Accessing IT resources remotely & required skills

Accessing IT resources remotely

Should the need arise you are able to connect to some IT resources from home, from a non-Marjon supplied laptop, PC or tablet. *(if you have a Marjon supplied laptop, please read to the bottom)

If your own device does not have the office applications installed then you can download them from www.Office.com using your Marjon login details. If you are unable to install the software you can utilise Word, Powerpoint and Excel in the web browser.

For both Email and Drives you will need to log in using your normal username and password:

Email – access to your email and any shared email

Open this link in your web browser: https://webmail.marjon.ac.uk

(If it doesn’t work please try https://outlook.office365.com/owa/marjon.ac.uk)

Drives – will give you access to shared folders on the network (including your N: Drive):

Open this link in your web browser:  https://drives.marjon.ac.uk/home/files?no_krb5=1

If you do have a laptop supplied by us it may be worth testing you can connect to the VPN from home. This requires a small application install (NetExtender) Please read the information online to find out how to install the app. (plus you may need to get your university laptop unfrozen if you need to install any programs)

If you are member of teaching staff, you are able to access LearningSpace as normal off campus. If you are required to record teaching content whilst off-campus, you are able to download the Panopto Desktop recorder or use the Web browser. Follow the guidance and information in our Digital Skills help site to read the guidance on how to do this.

We are able to forward telephone numbers if needed, but if you are using Microsoft Teams, you are able to make internal to internal calls to colleagues. (This can be done via your laptop (or PC with a microphone), but is easier to do if the app is installed on a mobile phone)

To do this: open the Teams app, find the person you want to call and press the phone icon.

For more detail follow the guidance available which shows how to call from the computer or app

There are further guides available from the Digital Skills help site


Required skills to work remotely

If you need to work off-campus or at home the information and guidance below will help you to do so and provide you with guidance on how to do this effectively.  The following skills have been identified as skills that may be required to work at home.


Accessing emails

To access your email off-campus you can do this via LearningSpace, through the Marjon website or via your Office 365 account online.

LearningSpace:

  1. In LearningSpace (www.moodle.marjon.ac.uk) – go to the top menu can click on ‘Services’ – then head to ‘My Marjon Email’
  2. This will direct you to your webmail space, just enter your standard username and password to access your email

Plymouth Marjon University website:

  1. Head to the main website > Scroll down to the bottom (accept any privacy messages) > click on ‘Staff & Students’
  2. Click on ‘Student email’

Office 365:

  1. Visit your online Office 365 account via: https://www.office.com/ > Sign in to your account (using your standard credentials)
  2. Click on the icon for ‘Outlook’

Via your mobile device:

  1. If you have the Marjon mobile app, login to the app and select ‘Marjon mail’
  2. If you don’t have the app head to your browser and type in: https://webmail.marjon.ac.uk

Ability to access files/upload/edit files remotely

To access you N: drive off campus you can use Drives, which will enable you to access your files in the browser.

1. Go to LearningSpace > Click on the ‘Services’ menu and select ‘Drives’

2. You’ll need to enter you standard login and password to access Drives and if you’re logging in for the first time it will ask you to enter your password again.

3. When you have logged in, you’ll see a link to your N: Drive – this will show all the content, which you can access from home

4. If you select a file, you’ll see a three-dot icon on the right-hand side – clicking on this will reveal further options, such as ‘download, open, rename’

screenshot showing options for files

5. You can also upload files from your computer at home and create folders by selecting the ‘+’ icon in the top right-hand side of the screen

screenshot showing further options

note: Drives also works on a mobile device.

Editing files remotely

To access and edit files remotely you can do this through Drives – and then link to your Office 365 account, or simply go directly to Office 365.

To edit any file from your N: drive remotely in the browser, please follow these instructions:

1. From your Drives account click on the file you wish to edit

2. Select ‘Edit with Microsoft Office 365’

Screenshot showing how to open a document

3. The document will open in Microsoft 365 (if you’ve not logged in, then you’ll need to) > You can then work on the document in your browser

Editing through Microsoft 365

1. Login to your Microsoft 365 account online (via www.office.com) > Enter the same login credentials you’d use for access to LearningSpace

2. You will see a number of Microsoft programs available to work from.

3. To use them, simply click on the icon – Create a new document, presentation or other document

screenshot showing list of microsoft icons

Note that documents will save your work automatically and files will be stored into your OneDrive area for access.

Extensive support guidance can be found on the Microsoft website.


Setting up a Microsoft Team

Microsoft Teams is a great tool for setting up teams that can be used for a variety of reasons and purposes.  Teams are created by a member of the Digital Innovation Team in the first instance.  They are best used related to project work or as a general collaborative space for colleagues to work from.  If you’d like to put in a request for a team, please view the information in our Teams post.

How they work – Teams will allow you to share documents and co-collaborate on them.  There is a chat space to share ideas, links & media.  You can also hold web conferences between colleagues, which works well in a remote working environment. Online meetings can be scheduled or run as live broadcasts, which colleagues can join via an email notification or ideally via turning notifications on the downloadable Teams desktop version.

Once you have your Team, please review the extensive support guidance and video tutorials provided by Microsoft.

Using video conferencing tools through Microsoft Teams

Within Microsoft Teams you can call your colleagues whether a 1-1 chat or as a group chat.  The tool includes the ability to hold video conferencing, so you can display your webcam to see colleagues.

If you do want to hold a video conference, you should follow the guidance provided by Microsoft, this includes a video tutorial.

We’d recommend that if you do wish to chat through a video conference that you use a headset with built in microphone for the optimum audio quality.  Most webcams will work fine, but it’s not recommended to use this method as an audio device if you are in a room with other colleagues working.  A headset will help minimise any disruption if you are in a shared office.


How to setup out of office reply on emails

To setup your out of office email replies whilst you are away on leave, please follow the below guidance:

1. In the desktop version of Outlook, go to ‘File’ then ‘Automatic Replies’

2. Switch the bullet from ‘Do not send automatic replies’ to ‘Send automatic replies’

3. Check the box for ‘Only send during this time range:’

4. Select the dates you are unavailable

5. Enter a message – we’d recommend that this is provided in a similar format to the below:

Thank you for your e-mail, I am currently on leave and unable to reply.

I will respond to your e-mail as soon as I can on my return to work or within 1 working day of my return to work. I will be back at work on the…

Enter any useful text here and include if there is a resource, support guide or platform that may be of use.

Include an alternative contact email or phone number for your colleagues or someone that could help in your absence.

6. Click on the other tab ‘Outside my organisation’ – repeat the same above message or tweak according to your needs.

7. Click on ‘OK’

For further information and guidance about using Outlook, visit our Digital Skills Help site.


Ability to install software

Install Microsoft Office

1. To install Microsoft Office, login to your Office 365 account

2. Click on the ‘Install Office’ drop-down menu

Install Microsoft Office

3. Select the first option for Office 365 – this will activate a download

Downloading Office

4. You’ll need to click on the bottom setup link, then say ‘yes’ and keep online during the installation process.

Install the Panopto recorder

1. To install the Panopto recorder head to LearningSpace and find a module page

2. On the Reply block you’ll see a download option for either Mac or PC, click on the system you need.

Screenshot showing replay block

3. This will start the program download (will appear at the bottom of your browser)

Program download

4. Once it has downloaded, click on it to start the installation process.

5. Reboot your machine to complete the installation process


Running a live webcast from Panopto

If you’d like to run a live lecture remotely – you can by setting up a live webcast.

Follow the guidance from our live webcast post to learn more.

Follow the guidance on how to edit a capture.

LearningSpace

Adding content on LearningSpace and organising your pages

Introduction to Turnitin, LearningSpace and Replay for new staff


Ability to connect via the VPN

To connect to the VPN, you’ll need to follow these steps:

1. Go to the Marjon website: www.marjon.ac.uk 

2. Scroll the bottom of the page > Accept any privacy message

3. Click on ‘Staff and students’

4. Select ‘VPN access’ > Login


For further information and guidance about any of the digital systems we use at Marjon, please visit our Digital Skills help site.

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Matt Ewens

Digital Innovation Technologist

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