Training tips and tricks to help you get the most out of the wide array of useful technologies and services available at the University of Chicago. Check out IT Services on Twitter every Tuesday for the latest #TrainingTipTuesday.
Office 365 is a cloud-based suite of collaboration solutions that includes Exchange Online for email and calendaring, Office, and many other collaboration tools.
As a University faculty, student, or staff member, you can download and install Office ProPlus (including Word, Excel, and PowerPoint) on up to five devices, such as a mobile phone, tablet, or home computer. This allows you to easily collaborate with colleagues and classmates when you are away from your main computer.
To download Office ProPlus apps on your computer:
- Go to https://portal.office.com/ and log in with your username (in the form of CNetID@uchicago.edu) and corresponding password.
- Once you login, click the “Install Office” drop-down menu.
- Select “Office 365 apps” and follow the prompts to complete the installation.
When you’re working from a coffee shop, airport, or other public space, get secure access to University network resources through the UChicago virtual private network (cVPN). Available to faculty, students, and staff, cVPN is used to remotely access resources that are not available from off-campus locations.
With eduroam, once you connect to the network at UChicago, you can instantly and securely join any eduroam hotspot in the world. These locations include hundreds of other universities and educational institutions.
To make online access easy for visitors, the University provides a guest wireless network. All full-time University faculty and staff can create guest network accounts for their visitors through the sponsor portal.
Creating an account is simple. First, make sure you have the guest’s name and email address handy. Then follow the steps to create a guest account. After the guest account is created, the system will generate a guest username and password.
Accessing the network is easy too. Guests simply select the uchicago-guest network from their wireless device (laptop, tablet, or phone) and enter the guest wireless network username and password you created. For more information, visit the article Guest Wireless Network User Information.
Google Drive, part of the UChicago G Suite, offers unlimited free, online space for storing or sharing files and easy integration with other G Suite apps. With Google Drive, you have different options to share files with University faculty, students, and staff.
You can choose to share your files with specific people, or share a link to the file that anyone with a Google account can access. To further control access, you can choose to allow individual viewers to view, comment, or edit files. Visit Google support for detailed instructions on sharing.
UChicago Box is a cloud-based storage service that provides unlimited free, online space for storing or sharing files. Although it’s easy to share your Box files with faculty, staff, and students at the University, there are times you may want to restrict access to your files to a limited number of people.
To allow individuals to view and edit your file, opt to invite collaborators. If you don’t want to manage each individual’s access to the file or you’d like to share with a larger group, use shared links. For either method, be sure to read through the descriptions of the sharing options to make sure you select the appropriate settings for your files.
Your smartphone is a convenient option to verify your identity for two-factor authentication (2FA). If you upgrade to a new phone but are using the same phone number, you can follow instructions to re-activate 2FA on your new device.
Also, it’s a good time to manage the other devices you may have registered by logging in to 2FA.uchicago.edu. You can also print a list of one-time passcodes to use when you don’t have access to your registered devices.
Get more information on using 2FA on different devices.
As summer heat continues, follow these steps to keep your smartphones and laptops safe in high temperatures.
- Keep your laptop or smartphone out of direct sunlight and hot cars. When possible, take your devices with you instead of leaving them in the car.
- Wait a few minutes before using your device when transitioning from hot temperatures (outside) to cool temperatures (inside an air conditioned building).
- If you need to have your laptop or phone with you in hot weather, turn on airplane mode or power-saving mode so it’s using less battery-heavy apps or features.
- Shut down your device if you’ll be exposing it to high temperatures for long periods of time. Again, wait a few minutes for the device to cool down inside before turning it back on.
For more information, view this article on keeping your laptop or smartphone safe in hot weather.
If you are heading out of the office for the upcoming holiday or a vacation, you might want to use the automatic replies feature in Outlook. With these messages, you can let colleagues and others know that you won’t be checking email and when you will be back online.
Follow the instructions to set up automatic replies on your device.
The final term in this month’s phishing series is SMiShing. These phishing attacks via SMS (text messages) are scams that attempt to trick users into supplying content or clicking on a link in SMS messages on their mobile devices. Flaws in how caller ID and phone number verification work make this an increasingly popular attack that is hard to stop.
Similar to a phone call, if you don’t recognize the number, don’t feel the need to respond to a strange text message. Legitimate companies and service providers will give you a real business email address and a way for you to contact them back, which you can independently verify on a company website or support line.
For more information on phishing, check out the University’s Information Security website.