Technical support at:
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Technical support at: [email protected] Did you miss the WDC remote working learning session? If so, watch this video on your local device Did you miss the WDC Zoom learning session? If so, watch this video on your local device
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Transcript of Technical support at:
Technical support at:
Did you miss the WDC remote working learning session? If so, watch this video on your local device
Did you miss the WDC Zoom learning session? If so, watch this video on your local device
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Table of contents
What is remote working? 3
What remote working scenario are you? 3
Local vs remoting 3
Access option 1 – Emails 4
Access option 2 – Remote working for Windows users 5
Remember to sign out 7, 10
Access option 3 – Remote working for Mac users 8
Video calling with Zoom 11
Activate your Zoom account 11
How can I use Zoom? 11
Zoom - How to book a Virtual Meeting Room 12
Suggested protocols for Zoom meetings 12
Zoom - Frequently asked questions 13
Microsoft Outlook – Delayed send 15
Microsoft Outlook – Email expiration 15
Microsoft Outlook – Direct replies 16
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What is remote working?
“Remote working is a working style that allows professionals to work outside of a traditional office environment…
…work does not need to be done in a specific place to be executed successfully.”
What remote working scenario are you?
Local vs remoting
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Access option 1 - Emails
What?
- Access to your work email via any device that has a web browser
How?
1. Enter the below web address (even from a personal device) into a web browser (Google Chrome, Microsoft
Edge, Safari etc)
https://webmail.whakatane.govt.nz/
2. Enter your WDC Login details with wdc\ before your Username as below and click
3. You are now logged into the WDC webmail and you should be able see your emails and view your calendar
4. To Logout select your name in the top right corner of the webmail and select
Technical support
Contact your Manager or using your personal email account email:
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Access option 2 – Remote working for Windows users
What?
- This will provide an experience similar to physically sitting at your desk in the office. Did you miss the WDC Remote Working Training Session? If so, click here to watch Also, for additional support we will be adding more info to our Remote working page over time.
Please note: If you notice any software missing that you require please contact [email protected]
Prerequisites
- Login to your work device prior to taking it home - Multi-Factor Authentication (MFA) has been setup for you by [email protected]
How?
1. Login to your work or personal device (PC, Laptop or Tablet) 2. Navigate to https://rds.whakatane.govt.nz/rdweb 3. Enter your WDC computer login details with wdc\ before your Username as below:
4. Select
5. Select The Remote Desktop Protocol (RDP) connection file will be downloaded.
6. Select the below downloaded file
This file is stored at C:\Users\[username]\Downloads\ and can be reused allowing you to skip steps 2-5.
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7. Select Connect after ensuring the details match below:
Note: Check the ‘Don’t ask me again…’ box to hide this message next time.
8. Enter your WDC username and password.
Ensure your username has wdc\ before it, as shown below:
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9. Multi-Factor Authentication (MFA) will be triggered: (a) Phone call - Enter your 4 digit MFA pin followed by the # key via the authentication phone call. Your RDP
session will open. (b) Microsoft Authenticator app - Enter your 4 digit MFA pin and Select OK.
10. Your remote session should be open and look similar to above.
Remember to sign out
At the end of your working day you will need to Sign out. It’s like shutting down your computer for the day and frees up
server resources for your colleagues. Ensure you saved and released documents and closed database systems.
1. Select
2. Select
3. Select
4. Your remote session will now close and you have awesomely freed up more computing resources for your colleagues. Expect a virtual high 5!
Problem solving
If your device has trouble connecting using a previously downloaded RDP file, try re-downloading the file again (Repeat
Steps 2-5) from the RDS Web login and running it again.
Technical support
Contact your Manager or using your personal email account email:
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Access option 3 – Remote working for Mac users
What?
- This will provide an experience similar to physically sitting at your desk in the office. Also, for additional support we will be adding more info to our Remote working page over time.
Please note: If you notice any software missing that you require please contact [email protected]
Prerequisites
- Multi-Factor Authentication (MFA) has been setup for you by [email protected]
- Before starting, you will need to download and install the Microsoft Remote Desktop for Mac application (below icon). This is available from the Mac App store.
How?
1. Login to your work or personal Mac device 2. Open Safari or Chrome. 3. Navigate to https://rds.whakatane.govt.nz/rdweb 4. Enter your own computer login details with wdc\ before your Username as below:
5. Select
6. Select The Remote Desktop Protocol (RDP) connection file will be downloaded.
7. Download application Microsoft Remote Desktop 10 from app store (you will need your Apple ID) 8. Safari will ask you to save password select Never for this website 9. Open the Microsoft Remote Desktop application from the launcher
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10. Select from the Microsoft Remote Desktop application.
11. Select Import from RDP file
12. Below screen appears. Select (file downloaded in step 5) and click
13. Microsoft Remote Desktop should now look as below. Double click .
14. Enter your WDC username and password and click OK.
Ensure your username has wdc\ before it, as shown below:
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15. Multi-Factor Authentication (MFA) will be triggered: (c) Phone call - Enter your 4 digit MFA pin followed by the # key via the authentication phone call.
Your RDP session will open. (d) Microsoft Authenticator app - Enter your 4 digit MFA pin and Select OK.
16. Your remote session should be open and look similar to above.
Remember to sign out
At the end of your working day you will need to Sign out. It’s like shutting down your computer for the day and frees up
server resources for your colleagues:
1. Select
2. Select
3. Select
4. Your remote session will now close and you have awesomely freed up more computing resources for your colleagues. Expect a virtual high 5!
Problem solving
If your device has trouble connecting using a previously downloaded RDP file, try re-downloading the file again (Repeat
Steps 2-6) from the RDS Web login and running it again.
Technical support
Contact your Manager or using your personal email account email:
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Video calling with Zoom
What?
Zoom is an application that provides 1-1 video calling for Staff but also enables video conferencing abilities for online group meetings and collaborations. Did you miss the WDC Zoom Training Session? If so, click here to watch WARNING: You cannot use Zoom within a Remote Desktop session e.g. if you see the below blue bar at the top of your screen do not attempt to open any Zoom invitations – follow Access option 1 to launch Zoom invites locally.
NB – if your video is not working it is very likely you are using Zoom within your Remote Desktop session.
Activate your Zoom account You have been sent a Zoom invite to your work email – if not, please contact [email protected]
1. Open your emails using Access option 1 (WARNING: Do not use Access Options 2 or 3) 2. Select the Activate your Zoom account via the email you received 3. Create a password as prompted 4. Download the client to your device - https://zoom.us/download - Zoom Client for Meetings
Please note: to best support the functionality of this application, please install the client to your device desktop. -– DO NOT install the application on your remote desktop!
How can I use Zoom? 1. One to one meeting
Use the Zoom application to start your video/audio meeting If needed you can also access Zoom via our WDC website https://www.whakatane.govt.nz/zoom
2. Group meeting (3+ participants)
Book a virtual room to secure your meeting slot and include the Zoom invitation details in the body of the invite. Invitation details are found at https://www.whakatane.govt.nz/zoom Please note: Meetings of 3+ participants require a paid host licence - our Virtual Meeting Rooms!
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Zoom - How to book a Virtual Meeting Room
There are four different Zoom meeting rooms to choose from:
Suggested Zoom meeting protocols
Criteria Suggestion
Meeting space - Consider a light background - preferably solid wall background, i.e. no window if possible
Cell phones - Ideally switch off ; at a minimum put on silent
Meeting times - Book the meeting 5 minutes prior to meeting start time - Join the meeting within this additional 5 minutes
Sound - Mute when you are not the speaker - Be mindful of distracting noises e.g. rustling papers, pens clicking, Coughing etc. - Speak clearly without rushing
Hand signals with camera on:
- Request to speak = Open palm, hand up - Vote in favour = Thumbs up - Vote against = Thumbs down
Chair - Note inclusivity; particularly if a member is experiencing connection issues.
1. Create a meeting invite in Outlook - selecting your invitees and an available virtual room as a resource.
The same way as you would book a physical room via your outlook calendar.
Please note: step 2 is required prior to completing step 1.
2. Access the respective Virtual Meeting Room invite information via https://www.whakatane.govt.nz/zoom/vmroom1 ...vmroom2 etc
3. Copy the invitation details and add to the body of the Outlook meeting invite
Once booked, you will receive an email response from the Meeting Room confirming your
booking, with a reminder of the invite details
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Zoom - Frequently asked questions
1. Why do I have to download the client on my device desktop? This will enable the application to run successfully without any delays and provide additional functionality like chat and remote assistance.
2. How would I know if I downloaded the client on my Remote Desktop? The Zoom icon will appear on your desktop screen when within your remote session.
3. How do I use the chat option?
This function requires a client environment to work, follow the client download steps to have this installed Please remember: the client is only to be downloaded on your device desktop and not your remote desktop.
4. Do I have to pay for this application?
No, your account is a ‘Basic’ licence which includes unlimited 1-1 meetings, and up to 40min group meetings. For larger meetings use our Virtual Meeting Rooms which have a ‘Pro’ licence associated which do not have these restrictions.
5. Why does my video not work even when I’m not on remote desktop? Raise this with our Helpdesk, you may need a specific driver installed to accommodate this request.
6. I want to learn more! Go to https://zoom.us/resources
7. Example Zoom invite
WDC Virtual Meeting Room 1 Zoom meeting details Join Zoom Meeting https://boplass.zoom.us/j/3060500001
Meeting ID: 306 050 0001 One tap mobile +6498846780,,3060500001# New Zealand +6448860026,,3060500001# New Zealand Dial by your location +64 9 884 6780 New Zealand +64 4 886 0026 New Zealand Meeting ID: 306 050 0001 Find your local number: https://boplass.zoom.us/u/aesk0Zb4mN Join by SIP [email protected]
Join by H.323 103.122.166.55 (Australia) Meeting ID: 306 050 0001 Join by Skype for Business https://boplass.zoom.us/skype/3060500001
Host ID - 222777
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Microsoft Outlook – Delayed send
When working outside traditional business hours (8am – 5pm) it’s important we communicate
efficiently whilst not disturbing others who may have finished for the day. Delayed Send allows you to
still send emails out and will be received by the recipient at the instructed date and time.
Please note: This process is unavailable in Outlook Webmail
1. Open a new email in Microsoft Outlook
2. Select
3. Select 4. Enter the date and time you wish the email to be received by the recipient(s)
5. Select 6. Continue composing your email as you normally would.
Microsoft Outlook – Email expiration
Do you have an email that contains content that is time bound? Will it become out of date? E.g. we are
performing a system update or service change on Tuesday 12th July 2020. Email expiration allows you to
instruct emails to expire at a specific date and time. This helps to save time for others as they can skip
visible expired emails.
1. Complete steps 1-3 in Microsoft Outlook – Delayed send above
2. Enter the date and time you wish the email to expire
3. Select 4. Continue composing your email as you normally would.
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Microsoft Outlook – Direct replies
Are you sending an email that requires replies to go to another email address or addresses? Direct
replies allows you to add a specific reply email addresses for efficient redirection of email
communication.
5. Complete steps 1-3 in Microsoft Outlook – Delayed send on the previous page
6. Enter the email address using via
7. Select 8. Continue composing your email as you normally would.
