- Communication tools
- Step by step guide
- First time setup - Instructional videos
- Health and Safety
Communication tools – Which applications should I use?
In these exceptional circumstances, lots of different communication tools are now available to staff depending on your preference.
This is the recommended tool for voice /video chat with colleagues (internal and external). Cisco Jabber supports everything you need for standard telephone and video conference calls.
Virtual meetings via the desktop app have been made available to staff earlier than originally planned for use for groups or with external people. Microsoft Teams can be used very easily for video conference calls and virtual meetings. Additional functionality within Microsoft Teams will be supported when the service is officially launched later in the year.
This is the recommended and supported application for remote teaching and communications with students. Microsoft Teams and other presentation applications are not supported for teaching delivery.
Please note: IT Services does not support the use of Zoom, Google Hangouts or any other video conferencing system not featured in the list above. Use of these tools is not recommended for conducting University business, for support, data protection and security reasons.
For information on tools and software for teaching, please consult the Delivering Teaching Remotely pages.
Make sure your are registered for Multi-Factor Authentication
This is an additional layer of security for staff working away from the University, much like you get with internet banking we use an app on your phone to authenticate you and keep you secure.
Set up the VPN
The VPN service allows secure access to University online services from off campus, once connected it will be like you are plugged into the campus network.
Redirect your desk phone to your mobile or home landline
Ensure that you do not miss phone calls directed to your University number by redirecting to your mobile or landline, alternatively you can set up Jabber to use your computer.
Set up Cisco Jabber
Cisco Jabber is an instant messaging service and phone intergration application.
Check your Office365 access
Office365 allows access to your documents online, but you can also download them to work offline if needed
Accessing Group Workspaces
Group Workspaces is there where groups of students and groups of staff can share work files. You will need to be connected to the VPN to access Groupspaces when working from home.
Add a Local user account
Create another user account on your personal machine.
Display Screen Equipment (DSE) safety advice
Safely set up your home working environment.
Platform - Cisco Jabber
Click on the Jabber icon on your desktop and select the settings cog. Select “File”, “New” and then “Chat room” from the menus. In the new room creation window, enter a name and description for the new chat room. The name and description entered should be appropriate and informative as they are searchable by all staff at the University. When you have created the new chat room, you will be prompted to add members to the chat room. Further guidance on using Cisco Jabber can be found here.
Platform - Microsoft Teams
Within Microsoft Teams, click the ‘new chat’ button on the left of the search bar at the top of the window. Click the down arrow on the right-hand side of the window. This will allow you to enter a name for the group chat. You can then search for colleagues by name to add them to the chat.
Platform – Skype for Business
To create a group chat in Skype for Business, you first Set up your group: Search for the contact you want to add by typing in the Select participants' field or select them from your Skype Contacts list. Tap the create group button and you'll be taken to your new group chat.
It is important to think about the purpose of the contact and who will be involved. There are many platforms available so think about the best one for your needs. If you want to send a short message to a colleague or ask a quick question, consider whether this is better done through chat function rather than through email. If you think it may be best to communicate via phone or video call, consider sending the person a message first to check they are available to take a call.
Whilst working remotely, it is really important to keep your status up to date. It can help people to know when they can contact you. Within Cisco Jabber, Skype for Business and Microsoft Teams your status will automatically update when you are in a scheduled meeting that is recorded in your calendar.
If you require further support or guidance on this, please contact IT services on email@example.com
- Ensure that you join the meeting on or ahead of the scheduled start time
- Ensure your microphone is muted unless you are talking – this reduces background noise and feedback
- If there are a lot of people on the call and you are not speaking, consider turning off your video
- Depending on the environment in which you are making the call, you may want to blur the background of your video image. To do this within Microsoft Teams, select the more actions icon (three horizontal dots) select ‘Show background effects’ and select ‘Blur’
- If you have a question or comment, consider using the raise hand (Teams) or chat function (Jabber, Teams, Skype) where available to bring this to the speaker’s attention.
- Try to avoid multitasking and concentrate your attention on the individual talking in the meeting.
Platform - Jabber
To share your screen when you are in Jabber, Move your mouse over the video window and click the icon with the rectangle and arrow in it. You will then be prompted with some options as to whether you want to share your whole screen or an individual application window. NB. macOS users will want to try this before use as some permissions may need to be granted to the application to allow screen capture, followed by a restart of the application.
Platform - Microsoft Teams
To share your screen when you are in a Microsoft Team, during the call select the icon to the left of the 3 dots. This enables you to share a specific window or share your desktop.
Platform - Skype for Business
To share your screen when you are in a Skype for Business call, you can select the icon to the left of the ‘End Call’ button, This enables you to share a specific window or share your desktop.
You can access a “reduced features” web browser version.
As a reminder, LUSI requires a certain configuration of Internet Explorer to access the main menu for LUSI forms (web-based functionality like EAS or Mitigating Circumstances), you cannot just access LUSI on any computer.
If you have a Loughborough or pool laptop, you can generally continue on as usual provided you have Multifactor Authentication (MFA) enabled and use the VPN. General IT advice on working from home will support you to do this.
If you (or your team members) will be relying on a home computer for remote working, and have a Loughborough desktop, you can use a function called “Remote Desktop” to remotely connect to your Loughborough computer. This requires a couple of things:
a. you need to download the VPN on your home computer
b. you have to leave your Loughborough desktop computer locked but on
If you are using Remote desktop, please follow guidance on how to set this up: https://www.lboro.ac.uk/services/it/staff/remote/desktop/
Please take the necessary steps to establish which tools will be required for your teams and set up remote desktop access where required as soon as possible.
You can access a “reduced features” web browser version.
Yes, you can access university resources via the VPN. But, to access this service you will be required to set up your mobile device with Multi-factor Authentication (MFA). This is an additional layer of security for accessing the VPN and web-based services off campus.
No, you can access your email without the VPN. The Outlook Web App allows you to access your email, calendar and contacts online from any location, on almost any device http://office365.lboro.ac.uk/
No, you do not need to be on the VPN for Cisco Jabber to work.
You may need to reset your client to work off campus, if you do the login for name is firstname.lastname@example.org
This page has some additional useful information
Yes as by accessing the VPN, you are on the Universities network.
If you haven’t used cisco jabber before, contact the IT Service Desk for them to enable the software.
No you already have a license and can use Teams for video conferences.
Please use Jabber for any normal telephone calls.
The format is email@example.com
You do not need a Team for this, we would also recommend a Microsoft Group for the file sharing, it can also be used for conversations via email
Please use these pages for more information https://www.lboro.ac.uk/services/it/staff/storage/o365groups/
Please use this link, https://www.office.com/?auth=2&home=1
There is a link in the right hand corner for Install Office
Skype for Business and Teams installs along with the rest of the Office suite on a Windows and/or Mac machine.
The University does not allow this due to GDPR. There is also no need to do this as you can access email off-campus.
Yes, if your documents are stored in O365 Groups/OneDrive
If you are having issues or need further help click here.