Microsoft Office Now Available for Faculty/Staff on Personal Devices

On November 11, 2014, Microsoft started allowing faculty and staff the ability to download and install the full Office suite on their personally owned devices.  Prior to this date, the only option was to purchase the Office suite for your home computer.  The steps below will assist you in activating your account and then download and install Office for your home computer(s).

Note: This is only for personally owned devices and not for university owned computers.

Note that using your Washburn email account and the directions below, it is possible to install the Office suite on up to five devices (PC or Mac).  It is also possible to use mobile versions of the office programs on such devices as iPhones or iPads.

  1. In order to install the office suite, it is first necessary to activate the product for your account.  Unlike the Office suite for students, it is not automatically activated for all faculty and staff.  Click on the following link to:  http://go.microsoft.com/fwlink/p/?LinkId=512196
  2. Enter your Washburn email address and click Sign Up.
  3. A confirmation should display saying “You already have an account”, click Continue.
  4. It will redirect you to your Washburn email.  If not, go to http://outlook.washburn.edu and log into your Washburn email.
  5. Gear-BoxClick the gear box in the upper right hand corner of your email to display a drop down list of selections.
  6. Click on Office 365 Settings.
  7. The next screen will show various options on the left hand side.  Select Software.
  8. The next screen will show what software can be installed. 
    1. PCs — One button for Install listed with all of the software in one package.  This will install Office 2013 for PCs with the software listed below.
      1. Word
      2. Excel
      3. PowerPoint
      4. OneNote
      5. Access
      6. Publisher
      7. Outlook
      8. Lync
      9. InfoPath
    2. Macs — Two different Install buttons listed, select the first option to install Office 2011 for Mac with the software listed below.
      1. Word
      2. Excel
      3. PowerPoint
      4. Outlook
        • Another Install option will be listed for Mac as there are currently two different versions of Outlook.  Use the Outlook in the first option.
        • OneNote is available for Mac, but you will need to install it from the app store.
  9. Once the Install is clicked, the program will begin to download to your computer. 
  10. When the download is complete, install the program.  Note, download time will depend on your Internet connection to Microsoft.
  11. After installation, if prompted to activate product, select Sign-in to existing Office 365 subscription. Enter your full Washburn email address and then your email password.

The Office suite, whether on PC or Mac, will remain updated and current as long as you are employed, or have an account, with Washburn University.  Once you leave Washburn, the program will stop working and prompt you to purchase through Microsoft.

Any problems or questions, please contact ITS User Services at support@washburn.edu or by calling 785-670-3000.

 

Microsoft Office Now Available for Students on Personal Devices

Prior to the fall 2014 semester starting, we were working with Microsoft to roll out the Office suite to all Washburn students.  We got the process working just after the semester started and since that time have had 376 students download and install the suite. We are able to provide this to all of our students with a Microsoft site license we purchase every year for all campus computers.

These directions will walk you through where to go within your Washburn email account to download the software and then how to install the software.  Note that using your Washburn email account and the directions below, it is possible to install the Office suite on up to five devices (PC or Mac).  It is also possible to use mobile versions of the office programs on such devices as iPhones or iPads.

  1. Log into your Washburn email at http://outlook.washburn.edu.
  2. Gear-BoxClick the gear box in the upper right hand corner of your email to display a drop down list of selections.
  3. Click on Office 365 Settings.
  4. The next screen will show various options on the left hand side.  Select Software.
  5. The next screen will show what software can be installed. 
    1. PCs — One button for Install listed with all of the software in one package.  This will install Office 2013 for PCs with the software listed below.
      1. Word
      2. Excel
      3. PowerPoint
      4. OneNote
      5. Access
      6. Publisher
      7. Outlook
      8. Lync
      9. InfoPath
    2. Macs — Two different Install buttons listed, select the first option to install Office 2011 for Mac with the software listed below.
      1. Word
      2. Excel
      3. PowerPoint
      4. Outlook
        • Another Install option will be listed for Mac as there are currently two different versions of Outlook.  Use the Outlook in the first option.
        • OneNote is available for Mac, but you will need to install it from the app store.
  6. Once the Install is clicked, the program will begin to download to your computer. 
  7. When the download is complete, install the program.  Note, download time will depend on your Internet connection to Microsoft.
  8. After installation, if prompted to activate product, select Sign in to existing Office 365 subscription. Enter your full Washburn email address and then your email password.

The Office suite, whether on PC or Mac, will remain updated and current as long as you are a student.  Once you leave Washburn, the program will stop working and prompt you to purchase through Microsoft.

Any problems or questions, please contact ITS User Services at support@washburn.edu or by calling 785-670-3000.

 

Helpful eBooks and Microsoft Lync Information

A short post today to offer assistance with Microsoft products.  The links included in this post are resources for free ebooks from Microsoft and then a Microsoft Lync help page which is an Instant Messenger (IM) tool that we use here at Washburn. 

A collection of free Microsoft ebooks is available from Eric Ligman, Microsoft Senior Sales Excellence Manager, with information ranging from Office 2013 to Microsoft operating systems.  This is a quick helpful link to a variety of free documents Microsoft provided.

Largest Collection of Free Microsoft eBooks ever, including: Windows 8.1, Windows 8, Windows 7, Office 2013, Office 365, Office 2010, SharePoint 2013, Dynamics CRM, PowerShell, Exchange Server, Lync 2013, System Center, etc.

The other helpful web site is one for Microsoft Lync.  As mentioned, Lync is an Instant Messenger (IM) that is available to faculty, staff, and students to use here at Washburn.  Many departments are already using Lync to communicate with one another, other departments, or with students.  It is a quick and easy way to talk with a group of people or conduct a video conference call with a group too.

A list of help topics is available from the Microsoft web site listed below.  Lync is already installed on all Washburn computers (Start > All Programs > Microsoft Office 2013 > Microsoft Lync 2013).  It is possible to install Lync on your home PC or Mac and it can also be installed on your mobile device too.

Help Topics About Lync

Have a good day and please let us know if there are any items that you would like for us to post about in the future.  Thanks to Donna LaLonde for providing these helpful links following training that we provided over the summer.

If there are any questions about using Lync, or the items on the ebooks, please contact ITS Support at 785-670-3000 or support@washburn.edu.

 

Chuck Kranz Hired as Technology Support Technician II at Washburn Tech

I am happy to report that Chuck Kranz has been hired as a Technology Support Technician II at Washburn Tech.  Chuck worked as a Technology Support Technician I in Morgan Hall for the past few years.  Chuck will work at the Washburn Tech campus Monday – Friday from 7:30 am – 4:30 pm providing support for IT needs at the Washburn Tech campus.  His primary contact number is 785-670-3000 which goes to our support line so that we can provide additional assistance for the Washburn Tech campus by providing additional technicians to be able to assist with issues.

Please join me in welcoming Chuck to the Technology Support Technician II role and providing full-time support for the Washburn Tech campus.

Office 365 Spam Filtering and E-Mail Routing Changes

ITS has removed e-mail routing through the old Washburn mail system.  E-mails to @washburn.edu addresses are now being delivered directly to Microsoft Office 365.

For the most part, this change will not be noticeable to you.  Key changes:

  • E-mail spam filtering is no longer being done via the Barracuda Spam firewalls
  • E-mails will no longer arrive with [SPAM] or [POSSIBLE SPAM] headers
  • You will no longer receive e-mail quarantine reports (with a possible exception of a last one for today)
  • Spam filtering is being perform by Microsoft Office 365 anti-spam systems and suspected spam is delivered to your “Junk Email” folder

Let us know if you have any questions.  We’re preparing additional guidance on managing your spam settings and will publish that shortly.  Microsoft documentation on spam management in Office 365 can be found at this link:

http://office.microsoft.com/en-us/office365-suite-help/spam-and-virus-protection-in-office-365-small-business-HA103582250.aspx

Questions or problems, please contact ITS User Services at support@washburn.edu or by calling 785-670-3000.

 

Office 365 Progress and Preparation

Information Technology Services has finished migrating to Office 365.  All ITS staff are now using Office 365 for our email and calendar.  All of our student workers are using the new Office 365 as well.  We are happy to report that everything is working great! 

As we prepare to migrate those individuals that volunteered to be early adopters, we are working on documentation as well as the schedule for migrating all of campus.  We have the web site (http://www.washburn.edu/a-z-index/its/email-calendar) where we will be posting documentation, migration schedule, pre-migration, and post migration steps.  We will also be announcing drop in sessions for question and answer one-on-one sessions.

A few items to remind you about that are also listed on the web site (http://www.washburn.edu/a-z-index/its/email-calendar/prepare-migration.html) include:

  1. Delete any unneeded mail – Delete any email you do not need to keep. This will help your migration go faster.
  2. Trash Folder – Empty your trash and keep it empty. The trash, deleted, and deleted items folders will not be migrated to the new system. If you need assistance checking your Trash folder settings to make sure that messages are being purged, please contact 785-670-3000 or email support@washburn.edu. If you are using the Trash folder as a “staging area” for email prioritization, you will need to come up with a different folder to use for that purpose.
  3. Folder names — Remove any special characters from folder names to ensure a smooth transfer. Special characters include: !@#$%^&*
  4. Large messages/attachments — Large messages greater than 25 MB  may not easily migrate to the new system, so be sure to download any attachments you need to keep. Thunderbird will allow you to search for messages by size. MyWashburn webmail will allow messages to be displayed by size which can help locating large files. Please contact support@washburn.edu or call 785-670-3000 if you need assistance.
  5. Save any .exe attachments — The new email system will not accept email attachments with executable files (even if they are zipped), so be sure to save any .exe files before your migration.

Please watch the web site and email announcements for additional information.  Any questions or concerns, please contact ITS User Services at 785-670-3000 or via email support@washburn.edu.

 

Office 2013 Delayed to January 2014

We have not found any problems to keep us from going to Office 2013.  The product is working as expected and in some respects, I like it better than Office 2010.  With the notice not going out until just before everyone left for the summer and we did not want to surprise anyone when they returned for the fall semester, we decided to wait until January 2014 to roll out Office 2013.

We will be communicating during the fall semester with tutorials, training, and information.  So, please watch for that information to go out once we get the semester started.

If you would like to begin using Office 2013 in your office before January, please contact ITS User Services via email support@washburn.edu or by phone 785-670-3000.  We will have Office 2013 installed on the computers in Bennett 102 for you to use and then also for training.

We will Thank you and please let us know if you have any questions or concerns.

 

Multiple Reports of Czech Republic Phishing Messages

We started receiving reports of phishing attempts.  The first few reports came in on Saturday and Sunday the number has tripled.  The message has been the same in all of the reports and below is an example of the message.  Note, this was not sent out by Washburn ITS.  We will never send out such a message or ask for your password.  If you responded to this message, please change your password immediately to a new password you have not used previously.

Your Incident ID is: 130329-018715
This is an automated message to notify you that we detected a login attempt with a valid password to your Washburn! account from an unrecognized device on Sunday, June 14th, 2013 12:26 AM BST.
Location: Czech Republic IP=89.187.142.93
Was this you? If so, you can disregard the rest of this email. If this wasn’t you kindly follow this link http://mywashburnportal.webs.com/ to review your Washburn account
Sincerely,
The Washburn! Helpdesk

We are working to block this message from arriving on campus.  If you have any questions, please contact us at 785-670-3000 or send email to support@washburn.edu.

New Employee in User Services

Please welcome Bryan Carney to Washburn as a new employee in User Services.  Bryan fills the position of Technology Support Technician I and will eventually be located in Petro Allied Health Building as their building technician. 

Bryan is A+ certified in CompTIA A+ Essential hardware and Software and CompTIA A+ Remote Support Technician.  His recent work experience was working as a sale consultant for Office Max.  Prior to that position, he worked for EnsurePC as a computer repair technician and sales.  Bryan graduated from Washburn Institute of Technology with a technical certification in Computer Repair and Networking.

Bryan will spend part of the summer with his office located in Bennett Computer Center room 106 while he learns processes and procedures.  Prior to the start of the fall semester, he will be moved to Petro where he will be permanently located.  His office will be located in the School of Nursing department.  I know that the School of Nursing as well as all of Petro is excited to have Bryan hired and to start working.

Please help us welcome Bryan to Washburn!

Bryan Carney
Bennett 106
bryan.carney@washburn.edu

 

Washburn E-mail Quarantine Access and Purpose

Log on Window for E-mail Filter

Log on Window for WU E-mail Filter

The Washburn University email system has a spam filter in place to help protect from unwanted email, viruses, and other malicious messages.  We  have had this spam filter (WU E-mail Filter) for the past few years.  The system scans all incoming and outgoing email and assigns a numeric rating on whether the message being sent or received is a spam message.  The higher the rating the better chance that message has of going into the spam quarantine.

The WU E-mail Filter, or spam quarantine, is there to protect you from those malicious messages from the Internet.  To access your spam quarantine, visit the following web site:

https://mxgateway.washburn.edu/cgi-mod/index.cgi?locale=en_US

Log on using your MyWashburn user ID and password.  This will display any messages waiting in your spam quarantine.  From here, it is possible to see a list of any messages that have been held and not delivered to your e-mail inbox due to the message being tagged as spam.

Click on the message in the quarantine to see a preview of the message.  This will allow you to see the contents of the message without it being delivered to your inbox and possibly infecting your computer.  When clicking on the email in the list, this opens a new window, which allows you to preview the message.  If the message should be delivered, click the deliver button.  However, if the message should not be delivered, close the window and either click delete next to the message, or check the box to delete a list of messages.

Occasionally, messages that should be delivered to your inbox end up in the quarantine.  In order to keep that from happening, there a few options.  The first option is to click the deliver button which would allow the message to deliver.  If the sender is someone you expect to hear from often, click the link for whitelist.  This will add the sender address to your whitelist so that those messages will not be held in the quarantine.  It is also possible to manually enter e-mail addresses into the whitelist through preferences.  This option also allows the adding of entire domains.  So, if you are working with a vendor and multiple people are contacting you, you could add their domain.com into your whitelist and anyone sending from that vendor would make it into your inbox.

The feature I use often is to go through and mark those messages in my spam quarantine that I know are spam. It is possible to mark multiple messages that based on the sender and subject I know I do not want to see.  Check each message and then click on Spam at the top of the list.  This does two things for you.  First, it adds them to your spam list and second it sends the sender information to the vendor who manages the product so they can possibly block it for other people too.

WU E-mail Filter Preferences

Preferences for changing settings within the WU E-mail Filter

The preferences menu is at the top of the window.  From the preferences, it is possible to see the Whitelist/Blacklist items that you have marked.  It is also possible to add/remove addresses from the list.  Click the Whitelist/Blacklist link to view this section.

The Quarantine Settings is the section where it is possible to specify how often the WU E-mail Filter notifies you when there are messages in your spam quarantine.  By default, the notice will be sent to your Washburn e-mail address.  I prefer to have mine set to daily as I get a lot of e-mail and many of the messages end up in my quarantine.  This is also the area where it is possible to disable your spam quarantine.  If the spam quarantine is disabled, messages that would normally be held for review would be delivered to your e-mail inbox and tagged with [SPAM] or [POSSIBLE SPAM].  This can be turned on or off as needed.  The recommendation is to leave this setting turned on to protect you and your computer from possible harmful e-mail messages.

The last tab is the Spam Settings.  This is the area where it is possible to change how messages are tagged.  The default is to use the system settings, but it is possible to change to your desired settings if needed.

If there are any questions or problems regarding the WU E-mail Filter, please contact ITS User Services at support@washburn.edu or by calling 785.670.3000.