Changes to the email system affecting @rdg.ac.uk

 

On Tues 16 Feb, a change was made to the University’s email system so that email coming from outside the University now goes directly to Office 365.  This improves the availability of staff email – we have had a few instances where incoming email could not be delivered – and brings the benefit of additional malware checking from Microsoft.

Since the change, we have been made aware that some staff have had issues due to email being sent to “@rdg.ac.uk” instead of “@reading.ac.uk”.  The “@rdg.ac.uk” format addresses have been deprecated for many years and are no longer supported.  However, if you have a vital requirement for this format of address, please raise a TOPdesk ticket via the Self-Service Portal stating the details of this. Our team will investigate and liaise with you.

Important login changes from 1st March for @live.henley.com (@programme-member.henley.com) user accounts

 

We have recently made an important change to the way Henley programme members access the varied cloud based resources and cloud authentication methods to the learning platforms and resources.

 

What are we doing?

Historically there has been two Office365 systems at the University of Reading. One for the bulk of the students at Reading (e.g undergraduates and postgrads on typical University of Reading courses) and one setup initially for the Henley programme members (traditionally taught at the Greenlands campus and for distance learning students).
Time has now come to merge these two systems into the primary system. This process involves:

  1. Modifying your University Login Username(UPN/long form username): ab123456@live.henley.com (example)
  2. Modifying your Primary Email Address (from address): smith@student.henley.ac.uk (example)
  3. Move your existing Exchange Online Mailbox (including mail forwarding rules) and OneDrive content to the new system

 

Why are we doing this?

In order to provide secure access to the recently upgraded cloud based services (library resources, o365 apps),  it is technically not possible to continue under the previous setup. This change is necessary to enable us to deliver future integrations seamlessly along with maintaining account security in accordance with the University Security Policy.

 

How will it affect me?

The merging of the two systems brings many benefits to you, as well as the business a whole.

From the 1st of March 2021 onwards,  there will 3 changes as described:

 

  Old method – pre-change New method – post-change  Impact
Short Form Username ab123456 ab123456 No change
Long Form Username ab123456@live.henley.com ab123456@student.reading.ac.uk This is the main change
Primary email address a.smith@programme-member.henley.com a.smith@student.henley.ac.uk Your Primary email address will change
Additional email alias n/a a.smith@programme-member.henley.com Your old Henley email address will still work for others to use

 

Please note:  On the first login you will be prompted to set up (MFA) Multifactor Authentication by following the on-screen prompts.  This is an important step in protecting your account against unauthorised access as a result of a security compromise.

On the plus side you will now have seamless access to the wider suite of Office 365 products, such as Teams, Forms, OneDrive & PowerApps and will no longer have to be invited as a ‘guest’ to access shared resources.

The single style of logging into resources such as Outlook, TopDesk self-service portal and Blackboard will make for a simpler experience.

 

Any technical questions, please email the IT Service Desk at dts@reading.ac.uk

Home drives (N:drive) moving to OneDrive for Business

As part of updating our services to better support remote working, all staff home drives (also known as N: drives) will move to OneDrive for Business.  Our aim is for all staff to have stopped using their home drive and have moved files to OneDrive for Business by 30 April 2021.

 

Note that we are not moving collaborative shares or students home drives at this stage. These will be migrated following successful completion of the staff home drives migration.

 

What do I need to do?

We know that many of you are using OneDrive for Business instead of your home drive. If this is you, you do not need to do anything further as you are already up and running with OneDrive for Business. Please ensure you have everything you need on OneDrive and empty your home drive by deleting any remaining files.

 

If you are still using your home drive, we would ask that you move your data to your OneDrive for Business using the following steps

 

  1. Check you have got OneDrive for Business (Windows 10 users already have it installed, otherwise log in to office.com to access)
  2. From today, start using OneDrive for Business instead of your home drive
  3. Move your existing data from your home drive to OneDrive for Business. The advantage of moving your files yourself is you can choose what to move and when the move happens. Instructions (requires UoR login): Self Service Portal – Home drives (N: drives) move to OneDrive for Business

 

You may find it useful to review your data on your home drive and delete any unwanted, outdated or obsolete data before you move it across.

 

Here to help

We understand this is a disruptive change, and DTS are here to help you with it.

 

If you think you need to keep using your home drive, we need to speak with you to find a workable solution. Examples of this could be:

  • where OneDrive is incompatible or problematic with applications required for university work (such as applications launched through Apps Anywhere, EndNote or Diet Plan).
  • where a local sync is necessary for your applications to work (such as Case Complete)

To start this conversation, please complete the form (requires UoR login) Self Service Portal – Home Drive requirements form

 

If you are uncomfortable moving files to OneDrive for Business and would like help, please raise a ticket with the IT Service Desk (email dts@reading.ac.uk or visit uor.topdesk.net).

 

Important

If you don’t move your data yourself and we haven’t heard from you, DTS will move your data to your OneDrive for Business and delete it from the home drive server. This means your data will no longer be available on your home drive. Where it has been confirmed that someone is on extended leave, on maternity/paternity leave, or long-term sick leave, we will do the same.

 

Any questions, comments or concerns?

If you have any questions about the migration, please email the project team at UoR-HomeDrives-OneDrive@reading.ac.uk

 

To raise a ticket to ask for IT assistance from the IT Service Desk, please either email dts@reading.ac.uk or visit uor.topdesk.net

 

We are also developing a web hub page which will contain further information, FAQs, project progress etc. here: https://www.reading.ac.uk/digital-technology-services/service-catalogue/onedrive

MyID Login changes from 7th January

MyID Login changes from 7th January

 

The way you login to MyID (myid.reading.ac.uk) is changing to bring it in line with the way you access other systems, such as Office365.

 

From midday on Thursday 7th January you will be prompted to login to MyID via a Microsoft screen. You should enter your login details in the format:

<username>@reading.ac.uk

(where <username> is your University username) followed by your password where prompted.

 

When accessing MyID from off campus you will also now be prompted for Multi Factor Authentication and for now will also still need to be connected to the VPN.

 

If you have any questions or concerns about this change, please email IT Service Desk.

AppsAnywhere for Non-Windows Users

AppsAnywhere is now being extended to allow access to applications for non-Windows users.  Applications are being made available to Mac users, and the service will then be widened to support other devices such as Chromebooks.

Around 15 applications are currently open to Mac users, with work continuing to expand this list.

Mac users can see the available applications on the main page within AppsAnywhere.  (If a Windows user would like to see the applications available to Mac users, they should visit appsanywhere.reading.ac.uk, go to the “OS” tab and select OS X.)  Instructions for setting up and using AppsAnywhere on a Mac can be found in the DTS Knowledge Base here.

If you have questions please contact the IT Service Desk on dts@reading.ac.uk or using the IT Self Service Portal.

UoR REDCap now available for researchers

We have recently worked hard with other members of the University community to deliver the UoR REDCap (Research Electronic Data Capture) solution.

 

 

From the University’s Staff Portal:

“The University has launched a new service for the collection and management of data in participant-based research. UoR REDCap (Research Electronic Data Capture) is a secure web-based application for building and managing databases and surveys. It is freely available to colleagues, students, and external users involved in collaborative projects.

REDCap features include support for longitudinal data collection, an e-consent framework, a mobile app for offline data capture, and an API to connect to other applications. There are data validation, reporting and quality control functions, and data can be exported to common analysis formats. While REDCap is designed for participant-based research, it can support a variety of uses, such as managing operational workflows, maintaining participant recruitment databases, conducting animal studies and sample banking.

The software was developed by Vanderbilt University in the United States and is used by over 4,500 institutions worldwide. An initial request from academics in the School of Psychology and Clinical Language Sciences led to RETF funding for a 2019 pilot project, sponsored by Professor Adrian Williams (Research Dean for Agriculture, Food and Health). The live service was launched this summer.

Professor Williams commented: ‘REDCap meets a longstanding need for a secure platform in which the University can manage its participant-related research activities and information. I am confident that it will be very well-used by our researchers and students. The project to pilot and then implement REDCap has been a successful collaboration between academics, DTS and other professional services, and I am grateful to everyone involved for their hard work in delivering the new service.’

Visit the UoR REDCap web page to find out more and request a user account.

Register for REDCap demo event

If you’d like to find out more, you can take part in an introductory demo at 14.00-15.00 on Wednesday 11 November. The session will take place online and will be led by Robert Darby, Research Data Manager and REDCap service manager. Please use this online form to book your place.”

Recent DTS updates on the University’s Staff Portal

The new academic term started this week and we would like to remind colleagues of the high volumes of queries and issues being received by the IT Service Desk, and our other DTS colleagues, due to a large number of the University community continuing to work remotely or online.

Welcome Week was a huge success, it was great to see staff back on campus and lots of new students engaging with DTS services. Due to these increases in interest in our services we are now seeing even higher volume of calls and emails.

In order to help with the volume of calls and emails, we would like to remind you that the quickest and easiest way to log a ticket is via our IT Self Service Portal. You can use the Portal to log tickets, check on the progress of your outstanding ones and to refer to our FAQs and helpful knowledgebase articles. Please do have a check here for a solution before contacting the team.

We recommend only using our telephone lines for urgent issues, there are a number of staff and students currently trying to reach DTS for support. Our telephone lines have a maximum wait time of 45 minutes, and so if your issue is not urgent, please consider leaving these free for those whose issue is. To assist students and staff in teaching and learning environments, we have a new option to Press 1 for urgent T&L issues. You will be connected with a member of DTS who will log your query and escalate this as urgent for you. We hope that this will reduce the disruption to students and staff in classroom environments, whether on campus or remotely. If you press 1 and your call is not related to teaching and learning, or urgent, you will be asked to re-join the queue or to log a ticket via the Portal.

With the return of students and some of our colleagues to campus, our IT Service Desk Counter in the Library has reopened. The Library is operating a bookable system for Study Spaces, and you will need to book a slot for your IT Support too. To do so, there is a ‘Book Now’ link on the DTS website (at the bottom of the webpage) and you will be asked to submit a few details. Please note that you will not be able to visit the IT Service Desk Counter without a booking confirmation. You can access the form directly through this link.

Recording rooms are also now available to book for staff, providing an on campus place to record teaching content, without the distractions of the home. For further information please visit the DTS page on Recording Rooms.

Microsoft Bookings is going Live!

The latest addition to the Office 365 Suite of products here at the University of Reading.

 

What is Microsoft Bookings?

Microsoft Bookings is an online scheduling tool that is part of Office 365. Bookings allows employees to set up calendars and manage availability for themselves so that others can book appointments with them quickly and efficiently.  Academics can use Bookings to provide their availability for office hours and allow students to book appointments with them. Staff can use Bookings to provide their availability to both internal and external colleagues and allow them to schedule time slots for a meeting or event.

 

What is a good use case for Microsoft Bookings?

After a successful pilot we have seen a lot of good use cases of Microsoft Bookings and the feedback has been positive.  From this, we have been able to see what works best and what doesn’t.

A few case examples:

  • An academic looking to advertise some scheduled times that students could book to drop in and meet with them.
  • Employees looking to open up their calendar to internal or external colleagues to display their availability on a certain subject matter.

Remember it’s a “book-me” system rather than a “book-this object” system. The recommended use of this tool will be person based. There are other Apps and resources for booking other items .  E.G Rooms or Table Space or Loan equipment as examples….  (Either via CMIS or Exchange Rooms etc…)  Microsoft Bookings is NOT a replacement for booking meetings rooms!

 

Who has access to Bookings – How do I get access to it?

This service is available for University Employees to use.

If you are interested and have a valid use case you wish to implement via Microsoft Bookings, then please request access via this form. Once this is filled out we can assign the license to your personal user account on Office365.

As a member of staff, you can allow anyone to book via your Calendar.

 

Great – I have access to Bookings now. Any tips for use?

  • Keep the Display Name For your calendar to the point.  E.G “John Smith – Student Engagement Bookings”
  • As mentioned, keep this person based. Once your employment with the University finishes the license will be automatically revoked.
  • This is a hosted system surfaced through the Microsoft Office 365 Platform. DTS will not be able to provide much support on this as the administration is done through your own Office365 account.
  • If you are going to use a room on-premise to meet physically then ensure you book the room separately.
  • Booking Calendars are non-transferable and need to be kept related to you.  If you leave the University you cannot pass the Booking calendar on to your predecessor or colleague.
  • Think carefully about the naming of the Booking Calendar – Inappropriate naming or names that are too vague or breach common use will be removed. E.G Finance, HR etc

Login changes from 1 September 2020

From the 1 September University staff will have to use their University username plus ‘@reading.ac.uk‘ to log in to University systems (Email, OneDrive for Business, Blackboard, Agresso etc.).

This change allows us to improve security around logins, meaning we can better ensure the safety of work and files. Having one username format for staff when logging also makes the process simpler, as there were many variants before.

 

What is changing? 

When logging in to University services people used a variety of usernames to login. They will now only use your ‘username’ + ‘@reading.ac.uk‘.

E.g. ab123456@reading.ac.uk

This will be the format for all University of Reading staff including those with other suffixed email addresses (i.e. @henley.ac.uk) with the exception our colleagues at the University of Reading Malaysia.

If you joined the University after February 2020, your login will not be impacted by this change.

Please note that you will not need to use this new username to log in to your University devices, or to access RISIS or Canvas at this time.

 

When is this changing? 

This change will happen from the evening of 1 September 2020.

 

How will it affect my access? 

When opening your browser to access Office365, for example, you will be prompted to re-enter your login details.

Please ensure you enter <username>@reading.ac.uk in the username field followed by your password where prompted.  Once entered, the browser can save your login information for later use and should not prompt you again.

You may also be prompted to re-enter your log in details on any mobile devices you use, for example where your email account is available on your mobile device.

On logging in for the first time after this change, you may be directed to set up password reset authentication details so that you can reset your own password. This helps ensure the security of your account and should take no more than a few minutes.  We have a handy guide available within our IT Self Service Portal on how to get set up the Self Service Password Reset system.

You may find your browser will “remember” your last login username, and therefore we recommend selecting “Forget this” so that you can enter your new login information.

Our Operations team have put together some helpful advice about what to do if you have issues logging in after the changes are made on Tuesday, you can also find this guide on our IT Self Service Portal.

 

UPN Change FAQs


Outlook

Outlook keeps logging me out/I can’t log in to Outlook desktop client

You may find your outlook is struggling to connect after the UPN changeYour outlook will prompt you for your University password (see below) but it will not authenticate no matter how many times you enter it correctly. 


This is because your UPN “unique username” has changed to fit the infrastructure system. Therefore click more choice and then click use a different account 

This will clear the username and password box. 

In the first box enter your UPN as username@reading.ac.uk (ab123456@reading.ac.uk) followed by your university password. Make sure you click remember my credentials then press ok. 

You will see on the bottom right of outlook that it is connected 

Sometime you have to click under send/receive > send/receive all folders button. 


OneDrive

I can no longer login to OneDrive using my saved bookmark in my web browser?

OneDrive links contain the owner’s username.

Since the username has changed, so has the link. Previously it would have shown similar to this;

 

But now the link needs to look like;

 

Please update your link as above

 

I can now longer open a file that was shared to me via OneDrive?

This is due to path where the file is stored has changed, due to the username changing. The easiest way to resolve is simply ask the file owner to re-share the file.

*However, if you need access urgently you can simply amend the existing link to include their new username. If you do not know their username, simply compose a new email in Outlook and click ‘Address Book’. Search for the user, right click the correct user and choose properties. Their username will be shown in the ‘alias’ field.

An example can be seen below:

 

OneNote

My OneNote notebooks are not syncing or opening?

Notebooks are typically saved in your OneDrive folder.

This means the location path has changed due to the username changing. Simply close and re-open the notebooks. Follow these simple Microsoft guides to do so: Closing a notebook in OneNote and Open a notebook in OneNote

 

 

From Monday 3rd August, Signing into Blackboard

 

Our DTS and TEL colleagues have been working hard over the weekend to move Blackboard to a more reliable, cloud-based platform.

 

Blackboard and Turnitin were unavailable for the entire weekend, and we are considering the system to be “At Risk” on Monday 3rd July. 

  • from 20:00 BST on Friday 31 July
  • for the whole of Saturday 1 and Sunday 2 August
  • for most of Monday 3 August.

 

The new platform brings many advantages:

  • Regularly updated – quicker access to bug fixes and new features.
  • Future upgrades won’t require any downtime.
  • Greater system reliability.

 

Logging in to Blackboard

As part of the upgrade, there will be a change to how you log in to Blackboard. Your login will be exactly the same as signing in to other University systems, such as email and OneDrive. In fact, if you are already signed in to your University Microsoft account, you won’t need to sign in again to Blackboard.

You may find you are asked to sign in via Multi-Factor Authentication – a two-step security process to ensure your login details remain safe and secure. Further details of Multi-Factor Authentication can be found here.

For most students, when signing in, on the first screen you will need to enter username@student.reading.ac.uk – for example ab123456@student.reading.ac.uk. For our Henley Business School students, please find details here.

 

For further details, please see the following pages from our colleagues in the TEL team.