Information Booklet - Dryden Central School District

Transcript

Dryden Computer Technology Department Information Booklet September 2011 Page i Computer Technology Department 9/2011 Page ii Computer Technology Department 9/2011 The Dryden Central School District Technology Department Carol Chipalowsky -- Computer Teaching Assistant – manages all aspects of the middle school computer lab, as well as the middle school mobile laptops, digital cameras and projectors/document camera carts. Shirley Ellsworth – Microcomputer Technician – manages and supports all aspects of desktop systems, peripherals, virus protection management, and help desk trouble calls. Sue Sherwood– Computer Aide – manages all aspects of the high school computer lab, as well as the high school mobile laptops, digital cameras and projector/document camera carts. Patti MacCheyne – Director of Information Technology Services – manages and supports all aspects of the network and Dryden Online (DOL – First Class Email), budgeting and planning. Dan Parker – TST BOCES Network Specialist – manages and supports all aspects of the network. Wendy Zukowski – Student Information Systems Administrator – manages and supports all aspects of SchoolTool, including grading, gradebook and ParentPortal, and manages our Data Warehouse data. Manages user accounts for the network and Dryden OnLine. Page iii Computer Technology Department 9/2011 Table of Contents Logging On and Managing Your Computer 1 Logging on the Network ................................................................................................................................... 1 Changing your Password................................................................................................................................... 2 Desktop................................................................................................................................................................ 4 S: drive File Space .............................................................................................................................................. 4 Keeping Server Space Usage to a Reasonable Size ................................................................................... 5 Locking and Unlocking the Screen ................................................................................................................. 5 Logging off the Network ................................................................................................................................... 6 Dryden Online / First Class 7 Your Email address and Website ................................................................................................................... 7 Logging on to Dryden Online ........................................................................................................................... 7 Problems Connecting to FirstClass/ Dryden OnLine .................................................................................... 8 Changing Your Password .................................................................................................................................. 9 Changing Desktop Icon Size ............................................................................................................................ 9 Different Screen Views: Creating a Split Screen View .............................................................................. 10 Adding a Signature to Your Messages ......................................................................................................... 11 Adding Spell Check to Your Messages ........................................................................................................ 12 Deleting Words That You Added to Spell Check ...................................................................................... 12 Adding an Automatic Email Reply ................................................................................................................ 13 Creating a Personal Address Contact .......................................................................................................... 13 Creating a Mailing List .................................................................................................................................... 14 Creating a Folder ............................................................................................................................................. 14 Saving e-mail Messages .................................................................................................................................. 15 Forwarding Messages ...................................................................................................................................... 15 Recovering a Deleted DOL Message ........................................................................................................... 15 Unsending a DOL Message ........................................................................................................................... 16 Opening an Attachment ................................................................................................................................. 16 Saving an Attachment ..................................................................................................................................... 17 Sending an Attachment .................................................................................................................................. 18 Uploading a File ............................................................................................................................................... 18 Exporting a File................................................................................................................................................. 18 Page iv Computer Technology Department 9/2011 E-mail History ................................................................................................................................................... 19 Posting Messages to Conferences................................................................................................................. 20 Unsending Messages Sent to Conferences ................................................................................................. 20 Deleting Messages from Conferences ......................................................................................................... 21 Submitting Technology Work Orders........................................................................................................... 22 Citrix 24 Citrix Client Installation at Home on a PC ................................................................................................. 24 Accessing Citrix Applications .......................................................................................................................... 24 Citrix Client Installation on a MacIntosh Computer Running MacOS X 10.3 or Newer ................. 25 Printers 27 Adding a Printer to the Current Computer ................................................................................................. 27 Setting the Default Printer ............................................................................................................................. 28 Printing to Hold on Ricoh Copier / Printers ................................................................................................ 29 Projectors 32 Connecting a Projector to a Desktop Computer ....................................................................................... 32 Computer Lab Information for HS and MS Labs 35 Reserving Computer Labs, Mobile Labs and Projectors ........................................................................... 35 Snow Day Calendar Dates ............................................................................................................................. 37 Telephone Information 38 To Place a call .................................................................................................................................................. 38 To Answer a call ............................................................................................................................................... 38 To End a call ..................................................................................................................................................... 38 To Place a Call on Hold .................................................................................................................................. 38 To Redial the Most Recently Dialed Number ............................................................................................ 38 To Mute a Call ................................................................................................................................................. 38 Call Transfer ..................................................................................................................................................... 38 Placing a Conference Call ............................................................................................................................... 39 Forwarding Calls ............................................................................................................................................... 39 Using the Directories Button ......................................................................................................................... 39 To Access Voice Mail Internally..................................................................................................................... 39 To Access Voice Mail Externally ................................................................................................................... 39 Voice Mail Phone Menus and Shortcuts ..................................................................................................... 41 Page v Computer Technology Department 9/2011 Setting Up Your Voice Mail for the First Time ........................................................................................... 42 Frequently Asked Telephone Questions ...................................................................................................... 43 Additional Information 44 Drop/Share Folders for the HS/MS .............................................................................................................. 44 Library Resources ..................................................................................................................................... 45 MyLearningPlan .......................................................................................................................................... 45 Saving Bookmarks from Internet Explorer into a file ............................................................... 46 Page vi Computer Technology Department 9/2011 Logging On and Managing Your Computer Logging on the Network The following screen is an example of a network log on screen:  Enter your Username and Password into the appropriate fields on the log in screen. Your username will be a combination of the first letter of your first name, the first six letters of your last name and a single number. (Example: Username = “jtestin1”) You will be supplied with your username and initial password. (Your password will not display.) Page 1 Computer Technology Department 9/2011 Changing your Password Change initial password: The first time you log into the Dryden CSD network you will be required to change your password. You will receive a message indicating your password has expired you must change your password…click “OK”. The following screen will be displayed:  Enter your existing password in the Old Password field, then your new password in both the New Password field and the Confirm New Password field (using the tab key to move between these fields). Again only asterisks are displayed as you type.  Click OK or press Enter to continue and change your password. All network passwords have the following requirements:  Password MUST contain at least 8 characters  A combination of 3 out of the noted 4 groups  Upper Case Letters  Lower Case Letters  Numbers  Symbols Example: Testing2 or Test12$$ To change your network password any time after the initial password change: Press the Ctrl, Alt and Del keys at the same time. The security window will now appear: Page 2 Computer Technology Department 9/2011 Select the "Change password" option. The change password window will now display: 1. Enter your existing password in the Old Password field, then enter your new password in both the New Password field and the Confirm New Password field (using the tab key to move between these fields). 2. Click OK or press Enter to continue and change your password. Page 3 Computer Technology Department 9/2011 Desktop On the Windows screen are several icons along the left of the screen and a bar called the Task Bar along the bottom edge of the screen with a button marked "Start" on the left side. The Start button is the easiest way to run applications. When the Start button is clicked it displays a menu containing all of the applications, programs and utilities installed on the computer. 1. Click on the Start button. This will display the Start menu containing the following options: All Programs, My Documents, Search, Help and Support, Run, Log Off and Shut Down. (among others) 2. Select the All Programs option. This will expand to show all the available program groups. 3. Selecting a program group will expand the group and show all of the items it contains. 4. Select the program you want open. Icons on the screen also offer a quick way to start applications. The icons that appear on the screen include: To use an icon, double click on the desired icon.  My Documents: to access your files saved on the network drive.  My Computer: to access files on local and network drives. A window showing all of the drives on the computer will open. Double clicking on one of these will show all the sub-directories on the drive.  My Network Places: to access files on other computers.  Internet Explorer: a web browser.  Recycle Bin: to delete files drag them to the recycle bin or right click on the file and click delete.  Dryden Online (or FirstClass): to access Dryden‟s email. S: drive File Space Double-clicking on the My Computer icon will display various areas of disk space on the computer. Your documents should always be saved to the S drive. In most cases this will be the default saving location. This will usually appear with your username, for example: User1 on dhsfs1 [S:] This is disk space on the Dryden CSD fileservers. When files are saved on the S drive, they can be accessed from any computer on the network. The S drive is also automatically accessed when you log in to the network via Citrix. This is limited disk space. All users are allocated a certain amount that is known as their disk quota. If this is exceeded a warning message will be displayed. Important note: files on the [S:] drive are backed up every night and copies can be retrieved on a case-by-case basis. Files kept anywhere else are not backed up and their retrieval cannot be guaranteed. Page 4 Computer Technology Department 9/2011 Keeping Server Space Usage to a Reasonable Size Employees are reminded to keep usage space on both the “S” drive and FirstClass (DOL) server to an acceptable level. Be cognizant of good housekeeping practices; when an item has served its purpose, delete it. Keep in mind that Dryden Central Schools‟ server space is provided for school use only. To reduce the amount of space used drag unwanted files into the Recycle Bin. Locking and Unlocking the Screen If you will be away from the computer for a few minutes you should lock the screen. This prevents any other users from gaining access to your documents. Do not lock the screen for long periods - log out if you are leaving the computer for longer periods or are leaving for the day. Your computer will lock automatically after 45 minutes of inactivity. The option to lock the screen is on a menu along with some other useful utilities. Press the Ctrl + Alt + Del keys to display the window below: Once the computer is locked no other user will be able to use the computer. If anyone tries to use the computer the screen will display a message saying the computer can only be unlocked by the user that locked it, or a network administrator. To unlock the computer: 1. Press the Ctrl + Alt + Del keys. This will display a dialog similar to the logon screen (described above). 2. Type your password into the field labeled Password. You will not need to change the user name or domain fields. Once again the password is only displayed as asterisks. 3. Click OK or press the Enter key. Do NOT lock your computer if you share your computer. Simply log off. Page 5 Computer Technology Department 9/2011 Logging off the Network (when you finish using the computer) Once you have finished using Windows you must logoff so other users can use the computer. To logoff: 1. Click on the "Start" button or “Ctrl+Alt+Del”. 2. Click on the "Log Off..." option. The screen will darken and a new window will display. 3. Click on "Yes" or press Enter to confirm you want to log off. 4. The screen will clear and you will be logged off. We request that you restart the computer at the end of every day. This will ensure security for your files and allow for nightly updates, if necessary. Please shutdown the computer on the weekends. Page 6 Computer Technology Department 9/2011 Dryden Online / First Class Your Email address and Website Your Dryden e-mail address: [email protected] (example: [email protected]) Our school web address: www.dryden.k12.ny.us Logging on to Dryden Online Select the Dryden Online Icon on the computer desktop. Type in your username and the original password in the appropriate boxes and click on the green arrow. Page 7 Computer Technology Department 9/2011 Problems Connecting to FirstClass/ Dryden OnLine Occasionally one may encounter a problem when attempting to connect to FirstClass (Dryden OnLine); if nothing happens when the shortcut FirstClass icon is double clicked, the likelihood is that the address is missing for the FirstClass server. The following steps should remedy the problem:  Right-click the FirstClass icon in the system tray. Click on Connect Notice that there is no entry in the space following Server. This space must have the correct address. Click on Advanced. Then click on setup. Page 8 Computer Technology Department 9/2011 In the Connect via: field, check to make sure that Local Network fcp is selected. In the Server field type in: dol.dryden.k12.ny.us DO NOT enter your username and password. Click on Save. This will allow access to Dryden Online Changing Your Password You should change your Dryden Online password the first time that you log on.  Click on Collaborate and select „Change Password‟  Type in your old password  Type in your new password twice  Select OK Changing Desktop Icon Size You can change the size of the Icons on the desktop of Dryden Online.  Click on View and select „View Scaled Icon‟  Click on View again and select „Change View Properties‟.  Click on the Icons Tab  Move the Slider to the preferred setting Page 9 Computer Technology Department 9/2011 Different Screen Views: Creating a Split Screen View You can change the screen view, listing e-mails in one area and folders above or to the side of your e-mails. To change your view, open your Mailbox, go to View, and choose Split. Click on your preference. Page 10 Computer Technology Department 9/2011 Adding a Signature to Your Messages When you create a new message, you can add a signature to the bottom of the message body. Signatures can be used to repeat your name, indicate your title or email address, or even cite a favorite quote. Creating signatures 1. Click Edit > Preferences 2. Click on the Messaging tab and then on the Signature Tab 3. Add the text you want in the Signature text box. 4. Check „Automatically add signature to new messages‟ and click OK. Page 11 Computer Technology Department 9/2011 Adding Spell Check to Your Messages In the Desktop view, click on Edit  Preferences then click on the Content tab. Within the Content tab click on the Spell Check tab and click in the boxes to choose your Spell Check preferences. When you are done, click Apply, and then OK. Deleting Words That You Added to Spell Check 1. Navigate to your S: drive, click on the FirstClass folder, then click on Tools 2. Open User.fct with Notepad 3. Delete the word(s) you don't want in the dictionary The top line looks like this: #LID 1033 1 1 The last number is the number of words in the dictionary. Subtract the number of words you removed from this. Note, the last line entry should have an extra carriage return after it. Page 12 Computer Technology Department 9/2011 Adding an Automatic Email Reply 1. Click on Edit > Preferences… 2. Click on the Messaging tab and then click on the Mail Rules Tab 3. From the Local mail dropdown menu choose your preference 4. From the Internet mail dropdown menu choose your preference 5. Type in your „automatic reply‟ in the Reply Text box Creating a Personal Address Contact You can keep e-mail addresses for people outside the district in your address book. Here‟s how you do it:  Click on File, choose New, then click on New Contact. A window will open. Fill in the correct information, typing the person‟s name, as you want it to appear in your address book. Click OK and the personal address is created.  You can view your Address Book by clicking on File, choose Open, and then click on Contacts. Page 13 Computer Technology Department 9/2011 Creating a Mailing List Mailing lists are convenient for sending the same message to a group of teachers or students. A team or department mailing list will save you lots of time. From within the Address Book:  Click on File, choose New, and then click on New Mail List.  Name your mailing list and add members.  You can add numerous names in the Members box. Remember to strike the Enter key after each entry. Names can be added by typing e-mail addresses, or you can open the Contacts and drag names to your mail list. Both windows will have to be “restored down,” to provide access to both windows simultaneously. Click OK when complete. Restore Down Icon  You can view your Mail List by clicking on File, choose Open, and then click on Contacts. Personal Addresses will be listed as well as your Mail List. Mail List icon Individual contact‟s icon Creating a Folder Organizing e-mails into folders helps group similar ones together. For example, you may want a folder for all e-mails sent to parents. To create a folder, do the following:  Open your Mailbox, click on File, choose New then choose New Folder. A folder will be created. To rename it, right click and choose Rename. Page 14 Computer Technology Department 9/2011 Saving e-mail Messages Here are two methods of saving e-mail: Method 1 You can click on a message and export it to a file. Exporting will save it as a Word document. Right click on the email message, choose Export Documents, navigate to your S: drive and click OK. Exported File Method 2 You can open your message and save it to a file. This method does not save it as a Word document. Once saved, you will need to open MS Word and open the file in while in Word. Click on the email message, click on File, Save as, navigate to your S: drive and click on Save. Saved File Forwarding Messages To forward a selected or open message, choose Message > Forward and address the message. You can also add to the message body. Recovering a Deleted DOL Message A document that has been deleted, or sent to the trash, from the user‟s mailbox, will remain in the trash for a period of 21 days. Documents residing in the trash will not count against the user‟s quota for DOL space. If a document has been deleted from the mailbox and one wishes to retrieve the document from the trash, click on the View menu at the top of the window and pull down to Show Deleted Items. Page 15 Computer Technology Department 9/2011 All documents that have been deleted in the previous 21 days will reappear in mailbox alongside a small trashcan. the Return to View and Select Hide Deleted Items to return documents to the deleted state. To „undelete‟ a messsage, right click on the message and click on undelete. OR Click on the trash can in the Mailbox folder to view deleted emails. Right click on the email you wish to undelete and click on undelete. Unsending a DOL Message In certain circumstances, you can unsend a message. This makes the message disappear from the Mailbox or conference to which you sent it.  Be aware that the message may have already been read.  You can't unsend a message that was: o sent through the Internet or a gateway o moved into a folder or deleted by the recipient o sent to a user who does not allow you to unsend from his/her Mailbox. To unsend a selected or open message, choose Message > Unsend. An unsent flag is displayed beside the message in your Mailbox. Opening an Attachment Attachments are at the very bottom of the address: Double click on the attachment, and it will open. If you don‟t see the attachment when you open your e-mail, look for a scroll bar and scroll down to the attachment. Page 16 Computer Technology Department 9/2011 Saving an Attachment ~ crucial before working on the attached document ~ Take extra care when working on a document that has been opened as an attachment from Dryden OnLine. When the attachment is opened, the first action should be to select File>Save As…, notice that the default folder into which the document will automatically save is fcctemp, this is a temporary folder and is NOT a reliable place to save documents. A quick way to save an attachment is to right-click the attachment‟s icon, a drop-down menu will appear with Save Attachment… as one of the choices. Be certain, as when saving any document, that you select either an appropriate folder on the S drive or save to a flash drive. Page 17 Computer Technology Department 9/2011 Sending an Attachment An attachment is a file you send to someone else. It can be a picture, MS Word document, MS Excel (spreadsheet), a PowerPoint, or any other kind of saved file. To send your file, do the following: 1. Log on to your First Class account, go to your mailbox, and then create a new message. You will see the following: 2. Click on the paperclip to attach your message. An Upload window will open, navigate to the correct file to attach and click on Open. The file will load and you will see something like the following: ***Note that the total number of files transferred is listed. If you see a zero under transferred files, your file was not attached. Rename the file you want to transfer, to one or two words, and try again. The file will attach. Uploading a File You can send yourself a file through First Class by doing an upload, rather than sending an e-mail to yourself. It will put the file in your e-mail folder. Here‟s how you do it: If you are in the Desktop view, go to File  Upload, and choose the file. It will load onto your Desktop. If you are in the Mailbox view, go to File  Upload, and choose the file for upload. It will appear as a message in your mailbox. Exporting a File You can export files from First Class to your network folder. To export a file, do the following: Click on the file or folder that you want to export, click on File then Export Documents and navigate to your S: drive. When you click OK, the file will download into the target folder. Page 18 Computer Technology Department 9/2011 E-mail History How do you know if your e-mail was read? Check message history. Click once on your message to highlight. Go up to Message and choose History. You will see if your message was read. (The history below came from an attendance message in the MS Staff folder). Page 19 Computer Technology Department 9/2011 Posting Messages to Conferences If you have a message that you would like to post to an entire group, such as all middle school or elementary school faculty and staff, double click on the desired conference icon to open it and then click on the “new message” icon. When the new message dialog box opens it will have the conference of your choice in the “mail to” box. Create your message and click on the “send” icon. Submit a work order to have a conference set up for your particular need, for example a conference for your department. Additionally, “items for sale,” “invitations,” “events” and other personal messages should be posted on the Classifieds conference. This will leave the Staff conferences for school “business.” That‟s the purpose of the two different conferences. Unsending Messages Sent to Conferences From your email, right click on the email message and select unsend. This can not be done from the conference folder. Keep in mind that the message may have already been read. Page 20 Computer Technology Department 9/2011 Deleting Messages from Conferences If you post a message to one of the conferences, such as Classifieds, High School Staff or Middle School Staff, remember to delete it when it has served its purpose. When you post something on a conference, you're the one that has deleting privileges. To make it easy, click on Name in the menu bar to sort the files by name. When you want to return to viewing the documents with the most recent message at the top, click on Last Modified. Page 21 Computer Technology Department 9/2011 Submitting Technology Work Orders Double-click on the IT Work Order Requests folder found on the desktop of your Dryden OnLine window. Then double-click on the IT Work Order Client Click on New Work Order. If your request is for help with a hardware problem, choose Device Repair - ID known; fill out the required information fields to the best of your ability. If there is a red sticker on your computer or monitor, in the Inventory ID# field enter the last four digits of the number stamped on the sticker. If there isn‟t a red sticker on your computer or monitor, then you will choose “Device Repair not on Inventory.” Most of the information for the computer or monitor will enter automatically if you enter the number from the red sticker. Page 22 Computer Technology Department 9/2011 Choose the correct field for “Where is Device” Select your name from the menu & enter a description for the problem you‟re experiencing If you need assistance using any of the school‟s programs or any kind of help using your school computer, please enter a tech request. Choose “Other Work Order” from the Pull down menu. Select the appropriate choices from the remaining pull down menus and clearly enter your request in the “Problem Description” box. Your request will be assigned to the appropriate support person. Page 23 Computer Technology Department 9/2011 Citrix Citrix Client Installation at Home on a PC (One time only per machine) Access the Internet via your Internet provider (e.g. Internet Explorer). Download and install the client at http://www.dryden.k12.ny.us/StaffStudentLinks Follow the instructions choosing the defaults. Accessing Citrix Applications Go to the Dryden CSD Home page at http://dryden.k12.ny.us Click on Staff & Student Links: Click on Citrix to logon using your network access credentials. Page 24 Computer Technology Department 9/2011 Citrix Client Installation on a MacIntosh Computer Running MacOS X 10.3 or Newer (One time only per machine) 3. Download the Macintosh Citrix client archive MacICA_OSX_dmg.zip. 4. It should automatically decompress the archive to create the MacICA_OSX.dmg file (if not, drag it onto Stuffit Expander to decompress it) 5. The disk image should automatically mount as Citrix ICA Client (if not, do a “Show Info” on the file, and, in the “Open with application” category, choose Disk Copy). Double click on the disk image to open. 6. Drag the Citrix ICA Client folder into your applications folder. 7. Open the Citrix ICA Client folder and launch the Citrix ICA Client application. 8. Click „Accept‟ on the software license agreement and then quit the Citrix Client. 9. Delete the MacICA_OSX_dmg.zip, MacICA_OSX.dmg and the Citrix ICA Client disk image. Page 25 Computer Technology Department 9/2011 10. Connect to the Internet and log into Citrix using the Camino (v.082), Opera (v6.03), or FireFox (v. 1.0) web browser. Upon launching a Citrix application Camino and Opera will automatically launch the Citrix Client FireFox will prompt you to open the file „launch.asp‟ with the Citrix Client, click “OK” Note: The Citrix Client did not work with the Internet Explorer (v5.2.3) or Safari (v1.2.2), however, newer versions of these browsers may work. Web Browsers: Camino, an open source application, http://www.mozilla.org/projects/camino/ FireFox, an open source application, http://www.mozilla.org/ Opera, free, http://www.opera.com/ Page 26 Computer Technology Department 9/2011 Printers Adding a Printer to the Current Computer 1. Click on the Start button. 2. Click on Run. 3. Type one of the following (depending on building) a. \\desfs1 (for DES printers) b. \\cassfs-dc1 (for Cassavant printers) c. \\fesfs1-dc (for Freeville printers d. \\dhsfs1 (for HS / MS printers) 4. Press the Enter key. 5. The window that displays shows printers as well as other objects on the server. 6. Double click on the name of the printer that you wish to add. 7. A message similar to this will appear 8. Click on Yes or OK. A printer dialog box will open; close this box. From now on when you are logged on to this computer, when you choose File > Print this printer be available. Page 27 Computer Technology Department 9/2011 Setting the Default Printer 1. From the open printer window that displays after adding a printer, click on Printer. 2. Click on Set as Default Printer. Page 28 Computer Technology Department 9/2011 Printing to Hold on Ricoh Copier / Printers 1. From within your application (Word, Excel, etc) Click on Print 2. Click on Printer Properties 3. Click on the down arrow by Normal Print 4. Choose Hold Print and click on Details 5. Enter your last name. The filename is optional. 6.Click OK until you get back to the printer properties page and click on Print. Page 29 Computer Technology Department 9/2011 At The Printer Press the Printer button on the left Press Print Jobs near the bottom of the display Press on the display to highlight the document with your name Page 30 Computer Technology Department 9/2011 Press the Print button on the lower right side of the screen Press Yes Press the Copy button on the left side of the copier to reset the machine for the next person. Page 31 Computer Technology Department 9/2011 Projectors Connecting a Projector to a Desktop Computer 1. Right click any empty spot on your computer desktop monitor. Then click on the Catalyst Control Center option. Page 32 Computer Technology Department 9/2011 2. If the Catalyst Control Center – Basic appears click Advanced and Don’t Show this page again. 3. The Catalyst Control Center Notification will appear. Click Don’t display this message again. Then Click yes. 4. After the Notification box goes away click the Next button. 5. Click on Display Manager. Page 33 Computer Technology Department 9/2011 6. If your projector is connected to the computer you should see a monitor symbol in the Attached displays currently disabled. Right click that monitor symbol and click the CLONE option. 7. A box may appear asking to change the display setting – click Yes. 8. Finally click the Ok button. Page 34 Computer Technology Department 9/2011 Computer Lab Information for HS and MS Labs Reserving Computer Labs, Mobile Labs and Projectors Reservations for the computer lab, projectors and mobile labs should be scheduled using the Resource calendar on Dryden OnLine. Double click on the date bar to open a dialog box for inputting your scheduling preferences. Page 35 Computer Technology Department 9/2011 Teacher‟s name and periods reserved should be listed in the Description box. It‟s necessary to select the correct time frame from both the Starts at: and Ends at: dialog box. It‟s essential to enter the time for the beginning and end of the periods you are scheduling. Click in the time slot and either type in the correct time or choose the hour from the pull down menu and then type in the minutes. It is very helpful if each person enters the number of participating students in the Description box. This allows for more efficient use of the computers when a class doesn’t utilize the entire lab. Also please remember to cancel your reservation if you have a change of plans. Page 36 Computer Technology Department 9/2011 Snow Day Calendar Dates When we have a "snow day” teachers will need to change any computer lab reservations posted on the Dryden OnLine resource calendars. Rather than delete and re-enter each entry, double click precisely on the reservation title, it should open up the dialog window with the information previously input. The only thing you have to change is the date in the field that says, "Starts at:" If you have problems, stop in to the appropriate computer lab. Click on the little triangle in the Starts at: box Click on the revised date. Close the dialog box, and the reservation will be moved to the new date with your Description and period times intact. Page 37 Computer Technology Department 9/2011 Telephone Information To Place a call  Lift the handset and dial the number. (You must dial an 8 to dial an outside line). To Answer a call  Lift the handset. To End a call  Hang up the handset. To Place a Call on Hold    During an active call, press the Hold button.(It will light red.) To return to the call press the Hold button again. If you have multiple calls on hold, press the NAVIGATION button to select the desired call before you press Resume. To Redial the Most Recently Dialed Number  Lift the handset and press the Redial soft key. To Mute a Call   Press the MONITOR button. The To turn off mute, press MONITOR again. Call Transfer     During a call press the Transfer soft key. This places the call on hold. Dial the number or office extension to which you want to transfer the call. When it rings on the other end, press Transfer again. Or, when the party answers, announce the call and then press Transfer. If the answering party does not want the call press End Call then press Resume to go back to the original caller. To transfer directly to voice mail press Transfer then *XXXX where XXXX is the voice mail box number and then press Transfer again. Page 38 Computer Technology Department 9/2011 Placing a Conference Call     During a call, press the More soft key and then the Confrn soft key. Doing so automatically activates a new line and puts the first party on hold. Place a call to another number or extension. When the call connects, press Confrn again to add the new party to the conference call. Repeat these steps to add parties to the conference call. Forwarding Calls    Press the CFwdAll soft key. You should hear two beeps. Enter the number to which you want to forward all of your calls, exactly as you would if you were placing a call to that number. (After you enter the number, an animated phone icon with a flashing right arrow appears in the upper -right corner of the LCD screen. The LCD screen also displays a message confirming the number or exte nsion to which your calls are being forwarded). To cancel call forwarding, press the CFwdAll soft key. Using the Directories Button     Press the Menu Key. Use the Navigation button to select the desired directory from the Directories menu, then press the Select softkey. Enter the search criteria to retrieve a record.(The record will indicate if the line is busy.) To place a call from any directory, use the Navigation button to select the record, then press the Dial softkey or simply lift the receiver. Press the Exit softkey twice to exit the Directory menu. To Access Voice Mail Internally     To set up and access voice mail, first press your line button Then press the Messages button on your Cisco IP Phone (teachers should then press the * key) and follow the voice instructions. The default password is 123987. Remember there is a difference between your voicemail ID and your password To Access Voice Mail Externally     Call the Main # 607-844-8694 Press the * key. Enter your ID (Your 4 digit extension for assigned voicemail extension). Enter your password. Page 39 Computer Technology Department 9/2011 Message Waiting Light Extension Number Volume Control Soft Keys Hold Key Navigation Button Menu Key Page 40 Computer Technology Department 9/2011 Voice Mail Phone Menus and Shortcuts Accessing Voice Mail Main Menu and Shortcuts During Message Menu Key Task press: 1 Hear new messages Key(s) Task From another phone within your 2 Send a message 1 Restart message Organization press msg button. 3 Review old messages 2 Save From outside your organization, dial:607-8448694 4 Change setup options 3 Delete 41 Change greetings 4 Slow playback 412 Turn on/off alternate greeting 5 Change volume* 1. Call Voice Mail. From your desk phone, press msg button enter password 2. If you are calling from another phone within your organization or from outside your organization, press * when Cisco Unity answers. 421 Change message notification 3. If prompted, enter your Voice Mail ID, and press #. 423 Choose full or brief menus 4. Enter your password, and press #. 431 Change phone password 432 Change recorded name While listening to a message, 6 Fast playback 7 Rewind five seconds 8 Pause/Resume 9 Fast-forward five seconds # Fast-forward to end ## Skip message, save as is *Not available on some systems. Shortcuts for During After Message Menu Send Message Menu Message Menu After listening to a message, press: After addressing and recording, press: Key(s) Task Key(s) Task 1 Replay message # Send message 2 Save 1 Mark urgent 3 Delete 2 Request return receipt 4 Reply 3 Mark private 42 Reply to all 5 Review recording 44 Call the subscriber* 6 Rerecord 5 Forward message 7 Add to recording 6 Save as new 91 Add name 7 Rewind five seconds 92 Hear all names (and delete 8 Deliver e-mail/fax to fax names) machine* * Cancel message While listening to a message, press: Keys Task #4 Reply #42 Reply to all #5 Forward message #6 Save as new #8 Deliver e-mail/fax to fax machine* #9 Play message properties 77 Rewind ten seconds 99 Fast-forward ten seconds *Not available on some systems. 9 Play message properties # Save as is *Not available on some systems. Page 41 Computer Technology Department 9/2011 Setting Up Your Voice Mail for the First Time  To set up and access voice mail, first pick up your handset.  Then press the Messages button on your Cisco phone. -On the classroom phones it is the soft button that says Msgs just below Current Options. -On the office phones it is the hard button with a picture of an envelope on it.  If using a classroom phone press * (asterisk).  Enter your voice mail number  You will be asked for your password. It is 123987. You will need another 6 digit number for your new password. You must remember your new password to access your voice mail again. You have the option to use the default greeting or record a personal message. If you wish to record a personal message, you should prepare it before accessing your voice mail for recording.  Listen to and follow the voice instructions. Please setup your voice mail as soon as possible. Page 42 Computer Technology Department 9/2011 Frequently Asked Telephone Questions Q: How can I check my voice mail from any phone in the district? A: Press the Msgs button then press * (star key). Enter your mailbox number followed by the # key. Enter your password followed by the # key. Q: How can I check my voice mail from outside the district? A: Dial 844-8694. When the automated attendant answers, press the * (star key). Enter your mailbox number followed by the # key. Enter your password followed by the # key. Q: I'm locked out of my voice mailbox account. What do I do now? A: Your voice mail account will unlock after 30 minutes. If you cannot wait, enter a workorder. Q: What do I do if I can't remember my voice mail password? A: We can reset your voice mail password to the default of 123987. Please put in a workorder. Q. What do I do when the voice mail I am listening to is playing too fast or too slow? A. While the voice mail is playing, press the 4 key to slow it down or the 6 key to speed it up. Page 43 Computer Technology Department 9/2011 Additional Information Drop/Share Folders for the HS/MS If you want to have students submit documents to you electronically, you may request, via IT Work Order Requests, to have a “drop” box set up under your name on the file server. You can then create folders for letter days and periods within your drop box. Your students will be able to easily drag their documents into the appropriate folder by completing the document, saving it and closing it. They should then have the document icon visible on their S drive. The student will then select Run… from the Start Menu, type in \\dhsfs1\ in the Open: dialog box, then from the menu that appears click on one of the first choices which will be HS Share Drop or MS Share Drop. When the student clicks on HS (MS) Share Drop, it will open and display folders for each teacher that has requested a drop folder. The student can open your folder and any subsequent folders that you have created and drag their document from their S drive into the desired folder. Students cannot delete or change any document placed inside the drop folder. Students using a “thin client” to drop their documents will need to request help since they will not have the “Run” option. At the same time your drop folder is created, a share folder will be created for you. This folder will enable you to place a document in it that will be accessible to your students using the same path as outlined for the drop folder. Page 44 Computer Technology Department 9/2011 Library Resources Dryden‟s school library department has numerous high-quality online information resources available to the staff and students through the MS/HS library web site (http://www.dryden.k12.ny.us/~adutche1/). Some of these resources include: Online Library Catalog Through TST BOCES, it tells you what books are in the library. In addition, it contains Lexile scores, information about book awards and reviews, and other features to connect books to students. It can also cross-search most of our full-text research databases through one search interface. mediaCONNECT A service from OCM BOCES, it containes both a lending library of media resources for teachers and a collection of streaming media services for both teachers and students. Streaming media includes Discovery Streaming, Learn 360, NBC Archives on Demand, Soundzabound, and Vital New York. NOVELNY A collection of authoritative online reference databases representing hundreds of journals, magazines, newspapers, and other resources. These databases are made available to communities across New York State by the New York Online Virtual Electronic Library. Please contact your library media specialist for account information and assistance using these materials. MyLearningPlan General Information MyLearningPlan is a website tool available to employees to track their staff development hours and register for workshops/conferences online. It allows you to check on your approval status and lists workshops attended. The direct website for MyLearningPlan is http://www.mylearningplan.com. There is also a link on the Dryden Central Schools website at http://www.dryden.k12.ny.us. Accessing this way also provides links to tutorials and other documentation. Your username is your entire email address. Example: [email protected] Your initial password is Password1. Page 45 Computer Technology Department 9/2011 Saving Bookmarks from Internet Explorer into a file 1. Open your Browser window 2. Go to File – Import and Export… You will see: 3. Be sure to select “Export a File” 4. Click Next and Select “Favorites” Page 46 Computer Technology Department 9/2011 5. Click Next and Select the entire Favorites (should be highlighted when you open this window): 6. With Favorites highlighted, click Next and on the next screen browse to your S Drive: 7. Click Export and you should see a file in your S drive that is Bookmarks.htm Page 47 Computer Technology Department 9/2011