IT user guide

This user guide is intended to provide information and how-to advice for State of Flux employees on the IT services systems available to them. If new to State of Flux you will find this document invaluable in helping to familiarise yourself with the Companys systems.

Contents
Getting started ........................................................................................................................................................ 2 Usage rules ............................................................................................................................................................. 3 Personal Use ...................................................................................................................................................... 3 Email ................................................................................................................................................................... 3 Security ............................................................................................................................................................... 3 Privacy and Sabotage ......................................................................................................................................... 3 Personal responsibility ........................................................................................................................................ 4 Connecting to the server ......................................................................................................................................... 5 At the office ......................................................................................................................................................... 5 Remote access - using a State of Flux laptop .................................................................................................... 5 Remote access - on a personal computer .......................................................................................................... 6 Internet Connection ................................................................................................................................................. 8 At the office ......................................................................................................................................................... 8 Remote access - using a State of Flux 3G card ................................................................................................. 8 Intranet Connection (SharePoint) ........................................................................................................................... 9 Printing, Scanning and Faxing .............................................................................................................................. 10 Printers .............................................................................................................................................................. 10 Printing to PDF .................................................................................................................................................. 10 Scanning and Faxing ........................................................................................................................................ 10 Emails ................................................................................................................................................................... 11 Outlook Web Access......................................................................................................................................... 11 Mobile device - BlackBerry ............................................................................................................................... 11 Mobile device - iPhone...................................................................................................................................... 12 Document Backup................................................................................................................................................. 15 Automated backup ............................................................................................................................................ 15 Accessing your backup folder (personal network folder) .................................................................................. 15 Mail Backup/Archive ............................................................................................................................................. 16 Archiving emails (Outlook 2007) ....................................................................................................................... 17 Retrieving an archived email folder (in event of laptop change)....................................................................... 19 Calendars .............................................................................................................................................................. 20 Sharing your calendar ....................................................................................................................................... 20 Viewing others calendars .................................................................................................................................. 21 Standard Time ...................................................................................................................................................... 22

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Getting started
Upon joining you will have been allocated a State of Flux laptop and have been provided with a username, password and your State of Flux email address. You should have also been given access to the following: The public folders (shared drive) Your personal drive The intranet (SharePoint) Standard Time (time reporting software) Office printers (x3) All company equipment issued to you will need to be logged and signed for on an Employee Equipment Form If you have not been issued with the equipment you need, or do not have access to anything from the above list please contact IT Support: Primary contact Phone Email Skype Abid Muhammad 020 7842 0600 [email protected] sof_itsupport

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Usage rules
To ensure the protection of the State of Flux IT infrastructure as well as the users of the systems please familiarise yourself with the rules of use below. If you are in any doubt about whether something you want to use the State of Flux IT systems for is in breach of these rules or not, please first check with IT Support or your manager.

Personal Use Users may use their laptop for limited personal use (this means use that is infrequent and brief) Users must not use State of Flux resources for personal gain or profit, or for political or religious purposes Users must not save personal documents or files to the public folders Users must not download, distribute, store or display material that is illegal or could be offensive to others Users must not download or share copy righted material without taking prior permission from the copy right holder Email Users must not send anonymous mails Users must not use the State of Flux email system to circulate unethical, inappropriate or any illegal content to others. Users must not forward chain letters or electronic "petitions" Users may use their State of Flux email to communicate with family and friends, providing use is limited and does not breach any of the above rules Security Users must not access, or attempt to access, another individual's data or information Users must not misrepresent their identity, or provide false or misleading information to gain access to IT resources Users must not attempt to circumvent security protection schemes for hardware or software, nor must they engage in any activity that attempts to compromise the security of any State of Flux system Users must not hack into or attempt to hack into phone or network transmissions, including wireless transmissions (e.g. running network sniffers without authorisation) Users must not make illegal copies of licensed software Users must not release or attempt to release any virus, worm or other program that damages or otherwise harms a system or network Privacy and Sabotage Users must not compromise the privacy of any other user by viewing or forwarding messages or attachments when such information was not intended to be distributed Users must not view, destroy, or alter the integrity of any information belonging to another user without the owners expressed authorisation. Users must not give their account access or passwords to others, nor allow others to gain access to their accounts or passwords. All material stored on a server or a computer or transmitted via the network is presumed to be confidential and private, including emails and any attachments State of Flux reserves the right to regularly check and monitor the usage of its systems to check for breaches of these rules State of Flux reserves the right to remove and/or delete any material stored on its systems or equipment without prior notification if it is believed to be inappropriate or to be in breach of any of these rules

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Personal responsibility Users must not waste IT resource by playing games, spamming messages, flooding the network, running or installing programs intended to damage or to place excessive load on a computer or the network (for example, viruses, Trojan horses, worms, torrents, P2P sharing softwares etc.), or otherwise interfering with the normal operation of the network, thereby depriving other users of IT resources Users must notify IT support and/or a senior manager to report any misuse of the State of Flux IT resources or any breach of the usage rules. Failure to do so may result in the assumption that the user who witnessed the misuse was party to the act Terms used The term inappropriate incorporates: Sites that are illegal or hold illegal content Sites that are pornographic or contain material of a sexual nature Sites that advocate hate, violence or extremist activity Sites that offer games or software that are unrelated to business The term user incorporates: All individuals allocated with State of Flux hardware All individuals accessing State of Flux hardware All individuals accessing State of Flux software

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Connecting to the server

The State of Flux server has a public resource (the public folders) containing client and service related documents as well as internal documents you will find useful throughout your career with State of Flux (please also refer to SharePoint). The server can be accessed from the office, from client site, from home and even on the move, but how you need to connect will differ depending on where you are. Where ever you are trying to connect from you will need to have access to the internet.

At the office You will need first to connect the laptop to a network cable (a grey cable can be found on each desk) or have the wireless function turned on. Connecting via a network cable will provide a quicker and more reliable connection. Then follow these steps: Start > My Computer > and select public on sbserver or Start > Run > and type in \\sbserver\public

Remote access - using a State of Flux laptop The speed of this access will be determined by the speed of your internet connection, therefore if relying on a slow connection you will see a significant slowing in the speed of access to the server. Connecting from outside of the office is referred to as a VPN Connection. First ensure you have an internet connection, before following these steps:

1. Double click the Connect To Small Business Server icon on the desktop

Or Go to Start > Connect To > and click Connect to Small Business Server

Or

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2. Enter your username and password and click Connect

3. To access the public drive: Start > My Computer > and select public on sbserver or Start > Run > and type in \\sbserver\public

Remote access - on a personal computer Before connecting to the State of Flux server using a personal computing device you will need to install the Connection Manager. Once installed this will appear on your desk top as Shortcut to Connect to Small Business Server allowing you to connect as you would do using a State of Flux laptop or desktop. If setting this up from outside of the office follow these steps:

1. Go to https://sbs.stateofflux.co.uk 2. Click Remote Web Workplace

3. Enter your user name and password and click Log On Make sure you have unchecked I am using a public or shared computer otherwise it will not allow install

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4. In the next window, under Additional Links (on the righthand side), click Download Connection Manager

5. Click OK when prompted

6. When the File Download Security Warning dialog box appears click Run If prompted by a second security warning click Run again

7. Click Yes to the next prompt

8. Set up should now be complete and a desktop shortcut created Shortcut to Connect to Small Business Server

If you are in the office and already have access to the public folders and want to install the Connection Manager to enable you to also connect from outside the office, follow these steps:

1. Go to Public > IT > Client Softwares > Connection Manager. Double click sbspackage.exe and launch the setup process 2. If prompted by a security warning, click Run 3. A new prompt will appear. To proceed with installation, click Yes 4. Set up should now be complete and a desktop shortcut created - Shortcut to Connect to Small Business Server

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Internet Connection
At the office Using your State of Flux laptop at the office, providing you have connected to a network cable (a grey cable can be found on each desk) or have wireless function turned on, you will be able to access the internet.

Remote access - using a State of Flux 3G card If you are working at client site there may be occasions when they are unable to provide you with access to the internet from your State of Flux laptop. Where this is the case you may be able to use one of the 3G cards provided by State of Flux. To find out if there is a card available check the 3G usage logging records which can be found on the IT support desk. When taking a 3G card you must fill in all the details requested on the 3G card log sheet. If you have access to a client PC with internet connection then this should be used instead of the 3G card 3G cards should be used only for work related tasks. No personal use is permitted. 3G cards should be returned as soon as possible 3G cards are not assigned to individuals, but pooled therefore are to be shared amongst the project team Users will be held responsible for any inappropriate use. Subscriptions to additional services such as text messaging are not permitted.

If this is the first time you are using the device, when you plug it into your machine it should automatically install the software required. If it is already installed then when inserting the 3G card it should automatically load. If this does not happen, go to Start > then select Connect To > then select VMCLite

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Intranet Connection (SharePoint)

State of Flux uses SharePoint to host its intranet site. On SharePoint you will find a whole array of useful information from the Company policy and procedure documents to pictures from social events. You should ensure you have uploaded your contact details and consulting profile and SOF CV to the site. To access SharePoint simply go to the following web address then enter your username and password where prompted. http://companyweb If you are accessing SharePoint from outside of the office then you can use the above web address providing you have first connected to the Small Business Server alternatively you can go straight to SharePoint using the following web address, again entering your username and password where prompted: https://sbs.stateofflux.co.uk:444

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Printing, Scanning and Faxing

There are two printers in the State of Flux office for your use, and your State of Flux laptop or desktop will have already been configured to recognise them. They should appear on your printers list as follows:

Printers HP on sbserver (black) This printer is located in the central area of the office. Please conserve ink and paper by printing double sided and where possible more than one page per sheet. HP on sbserver (colour) This is the same printer as the above, but to print colour pages you need to select this one from the printer list. Please do not print colour sheets unless absolutely necessary (e.g. final copy client documents) HP Black & White printer This printer is located at the far end of the office by the windows. It will only print one sided, therefore should be used as stand-in printer in the event the main printer is unavailable.

Printing to PDF To save or convert a Microsoft Office document (e.g. from Word) your laptop will have already been configured with an add in allowing you to print to PDF. To do this follow these steps: Click on the Office button > Save As > Select PDF or XPS After saving the file to desired location it will open up in PDF format.

Scanning and Faxing The main office printer also works as a document scanner and a fax machine. There are instructions printed and located on the wall next to the printer to guide you on how to use these functions.

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Emails
Your State of Flux laptop will have already been configured for using Outlook, therefore when in the office or working remotely you will be able to access your emails by opening Outlook whilst connected to the internet. You can still access your State of Flux email account even if you dont have access to your State of Flux laptop by using Outlook Web Access. If you use a BlackBerry or iPhone mobile device you can also configure these to receive and send State of Flux emails. (If using an alternative mobile device it may still be possible to configure it. Speak to IT Support for further advice) Outlook Web Access To connect follow these steps: Go to this web address: https://sbs.stateofflux.co.uk/exchange Enter your username and password * If accessing Outlook in this way frequently from the same computer, you may wish to save the URL address to your favourites or create a shortcut to your desktop.

Mobile device - BlackBerry To configure your BlackBerry with your State of Flux email account follow these steps: 1. Connect to the BlackBerry Internet Service website and log into your BlackBerry account. (this is to ensure you have an active internet connection) 2. On the navigation bar, click Profile.

3. Under Email Accounts click the hyperlink Other Email Accounts

4. Click Add Account

5. Enter your email address, username, and your password then click Submit

Email = [email protected],uk Username = stateofflux\firstname.lastname

6. Under Microsoft Outlook/Exchange, select: I can access my mailbox using a Web browser (Outlook Web Access) and click Submit.

7. In the Outlook Web Access URL field, enter the SOF Outlook Web Access address as https://sbs.stateofflux.co.uk/exchange

8. In the Mailbox Name field, enter the Mailbox name for your account e.g. firstname.lastname

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9. Verify that your email address, username and password are all correct

10. Select check box Leave messages on mail server then Submit If set up was successful you should now see a green checkbox. If you see a red checkbox set up was not successful, therefore repeat steps 1 to 10 above.

Mobile device - iPhone You can configure your iPhone with your State of Flux email, contacts and calendar. (This also applies to the nd iPod touch, and iPod touch (2 generation)) To set up, follow these steps:

1. Tap Settings, then Mail, Contacts, Calendars then Add Account and then Microsoft Exchange (Note: you can configure your device with only one Exchange account)

2. On the next screen enter the following: Email: Domain: Username: Password: Description: [email protected] stateofflux firstname.surname your SOF password you chose this name

3. State of Flux use Exchange 2003 which does not support AutoDiscovery and the iPhone will fail to locate the server. You therefore need to enter on the next screen the server name which is sbs.stateofflux.co.uk Tap Next. Your iPhone will now attempt to verify the connection If prompted about a security certificate click on Accept

The next step is to decide which type of data you want to synchronise.

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4. Select ON as appropriate for Mail, Contacts and Calendars Note Default for mail synchronising is 3 days. To change this go into Settings > Mail, Contacts, Calendars > select your Exchange account > Mail days to sync and adjust as desired Note After synchronising all existing contact and calendar information on your iPhone is overwritten

SECURITY If using your iPhone for accessing State of Flux emails, to prevent the loss of sensitive data you must ensure you have enabled your phones security settings. Passcode Lock Tap Settings from the home screen > tap General > tap Passcode Lock The Set Password screen will open, then enter a 4 digit code and re-enter it as prompted. You will be taken back to the Passcode Lock screen where you can change the settings for when you will be prompted for your password. (the default Immediately setting means you will be required to enter your passcode whenever you start using your iPhone, you can also set up a prompt for set time intervals)

Additional security can be applied by activating a feature known as Automatic Secure Wipe. This will wipe your data after 10 failed attempts to enter your passcode. To activate turn Erase Data on. Whilst this additional security feature is useful, it is worth remembering should you chose to activate this feature to keep your iPhone away from young children who may accidently erase your data.

There are a number of further different settings you can adjust to best suit how you use your iPhone. Details are below:

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Push or Fetch Push Emails will be pushed to your iPhone as soon as they are received by the exchange server. Fetch Emails will be retrieved at regular intervals (e.g. every 15, 30 minutes) or can be set up for manual fetching. Everytime your iPhone attempts to fetch data this uses battery power, therefore if you only receive a handful of emails per day you may prefer to set up the account as a Push account to help conserver battery power. To adjust these settings: Tap Settings from the email home screen > choose Fetch New Data Here you can turn push services ON or OFF for all supported accounts as well as specifying fetch intervals.

If you have synchronised more than one email account to your iPhone, you adjust the push and fetch settings for each individual account by tapping Advanced and changing settings for each individual account in turn. Note: By turning Push ON or OFF or selecting Manually on the previous screen this will supersede any individually set up account settings.

Tasks and Notes The iPhone will not syncronise your tasks and notes unless you choose to download the iMExchange 2 application available from the App Store. This application will also enable you to edit and turn on and off your Out of Office message.

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Document Backup
When creating or amending documents it is recommended that wherever possible these are saved to the public or your personal network folders immediately to minimise the risk of losing your data. Key documents which need to be made available to the wider team should also be saved on SharePoint to ensure data can be found quickly and easily. When you are unable to be connected to the server, a folder has been created within My Documents named Official where files saved will automatically be backed up to your personal network folder the next time you connect at the State of Flux office. You should also find a shortcut to this folder saved on your desktop.

Automated backup When you turn on your laptop from the State of Flux (ensuring you are first connected to the network by cable or wireless) a script SOF IT Automation will pop up and prompt you to back up your data. Click OK. This will back up all the content from your Official folder to your personal network folder.

Accessing your backup folder (personal network folder) To access your personal network folder follow these steps: Start > My Computer > and select firstname.surname on sbserver\users (H:) Note: Only Company related files should be stored in these folders. Please do not use them for the storage of personal documentation or files.

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Mail Backup/Archive
All emails in your mailbox are automatically backed up and stored to the server whenever you are connected to the server, but to ensure the server runs efficiently there are size limits applied to all mailboxes. Each mail box has a size limit of 1GB (1024000 KB) therefore please ensure you keep the size of your mailbox below this limit. Should you exceed this limit you will receive an automated email from the server to notify you of this. Once the size of your mailbox exceeds 1.5GB (1536000 KB) the email sending functionality will be disabled. To avoid slowing your machine and losing the email sending functionality you should regularly delete unnecessary messages from your Inbox and Sent items to keep your mailbox size down to a minimum. To determine the size of your mailbox follow the steps below: 1. Open Outlook

2. On the Folder List on the left hand side of the screen, right click on Mailbox your full name 3. Select Properties for Mailbox your full name

4. Click on Folder Size and on the Server Data tab The size of your mailbox is the Total size (including subfolders)

To search for large email messages that by deleting or archiving will help to significantly reduce your mailbox size follow these steps:

1. In your Mailbox, click on Search Folders then select Large Mail

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Archiving emails (Outlook 2007) You should only archive emails that will be needed for future reference, archiving should not replace regularly deleting unnecessary messages. It is recommended that you store your back up file in the official folder as this will be backed up to your personal network folder on the server. There are two steps to archiving your mails. If you have previously archived, therefore have your archive folders set up then you should go to step 2. Step One 1. On the File menu click Archive

2. Select Archive this folder and all subfolders 3. Select Mailbox your name from the list. Note: You can also select individual items from your Mailbox for archiving e.g. Inbox, Sent items etc.

4. In Archive items older than specify the date (all emails dated prior to this date will be included in the archive)

5. Select Include items with "Do not AutoArchive" checked

6. Click on Browse to specify the location for the archive folder (its recommended you specify your official folder)

7. Name the file as firstname.lastname Archived Mail

8. Click OK Archiving will now begin and depending on the amount of data selected to archive this could take several minutes.

You should now be able to see a folder named Archive Folders in your Mail Folders list.

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Step Two You can move your emails or email folders to existing archive folders by dragging and dropping or by rightclicking and moving.

1. Select the folder from your mailbox that you want to archive and drag it to the appropriate Archive Folder

Or Right-click on the folder from your mailbox that you want to archive and select Move Folder Then select the location to move it to in the Archive Folders

To move individual email/s to an archive folder follow these steps: 1. Select the email/s you want to archive and drag to the appropriate Archive Folder

Or

Select the email/s you want to archive and select Move Folder Then select the location to move them to in the Archive Folders

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Once the archive is complete To reclaim the newly freed space right away you need to compact the PST File (the backup file) 1. 2. 3. Select Data File Management from the File menu Select the Archive Folders PST file and click Settings Click Compact Now

Retrieving an archived email folder (in event of laptop change) Your archived emails (if you have followed the steps above) should always be visible and easy to access from your normal Outlook view. If however you have changed your laptop or have accidently closed the archived emails folder, you will need to re-add the archived file before you can access your archived mails as before. To do this, follow these steps:

1. On the File menu click Open, then Outlook Data File 2. Select the .pst data file you want to retrieve, then click OK This file and its contents should now appear in your Mail Folders List in Outlook. By default this will be called Personal Folders.

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Calendars
State of Flux use Outlook calendars for diary management. To make it easier for you and your colleagues to plan meetings at mutually convenient times it is recommended that you share your calendar. Below follows steps on how to share your calendar with others and view the calendars of those colleagues who have shared their calendars with you.

Sharing your calendar To share your calendar, follow these steps:

1. Open Outlook (2007) then select Calendar Click on Share My Calendar

2. In the invitation which appears on screen, click on To and select from the Global Address List the names of those whom you wish to grant permission to view your calendar If want also to request permission to view their calendar select Request permission to view recipients calendar

3. Click Send The recipients will now receive an email to inform them that they are able to view your calendar and if selected, be given the option to allow you to view their calendar

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Viewing others calendars Provided you have been granted permissions to view a calendar the follow steps detail how to view it.

1. Open Outlook (2007) then select Calendar Click on Open a Shared Calendar

2. Click on Name then select the name of the persons calendar you want to open from the Global Address List Click OK This persons calendar should now appear in your calendar view under Peoples Calendars allowing you to simply check and uncheck the tick box for viewing alongside your own calendar view.

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Standard Time
Weekly timesheets are submitted by all employees using Standard Time. There are two ways to access Standard Time using the desktop version from the State of Flux office, or using the web based version from anywhere outside the office with an internet connection. You should see a link on your desktop to open Standard Time (please contact IT support if it is not there). By clicking on it and opening the programme you will be asked to enter your username and password, which will have been provided to you upon joining. To access the web based version simply go to following web address. You will need your username and password. https://sbs.stateofflux.co.uk/st

Standard Time is relatively easy to navigate, and there is also a more comprehensive guide on how to use it found on SharePoint. If you have any queries about which projects and activities you should be allocating your time against please refer to your project manager who will be able to assist you.

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