- Communication tools
- Step by step guide
- First time setup - Instructional videos
- Health and Safety
- Security top tips
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.
Microsoft Teams is the recommended tool for calls (internal), video conference calls and online meetings.
This is the recommended tool for calls/confrence calls (external). Cisco Jabber supports everything you need for standard telephone and video conference calls.
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 Flexible Module Delivery 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.
The University has a range of systems and processes in place to help keep you safe online, but there are a few simple steps you can take to help protect your personal data and University account from viruses, spam and phishing attempts.
Think about how much data you would lose if your computer failed right now.
- It is important to backup any files that are important to you as although the computer maybe recoverable the data on there may not be.
- For University data you can currently use your personal workspace or Microsoft One Drive if your account has been migrated. You should also not store confidential or sensitive University data on an unencrypted USB drive in the event it was lost or stolen.
- You need to consider where data is being stored for example storing work data on Dropbox or Google Drive would not meet the University's data protection objectives. Data could be stored outside the EU who may have their own data privacy laws. If possible encrypt your data before it is transferred to cloud storage for additional security.
How to spot phishing emails
Several signs to spot if they are fake:
- Request personal information such as PIN, password
- Contains poor spelling and grammar.
- Claim to offer something that is too good to be true, for example, “Congratulations You are a Winner…”
- Contain generic greetings such as 'Dear Bank Customer' or 'Dear Email User'.
- Suspicious link embedded in the email
Never leave your devices unattended. If you need to leave your computer, phone, or tablet for any length of time, no matter how short—lock it up so no one can use it while you’re gone. If you keep sensitive information on a flash drive or external hard drive, make sure to lock it up as well (and make sure it is encrypted).
Use different passwords for different services
It is vital to remember to not use the same password for different services. By following this advice, if a hacker did gain access to one of your services they would not be able to access your other services. You also would not need to change the password for your other accounts.
- Never use a University password for any other service
- Do not use your University passwords for other services outside The University as you can't guarantee they will take the same care to protect them as we do.
- Never re-use an old password
- Choose strong passwords
Backup data on a regular basis in case a restore is required.
Only download software from reputable sources such as the vendor of the product and be wary of any site offering you commercial software for free.
Do not click on suspicious links from email and webpages.
Do not pay the ransom as there no guarantee you will be provided with the key to decrypt your data.
- Ensure when you login to any webpage it is only over https (green padlock) on sites you recognise.
http://www.faceboook.com rather than https://www.facebook.com
- The Autocomplete of your browser is not generally recommended to save your login details as someone could easily logon to a site you did not lock workstation or on a shared computer at home.
- Do not click on random popups for example one informing you that your PC is running slow due to errors found on it and advising you to download and install software to fix this
- Browsing in Incognito/private mode will not store your session in your browser however it will not be kept secret from network provider nor does not mean it's more secure.
- There is a risk of downloading virus, trojan, ransomware or keylogger with the content that does not come from a legitimate source.
- Torrent download and sharing content. We get informed of these infringements such as movie downloads from film studios such as Paramount and ban users from the network until the infringement is investigated.
- Illegally streaming films through a media box or Kodi is still considered as copyright infringement
Please visit the Acceptable Use Policy for further information:
"undertake any illegal activity including the downloading and storing of copyright information, except under a relevant licence, or with permission from the copyright owner" .
- You can encrypt documents in Microsoft Office with a password or 7-Zip (installed on managed desktop) with a passphrase and share the password in a more secure manner than email such as text message, phone call or in person.
- For work files you can use Office365 OneDrive for Business if it's available to you. For sharing confidential or sensitive work files your personal account should not be used as there is no guarantee which region your data will be stored in e.g. outside EU.
Think about what you are sharing on social networks
- Information posted on social media (e.g. Facebook, Snapchat, Twitter, LinkedIn) on a public profile could be used for social engineering attacks or for guessing your login details e.g. date of birth for birthday posts, where you work, child names for passwords or targeted phishing emails.
- Also, be wary of criminals using a fake profile trying to befriend you as it could be someone who is trying to obtain personal information which is not disclosed on your public profile for example the school you attended or anniversaries.
Keep your antivirus software up to date. For a managed service this is done automatically for personal devices it can be downloaded from http://www.lboro.ac.uk/services/it/staff/software/personal/staffantivirus/
Ensure your computer operating system has up to date Windows patches. For a managed machine this is done automatically however other machines or personal devices ensure you check and install any patches regularly.
Do not use unsupported Operating Systems e.g. Windows XP as the vendor is unlikely to release any secure patches to plug any vulnerabilities.
A variety of devices can be connected to a computer network for example a fridge, printers, heating and watches that could be hacked. They could also be used to attack other networks internally and externally if not configured correctly.
- Change default password to a complex one;
- Restrict access to only those who need it ;
- Install the latest software updates to protect you when they become available .
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 firstname.lastname@example.org
- 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 email@example.com
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 firstname.lastname@example.org
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.