Desktop Computing Services Tips and Tricks

1
Desktop Computing Services Tips and Tricks

• The following presentation is designed to assist
  you with various topics such as Groupwise
  Document Management, Password changing, User and
  Shared Drive usage, Help Desk versus Service
  Request and JHED.
• To use this Slide Show, click on Slide Show and
  View Show. Use your space bar to proceed to next
  slide.

2
Novell GroupWise 6

• Document Management

3
Advantages to GroupWise Document Management
Document Library Storage
Traditional Disk Storage

• Share documents easily with other GroupWise Users
• Maintain multiple versions of documents
• Document collaboration is easier and safer than
  standard file sharing
• Off-site access is available at any system with
  an Internet connection through Webmail

• Share documents only with other users on the
  network
• Only one file version of the same name
• Easily corrupted in collaboration, can be
  difficult to return to previous versions
• Off-site access can be tricky, slow, or
  non-existent

4
Accessing Your Document Library

• From the Tools menu, select the Options menu
  item
• Double click on the Documents icon in the Options
  menu
• On the Library Configuration tab, highlight your
  assigned library and click the Set Default button

5
Importing Documents using Quick Import

• Click File, then click Import Documents
• Import either individual files or entire
  directories
• File Name Filter allows specific file types to be
  imported
• Documents can be displayed in a predetermined
  location for easy organization

6
Opening Documents

• Select the Document Reference in the Library
• Documents will open with the associated
  application, provided it is installed
• Work within the application as normal no new
  commands are needed
• Multiple libraries can be selected for quick
  display

7
Sharing Documents

• Right click on the document you wish to share,
  and select Sharing
• Select Shared with, and assign rights to the
  documents for individual users or groups
• Its a good idea to plan the access youd like to
  grant before sharing the file

8
Attaching Document References

• Go through normal file attachment procedures
• Instead of finding a file, click the Document
  Reference button
• Select the reference from your library

9
Viewing the History

• Right click on the document reference, and select
  Properties
• Go to the Activity Log tab
• Useful for reporting on who has viewed or changed
  the document at any time

10
Finding Documents

• Select Tools, then Find
• Input the specific search criteria
• Multiple libraries can be searched
• Advanced Find is a very powerful, if cryptic,
  tool

11
Advanced Features

• Version tracking and rollback
• Snapshots
• Version control and sharing
• Advanced Find features
• FITT Training available for advanced GroupWise
  Document Management features
• https//fas.learning.jhu.edu/fitt/welcome.html

12
When do I call the Help Desk?

• Call 5-HELP, 6-HELP, 7-HELP when you experience
  the following
• You cannot login to your PC
• You have forgotten your password to a particular
  system
• A particular application does not function
  properly, such as GroupWise, HIP, Word, Excel,
  Power Point, etc.

13
Help Desk Tips To Remember

• Provide the Support Agent with your LAN
  Administrators name
• Get a problem call number prior to hanging up
• Call the Help Desk back if you have not been
  contacted in a reasonable amount of time
• Provide exact details of the problem you are
  experiencing to assist in resolution

14
When do I submit a Service Request?

• A Service Request should be submitted for the
  following
• Purchase and installation of new software
• Purchase and installation of PC(s)
• Purchase and/or installation of other hardware,
  such as printers, scanners, PDAs, network cards,
  etc.
• Requesting additional user accounts for a
  department

15
When do I submit a Service Request (continued)

• Moving PC(s) to a different location, which
  requires a hardware/software sheet be filled out
• The LAN Administrator responsible for your
  support should submit the Service Request for you
  at http//itsr.jhmi.edu or http//itsr.jhu.edu

16
Changing Your Password

• Hold down the CTL and ALT keys and press Delete.
• Left click on the Change Password button.
• Type in your old password, then type in your new
  password in the next two lines and left click on
  OK.

17
User Directories and Shared Directories

• Benefits
• Can access files from any PC
• Files backed up everyday
• Improved security
• Shared directories are where files are saved on
  the network that allow users in a common
  department to have access to saved files and
  share these resources
• Home directories are protected from others. Only
  the individual and the server LAN administrator
  has access your home directory
• Commonly used shared drives are I, S, and T.
• Commonly used home drives are H, I

18
Storing Files on the Network Drive

• To store files or folders on the network choose
  Save As from the File menu. Then click on the
  Save In drop down menu to display the drives
  mapped to your computer.
• Select the proper drive and an appropriate
  folder.
• These files will be available only to you or
  users with share access whenever and wherever you
  log on to the network.

19
Connecting to a Shared Folder

• My Network Places Right click and select map a
  network drive.
• Select the drive letter you would like to use and
  enter Universal Naming Convention (UNC) path
• Universal Naming Convention (UNC) for shared
  drives- \\servername\sharename eg.
  \\jh160\finance
• For home drives- \\servername\userID eg.
  \\jh160\userID

20
Johns Hopkins Directory Information (JHED)

• Your login ID is created within JHED and is
  unique within the Hopkins computing environment
• Each department has a designated contact person
  that has the authority to create login IDs for
  new employees

21
Johns Hopkins Directory Information (JHED)

• Everybody should visit the JHED site to view your
  personal details at the following link(s)
• http//jhed.jhmi.edu or http//jhed.jhu.edu
• Login to JHED by following the onscreen
  directions and verify your demographic
  information.
• Update the information you are permitted to and
  save your changes as instructed.
• Only payroll or Human Resources can update
  incorrect information that not permitted by users
  to update. Contact your department administrator
  for such changes.