Working Remotely
Contact Information
Computing & Information
   Technology

1 McBryde Hall
Rock Hill, SC 29733
803/323-2400
803/323-2580 (fax)
helpdesk@winthrop.edu

Working Remotely

We are here to help you!
Winthrop's admissions team is ready and available to help you. If you have any questions, there are three ways you can contact us:
Phone: 803/323-2191
Email: Admissions@winthrop.edu
Virtual Chat: Click here to register

For updates, announcements and special messages from Admissions, please follow us on Instagram - @winthropadmissions

Also, please see our FAQs for prospective students and families amid Covid-19.

Staff may use these resources to more effectively work remotely and collaborate with coworkers. If you have any questions or need additional support, please contact our Service Desk by calling 803/323-2400 or sending an email to servicedesk@winthrop.edu. For online teaching resources, please visit the Winthrop Office of Online Learning (WOOL) webpage for Continuity of Instruction

General

    If you have a smartphone, there are several document scanning apps available. We recommend Office Lens for both iPhones (iOS) and Android devices.

     

    Office Lens 

    1. Search App Store or Google Play for Microsoft Office Lens 
    2. Install Office Lens on your device
    3. Run the app and give it permission to access your camera.
    4. The default “view” in the app is a live camera viewfinder. Choose one of the three available image types -- Photo, Document, or Whiteboard
    5. Point the camera at whatever you want to capture
    6. For documents and whiteboards, you will see the app attempt to automatically frame the image as you move around. Once the frame encompasses the desired area, tap the shutter button.
    7. After a moment, you should see a preview of your scan. If any cropping of the image needs to occur you can do so now.
    8. When you ready to save the image, tap “Done”
    9. Now you will need to choose the destination for the scan. If you choose OneNote, you will need to sign into your account first.

    To change your password from off campus, visit the Change your WIN Domain Password page. You can learn more information about passwords on our Change Password Information page.

    For instructions on how to set up your All-in-One machine, please watch this short video.

    Yes. There are two ways you can receive voicemails from your office phone while you are off campus. 

    By Phone

    1. Dial (803) 323-2600.
    2. When voicemail answers, press # (pound key) and enter your mailbox number.
    3. Enter your password.

    By Email

    Winthrop University’s voicemail system allows any email account to receive voice mail messages. Please remember that the Enabled Voicemail (EVM) features will only be activated on your mailbox after you set up the required options.

    Logging In

    1. Call x2600 and clear out all voice messages in your voicemail box. Be sure to also delete any archived voice messages that you may have.
      Note: If the voicemail light on your phone is flashing, wait for the light to stop before continuing to the next step.
    2. Open a web browser and go to http://Athens.winthrop.edu. Use your 4‐digit extension as the mailbox, and type your voicemail PIN to log on.
    3. Locate the field name “Deliver all messages since.” There will be a date and time listed. Change the year to 1987 and click “Submit Changes."
    4. Logout.
    5. To test the workaround, call your extension and leave yourself a voicemail. Wait a few minutes for the message to be delivered to your email. (Messages may take up to 5 minutes to be delivered into the email system).

     EVM Options

    1. In your email, find an old sent email and copy (CTRL+C) your signature.

    2. In Outlook, open a new email message.

    3. On the Message menu, select Signature > Signatures.

    Email Message Menu

    4. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature such as "Winthrop Signature."

    5. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. You can also use one of our pre-designed templates for your signature. Download the templates in Word, customize them with your personal information, and then copy and paste them into the Edit signature box. 

    Email Signature Menu

 

Network

    To receive access to the VPN, ask your supervisor to request VPN access for you. Your supervisor will need to send an email to servicedesk@winthrop.edu requesting access. Once your request has been processed, the Service Desk will send you a short security training to complete and then instructions for setting up and connecting to the VPN.

    NOTE: Under normal circumstances, employees complete the VPN Request Form and submit to their supervisor for a signature. Once this form has the necessary department signatures, it should be attached to the emailed request to the Service Desk. For expedited service, this process has been suspended for some employees for the COVID-19 response. 

    NOTE: You will need to be connected to the VPN before you can access a shared drive. To request VPN access, please as your supervisor to send a service request to servicedesk@winthrop.edu.

    Windows

    1. Right-click on “Computer” in the “Start” menu.
    2. Select “Map network drive…”. At this point, a dialog box will ask you to enter two pieces of information. One is the path to your shared drive, and the other is the Drive letter that you want to use to “label” this drive.
    3. Pick any letter that is not already in use. (If you pick “Z” then you will have a “Z: drive”.) The way you tell the computer how to find your shared drive is simple, but needs to be typed very precisely: \\hamlet.win.winthrop.edu\username. The “\” signs and “hamlet” are part of the naming convention and are required. Be sure to replace “username” with your own username. If you are trying to map a shared folder, replace “username” with the name of the shared drive.
    4. Be sure to uncheck the “Reconnect at logon” box. If you omit this step, the next time that user logs on, they will be prompted for your password to re-attach your Z: drive. (This is not dangerous, but very annoying.)
    5. Check “Connect using different credentials”. The computer will again display a dialog box. You will have to enter your username (preceded by “win\”) and your password. (This step guarantees that only you can access your shared drive.) Never give your password to anyone, even if you allow them to connect to your shared drive. Type the username and password yourself.

    If you have an ACC account, your Z: drive will be automatically accessible from both your WIN account and your ACC account. So, if you save a file to your Z: drive while you are in the office, the file will be available when you log on at home.

    Apple

    1. From the main menu select Go> Connect to server. (If you do not see this menu, minimize any open windows and click on the desktop to get the correct menus.)
    2. In the upper box type in smb://hamlet/sharename. For example, music on Hamlet would be: smb://hamlet/music
    3. Click Connect. You may receive a warning that you are trying to connect to a share. Click through.
    4. When prompted, enter your Winthrop username (without the @winthrop.edu) and password.
    5. Your new network drive will appear on your desktop.

    Once you have VPN access and are logged into it, you can enable your remote desktop using these steps: 

    1. On a Windows machine, click Start or your Windows Search Bar.
    2. Type "remote desktop."
    3. The Remote Desktop application icon should appear.
    4. Right click the icon and select Pin to Task Bar so you can easily access it.
    5. Left click the icon to open the application. 
    6. In the Computer field, type xxxxxx.win.winthrop.edu. Xxxxxxx is your computer name. If you do not know your computer name, email servicedesk@winthrop.edu to request it. 
    7. Click the down arrow beside Show Options.
    8. In the Username field, type WIN\yourusername and replace "yourusername" with your Winthrop username. For example, if your email is smithb@winthrop.edu, you would type WIN\smithb.
    9. Click Connect
    10. When asked for the password, enter your normal Wintrhop email password.
    11. If you are asked about a security certificate, check to make sure it is correct and click Yes. If you are unsure about whether or not to approve a security certificate, please contact the Service Desk. 

    Once you are connected, it will be the same as sitting at your desktop machine on camps. When you are ready to disconnect, click the X on the bar with the computer name (xxxxxx.win.winthrop.edu) and then disconnect from the Global Protect VPN. 

    NOTE: These instructions are written for Windows PC. Steps for enabling remote desktop on a Mac may vary. For assistance, please contact the Service Desk. 

    If you are working on a Winthrop-issued device, you likely have university-approved security software already installed. If you are working on a personal device, we recommend you install Symantec Endpoint Security software. You can access the installation link and more information on our Technology Purchases page. Symantec is free using your Winthrop account.

 

Microsoft Teams

    Microsoft Teams is a collaboration tool built into our Winthrop Office package. All faculty and staff have access to this application. You can use Teams to chat with coworkers one-on-one or in a group, make audio or video calls, share files, and organize projects and tasks. If you do not already have Teams on your device, visit the Microsoft Teams download page and download the application by following these steps:

    1. Click the “Download Teams” button.

    download teams

    2. The Teams application will start to download. You may see the file appear at the bottom of your browser window.

    Open Teams Executable

    3. Once the download is complete, click on the Teams installer executable and the Microsoft Teams application will begin to install.

    4. When the installation is complete, you will see the login screen. Use your Winthrop email and password to log in. 

    Teams Login Screen

    To create a team, you will need to request one from the Service Desk. Please follow these steps: 

    1. Send an email to (or call) the Winthrop University IT Help Desk servicedesk@winthrop.edu or 803-323-2400. Be sure to include the desired name of the team and the team owner. 

    Requesting a Team Sample Email

    2. You will receive an email message when the team has been created. Once you have the confirmation email message, open Teams on your computer or go to the Microsoft Teams download page and download the application.

    Take some time to become familiar with the Teams window.

    Teams Window Diagram

    App bar

    Here you can navigate to the various sections in Microsoft Teams. From the top, you’ll see the following icons:

    • Activity is where you’ll find mentions, replies, and other notifications.
    • Chat is where you’ll see your recent one-on-one or group chats and your Contacts list.
    • Teams displays all the Teams you are a member of.
    • Meetings is synched with your Outlook calendar and displays all your upcoming meetings.
    • Files aggregates all the files from all the Teams you are a member of. It is also where you access your personal OneDrive for Business storage.
    • […] includes links to apps that are tied to Teams and the channels within Teams.
    • Store takes you to apps and services that can be integrated into Teams.
    • Feedback takes you to the Microsoft Teams user voice page where you can leave feedback about the service.

    Teams section

    Above, the Teams icon is selected in the App bar, so the list of the teams we are members of are displayed here.

    Channel

    A dedicated section within a Team to organize conversations and tasks into specific topics or projects.

    Join a Team button

    Clicking this button takes you through the process of joining a team. This button is only visible when the Teams icon is selected in the App bar.

    New Chat button

    Clicking this button selects the Chat icon in the App bar and allows you to start a new chat with an individual or a group.

    Command bar

    This bar at the top is used to query apps or perform a search in Teams.

    Tabs

    Switch between different Teams pages with these tabs. Conversations and Files are automatically included; the + sign tab allows you to add shortcuts to content in Teams.

    Channel Conversations

    This section displays all the conversations in the selected channel. Chats in Channel Conversations are persistent, so if you’ve been away, it’s easy to scroll through to get caught up when you get back. Chats can include visual indicators such as the @mention, which indicates that the chat specifically mentions a user, or a red bang to indicate high importance. Take note that chats are open by design so everyone in the team has visibility to the conversation to help speed up the decision-making process when needed.

    Compose box

    This is where you can type a message to start a conversation. You can send a quick chat or expand the Compose box to access rich formatting tools.

    Send icon

    When you’re ready to share your chat, click the Send icon to post your chat to the team.

    On a Teams call, you can:

    • Invite more than one person to a call
    • Choose to use video or audio only
    • Share your screen with other people on the call 

    To start a call, you do not need to create a team. Simply search for the user in the search bar at the top of the screen. When you find the correct contact, click on their name and then click on the blue phone icon in the upper right corner.

    Teams Call Phone Icon

    If you have already been chatting with the person you want to call, click on their profile photo and click the phone icon.

    Teams Call Phone Icon 2

    Once the call begins, you can choose to share your screen by clicking the icon circled below. To end the call, click the red phone icon.

    Teams Call Share Screen 

    Go to the Files tab and click the Upload button to upload a file. Once the file is uploaded, click the name of the file to open it. Once opened, you can start a conversation with others regarding the document.

    Teams File Sharing

    Let’s say for example you are chatting with three members of your team about an issue. After a lengthy back and forth and waiting times in between, you decided it’s much faster to just get on a call and talk about the issue. To start an impromptu meeting:

    1. Reply to the conversation thread and click the Video icon that appears at the bottom of the Compose box.
    2. From the video window that pops up, enter a subject for your call.
    3. Toggle the video camera on or off to choose between sharing your video or just audio.
    4. Click Meet Now to start the conference.
    5. When you’re done with the meeting, click the red phone icon to end the call and leave the meeting.

    A conference window will open with a pane on the right where you can invite others to join the meeting.

    Teams Conference Meeting

    Teams Meeting Tip

    You can set up a formal meeting ahead of time and give the invited participants enough notice about a meeting. Like Outlook, formal meeting requests in Teams include a Meeting Title (the equivalent of Subject in Outlook), Location, Start and End Date or Time, Details, and a list of participants. In Teams, you can select a channel to meet in. When a channel is selected, artifacts from the meeting are posted in the channel.

    To schedule a Teams meeting:

    1. Click Meetings from the Apps bar.

    2. Click the Schedule a Meeting button that appears at the bottom of the left pane.

    Schedule Meeting in Teams

    3. From the New meeting window, enter the Title, Location, Start and End Date/Time, Details, Channel, and the names of the people you want to invite to the meeting.
    Optionally, you can add a channel for the meeting.

    4. If you want to check people’s availability, click Schedule Assistant above the Details section to display your participants’ availability based on their Outlook calendars.

    5. Click the Schedule a Meeting button. The meeting is now scheduled and will appear in the Meetings section in Teams as well as in your Outlook calendar.

    Yes, Microsoft Teams is available on a wide range of mobile platforms including iPhones and Androids in addition to their compatibility on laptops and desktop computers. To use Teams on your mobile device, search Microsoft Teams in the App Store or on Google Play. 

    Teams Mobile Platforms

 

 

Last Updated: 5/13/20