Aiglon Training To New Users

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Introduction to new staff : 

Aiglon IT Dpt. 1 Introduction to new staff

Slide 2: 

Aiglon IT Dpt. Introduction to new staff 2 Your Aiglon Account Email My documents Docstore, Photostore and Topisc MIS (Isis & Pass) Intranet Internet Wireless Printing Reporting Problems & Maintenance slots Summary

Slide 3: 

Aiglon IT Dpt. 3 Your Aiglon Account Every user at school has an account (Students and Staff under contract). This account gives you the right to login to the school network and is totally private. Your Username (initials that identifies you@aiglon.ch) Username is not case sensitive. Make sure “Domain” is set to AIGLONSA.

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Aiglon IT Dpt. Introduction to new staff 4 Your Aiglon Account DO be careful when typing your password (students will try to get it!) DO change your password regularly DO NOT log on to more than one machine at once, If you do, select the name and log off, then wait a few minutes. LOOK at the location it says you are logged on and ask yourself if it does make sense ! DO NOT tell anyone your password (not even Computer Services!) Not even if you get an email or phone call. We do not want to know! Do and Don’ts

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Aiglon IT Dpt. Introduction to new staff 5 Your Aiglon Account How to pickup a safe password? A good method is to use the first letter of each word in a phrase you can easily remember. For example, “Aiglon is your kind of place" is Aiykop. Another method is to intentionally use misspelled words, or words with a number or punctuation mark suffixed. For example: Co77ege!(Since the password has to be 6 characters long, the exclamation mark on the end is part of the password.)

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Aiglon IT Dpt. Introduction to new staff 6 Your eMail - Outlook How to set up your signature in Outlook? Choose Tools > Options from the Menu bar Click on the “Signatures” button Click on the “New” button and type “Aiglon standard” as the name Go to My Network places from Desktop Copy “\\Staffnas01\DocStore\School Administration\Publications\Public\Standard Signature”

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Aiglon IT Dpt. Introduction to new staff 7 Your eMail - Outlook How to set up your signature in Outlook? Paste the template Carefully edit the name, job title and last 2 or 3 digits only of the direct phone number (take care not to change layout, font size or colour) Click on “Finish” and then “OK”

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Aiglon IT Dpt. Introduction to new staff 8 Your eMail - Outlook Mailbox & Archiving We are forced to limit the size of your mailbox due to limited space available on the mail server, the number of messages we receive daily and the number of users we have but, we understand that you need access to older emails for a certain time at least.   We have a centralised Mail Archiving Service. And you do not have to do anything to get your email archived. Any email delivered or sent to (from) your INBOX will be archived automatically. Please note that emails in the JUNK MAIL Folder will NOT be archived. Please move (drag and drop) any legitimate emails from the Junk mail folder to your INBOX. Also Note that it is NOT possible to delete any emails from the archive. Not even Administrators can delete emails!

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Aiglon IT Dpt. Introduction to new staff 9 Your eMail - Outlook Mailbox & Archiving Archive Store You can search across archives  Deleting Emails in your INBOX With a centralised Archiving system, you can now follow a different approach for email in your INBOX.We recommend that you only keep emails that require attention or action from your side.Delete anything else in your INBOX.  Organising your INBOX You may want to create folders in your INBOX and perhaps create Rules to manage these automatically. For example - Create a folder called Computer Services. Create a rule that moves any message coming from us, into this new folder.

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Aiglon IT Dpt. Introduction to new staff 10 Your eMail - Outlook Aiglon VPN We have a system where users are able to log on to their Aiglon account from anywhere in the world. We call this the VPN (Virtual Private network) This will enable you to: Use ISIS – including report writing Access your “My Documents” Check your email through the normal Outlook interface

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Aiglon IT Dpt. Introduction to new staff 11 Your eMail - Outlook Aiglon VPN Go to www.aiglon.ch and type VPN in search boxor enter vpn.aiglon.ch in your browser

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Aiglon IT Dpt. Introduction to new staff 12 Your eMail - Outlook Aiglon VPN Terminal Access If you however want to log on as you would if you were on campus then please choose the “Terminal (Staff)” button. (You will need the latest Java version in order for this to work).

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Aiglon IT Dpt. Introduction to new staff 13 Your eMail - Outlook Aiglon Webmail Access Webmail - will give you only access to your email. It is thus a bit faster to connect and useful if you quickly want to check up on your email.

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Aiglon IT Dpt. Introduction to new staff 14 Your eMail - Outlook Junkmail & Spam Filter Aiglon is limits the amount of spam you receive with our Spam Filter (Xwall) . No email will be deleted unless there are some harmful attachement e.g. a virus. In order to make sure no real business email is lost ESATInformer reports are sent to you on a daily base. In addition you can check inside the Junk Email folder

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Aiglon IT Dpt. Introduction to new staff 15 My Documents The «roaming profile» concept A roaming user profile is a concept that allows a user with a computer joined to a Windows Server Domain to log on to any computer on the same network and access their documents and have a consistent desktop experience, such as applications and preferences, icons and so on.

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Aiglon IT Dpt. Introduction to new staff 16 My Documents Where is my stuff? All your documents are stored in My Documents this your own private storage space. It’s not on the machine where you’re logged on but on our servers up in JCB. “My Documents” are mostly for Personal Docs and Work in Progress...departmental docs should be stored on the Docstore (speak to the hod). You are not allowed to store executable and installer files within your documents. (anything with an .exe .msi etc extension).

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Aiglon IT Dpt. Introduction to new staff 17 My Documents Space Limit Size limit of 1500 MB of total storage space. Once you get to 80% you will be notified with an email automatically. Get to 100% and your rights to this folder will be removed automatically and you will again be emailed! You will now no longer be able to save anything! If you are having trouble saving or deleting then the most likely explanation is because you are over your limit. Empty your Recycle bin by Right clicking on it and select “Empty Recycle Bin” SHIFT + DEL delete things when you are over your limit. Doing a SHIFT + DEL bypasses the Recycle bin and deletes the file permanently.

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Aiglon IT Dpt. Introduction to new staff 18 My Documents Keeping My Documents organized My documents folder is where all your files and folders are stored that you have actually created. It contains a My Music folder, My videos folder, My pictures folder, and so on. All of these folders are the default storage space for a particular file type. Adopt consistent structure for folders. Make sure you clean up old unused stuff.

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Aiglon IT Dpt. Introduction to new staff 19 Docstore, Photostore, Topics Docstore Docstore is the main repository school space. It’s a shared area subdivised in subdirectories (folders). Almost every piece of information needed to be shared is (should) be stored here. Most of subjects are organized in a standardstructure Differents rights are applied for each folder

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Aiglon IT Dpt. Introduction to new staff 20 Docstore, Photostore, Topics Photostore Dropbox The Dropbox area is to temporary store photos before they will be moved into the Photostore area. Please do not dump all the photos you have taken there Since the whole school has access to this area, anyone can delete photos. PhotoStore Photos will be moved from the Dropbox into the appropreate area. Currently this is a manual process but we are hoping to automate this sometime.

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Aiglon IT Dpt. Introduction to new staff 21 Docstore, Photostore, Topics Topics

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Aiglon IT Dpt. Introduction to new staff 22 MIS (Isis & Pass) MIS A management information system (MIS) is a system or process that provides information needed to manage organizations effectively… At Aiglon we are using currently 2 systems concurently ISIS our primary database (should be gone 2011) Pass (the new school MIS)

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Aiglon IT Dpt. Introduction to new staff 23 Intranet Information ressources First place to visit for a large amount of information on Aiglon and notices.

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Aiglon IT Dpt. Introduction to new staff 24 Intranet Staffroom Search feature available Bottom Left Computer Services Area (Left hand side), lots of docs and help (also this document) Staffroom area - Staff only access to Booking resources And more…

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Aiglon IT Dpt. Introduction to new staff 25 Internet Web Filtering System Aiglon is using a Web filter to prevent people from visiting various undesirable sites. Sites are automatically classified into certain categories by various external companies. From time to time, sites are classified incorrectly, and you may find that a "legitimate" site is blocked. Students need to discuss this with their houseparents who can then request Computer Services to make an exception. Certain sites contain malicious software and will not be unblocked.

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Aiglon IT Dpt. Introduction to new staff 26 Internet Monitoring All traffic is monitored and filtered. All site visits are logged. All images are checked.

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Aiglon IT Dpt. Introduction to new staff 27 Internet Wireless AiglonWeb This is an unencrypted wireless service offering Internet access will only be available from 7:00 am until 10:30 pm. All traffic is monitored and filtered. All site visits are logged. Authentication Open a browser and go to any site. Your request will be redirected to a login page where you will have to enter your Username and Password.

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Aiglon IT Dpt. Introduction to new staff 28 Printing Printing information We have a bit less than 60 printers all over the campus 12 big copiers (Ricoh and Canon) Cartridge & Paper recycling http://prnsrv1:9191/admin

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Aiglon IT Dpt. Introduction to new staff 29 IT Support Need help? Do you have a problem with something computer, audio visual or telephone related? Fill up a request on Intranet

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Aiglon IT Dpt. Introduction to new staff 30 IT Support Why fill up a request? No one is in the IT office to answer Check if your problem has been fixed You’ll be sure we did not forget about your issue

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Aiglon IT Dpt. Introduction to new staff 31 IT Support Maintenance Wednesday Nights from 7:00pm onwards we do updates to the network and services might not be available.

Thank you for your attention : 

Aiglon IT Dpt. 32 Thank you for your attention

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