provided for the laptop, e.g. security cables, they must be used.

1.15. IT Training & Documentation
IT Training Community
1.15.1. IT Self Service portal

IT Self Service

IT Self Service is a web-based portal providing staff and students with 24/7 access to report faults, raise requests, track progress, ask for advice, and more. 

Log in to the portal using your University username and password at ITselfservice.plymouth.ac.uk. 

How do I...

Report a fault

  1. Click on the Report a fault button (top right)
  2. Choose an option from the drop down menu, or type a summary of the problem
  3. In the description field, please give as much detail as possible, including any error messages, serial numbers, your location and your best contact number

 

To include screenshots or attachments, please use the Attachments section located at the bottom of the page.

 

Raise a request 

  1. Click on the Raise a request button (top right)
  2. Choose an option from the drop down menu
  3. In the description box, please provide all of the requested information, giving as much detail as possible.

 

To include attachments, please use the Attachments section located at the bottom of the page.

 

Report a fault or raise a request on behalf of someone else

By default, all logs are recorded in the name of the person logged in to IT Self Service.

To report a fault or raise a request on behalf of someone else:

  1.  Click on either the Report a fault or Raise a request button (top right)
  2. In the On behalf of section, enter a surname in the Surname field
  3. Select the appropriate person from the list
  4. Follow steps 2 and 3 in Report a fault or Raise a request.

 

View the status of an open log 

  1. Click on the My open calls button (bottom right)
  2. To see the full details, click on the log title and scroll down to the end to find a list of all the notes and updates.

 

Update a log

  1. Click on the My open calls button (bottom right)
  2. Locate the log you want to update and click in the tick box to the left.
  3. Click on the Update this call button on the top left of the page.

 

View the history of your logs

Click on the All my calls button (bottom right) to view the history of all your logs.

 

Ask for advice 

  1. Click on the Ask for advice button (top right)
  2. Choose an option from the drop down menu.  Please read through the advice, and follow any instruction where provided.

If the answer is not there, please return to the previous page and Report a fault.

 

Give feedback 

 

  1. Click on the Give feedback button (top right)
  2. Choose an option from the drop down menu
  3. In the description box, please provide all of the requested information, giving as much detail as possible.

 

 

See answers to frequently asked questions (FAQs)

Click on the TIS Self Help link (top left) to search for answers on a number of IT and Library related topics.

 

Check the IT Service Status

Click on the Service Status page link (top left).

 

Update my staff profile information

Click on the staff profile page link (top left) to update your personal detail

 

Further information

If you have any questions about accessing or using the IT Self-Service portal, please telephone the IT Service Desk on 01752 588588.

 

1.15.2. Digital Skills Development Team
Our qualified trainers provide advice and training on a wide range of digital skills. Courses are provided for staff at all skills levels, through the Organisational Development programme.

We deliver high quality training and materials and can tailor courses for your staff groups. To find out more about what we offer, our training programme or online materials go to: www.plymouth.ac.uk/asti
1.15.3. Saving Your Work

Saving Your Work

As a Plymouth University student you have access to 1TB of personal storage called OneDrive.  This is where you must save your files when using a University computer.

The main feature of One Drive is that you can access your files via your PC, laptop, tablet or smartphone from anywhere with an internet connection.  It's also integrated with your Office applications like Word, Excel and PowerPoint.

 

Using Your OneDrive On A University PC or Mac

To access your OneDrive

1. Use the shortcut on the desktop of University PCs, or

2. Go to OneDrive, or

3. Go via the Digital Learning Environment 

  • Click on Tools/Resources
  • Click on MyFiles (OneDrive)

 

To save your files

To save Microsoft Office files to your OneDrive:

  • Click File-Save
  • Select OneDrive - University of Plymouth

To save other files to your OneDrive:

  • Temporarily save your file to the Documents folder
  • Log into OneDrive using one of the methods above
  • Click on Upload located in the menu bar
  • Browse your documents folder to locate your file
  • Select your file and click Open to upload it

 

Backing up your files

Always keep a backup of your files.  You can do this by using a USB memory stick or an external hard drive.

Files stored on University computers will be automatically wiped after three days.

 

 

 

 


 


o

1.15.4. Screenshots in documents
   Q:   How do I get a screen shot into a document ?

   A:  

The simplest method is to press the key Print Screen. This copies the current screen contents onto the clipboard ready to be pasted into a document.

To copy only the active window to the clipboard press the keys alt and Print Screen then paste into your document.

For instructions in different operating systems and devices, go to http://www.take-a-screenshot.org/ 

1.15.5. Training availability
   Q:   What IT Training is available in the university?

   A:   Information on training events, a range of training documentation and details of online courses can be found on the intranet at Staff Development and IT Skills
1.15.6. IT Documentation pages containing self-help training manuals for staff.
 
1.15.7. IT Training documentation for Students
 
 
 
 
1.15.8. Problems opening a PDF on a Mac
Question:
 I can't open a PDF on my Mac

 
 
Answer:
There is a bug that has persisted for a few versions in Mac Word that prevents a PDF that has been created on a windows machine from opening and gives the following message:

 “Word cannot locate the server application for AcroExch.Document.7 objects”

More information can be found in this article:  http://answers.microsoft.com/en-us/mac/forum/macoffice2011-macword/word-cannot-locate-the-server-application-for/28dab773-60f4-4b73-9bf2-7b54e5ea6a02?msgId=7a22fd1f-a469-4523-b180-e88ed070abfd

The easiest solution at the moment is to open the document on a PC.

 

 
 
1.15.9. Student Timetabling Information
Question:
Student Timetable Information

 
 
Answer:
MyTimetable is a service for delivering your timetable to you, via your web browser, calendar application, mobile device or even on paper which includes all activities (i.e. seminars, practical sessions, workshops, lectures etc.) associated with the modules on which you are enrolled.

In addition to your default timetable, you can view timetables for other staff, programmes or modules and you can export PDF versions suitable for printing, or subscribe to an iCalendar feed of the timetable.

Timetables for 2013/3014 will be available as follows:
  • Term 1 Timetables will go up on 26/07/2013
  • Term 2/3 Timetables will be available from 16/09/2013
For further information on your MyTimetable please click here.

 

 
 
1.15.10. System Browser Preference


Most browser based software applications have been developed and tested by producers to perform well across the multitude freely available browser products. A low number of exceptions exist where a software application may have issues with certain browsers and a preferred browser may be recommended. Certain applications used within Plymouth University are known to have browser performance issues and a preferred browser has been identified. This page pulls browser information together as a table for easy reference and assists with known error and solutions where established.

 

Software Application

Preferred Browser

Browser Causing Performance Issue

Problem Browser Workaround

Further Information

Agresso Web

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

Agresso Web (Milestone 4)

None specified

I.E.8 or earlier require a web browser plugin - publisher guidance

Unit4 have tested on IE/Firefox/Chrome/Safari/Opera - seehttps://abwupdates.agresso.com/userfiles/file/R&D%20-%20Product%20Services/Supp_platforms_571.pdf

BoB (Box of Broadcasts)

None specified

I.E.8

Recommendation to use other browsers and avoid I.E. 8 or earlier versions

Business Objects (SAP reporting)

Internet Explorer

Issues encountered when modifying reports in Google Chrome

Although most functions are OK in Chrome it is advised to use Internet Explorer which has better support for Java

Referenced from Architecture Report – HR Web Browser incompatibility issues (James Long 16.11.2015)

CIS Business Objects

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

Cisco Unified CM

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

Collaborate

Internet Explorer

Application runs slower in Google Chrome

Coursework Receipting System (CRS)

Internet Explorer

Issues encountered using I.E. 11 particularly when scanning barcodes and entering coursework code

Use the compatability mode in I.E. 11 to eliminate the issues

DWP (State retirement data)

Google Chrome

unable to download forms in I.E.

Referenced from Architecture Report – HR Web Browser incompatibility issues (James Long 16.11.2015)

ESS (Self service portal)

Google Chrome

Some buttons are unavailable in I.E.

Referenced from Architecture Report – HR Web Browser incompatibility issues (James Long 16.11.2015)

Inter Library Loan (ILL)   Google Chrome; Internet Explorer            Firefox ILL page fails to load when using Firefox (service desk ref PU198600 refers)

Intranet Communities

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

iTrent

Internet Explorer v9 or higher; Firefox v40 or higher; Google Chrome v44 or higher; Safari 8

Compatibility issues encountered affecting numerous HR functions with multiple browsers. Chrome can be used but some functionality is limited (process chains, workflow and batch scheduler)

For I.E. 10 or above – compatibility mode needs to be activated; for Mac OS 10.11 (El Capitan) use Safari 9; for Windows 8.1 use I.E. 11; for Windows OS 10 use Edge in place of I.E.

Preferred browser information is taken from iTrent support recommendation. Browser issues referenced from Architecture Report – HR Web Browser incompatibility issues (James Long 16.11.2015)

ITrent Manager Self-Service

Internet Explorer v9 or higher; Firefox v40 or higher; Google Chrome v44 or higher; Safari 8

When using I.E.11 -- HR Operations and Systems have reported via James H. Taylor that there are issues affecting the HR/Payroll System for Manager Self-Service and other dedicated roles

I.E. 11 must be used in Compatability Mode

Midland Service Cloud

Google Chrome

Some buttons missing when using I.E.

Referenced from Architecture Report – HR Web Browser incompatibility issues (James Long 16.11.2015)

Online Classlists

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

Organisation Charts (Saba / Human Concepts - Organisational Charting)

Internet Explorer; Firefox; Safari

Chrome does not support the MS Silverlight plug-in which is required to enable the site functionality

This system is provided by Saba Planning@Work

OWA (webmail)

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

Install an RSS feed plugin for chrome

OWA (webmail)

Internet Explorer

Problems when attaching items to web emails - see problem case PR000318

enable the NPAPI settings in the chrome://flags page

OWA (webmail)

Internet Explorer

Webmail address book does not open and cannot add attachments in Google Chrome or MS Edge- see problem case PR000402

amend OWA vision settings - see PR000402 for full details

PebblePad

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099

Plymouth University RSS Feed

Firefox/Internet Explorer

Feeds not displaying correctly in Google Chrome - see problem case PR000364

POPPI

Internet Explorer; Firefox 12+; Safari 4+

Compatibility issues encountered using Google Chrome - see problem case PR000099

RTI Data Return (HMRC process)

Internet Explorer v10 or higher

Issues with Chrome

Use a browser which supports TLS (Transport Layer Security)

Referenced from Architecture Report – HR Web Browser incompatibility issues (James Long 16.11.2015)

Sunrise

Google Chrome

Application runs slower in Internet Explorer

Tech Services Booking Sheet

Internet Explorer

Compatibility issues encountered using Google Chrome - see problem case PR000099



 

 

1.16. Telephony
1.16.1. Activating EE Voicemail

Activating EE Voicemail

Some users may have experienced difficulties accessing their voicemail following a move from O2 to EE.

Solution

 

 Enter the following code on your telephone keypad:- **5005*86*123# and then press “dial”.  This should re-instate voice mail.

 

 

1.16.2. Where can I get help with using my IP Telephone?
  
IP Telephone User guides

  
Please see the attached guides below on how to use your Cisco IP phone.

In some scenarios your Cisco IP phone may become unresponsive. This can happen for a number of reasons but can be easily rectified.

The simplest and best way to restart a Cisco IP phone is to unplug it from the network and plug it back in. This can be achieved by following the process in the PDF 'IP Phone Restart' attached below.

1.17. Web
1.17.1. Deleting Temp files
   Q:   How do I delete my temporary internet files and cookies ?

   A:  

Internet Explorer 11

Open Internet Explorer and click on Tools (cog symbol top right hand corner of the browser window),from the drop down list select Internet Options, on General tab press the Delete Files button.

You might need to wait a moment whilst files are deleted this. Once completed, restart your browser.

Chrome 

  • In Chrome, select the menu to the right of your address bar.
  • Select “settings” in the drop-down menu that pops up.
  • Go to “History” on the left menu.
  • Select “Clear Browsing Data”
  • In pop-up that comes up, ensure all the boxes are checked and select “The Beginning Of Time” in the “Obliterate the following items from:” menu and click “Clear Browsing Data”.
You might need to wait a moment whilst it does this. Once completed, restart your browser.

For further details and screenshots of  steps in the Chrome browser please see the attached document below

If you want to find out about cookies and how they affect privacy, security and working on the web go to a site such as http://www.cookiecentral.com/faq for information.

1.17.2. Webfonts
   Q:   Why are my fonts in a webpage different to someone else’s when viewing the same webpage ?

   A:  

If one person looks at a webpage in Internet Explorer and it's in Times New Roman font, for instance, while someone else looks at the same page and it's in Arial font - and they have followed the same path to get to the page (that is, no old links) - then the IE cache needs clearing. 

To clear the cache: 

  •  go to Tools, Internet Options, Delete Files
  •  tick the Delete all offline content box and click OK
  •  also click Settings and check that Automatically is selected

If that fails then click Fonts and set the default fonts as follows:

  •  webpage font = Times New Roman
  •  plain text font  = Courier New
1.17.2.1. Changing web fonts
   Q:   How do I change the fonts on my web browser?

   A:  

If you have trouble reading the print on Web pages, you can easily change the size of the font to fit your needs.

 

Depending on your browser, you can increase or decrease the font size by:

 

Firefox

  • From the View menu, select Text Size
  • From the menu, choose the new font size by selecting Increase or Decrease

Microsoft Internet Explorer 5.0 or above

  • From the View menu select Text Size
  • From the menu choose the new font size (from smallest to largest)

Microsoft Internet Explorer 5.2 (Macintosh)

  • From the View menu, select Text Zoom
  • Choose the new font size (from 50% - 300% or Larger or Smaller)

Microsoft Internet Explorer 4.0

  • From the View menu, select Internet Options
  • Choose Fonts, and change the size to Small or Large

Netscape 6.0, and 4.0

  • From the Edit menu select Preferences
  • In the Preferences dialog select Appearance, then Fonts and reset the size

Opera

  • From the View menu select Zoom
  • Select a size from the list

Mozilla

  • From the Menu Bar, select Edit then Preferences
  • Double click Appearance and select Fonts
  • On the right panel set the font sizes

 

For further information on web fonts you could go to sites such as:

1.18. PC Finder Tool
 
You can use this tool from any browser or mobile device by going to:  pcfinder.plymouth.ac.uk
This page currently only displays rooms which are solely used for Open Access purposes and are not used for teaching.

There are other PCs in dual use rooms.  These are usually available when the room is not booked for teaching.  For more details go to the Portal, click Intranet, then My Edesk, then click Timetables then the Rooms Tab and make your selections to see bookings for that building.

For a full list of all Student Computing areas and opening times go to Locations of Student PCs