IT ServicesStaff


Windows Service

The Windows Service for laptops and desktops has been developed for use by all members of the University.

The Staff Desktop Windows 10 Service includes:

  • Remote Working Client - VPN service (pre-installed on laptops IT Services website)
  • Internet Explorer for browsing internet, intranet and Learn Server.  Edge and Chrome are provided as alternate browsers
  • Email via Outlook and Outlook Web Access.
  • Microsoft Office 2016 including Visio and Project 2016 (see guides below)
  • Access to Corporate Information Services Portal
  • Automatically updated antivirus software
  • Encryption on all laptops
  • OneDrive for Business
  • Jabber Client (see Telephone section)
  • Additional applications via Software Centre

Best Practice Guide

PC: At your desk

All computers

  1. When your computer is not in use for a long period of time, such as weekends and overnight, power down. We understand that sometimes long computer simulations are run, so not all users will be able to switch off every weekend.
  2. When your computer is not in use for a short period of time, "lock" the computer. Standby/Sleep mode is preferred, if available, as it saves power.
  • To enter "Stand by" mode, select Start then click the arrow button next toShut Down, select Sleep. Windows XP - select Start then Shut Down, and then select Stand by from the drop-down list and click OK. When you return, press the power button, then Ctrl+Alt+Del, then enter your password and the computer screen will return as you left it.
  • To "lock" the computer, press the Windows key and L at the same time. When you return, press Ctrl+Alt+Del, then enter your password and the computer screen will return as you left it.

This will stop anyone seeing anything they shouldn't or using your computer to do something they shouldn't. A screen saver with a password is not a secure alternative. Remember, according to the Acceptable Use Policy:

The user is personally responsible and accountable for all activities carried out under their username.

  1. When editing documents, spreadsheets etc. save your changes regularly (automatic recovery settings save your work every 10 minutes by default).
  2. Documents and Favourites are saved on networked storage so are centrally backed up.
  3. Your passwords must be kept secure:
    1. Do not write passwords on a piece of paper.
    2. Do not divulge your password to anyone other than trusted IT support staff.
    3. You must adhere to current password policy and advice. Advice on what constitutes a good password may be obtained from the IT User Account section.

Remember, according to the Acceptable Use Policy:

The user is personally responsible and accountable for all activities carried out under their username. The password associated with a particular personal username must not be divulged to any other person, other than to designated membersof IT staff for the purposes of system support...

In particular, passwords used must adhere to current password policy and practice.This advice must be followed: failure to do so may be regarded as a breach of this policy.

PC: Working off campus

There are particular areas where you can lose security which apply particularly to laptops and working off-campus:

Security of Equipment off-campus

  1. Equipment and media taken off the premises should not be left unattended in public places. Portable computers should be carried as hand luggage and disguised when traveling.

  2. Mobile computing facilities should also be physically protected against theft especially when left, for example, in cars and other forms of transport, hotel rooms, conference centres and meeting places. Equipment carrying important, sensitive and / or critical business information should not be left unattended and, where possible, special locks should be used to secure the equipment.

  3. Manufacturers' instructions for protecting equipment should be observed at all times, e.g. protection against exposure to strong electromagnetic fields.

  4. Adequate insurance cover should be in place to protect equipment off site.

Security from Viruses etc. and ensuring Patches are applied

  1. Laptops and Portable computers must be brought in to the University and connected to the University network, or be connected to the Internet regularly. Connecting to either the University network or the Internet will ensure that your antivirus updates are kept up-to-date.

  2. Laptops and Portable computers must be brought in to the University and connected to the University network reasonably regularly. They must also be re-booted while connected to the University regularly, as patches are only applied on startup. Rebooting or starting up while connected to the University network will ensure that your patches are kept up-to-date.

  3. If for any reason you are unable to connect to the University network for longer than four weeks, please contact your local IT support person or or telephone 01509 222333 on your return (so that the antivirus updates and patches can be manually installed) before you connect to the network.

Security of data off-campus

You should look at the data you are using and determine its security requirements, e.g. is it confidential? Suitable controls should be applied as appropriate, e.g. lockable filing cabinets, and a clear desk policy. You also have obligations under the Data Protection Act, in particular:

Data subjects (that is persons about whom [information relating to an identifiable living individual] is held) may also sue for compensation for damage and any associated distress suffered as a result of ... unauthorised disclosure of, or access obtained to, data..

Silent Updates and Patching

Updates and patches are required to keep the operating system up-to-date and secure. You will be notified about longer updates that require more processor usage or require a reboot, allowing you the option of when to run them. Smaller updates and patches will execute behind the scenes and will not force a reboot enabling you to use your machine with unexpected interruptions.

Data Encryption / Bit Locker

BitLocker is an optional feature that can encrypt your hard drive to secure sensitive and private data. For more information please see the Data Encryption Tab above. 

Wifi using eduroam

Windows 10 will be preconfigured to use the Eduroam wireless network. This is an international education wireless network, allowing you to connect at any participating institution. For more information see:

Visiting other HEIs

Extra accounts - privileged rights.

Some staff occasionally need to perform tasks which require administrator rights on their PC, for example installing custom software or connecting to a home printer. In such circumstances your line manager or Local IT Staff can request an "-extra" account on your behalf. This will provide you with a separate username and password which can be used when Windows prompts you to allow administrative changes. These accounts will have limited functionality and should not be used to log directly in to your computer. If you forget, or need to reset, your -extra password this can be done via or telephone 01509 222333.

Documents and Internet Explorer favourites now synchronised to Individual Workspace

Documents and Internet Explorer Favourites are now redirected to your individual workspace. Your workspace is regularly backed up, making your work related documents safe and secure. Your computer will also store local copies on the hard drive so that you can continue to work off campus. Any changes made while off campus will be copied to the network when you reconnect to the University network.

An advantage of your Documents and Favorites being on the network is that they will follow you between computers, including computer labs.

Desktop preferences, including colour schemes, can also be made to follow you between computers, this may be of particular use to those with visual impairments. For more information and instructions see 'Setting up your desktop preferences to follow you wherever you log in on campus -  Roaming Display Preferences 

Individual Workspace Quota

Individual workspace network storage quota will be set to 2GB and upgradable up to 5GB on request. You can request an increase from the default 2GB to 3GB by e-mailing our Service Desk. Requests for more storage will be dealt with on a case by case basis where there is a business need. If your need a large individual workspace to discuss your quota requirements with your Local IT representative or IT Services on or telephone 01509 222333.

Personal Documents - Not Backed Up

This is an area located on the hard drive where non-work related files can be saved. This folder will not be backed up. If you would like to back up your personal files you will need to do this yourself on external media or a USB stick.

You will find the folder accessible from the Favourites section in Windows Explorer.

Screen shot of the Personal Documents - Not Backed Up and location of this directory in Windows Explorer.

7zip replaces Winzip

Windows 7 has a default File and Folder compressor/decompressor which only handles zip files. If you use other compressed or archived files types other than zip, 7zip is available. 7zip is an open source windows utility for manipulating archives.

More information on 7zip 

Information on Windows default file and folder compressor Microsoft website

Office 2016

Office 2016 will be automatically downloaded to all devices on the Managed Desktop Service. Staff need to self-enrol to the service if the device is a Mac.

Office 2016 for Windows

Quick start guides to get up and running quickly with the basic info you need to be productive right away. The following link will take you to the microsoft website.

Office 2016 for Mac

Quick start guides for  Word, Excel, PowerPoint, Outlook, and OneNote. The following link will take you to the microsoft website.

Antivirus Software

It is important that your antivirus software is kept up to date. This should happen automatically, between 1:00 p.m. and 5:00 p.m. each day.

If your computer has not been connected to the network and has missed an update, it will automatically perform the update next time you switch it on when connected to the University network.

Portable computers must be regularly and reasonably frequently connected to the University network.

E-mail coming in to the University is automatically scanned for viruses, and that the DAT files which identify viruses in the e-mail system are automatically updated every three hours.

This still does not guarantee that an e-mail does not contain a virus - the virus may have spread to us before the DAT file entry has been designed to exclude it.

To protect against viruses, we have installed antivirus software with each Windows computer. It, too, must update its DAT files to keep itself up-to-date with the latest list of viruses.

Users of laptops in particular may wish to manually force an update of their DAT files (particularly when they return to work after an absence or holiday).

Users may also wish to check which version of the DAT file they are using and which version of the DAT file is the latest.

Check your software version

  1. Find the shield with a "V" icon (VirusScan On-Access Scan is Enabled) in the "System Tray" - the area of Windows Task Bar at the bottom of your screen at the far right.
  2. Right-click it.
  3. From the pop-up menu select About VirusScan Enterprise....
  4. The screen will show the version of the DAT file as Virus Definitions, and the version of the Scan engine, which changes less often, and the version of the software, which changes very rarely. Check the Created on date, ensure that it is a recent date.
  5. Click OK to close the program.

If your computer is not updating the virus update automatically please contact your Department's IT representative.

How do I know what is the latest version?

We provide a mailing list to notify you when a new DAT file has been released by McAfee. This list usually has at least one message a day, sometimes more.

There will be about a 12 hour delay from the DAT file being released by McAfee until it is available on campus. This is to allow for testing and the transfer of the files.

To subscribe to the DAT file list, you should send an e-mail message containing the single line:

subscribe dat-update

in the main body of the message.

Further details regarding mailing-list subscription are available.

If you have any problems, please contact the IT Services Service desk who will be happy to advise further.

How to manually scan disk drives

You may wish to manually scan for a virus, perhaps because you suspect that your computer is infected, or perhaps because IT Services or your Department IT representative may ask you to.

1. Find the V Shield icon in the system tray.
2. Right-click it.
3. From the pop-up menu select On-Demand Scan....
4. Select the Item you wish to scan in the Scan Locations tab.
5. Click the Start button.
6. The On Demand Scan Progress window will appear and show the status of the scan.

Screen grab: Image of On Demand Scan properties - tasks.

7. Hopefully, when the scan is complete, no viruses will have been detected.

If this is the case, close the program. Otherwise, follow the on-screen instructions.


Frequently Asked Questions

The webpages pointed to below are a great resource and will answer further questions you may have about Windows 7 and Windows 10. Useful Microsoft resources:

Can I be an Administrator on my computer?

Yes, where it is required for work purposes. Increased access rights (known as Extra accounts) may be granted where there is a genuine requirement, at the discretion of your Local IT Staff, Line Manager and IT Services. The extra account will look like username-extra.

How can I install a network printer?

  1. Click on the Start button
  2. In the Search box type \\printers
  3. A window is displayed with a list of the networked printers available
  4. Double click on the printer you would like to install

Win 7 - Why are changes made in "Documents" not reflected on another computer?

Under the folder re-direction system, Documents are now stored in your individual network location (formerly known as the U drive). This means that changes made on one computer should be seen from any other computer using the same location.

So that you can continue to work if the network is not available, a copy of these files is held on the local drive. You can manually opt to "Work offline", or you will automatically move to "Work offline" when the network location cannot be reached. In addition, windows may silently move to "Work offline" when the connection to the network location is temporarily slow – this is by design so that you do not suffer from slow performance. In all these cases, next time you go back online (e.g. you re-connect to the University network at full speed), the changes made to the local copy will be synchronised back up to the network.

The fact that changes made on one computer are sometimes not reflected when you move to another computer has been noted, particularly by users with more than one computer working in different roles (for example Wardens). This is because the computer has silently moved to "Work offline" mode and has not yet gone back online to synchronise the changes. IT Services recommend that wherever possible staff work from one primary computer, where they need to move between locations they should have a laptop. If this is not possible and it is essential that files are available from another location, users should ensure that they manually synchronise their files to the network.

To manually synchronise the files, right click on Sync Centre in the notification area and select Sync All.

Screen image: Synch icon in taskbar notification area.
Synch Centre icon

Win 7 - I can't find "Run" - Where is it?

1. In the Search box type Run

Screen Grab: Start  Search box  Run

The Run application is displayed in the search results under Programs.

2. You can click on Run to execute it or right click on it to create a shortcut to your desktop.

Screen Grab - Shortcut to run on win7.

3. You can also use the Search box as a Run box by following the steps below:

  1. Click on the Start button
  2. In the search box type your cmd line i.e. \\internal
  3. To see the I drive.

Win 7 - What is BitLocker and how do I use it?

BitLocker is an optional feature that can encrypt your hard drive to secure sensitive and private data.

Information on BitLocker on Windows 7 Service

Win 7 - Can I set my desktop preferences to follow me wherever I log in on campus?

The Windows 7 Service allows staff and students to set up display preferences on one computer and have those follow them to all other computers on the service. This will be of particular use to those with visual impairments who require high contrast colour schemes or different font sizes.

1. Right click on the desktop and select Personalize.

2.You can select one of the built-in themes which may suit your needs, or may provide a starting point for further customisation. If you wish to change advanced settings select Window Color at the bottom of the window.

Screen image: Personalization: Window color option.

3. Select Advanced Appearance settings... link. Once you have finished click Apply and OK

4. When you have finished setting your preferences click on Save changes button. To save it as a customised theme select Save theme to the right and give the theme a name.

Screen image: Save theme.

5. Right click on your new theme and select Save theme for sharing.

6. Save the theme to your Documents area with the filename myprefs.themepack.

You must use this name for the settings to apply on other computers.

7. This saved theme will be applied whenever you log on to a computer using the Windows 7 Service. You can make changes and re-save the theme at any time.

Accessibility - How do I set up display preferences?

The Windows 7 Service allows staff and students to set up display preferences on one computer and have those follow them to all other computers on the service.

This will be of particular use to those with visual impairments who require high contrast colour schemes or different font sizes. Changing the colours may also be of use to those with dyslexia.

Setting up and saving your display preferences