Tips, Voice Mail Management, Xtender Upgrade and MFA for Students

December 18, 2017

 

Tech Tips and Reminders

Mac users and those who work with sensitive data

  • Mac users, the latest macOS, High Sierra, is not yet compatible with several ECU tools, and we urge users to WAIT before upgrading. As with previous OS installs, this is a permanent change – the fix for any incompatibilities is to wipe the hard drive.
  • Work with sensitive data? Please be reminded that several information types are restricted as to use and storage. Check the ITCS Sensitive Data Grid for data types, requirements and approved storage. We are all responsible for protecting the information in our care.

Voice Mail Management Transitions to Cisco Unity Web

Cisco web interface gives additional access to voice messages and settings

Effective February 5, 2018, faculty and staff voice mail management switches from Microsoft Outlook Web App to the Cisco Unity Connection system. Voice mail messages will still be available from your email inbox and telephone on or off campus. With the addition of Cisco Unity, you’ll be able to access messages and configure settings through this new, easy-to-navigate interface. After February 5, staff will no longer be able to reset a PIN, change a greeting or other option from the piratemail.ecu.edu options.

Through the Cisco Unity interface, you can
  • Listen to messages
  • Reply to messages
  • Forward a message
  • Send a new message
Configure voice mail settings
  • Record your name
  • Manage your standard, alternate or holiday greetings
  • Enable a notification device
  • Create a contact list for a standalone, generic voice mail account
  • Create a private list for sending voice mail to a group
Change your PIN

The voice services team urges all users to log in to the interface before February and update their PIN. A PIN is used when checking voice mail or managing settings through a phone (252.328.9870).

Log in to the Cisco Unity Connection Web Inbox at https://ecuu1.intra.ecu.edu/inbox/.

  1. Click the Settings tab
  2. Choose Change PIN from the Passwords drop-down
  3. Type in a new PIN (digits only)
  4. Re-type the PIN to confirm
  5. Click the Save button

Want to know more? Visit the voice mail resources page for details.

Need help? Call the IT Help Desk at 252.328.9866 | 800.340.7081 or submit this service request.

ECU’s Xtender Imaging System Upgraded

Image Capture scanning for paper documents now available

Xtender, the ECU administrative imaging system used to scan student, human resource, finance and department documents was recently upgraded to include Image Capture, a new software that scans paper documents for upload to Xtender.

If you already had the Xtender Internet Explorer components installed on your PC, then Image Capture was remotely installed during the upgrade and should show in your Start menu. If your PC is ever replaced, log in to the ECU Download Center for the Image Capture software and reinstall manually.

Training Opportunities and Self Help for Xtender 8.1
  • The Xtender website. Xtender 8.1 how-to PDF guides now available from the website.
  • Cornerstone course. An Xtender 8.1 course now open to all faculty and staff. Log in to Cornerstone and search, Xtender, to register for this 20- to 30-minute session.
  • Student training. The Cornerstone course is available for anyone in PDF format on the Xtender Announcements page.

Have a specific question? Submit the Xtender service request, and a technician will contact you.

Multi-Factor Authentication for Student Email

Self Enrollment now through February 13

Students will be configuring their email accounts for Multi-Factor Authentication (MFA) during February 2018. This means that log in will require not only a passphrase but a response from a device.

Now through Tuesday, February 13, MFA enrollment is voluntary. After the voluntary enrollment period is over, student groups will begin receiving an email one week prior to mandatory enrollment.

Once a student receives his or her enrollment date, at least one of these methods of authentication must be configured:

  1. phone call
  2. text message
  3. mobile app

After MFA is enabled for an account, it cannot be accessed until MFA is configured.

Students should visit the MFA website for more information or download these step-by-step instructions.

For more assistance, students can always call the IT Help Desk at 252.328.9866 | 800.340.7081 or visit the nearest Pirate Techs location: Joyner Library 1101 | HS Student Center 211.

Multi-Factor Authentication (MFA) for Student Email

Early enrollment now through February 2018

Automatic enrollment begins Tuesday, February, 13. You will receive an email one week in advance of your account being automatically enabled.

After your account is enabled, you will be unable to access your email until MFA is configured.

PLEASE NOTE

ENROLLMENT MUST BE COMPLETED FROM A COMPUTER WEB BROWSER

Beginning Tuesday, February 13, 2018, your ECU email account will require that both your passphrase and a response from your phone be used to verify your identity when logging in from off campus.

This is called Multi-Factor Authentication (MFA), which provides an additional layer of security to protect your account. You may already be using a similar process to access your bank or Google account.

Once your account is enabled, the first time you log in to mymail.ecu.edu (either on or off campus), you will be prompted to set up a preferred method of MFA (choose one – you can always change it or add an additional method later).

Ready to begin using MFA now? See the attached instructions to enable your own account now.

MFA Verification Methods

Method How it Works
 
Multi-Factor Verification (Steps 1 and 2)
Phone Call After signing in to mymail.ecu.edu using your PirateID and passphrase, Microsoft calls your phone. Click the pound (#) key to verify your identity.
Mobile Text After signing in to mymail.ecu.edu using your PirateID and passphrase, Microsoft texts a 6-digit code to your mobile phone. Enter the code to verify your identity. Carrier text messaging rates apply.
Mobile App Download the Microsoft Authenticator app to your mobile. After signing in to mymail.ecu.edu using your PirateID and passphrase, either tap verify in the app or use the one-time password to verify your identity. Standard message and data charges from your carrier may apply.
App Passwords (Step 3)
App Password
Windows phone, Android, iOS
Microsoft-generated password replaces your ECU passphrase in mobile email settings and other apps for which there is no sign-in screen. If you don’t log in to an app through the purple MyMail page, you need an app password.

Need more information? Visit the MFA website. Need live help? Call the IT Help Desk 252.328.9866 | 800.340.7081 or visit your nearest Pirate Techs location.

 

Welcome Back, Faculty and Staff!

It’s hard to believe summer is nearly over and a new academic year is here.

Here’s the latest news for new and current faculty and staff.

WebEx vs. Skype: Is There a Difference?

With both WebEx Cloud and Skype for Business available to ECU users, how do you pick the right online meeting solution? Both tools share collaboration tools, audio and video options, scheduling through Outlook and a Meet Now feature.

However, there are also differences that make the choice clear depending on your requirements. Here’s how you can decide which is the best tool for your meeting.

Skype

Skype is part of the Office 365 download and is available to students, faculty and staff. It is currently ECU’s standard for instant messaging and desktop sharing. It is used to determine another user’s “presence” through Outlook – not available (red), green (available), yellow (away from the computer).

Skype is an excellent choice for desktop sharing and is approved to discuss FERPA information – while holding online office hours, for example. But, Skype is NOT approved for HIPAA discussion. See these security considerations.

WebEx Cloud

WebEx is currently only available to faculty and staff. Users have a personal online meeting room where the URL never changes (ecu.webex.com/join/your-pirateID). WebEx is browser-based and works well with either a Mac or a Windows computer as well as iOS, Windows and Android mobile. WebEx is also approved for both HIPAA and FERPA.

So, both Skype for Business and WebEx are excellent choices for your online meetings, with some situations favoring one tool over another. Still not sure? Visit the video and web conferencing website for more information.

REDCap’s New Informational Website

REDCap (Research Electronic Data Capture) is a secure, HIPAA compliant, web-based application used for building and managing online surveys and databases. All data is secure within ECU’s IT infrastructure.

Over the summer, the ITCS Multimedia & Technology (MTS) team made significant updates to the REDCap website by adding new user guides, frequently asked questions, security information and other resources to assist researchers in using this powerful tool.

New users must meet all prerequisites and approvals before creating an account. See the REDCap online research survey website for details.

OneDrive vs. Piratedrive: Which is Best?

ECU provides two storage solutions for your course work, research and other documents. Read on for the specifics of each.

Piratedrive

All ECU users have a 125GB Piratedrive network storage folder on ECU servers. Piratedrive is approved for sensitive ECU information – good for research data or personal documents. Your folder is named the same as your PirateID and is always available when on campus as a network connection named, Piratedrive (U:). Piratedrive can also be accessed through Pirate Port. See the Piratedrive website for more information.

OneDrive

OneDrive is a feature of your ECU Office 365 subscription. This 1TB cloud storage folder is housed in the cloud and is approved to store your FERPA data and academic schoolwork, etc. OneDrive is NOT approved for storage of sensitive information. OneDrive is different from Piratedrive in that you can share, edit and collaborate online – a good idea to use when you are working with others! You can also sync documents from your mobile or computer to your OneDrive folder. Everything you need in one place and available from anywhere. See the OneDrive website to learn more.

Don’t Forget Your Software!

Windows 10 Operating System

Over the next few weeks, ITCS is making the Windows 10 OS available to staff as a download upgrade for a nominal fee. This OS is available to those with either a PC or Apple computer. We will release more information and download links when available.

Office 365 Subscription Includes FIVE Downloads

Don’t forget that your ECU Office 365 subscription comes with FIVE downloads for Office 2016. It doesn’t matter whether you own a Mac or PC, there is a download available for each platform.

See the Office 365 features page for more apps, links to Microsoft support and Lynda.com video instruction for Word, Excel, PowerPoint and Outlook.

Ransomware: Few Sightings at ECU

Over the last few months, ITCS has implemented multiple security tools to protect devices connected to our network. And it’s paid off; the number of ECU computers infected with ransomware during recent attacks has been low.

However, you can add even more of a protective layer around your information by following these simple steps:

  1. Do not store ECU data on your computer. See the OneDrive vs. Piratedrive article above.
  2. Create and manage a backup for data that is stored on your system. If your ECU computer becomes infected with ransomware, the hard drive will be wiped, and we will be unable to recover your data (unless there’s a backup).
  3. Do not open suspicious emails or attachments.
  4. Do not click the links in a suspicious email.
  5. Keep your operating system and other software up to date.
  6. Remove outdated plugins in your web browsers.
  7. Have one user account for everyday use like web surfing and one user account with a separate password for administrative duties like installing software, etc.

While not foolproof, these simple steps can go a long way toward keeping your data safe from hackers. However, if you find that your computer has been compromised, turn off your computer immediately and call the IT Help Desk at 252.328.9866 | 800.340.7081.

Accessible Email Announcements

Email announcements help us spread the word to the ECU community on all sorts of important topics: department events and seminars, office openings and closings, HR-related information and much more.

By designing email announcements in multiple formats and using ECU’s accessibility guides, you allow those of your audience using screen readers and keyboard-only access to understand your message. These tips are a good start:

  • Structure content using headings
  • Provide sufficient contrast between the background and text
  • Provide alternative text for images
  • Use meaningful link text
  • Use a descriptive subject line

Visit the Accessible email guidelines website to learn more. ITCS also offers a training class specifically for those who write email announcements (registration in Cornerstone).

Technology Links for Faculty and Staff

For an overview of our service catalog, visit the ITCS home page. We also have a page created specifically for new faculty and staff, but those who have been here awhile may also find something new!