Software Guide

Introduction

This document provides instructions on how to use of the FDU Xmedius Fax Service. It describes notifications and navigation of the website in detail to facilitate the proper use of this resource.

Webinar Walkthrough

Each user given access to view incoming faxes will receive an email notification from the FDU Xmedius Fax Service

The email will look as follows:

Within each email will be a “Click here to access your fax” web link to the Xmedius Fax Server for quick access.

To access the FDU Xmedius Fax server you can visit efax.fdu.edu or click the “Click here to access your fax” link provided in the fax notification email (The efax website is only accessible if you are located on-campus or connected to the FDU VPN). Once loaded in your web browser you will be prompted for a username and password. Please enter your full FDU NetID and password.

Once authenticated you will see all of your incoming faxes (Unread faxes will appear in bold type).

1. To view a fax simply move your mouse to the fax you want to view. The fax will turn yellow as your mouse hovers over it, click it

2. The fax will automatically open to the Fax tab showing the incoming fax

Users can print a fax to a local or networked printer, and can send a document to Perceptive Content by printing to the Perceptive Content printer. Below are the steps necessary to print a fax.

1. First, find the fax to be printed by scrolling over it with your cursor until the fax is highlighted yellow, then click on it
2. Once the fax is opened, locate the Download icon on the top left side of the screen, and click to download

3. A new browser screen will open and the fax to be printed will appear

4. Right click your mouse from anywhere on the page, and a second panel will be presented. Hover your cursor over the word Print, and left-click your mouse

5. Next to Destination, select the printer you wish to send the fax to, or the Perceptive Content Driver if you wish to move the fax to Perceptive Content. Then click on the Print icon at the bottom of the screen

Faxes can be stored in both the current Folder view and the Deleted Folder view. You can move faxes between the folders by clicking the Delete button from the Current view or the Restore button from the Delete view. To delete a fax from the portal, click on the Delete button while fax is in the Delete view.

If faxes need to be stored and retrieved over a period of time, the number of faxes that might appear in either the Current or Deleted view could build up, and retrieving a fax could prove difficult. Using the Notes capability will make searching for archived faxes much easier. The Notes and search functions work in both the Current View and Deleted view.

1. In the portal, open the fax you wish to Note

2. Then click on the Note button

3. Start typing your note. You will notice a warning appear immediately letting you know the Note has not been saved yet. You can use multiple lines, and best practice would be to put a unique data point on each line. In the example below, Student Name, Datatel ID, the purpose of the fax, and the document type appear on separate lines

4. When done adding the Note, click Save at the bottom of the screen

5. To search for a particular fax, or series of faxes, from the Current or Deleted view of the portal, type in the search criteria in the bar to the left of the search button, and then click the Search button. All faxes that meet that criteria will then appear.

From time to time, it might be important to know more details about a particular fax, like who received it, who viewed it, who printed it or notated it. All that information, for each fax, can be found in the Event Log.

To view the event log from within a fax, simply click the Event Log tab.

The event log will provide details of every action taken upon that Fax. Those actions include:

• Routed to User – The Fax appears in that person’s portal
• Email Notification – An auto- generated email was sent to that person
• Fax Viewed – The fax was opened by a specific user (if several people are assigned to retrieve faxes, you can see who viewed the fax and at what date and time)
• Fax Downloaded – who downloaded the Fax for Printing
• Fax Deleted – Who moved the fax from Current View to Deleted View
• Note Saved – Who added a Note to the Fax

All this information can be very useful in a department where several individuals are responsible for managing and disseminating faxes.

From the eFax portal, users can send faxes with cover sheets and attachments. Below are the steps to compose and send a fax.

1. First, click on the Compose Fax icon colored blue

2. Enter in the recipient’s information, including Fax Number starting with a 3. If you are faxing within FDU, you only need to use the four-digit fax extension. If the Fax is going to more than one fax machine, click on More Recipients

3. Add the additional recipients’ information, and click Add. Type in a Subject for the fax, and any comments needed for the cover sheet. If a document needs to be attached, click on the Choose File icon at the bottom left of the screen, and choose the file you wish to attach. It is recommended that files be converted to .PDF if at all possible

4. When complete, the file name will appear next to Choose File. You can repeat for as many files as needed. When you are ready, click the Preview button to review the appearance of your fax

5. From here, you can view all the pages of your fax. If you are not satisfied with your fax, click the back button to go to the Compose screen, and click the Choose File button to either remove or re-attach a file. When ready, click Submit

6. If successful, a Fax Submitted message will appear. There will be an opportunity to add the recipient to your xFax contact list if they are a frequent user. Click OK

7. You will then see the fax in your Outbound Queue, in a Sending Status

8. Finally, the fax information will be moved to the Outbound History File

• Once the transmission has been completed, an email will be sent to the user confirming successful receipt of the fax by the receiving fax machine

• Users have the ability to remove faxes from their Inbound History by checking the box next to the fax they want to delete then clicking the Delete button

• Once deleted, faxes are visible by clicking the Deleted folder view

• Users will then have the ability to restore the fax to their Inbound History by clicking the Restore button. Alternately, faxes can be permanently deleted by pressing the Delete button. A final confirmation screen will be shown before permanently deleting fax

Each member of the Fax group in which you are the owner manages faxes within their own portal. In other words, if there are 5 employees (including yourself) that can access your fax #, each of you receive all the faxes sent to that # individually, and manage those faxes independently.

However, if you desire a Centralize portal, where there is one view, one fax, and, for example, if you delete a fax, it’s removed from view for all members of that group.

1. Individually Managed Faxes: Still available to view if necessary
2. Shared Centralized eFax Box: Users with the option to have the ability to manage the faxes for all individuals setup in the shared option. For Example: When deleting a fax it removes it from all the users setup to have access to this particular fax line.

Jabber for Windows has options where you can choose your Speaker, Microphone and Ringer/Alerts devices. The Speaker, Microphone, and Ringer/Alerts device settings are, by default, already chosen though your PC settings. This article describes how to arrange devices on the advanced page.

Setting Method

1. Start Jabber for Windows application and after the sign-in, select the cog’s drop-down menu, File > Options.

2. On the left side of the options screen, select the audio and click the Advanced > > button on the bottom right.

3. From the Advanced audio options window, PC’s defaulted devices are selected. The check on the right side of the audio devices represents the devices that you are currently using.

4. To change the order of preference, select the headset you want to use and click the arrow button on the right-hand side to move your preference.

5. Set your preferred headset to the top, click the Apply button on the bottom right and close with OK. The setup is now complete.

Example of when the Headset is connected to your Computer

For the device that is connected and in use becomes highlighted and will also have an indication of a check.

What is Clutter?

Microsoft has implemented a new feature to its mail client called Clutter. Clutter acts as a filter that separates e-mails that it Deems low priority. The e-mails are placed in a folder and are out of sight, with no notifications visible to the user. The problem with Clutter is that it is a learning program that tries to guess what emails are important or low priority and might filter out emails that you need.

If you wish to disable clutter, log in to Office 365 using our portal office365.fdu.edu with your NetID credentials.

1. Look for the settings icon on the upper right corner of your window and click on it
2. Click on the “Mail” option under “Your app settings”

3. Drill down to “Mail > Automatic processing > Clutter”
4. Uncheck “Separate items identified as clutter”

Microsoft Office 365 offers a comprehensive set of software tools that facilitate documentation, collaboration, and communication. These tools are available on the Web or as downloadable desktop Office 365 apps.

Below is a list of articles for each of the available tools in the Microsoft Office 365 environment. Each article contains information on what each application is and training on how to use them.

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Section – Installation

Part : Install and Launch Options

Install and Launch Options

If you are using a mobile device, or your personally owned computer, you can download Microsoft Team using the link below.

The page will automatically detect your operating system and redirect you to the appropriate desktop client (e.g. Windows, macOS) or mobile client (e.g. Android, Apple iOS).

The Microsoft Teams application is automatically pushed to most university owned computers. To determine if you already have it installed, search for “Teams” using the Windows Search Bar or Spotlight Search on Apple devices. If you are working on a university computer and you cannot locate the Microsoft Teams application, you can install by following the instructions below.

Windows – Portal Manager

1. Press the Windows key on your keyboard and type Portal Manager
2. Launch Portal Manager from the search results list

3. Select Microsoft Teams from the list and click Install

Mac – FDU Self Help

1. Press cmd+space on your keyboard and type FDU Self Service

2. Launch FDU Self Service from the spotlight search results

3. Locate and double click on Microsoft Teams. If Teams is already installed, it will not show up on the list

Web – Access the Office Web Application

The web client is a full, functional client that can be used from a variety of browsers including Google Chrome, Edge Browser, and Mozilla Firefox. Microsoft Teams will also be available on Safari soon. 

1. From an internet browser, go to  office365.fdu.edu
2. Sign in to your FDU Office 365 account using your NetID and NetID account password
3. Select  Teams from the list

Section – Chat

Part : Starting a Conversation

Starting a Conversation

Teams allows for text-based conversations using the Chat feature. Although it does not replace email in all use cases, it is a great tool for asking quick questions or just saying hello. When using chat, please be mindful and adhere to FDU’s Written Information Security Program.

1. Select Chat from the left menu and then click on the top search bar

2. Type the name of the person you are attempting to locate and click on their name. Only FDU faculty, staff, and students are accessible in Microsoft Teams

3. You will be brought to the chat window and can start your conversation

Part : Navigating the Chat Window

Navigating the Chat Window

The Chat window has many convenient tabs and shortcuts aimed at improving collaboration. Near the top of the screen, next to the name of the contact that you are chatting with, you will notice the default tabs, followed by a plus sign.

Tabs

1. The Chat tab contains the conversation
2. The Files tab contains all files shared in during the conversation
3. In two person conversations, the Organization tab shows your contact’s organization chart. This information is pulled from Office 365. Datatel remains the authoritative source for this information and the data contained here is not intended to be 100% accurate
4. In two person conversations, the Activity tab will list the latest activity of your contact
5. You can use the + sign to create a new tab from a file or an app. This can be a quick and convenient way to access a collaborative file that was previously shared in the conversation

To the right of these tabs are a series of shortcut icons which perform the following functions.

Shortcuts

a. The Video call icon starts a new video call
b. The Audio call icon starts a new voice call
c. The Screen sharing icon allows you to share your desktop or an application
d. The Add people icon is used to invite additional people to the chat
e. The Pop out chat icon creates a separate window with your chat

Part : Managing Contacts

Managing Contacts

The Chat function allows you to have conversations with one person or groups of people. The pane on the left-hand side of the screen is split into Recent and Contacts. Contacts acts like a rolodex that allows you to store and sort a list of the people you contact most frequently. The Recent list will display your most recent conversations with single people or group messages.

By default, the Contacts tab will already have a “Favorites” group. However, creating new groups can be a helpful way to organize your contacts. For example, you may wish to create a group for people that you are working with on a project or for people that you interact with from a department.

1. To create a new contact group, click “Create a new contact group” on the bottom of the pane

2. Enter a name for your group, and click “Create“

3. To add contacts to a group, click the “More options” icon (3 dots) next to the group name and select “Add a contact to this group” from the drop-down menu

4. Begin typing the name of your contact. Once you see their name appear, select it and select “Add“

You can add the same contact to as many groups as you would like. The chat with your contact will remain the same regardless of which group you are accessing the conversation from.

Part : Sharing Your Screen

Sharing Your Screen

Screen sharing is one of Microsoft Teams’ most powerful collaborative features. You can show your screen to your colleagues and even grant them control to edit Microsoft Office files with you in real time.

Before you get started, make sure that you are using the installed version of Microsoft Teams, as the browser based OWA version does not support this functionality.

1. From the chat window or from an ongoing call, click on the “Screen sharing / Share” icon

2. You be given a choice to either share your desktop or an application from the Microsoft Office suite, click on the window you want to share

Once you select the screen you wish to share, the members of your chat or call will be able to view your screen and request access to remotely control your desktop or program.

You can only share your screen with a mobile device user if you are engaged in an active voice or video call with them.

Section – Teams

Part : Requesting a Team

Requesting a Team

Creating a team provides remote team members with the ability to work together and share information via a common online space. You can also organize your information by creating channels to help optimize your team’s workflow.

1. Navigate to the forms website and log in using you FDU NetID account information

2. Scroll down to Microsoft Team Request and click on it to expand the information

3. Fill out all the fields and click on the “Request Microsoft Team” button

4. You should now see a screen informing you that your form was successfully submitted. Please allow 3 to 5 business days for the Team to be created
5. You will receive an email once the team is created. The next time you log in to Teams you will see your team listed in the Teams section

6. Click on your team to open the general channel. From here you can create channels, add users, and customize your team. Any team members that you add will receive an email notifying them that they were added to your team. The next time that they log in or open Teams, they will find the team listed in their Teams section

Part : Creating Channels

Creating Channels

Channels are dedicated sections within a team. You can keep conversations organized by specific topics, projects, disciplines, or whatever works for your team! Channels are where conversations happen and where the work gets done. There can be public channels which are open to all team members or, if you require a more select audience, private channels can be open to a subset of your team.

1. Select Teams from the menu on the left-hand side of the screen. If you have multiple teams, select your team of choice

2. Click on the “More options” icon (3 dots) next to the team name and select “Add channel“

3. Give the channel a name. Optionally, you can write in a brief description as well
4. Select your channel’s preferred level of privacy and click “Add“

• Standard channels are open for anyone to join.
• Private channels are invitation only.

4. If you selected “Private” you will see a window that lets you add the team members that should have access to the channel. Once all members are added, click “Close“

5. Once a channel is created it will show up under the General channel in the channels list. If the channel was set to Private, only the members can see it. Anyone who belongs to the channel can click on it to view its contents

Part : Managing a Team

Managing a Team

Now that your teams and channels are created, you can begin to take advantage of Microsoft Teams’ management features. Team management includes essential functions such as adding and removing members, assigning permissions for individual members, and managing your channels. You can also implement granular customizations such as setting parameters on the use of tags and emojis.

1. Select Teams from the left menu. If you have more than one team, click on your team
2. Click “More Options” icon (3 dots) next to the team name and select “Manage Team“. From here, you can select one of the following tabs

Manage Channels Tab

• Create a channel by clicking the Add channel button on the top right of the window
• You can restore deleted channels by expanding the Deleted list and clicking on Restore

Manage Settings Tab

• The Team picture is an optional setting which allows you to set a profile picture for your team. You can upload your own image or use one of the colorful templates provided by Microsoft
• Use Member permissions to set editing permissions for your team members
• With the Guest permissions settings you can allow guests to create, update, and delete channels
• @mentions lets you choose if you allow the @mention function to send notifications to individuals or entire channels
• Team code will provide you with a join code that you can give out to new members. This will allow them to join without being placed in the Pending Requests section
• Fun stuff lets you allow gifs and memes to be displayed on the channel
• Use the Tags setting to decide who can use the tags feature. With tags, your team members can add labels help them better identify other members of the team

Manage Analytics Tab

• The Analytics tab displays usage information for your team

Manage Apps Tab

• The Apps tab allows you to add or remove application plug ins for your channels

Part : Choosing a Team Type

Choosing a Team Type

When you create a new team in Microsoft Teams, you’ll be asked to select from one of four teams.

Learn more in the table below about which team meets your teaching and learning goals.

	Class	Professional Learning Community (PLC)	Staff	Other
Description	Teachers and students collaborating on group projects, assignments, and more.	Educators collaborating within a professional learning community. Examples: academic department, grade band, or group working on a shared goal.	Staff leaders and staff members collaborating on school administration and development.	Students and school employees collaborating in interest groups and clubs.
Team Owners & Team Members	Teachers are team owners and add students as team members.	Educators form the team and other educators join the team.	Staff leaders are team owners and add staff members as team members.	Any combination of students and school staff can form a team and add members.
Permissions	Teachers moderate student conversations and who can post where. Students only have write permission in certain areas.	Educators share equal read-write permissions.	Staff leaders control posting settings. Staff members only have write permission in certain areas.	Team members share equal read-write permissions unless the team owner(s) alter the settings.
Features	Class Notebook Assignments Conversations Files Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites like Microsoft Forms	OneNote notebook Conversations Files Meetings Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites	Staff Notebook Conversations Files Meetings Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites	OneNote notebook Conversations Files Meetings Video and audio calls Chat (if enabled) Pinning new tabs with documents or sites
Educational Goals	Assign, track, and review student work Export grades Collaborate and communicate in the classroom Make announcements Administer quizzes and polls Work in student groups Share and organize rich content Invite virtual experts into the classroom	Collaborate in professional learning communities Communicate Make announcements Share work Organize virtual or face-to-face meetings Work in smaller groups Share and organize content	Oversee professional development, staff, and administrative goals Communicate Make announcements Share content and progress reports Work in smaller groups Organize virtual or face-to-face meetings	Collaborate and communicate with team members Make announcements Share content Organize virtual or face-to-face meetings Work in smaller groups

Section – Meetings

Part : Starting an Instant Meeting

Starting an Instant Meeting

Instead of scheduling a meeting for a future date, you can start one right away and invite people in on the fly.

1. Select “Calendar” from the left-hand side of the screen and click “Meet Now“

2. Give your meeting a name, select audio and video options, and click on “Join Now“

3. Your meeting should start with the Participants tab displayed so you can start inviting people right away. As you search for people and add them to your meeting, they will receive a call to be connected

4. As people accept the meeting invitation they will automatically be connected

Part : Joining a Meeting

Joining a Meeting

Meetings in Teams include audio, video, and screen sharing. They’re one of the key ways to collaborate in Teams.

1. You can join a scheduled meeting by selecting the “Calendar” tab from the left menu, then finding and left-clicking on your meeting

2. Click “Join” button on the top of the page

3. Select your video and microphone options, then left click “Join Now“

4. If you are the first participant that joined the meeting, you will see a black screen informing you that you are waiting for other members to join. As people join the meeting they will show up on the screen.

5. When you are done with the meeting, close it by clicking the red telephone icon to “Hang up” the call

Part : Scheduling a Meeting

Scheduling a Meeting

Due to Office 365 calendar integration, scheduling video and voice meetings on Microsoft Teams is simple and convenient.

1. Select the “Calendar” tab from the left-hand side of the screen. This screen displays your entire FDU Office 365 calendar. Next, click “New Meeting” button on the top right of the window

You will notice that the New Meeting window offers 2 tabs, Details and Scheduling Assistant

2. From the Details tab, enter the following information about your meeting:

• Title
• Required Attendees

• Time
• Specify whether the meeting reoccurs
• Add Channel is optional and lets you specify an entire Teams channel to receive a meeting notification
• Add location is optional and enables you to select a physical location for members to meet at
• Add details like the topic of discussion, meeting outline, etc

3. The Scheduling Assistant tab allows you to view the calendar of all attendees to check for availability. It is possible to adjust the meeting time on this tab

4. When finished, click the “Send” button on the top of the page. The meeting will be posted on the channel you selected and invites will be emailed to all requested attendees. The meeting will also show up on the calendar of the people who have accepted the meeting invitation

Logging into Perceptive

1. To login, use your FDU NetID (Email credentials):

2. After you login, you should have a screen that looks something like this:

Capture

1. To capture a document to store in Perceptive, click on the Capture tab on the main Experience screen.

2. Now the Capture screen will display.
3. Now you will choose the appropriate Application Plan to Use
4. Make sure that in the box on the top left under the Perceptive logo and Capture has the correct Capture Profile you will use to store the document.  In this example, the Ext Capture Profile Learning House Staff has been chosen.  When chosen, the Document Properties box will appear on the right side of the screen with the appropriate field labels.

5. Now click on the Capture tab next to the Capture Profile that you picked.  A new dialog box will appear:

6. Click on the Browse tab.  This will bring up File Explorer.  Choose the file you want to save to Perceptive. 

7. When you click Open, it will bring you back to the Dialog Box.  There will be a pause and when the document has been selected, the message “1 file selected” will appear.  

8. Click on the highlighted tab that says “Done”.
9. The Capture screen re-appears and the selected document will appear in a box on the left.  The Document Properties box will re-appear on the right. 

10. In the first field, choose the drawer in which you wish to store the document.  Now fill in the remaining fields with the appropriate information. 

11. When done filling in the data, click on the Save tab at the top middle of the screen next to the Capture drop down.  
12. Once you click Save, the document has been stored in Perceptive and you will see a “Success” message highlighted in green:

13. The data that you entered will also disappear from the Document Properties box.  Now you are ready to capture your next document for Perceptive going through the same steps that you just went through.

Document Search

1. To search for a document in Perceptive Experience, click on the Documents tab on the main Experience screen.

2. Now the Documents Search screen will display.  On the left hand side, a column labeled “Document Views” will appear showing the drawers for which you will have access.  Please highlight and click on the appropriate drawer where you document resides.  

Also, two boxes will appear in the middle – a white box with the words “Search in the name of the highlighted drawer on the left”. The second blue box says Enter Search Criteria.

• To enter search criteria, click inside the white box.  A new row of boxes will appear between the two original boxes.  These new boxes are the criteria and method you wish to conduct a search.  The first box is labeled “Add constraint”.  It is a dropdown box with a list of keys you may search on.  Name will always appear as the first entry.  Do not attempt to use that constraint.  It is not what you think it might be.   It is a parameter that we do not use.  Choose the constraint or key that you wish from the drop down – usually ID number or Last Name.  The second box is also a drop down box.  It is for the operation that will be performed – normally you would choose “starts with” or “equal to”.  The third box is where you would type in the actual value of the key you are looking for, usually the last name or ID number of the person you are searching for.  There is a wild card that you can use if you are unsure about the spelling of the key or the complete ID number.  The wildcard is the percent sign (%).  An example would be BRAN% or %ancon% or 01234%.  Also in the case of ID numbers, the leading zero is important to include.  If searching for ID# 0956712 using “equal to” you must make sure that the leading zero is included. 

• Below is an example of a search where I want to find MIS COLLEAGUE Account Requests for anyone who has an ID number beginning with “14”.  I would click on the clear white box to get the three prompt boxes.  I would then put in the Constraint (Key), then the operand and finally the value of what I am searching for – ID number – starts with – 14.  I would then click on the Add button and that gets entered into the previously blank search box.  You may add another constraint (key) if you like or just click on the blue Search button at the very right.

• Here is another example below where I am looking for anyone in this drawer that has the string ‘ranc’ in the last name. Notice the operand and the placement of the % signs in the value field.

FDU’s VPN Client Software, is also known as the “Cisco AnyConnect Secure Mobility Client”.

1. Use any web browser (Google Chrome, Mozilla Firefox, Safari) to navigate to vpn.fdu.edu. Please refrain from using the Internet Explorer web browser when installing the FDU VPN Client

2. Select your role within the University from the Group pulldown menu and enter your NetID Information in the username and password fields (user@fdu.edu)

3. On the left-hand side menu, click on “AnyConnect“, then click on “Start AnyConnect”

4. Download the VPN applet by clicking on “Download for Windows” or “Download for macOS” depending on your operating system. The browser will then download the VPN software client. When finished downloading, click on the file and select “open” within your browser

Chrome

Firefox

Safari

The browser will open a new window asking for permission to download the applet, click on “Allow”. When finished downloading, double click on the file to open the installation package and start the installation process.

5. Follow the steps prompted to accept all changes and grant requested permissions to install FDU VPN software. Note, Java Runtime Environment software may also need to be installed. A copy of the software download will be prompted to be installed or can be accessed using the link below:

6. The installation will continue, and an icon for the “Cisco AnyConnect Secure Mobility Client” with a “lock” icon will appear in your system tray once the installation is complete

1. Log into your computer

2. Launch the Cisco AnyConnect Secure Mobility Client from the Start Menu. Ensure the address “vpn.fdu.edu” is entered into the corresponding text box and then press the “Connect” button

3. Select your correct Group name on the dropdown menu, then enter your FDU NetID username and current FDU NetID password in the corresponding boxes. Click “OK“

4. Ensure a successful connection was made by checking on your system tray at the bottom right portion of your screen, or if on macOS, the client application window will display a screen check over the lock icon

The following instructions are the same for both Windows and macOS users.

1. Register with Duo MFA

• If you are an existing Duo user, please skip to Step 2
• For new Duo users, please follow the guide below for registering your DUO Account

2. Launch the “Cisco AnyConnect Secure Mobility Client” from the Start Menu or your Mac’s application folder if on macOS

3. Ensure the address “vpn.fdu.edu” is entered into the corresponding text box and then click the “Connect” button

4. Select your correct Group name on the dropdown menu

5. Enter your FDU NetID username and current FDU NetID password in the corresponding boxes. Click “OK”

6. In response, you’ll receive the Duo challenge dialog box. To use the preferred method type push in the Answer: dialog box, then click “Continue“

7. Tap “Approve” on the Duo login request received at your phone

8. Ensure a successful connection was made by checking on your system tray at the bottom right portion of your screen, or if on macOS, the client application window will display a screen check over the lock icon

Additional DUO Information

Users with multiple registered Duo devices will need to enter push1 for their primary device or push2 for their backup device. If you are unsure which device is your primary or secondary device, open the Duo Mobile app on your mobile device, click Fairleigh Dickinson University and enter the passcode displayed.

Additional DUO Authentication Options

Type	Instructions
Push (Preferred)	Push a login request to your phone (if you have Duo Mobile installed and activated on your iOS or Android device). Review the request and tap “Approve” to log in.
Passcode	Open the Duo Mobile App. Tap “Fairleigh Dickinson University” and the passcode will be displayed, or call the Fairleigh Dickinson University Technical Assistance Center (UTAC) for a passcode.
Phone	Have Duo call your phone to authenticate your login.(Users with multiple devices will need to include a number indicating desired device i.e. Phone2). This option is only available to Faculty, Staff and approved Students.
SMS	Have Duo text a passcode to your phone. (Users with multiple devices will need to include a number indicating desired device i.e. SMS2). NOTE: This option is only available to Faculty, Staff and approved Students.

Additional Resources for Cisco DUO

A shared mailbox makes it easy for a group of people to read and send emails from one public email address, like info@fdu.edu. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. Shared mailboxes can also be used to provide a shared calendar, allowing multiple users to schedule and view calendar tasks.

Request Access to an FDU Shared Mailbox

Users can request a new shared mailbox by completing and submitting the “Distribution Group/Shared Mailbox Request” form found below.  Users needing access to a specific FDU shared mailbox account may request access by reaching out to the shared mailbox owner.  To fulfill this request, the shared mailbox owner will open a support case with the Fairleigh Dickinson University Technical Assistance Center (UTAC).

Add a Shared Mailbox to Outlook

1. The shared mailbox should automatically display in your folder pane on the left-hand side of your Outlook application within 24 hours of its creation. Closing and restarting the Outlook application maybe necessary if you do not see it after 24 hours

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Select Tools from the Outlook menu bar at the top of the screen, then choose Accounts

2. Select the Advanced… tab

3. Select the Delegates tab

4. Click the + button, located under Open these additional mailboxes:

5. Type or select your correct shared mailbox, and then select Add

6. Select the OK tab

7. You should now see your shared mailbox listed on the left-hand side of your Outlook email application window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

New Outlook version on macOS

Some macOS users may take advantage of the “New Outlook” version of the Outlook application. You can identify which Outlook version you are using by locating the “New Outlook” slider tab button on the top right of the application.

1. Select Tools from the Outlook menu at the top of the screen, then choose Accounts

2. Select the Delegation and Sharing tab

3. Choose the Shared With Me tab and then select the + button

4. Begin to type the shared mailbox name or its email address, choose the correct shared mailbox before selecting Add, and finally Done when finished

5. You should now see your shared mailbox, located on the left-hand side of your Outlook application window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Navigate to the FDU Office 365 Portal webpage

2. Select the Outlook web app icon, located on the left-hand side of your display

3. Right-click on the Folders option located on the left side of the menu; a small drop-down menu should display. Select Add shared folder

4. Begin typing the email address for the shared mailbox, auto-populated suggestions will be displayed. Select the correct shared mailbox address and click Add

5. You should now see the added shared mailbox located on left side of your Outlook web email window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Sign in to your primary FDU email account in the Microsoft Outlook for Android or iOS app
2. Tap the Add Account button in the left navigation pane, then tap Add Shared Mailbox

3. Enter the name of the shared mailbox and tap Add Shared Mailbox when finished

4. After the account setup process completes, the shared mailbox will display in your account list within the Outlook for Android or iOS app

Send Email from a Shared Mailbox

1. Open Outlook
2. Choose New Email to start a new message
3. If you don’t see the From field at the top of your message, choose Options, and select the From tab

3. Click From in the message, and change to the shared email address

4. Finish typing your message and then choose Send

1. Choose New Message
2. Choose From and change to the desired shared email address

3. Finish typing your message and then choose Send

In accordance with FDU’s Acceptable Use Policy for Computer Usage, no employee shall copy or distribute software that violates copyright laws. All employees shall be aware that software and the accompanying documentation is generally owned by the manufacturer and the license only grants the user the right to use the software. Unlicensed software installations, also known as software piracy, are unacceptable at FDU.

The primary user of each computer shall take responsibility of keeping records of licenses for which software is installed. The University’s Computing Services Department shall also track licenses for software installed by the Computing Services Department though the purchase of high volume or site licenses. Users are advised that the software installed on University-owned computers may be audited internally (by the University) or externally (by software manufacturers or other anti-piracy software firms) at any time. Software found not to be in compliance with copyright laws will be removed and replaced with a licensed copy.

Computing Services will provide certain software that is commonly used by the majority of the University’s employees, including but not limited to word processing, spreadsheet, and anti-virus software. Some software manufacturers allow for non-concurrent use of a license on an office computer and an employee’s home computer. Computing Services will not provide non-concurrent licenses at off premise sites due to the inability to track these licenses.

In order to provide the best possible service and support, and to reduce the cost of software site licenses, Computing Services, in conjunction with the Center for Learning and Teaching with Technology, has standardized on Microsoft Office Professional and Symantec Endpoint Protection.

Popular Software Titles and Guidelines for Faculty and Staff to Obtain:

• Microsoft Office for Windows or Macintosh: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
• Microsoft Visual Studio: Installed in Labs. Available by request for staff and faculty machines.
• Adobe Acrobat: Available by request for staff and faculty machines.
• SAS: Installed in Labs. Available by request for staff, faculty and student machines.
• SPSS (Base): Installed in Labs. Available by request for staff and faculty machines.
• SPSS Advanced Modules: Available by request for staff and faculty machines.
• Adobe Products: Faculty and staff may purchase Adobe products at level three pricing with the University’s CLP Membership No. 4400062846.
• Symantec Endpoint Protection: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
• Other products: Faculty and staff may obtain pricing and submit orders to Purchasing. If assistance is needed, contact Computing Services.
  

Software Quality Assurance and Compliance Policy for Network Server & Lab Installations

It is no longer possible for individuals to install software on staff or faculty desktops or lab computers. Laptops or Macintosh users have administrative rights and individuals can install additional licensed software to laptops.

Instructors wishing to have a software application installed in a lab for use by 20 or more people simultaneously must provide Computing Services the original installation media, installation guide, and the appropriate proof of license. Note that the licenses for some software may limit our ability to install it on the network. These materials must be provided a minimum of sixty days before the software is needed. Because it is impossible to predict how the software will interact with our network and other software already installed, we cannot guarantee that a program will work on our system.

For programs that will be used by less than 20 people, the instructor may install the application on up to 5 machines in a lab not normally used for classroom instruction, plus an “instructor’s machine” in one of the teaching labs. If fewer licenses are owned, then only that many licenses may be installed. The instructor will be told which machines to install the program on and will be given a password which can be used to disable the security on the machine for the duration of the installation procedure. Software installed in this way will only be available on those designated machines. Computing Services will make a reasonable attempt to keep these designated systems functioning with the additional software, but in the event that the machine needs to have it’s base configuration and software restored from backup, the instructor will be contacted and will need to reinstall the application.

In all cases, software must be owned or licensed by the University, even if the application is only to be used for demonstration purposes. No software owned by an individual will be installed on the systems.

Departments wishing to obtain software, whether it is for use by the department or to be installed in the FDU computer labs and/or FDU Anywhere, should plan appropriately to provide adequate time to acquire the software and make it available to users.

The following steps should be used as a guide when planning to obtain software for instructional or business use:

Please begin by completing the Computing Services – Lab Reservation & Lab Software Request (Faculty & Staff NJ Only)