Technology Guide: Working Remote

Please monitor Loyola’s coronavirus webpage for the most up to date information. Questions should be sent to coronavirus@loyola.edu

Summary

This document outlines the technology needed to create a successful remote work environment. You can find information on installing these systems on your personal computer in the What Technology on my personal computer is needed to work remotely? 

Have questions about remote work? Find common answers to your questions Remote Work FAQs

Online Meetings

Online meetings can be held using either Skype for Business, Microsoft Teams or Zoom. Online meetings are a great way to come together, wherever you are, and you can even invite people who don’t have a Skype for Business, Microsoft Teams or Zoom accounts. Technology Services recommends staff and administrators use Skype for Business or Microsoft Teams and faculty use Zoom. All of these tools can be used for online meetings and all have audio, video, chat and content sharing capabilities.

Here’s some online resources on how to use the online meeting systems.
See more resources in the Training Resources below.

Skype for Business

Set up and online Meeting in Outlook
Join a Skype for Business Meeting
Share your screen in Skype for Business
See more resources in the Training Resources below

Microsoft Teams

Scheduling a meeting in Teams
Join a Teams Meeting
Share content in a meeting in Teams
Recording a meeting in Teams
See more resources in the Training Resources below

Zoom Meetings

Scheduling a meeting in Zoom
Joining a Meeting
Local Recording & Cloud Recording
See more resources in the Training Resources below

Answering your Loyola Phone and Making Calls

Everyone who has a Loyola phone number can use their computer or their mobile phone to answer and make calls via Skype for Business. Skype for Business is automatically installed on all Loyola owned computers and can be installed on any computer or smartphone from an app store. If you use the computer for your phone, a headset with a microphone is recommended.

You can also forward your office number or have it simultaneously ring on your mobile or home phone. Any voice mail messages left will go to your office number’s voice mail and not on your home or mobile phone voice mail.

Learn more about how to forward and make your calls to ring simultaneously ring on your mobile or home phone.

Instructions how to install Skype for Business on your personal computer or mobile phone.
Install Skype for Business (PC)
Install Skype for Business (Mac)
Install Skype for Business on a Mobile Device

Access Your Files

You can access your OneDrive (previously G: drive) and Microsoft Teams files remotely by going to office.loyola.edu. You must install MyWorkDrive to access your files on the H: Drive

You should never copy your Loyola files to your personal computer. Many times, these files contain very sensitive data in them. The Loyola network has many security safeguards that are not typically installed on personal computers.

Access to Loyola systems

Many web applications can be accessed remotely with just a web browser or Inside Loyola. There are some applications you typically get to from Inside Loyola that will not work when working remotely due to the sensitive information within the application. See the list below.

  • Accessing applications using a web browser – The following systems can be accessed remotely using a web browser

    • Inside Loyola

    • Any system that you currently access via a web browser EXCEPT Colleague

    • Office 365 (email, OneDrive, Teams, Word, Excel, PowerPoint, etc.)

    • Zoom

    • Moodle

  • Accessing applications using Workspace – Learn more about using Loyola Workspace. The following systems can only be accessed remotely using Workspace via Inside Loyola or previously installed VPN software

    • Colleague

    • Perceptive Content / WebNow

    • Business Objects

    • Titanium

What Technology on my personal computer is needed to work remotely?

This section covers the basic technical equipment and access most people need to work remotely. Certain systems can only be accessed via Loyola Workspace and are listed below.

Computer Specifications

  • To work successfully from off campus, you'll need a reasonably recent computer (defined below) and operating system to ensure software compatibility and security protections. Tablets and cell phones can be useful as supplementary equipment, but they are not adequate standalone equipment for working remotely.
  • If you have a Loyola-issued computer, test it at home before you need to work remotely.
  • If you plan to use your personal computer, ensure that it meets the requirements outlined in this guide.

Operating System: Windows 10 version 1903 or later or MacOS 10.13 (High Sierra) or later

RAM: 8GB

Required Software

Follow this checklist below to ensure you have downloaded, installed and have access to each of these applications on your personal computer/mobile device, to productively work remote.

  1. Antivirus software must be installed and up to date on any computer that connects to Loyola's network.
    Please note: Antivirus software is automatically installed on all Loyola owned devices.

    Learn more about which Antivirus software to install on your personal computer 
    Free Software for Personally-Owned Computers.
     
  2. Use Office 365 – OneDrive, Microsoft Teams, Outlook, Word, Excel, PowerPoint
    You can install the entire Office 365 suite of products or each application you need individually.

    Learn more about how to install Office 365 on your personal computer
    Installing Office 365 on a Personal Computer
     
  3. Install the Skype for Business app on your personal computer & mobile device.

    Learn more about how to install Skype for Business on your devices
    Install Skype for Business (PC)
    Install Skype for Business (Mac)
    Install Skype for Business on a Mobile Device

    Instructions for using Skype for Business can be found on Microsoft’s Skype for Business page.
    View on-demand video training on Skype for Business
     
  4. Install Microsoft Teams on your computer or mobile device.

    Learn more about how to install Microsoft Teams on your devices
    Download Microsoft Teams on any device

    Instructions for using Microsoft Teams can be found on Microsoft’s Teams page
    View on-demand video training on Microsoft Teams.
     
  5. If you need to access your department’s H: drive remotely, you must install MyWorkDrive.

    Learn more about how to install MyWorkDrive on your devices
    How do I download MyWorkDrive?

Duo Two-Factor Authentication

When working remote, you will still be required to authenticate using Duo. It is recommended that you have at least two authentication methods available. We recommend your office telephone number for calls and a personal cell phone number for push notifications, text messages and/or verification calls (whichever method you prefer).
FAQs about Two-Factor Authentication
Using Duo With Any Cell Phone or Landline

Internet Connection

You'll need an internet connection that is stable and fast enough to support the systems/applications you need to perform your day-to-day work tasks. You may test your speed at SpeedTest.net or Fast.com. 10-20 Mbps upload and download speeds are considered fast enough for typical work activities. Please keep in mind that other devices on your network will impact your speed (e.g., if a family member is streaming Netflix or playing online games).

Follow Best Practices

We recognize that working from home is new to many of our employees. It is our goal to provide resources to help you feel more comfortable and prepared. 

Video: Creating a Cyber Secure Home
InfographicTop 5 Steps to Securely Work from Home
Article: 18 Tips to Help You Make the Best of Working Remote

Create your own office at home
Set up your computer and anything else you need for work in a quiet room free from distractions and noise. Remind family members that just because you are home, that doesn’t mean you’re not working.

Avoid public Wi-Fi
When working remote, it is best to use a secure, wired or password-protected wireless network. 

Stay connected
Keep your email, Skype for Business, and Microsoft Teams open and monitor them frequently.

Meet effectively
Audio and video meetings are a little different than in-person meetings. Use your camera, if available, and turn on your video during Skype for Business or Teams makes the meeting feel more like a traditional ace to face meeting.

Work responsibly
 The same policies apply whether you are working in the office or at home; if you haven't done so recently, please review the Information Security Policy.

Conserve resources
Loyola has a limited number of concurrent licenses for Loyola Workspace. Do not log into Workspace and have applications sit idle all day. If you only need it for a short period of time, log in and log out immediately after you are done.

Stay up to date
Please make sure your computer has the latest operating system and app updates. Loyola owned devices automatically receive patches, but you should make sure your personal devices are up to date.
Learn how to update Windows 10
Learn how to update software on your Mac

Training Resources

Online Resources

There are a lot of online resources available about Skype for Business, Microsoft Teams, Zoom and general best practices on working remote.

Skype for Business

What is Skype for Business?
Set up and online Meeting in Outlook
Set Audio Device options in Skype for Business
Join a Skype for Business Meeting
Share your screen in Skype for Business
Record and play back a Skype for Business meeting

Microsoft Teams

What is Microsoft Teams?
Schedule a meeting in Teams
Testing Audio & Video
Join a Teams Meeting
Share content in a meeting in Teams
Recording a meeting in Teams

Zoom

Getting Started on Windows and Mac
Scheduling a Meeting
Testing computer or device audio
Joining a Meeting
Meeting Controls
Sharing your screen
Local Recording & Cloud Recording

LinkedIn Learning

Whether you’re new to remote work or not, and whether you’re leading a team or part of a team involving distributed team members. Discover how to be productive and stay connected when working from home or other remote environments. Learn how to effectively work remotely. Gain tips for adjusting to changes in your work environment. Explore virtual communication tools for staying connected. Everyone at Loyola, including students, have access to a large library of learning resources in Linkedin Learning.

Activate LinkedIn Learning

The following LinkedIn Learning courses are available to assist with working remotely:

Working Remotely (1 hr)
Time Management: Working from Home (1 hr 25 min)
Being an Effective Team Member (31 min)
Productivity Tips: Finding Your Productive Mindset (59 min)
Leading at a Distance (36 min)
Balancing Work and Life (28 min)
Thriving @ Work: the Connection between Well-being and Productivity (41 min)
Managing Stress for Positive Change (57 min)
Building Resilience (34 min)
Developing Resourcefulness (18 min)

Employee Technology Training Center

The Employee Technology Training Center provides professional development training for software applications and other technological tools used by the University's faculty, administrators, staff & affiliates. We provide how-to training delivered both hands-on and virtually. We also provide quick start guides, tips and tricks and group training. 

Learn more about the Employee Technology Training Center by visiting www.loyola.edu/training

Interested to putting together a training for your department or group? Submit a group training request.

Avoiding coronavirus-related phishing attacks

As news about coronavirus (COVID-19) evolves, cybercriminals are trying to take advantage of the fears associated with it by sending phishing emails designed to infect computers, collect personal information, and steal money. Loyola Technology Services would like to remind our university community to remain vigilant around recognizing and reporting phishing emails tied to coronavirus. 

Below are a few tips to help you avoid potential threats and remind you what you should do if you should become a victim of phishing:

  • Slow down. Always read emails carefully and do not click on links purporting to be from the World Health Organization, U.S. Centers for Disease Control and Prevention, or others claiming to be experts or to have information about the virus.
  • Ignore offers for vaccinations, ads claiming to prevent, detect, or cure the coronavirus, and requests for online donations to crowdfunding sites or charities.
  • Beware of emails that entice you to click links to fake alerts that warn you about breakouts in your local area.
  • Remain alert to phishing attempts sent via other channels such as SMS text, iMessage, WhatsApp, and others. Scammers are even making fake posts on social media to get your personal information.
  • Never provide personal or university information to anyone without verifying that the request is legitimate. Watch for spelling or grammar mistakes, which can sometimes signal illegitimacy.
  • Remember to always assess sender details, hover over links to see where they lead, and use the Report Message > Phishing button in Outlook if you think you spot a phishing attempt.
  • If you mistakenly click on a phishing email please forward the email to the help center at ots@loyola.edu

Details

Article ID: 100626
Created
Wed 3/11/20 9:21 AM
Modified
Wed 4/29/20 5:30 PM

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