Working From Home - All you need to know
Preparing to work from home
If you’re already at home, don’t worry! But if you’re still in the office, there are a few things you can do to prepare:
Save files from your S: Drive or H: Drive to Sharepoint
Show me how
Divert your office telephone to your own landline or mobile
Show me how
Make a note of your IP address
Show me how
Update your Email Signature to include your mobile number
Show me how
If you use Multi-Factor Authentication (MFA), ensure you can log in to Office 365 on each device
Show me how
Ensure you have a webcam and headset if you need one
Order one through the University
Ensure you have anti-virus software on your home machine
Protecting University systems and data
Even though many of us are working in challenging conditions, possibly with different equipment to normal and from a different location, it's still essential that University systems and data are protected from cyber security threats.
Some of the usual University security measures don’t apply when you work from home, so you’ll need to be more careful and vigilant.
Complete the Health & Safety home working e-Learning module.
Complete the Information Services Information Security e-Learning module.
Be wary of phishing emails that use coronavirus-themed messages to try and trick you into clicking on a link to a bad website.
Ensure that University-owned equipment is kept secure when not being used and don’t allow it to be used by other members of your household.
If you are using a personal device for work, ensure that you do everything possible to keep it secure.
If you have any concerns about the security of University systems or data when working from home, report it to the IS Service Desk.
Other University Software
You can access most University software from home via AppsAnywhere and the Software Download Service.
And you can use Autodesk to access AutoCAD, Inventor, Fusion 360 and more.
If you can’t access the software you need, you may need to connect to a University Desktop remotely. See the section below on how to do this.
Diverting Telephones and Accessing Voicemail
Online meetings and communicating with colleagues
To communicate with colleagues using audio, video, text chat and to share the content of your screen, you can use Webex or Skype for Business. You can also use MS Teams for chatting and for conference calling - find out more.
Make sure you check your audio settings prior to a meeting.
We would advise you to connect to Webex, Skype for Business or MS Teams directly from your home machine rather than Remote Desktop Connecting (RDC) to your office machine - this will help avoid audio issues and will give you a far better experience.
Tip: If you need to share documents on your online meeting, make sure you save these in SharePoint or OneDrive so you can access them via Office 365.
If you do wish to connect to a meeting using RDC when connected to the Virtual Private Network (VPN) you will need to ensure that the audio/video is set to play on the computer you are connecting from (your home PC) rather than the computer you are connecting to (your office PC). Click here to find out how.
If you have any difficulties, please contact the IS Service Desk.
Having performance issues with Webex? See a Statement from Webex about their current service levels and top tips.
Accessing an Edinburgh Napier University Desktop
The majority of the University's online services can be accessed without being connected to a University desktop. In fact, we recommend that you access services directly where possible to avoid performance or access issues.
You will need to connect to a University desktop if you require access to:
- Your H: Drive or S: Drive
- Agresso desktop client (you can access the Agresso web client by connecting to the VPN - show me how)
- HR Connect (you only require a VPN connection - show me how)
- Some software that is not available off site
This PDF explains what to use to access online services off campus.
If you do need to connect to a University desktop there are two options:
1. The Virtual Desktop Service (VDS)
This is a fairly simple way to connect to a university desktop and it is done by installing VM Horizon Client. The University has a limited number of licenses for the VDS, so, at this busy time when so many people are working from home, there may be performance or access issues.
We recommend you try to connect to services directly if possible and only use VDS if absolutely necessary
Show me how to install the VDS.
2. The Virtual Private Network (VPN)
VPN gives you remote access to your University PC, which means that as well as the above list, you also have access to
There are no issues with licenses but you may need assistance from the IS Service Desk to set this up.
- Your C: Drive
- Your own desktop
- Your browser favourites
Show me how to install the VPN.
Are Softphones available for staff members?
Yes, Jabber Softphones are now available for staff members, further information is available on the Softphones intranet page.
I’ve forgotten my password, what do I do?
You can access the Password Reset Service from home.
When should I use the Virtual Desktop Service (VDS) or the Virtual Private Network (VPN)?
You should only use the VDS or VPN if you need to access:
For other services, including MS Office and Email access you should go via the direct URLs.
The Cisco Self Service Website to divert your telephone
A networked data area (e.g. H: drive or S: drive) to retrieve files
I need equipment to work from home (e.g. headphones etc.) what do I do?
Refer to the IT Procurement intranet page for guidance.
Links to University Online Services