Accessing Email or Network Files from Off Campus

Accessing Network Files from Off Campus

Every user on San Juan College has the ability to save files to a Network Share. This network share is usually referred to as an H drive. Files saved here can be accessed from off campus.

To access your files from off campus, you will need to be on a computer connected to the internet. First, type in the URL: https://webdata.sanjuancollege.edu/users/username (replace username with your SJC network username). You will see a list of your files and folders. These files can be dragged to your local computer or opened by double-clicking them.

Please note: You can not save files back to the server through a Web browser.

To save files to a web folder on Windows 95 or 98, go to My Computer, Web Folders, Add Web Folders and follow prompts to add this folder to a specific place. From here, use the Save As command to save your files to this folder.

To save files to a web folder on Windows 2000 or Windows XP, you will need to Double click My Network Places on the desktop Select “Add Network Place”. Click Next. Select “Choose Another Network Location” and click Next. Type in the URL exactly as it is above and click next. Type in a name and click Next. Click Finish. You should now see your documents open up as a folder. When you want to save a document to this folder click Save As and select “My Network Places”, double click on your new Network Place, and then click save. Your document will now be available on your file share at work as well as through this URL.

Accessing Email from Off Campus

To access your email account from off campus, you will use Outlook Web Access, which is an uncomplicated way to access your email on any computer via the internet. To access the SJC Outlook Web Access from any Internet Browser (Netscape or Internet Explorer) type in this address in the Location or address window https://email.sanjuancollege.edu or simply go to the San Juan College Home Page www.sanjuancollege.edu, click on Faculty & Staff and then go to Web Email.

At the “Log On” window, type in your username, your password and then click on OK to connect.

Now you are at the Outlook Web Access Interface. This interface provides many of the same basic functions as the regular Outlook Utility such as email, personal calendar and contact information.

To read email messages, simply double-click on the underlined message. To delete a message, highlight the message and then click on the “X” in the menu bar. To compose a new message, click on “new” and choose message.

Once you have created your message, simply click on Send. To add an attachment, simply click on the Attachment button and then browse for the file that you will to attach to your message. To find an email address, simply click on TO: button and type in the name of the person that you are looking for in the window that asks for a display name. You will also be able to add appointments to your personal calendar by clicking on the Calendar folder.

Changing Your Password

If you would like to change the default password, you must do this at a main campus computer. Many instructors have access to a computer somewhere in their Department, but you can also use a lab computer as long as it is connected to the main SJC campus network. Simply hit the keypad combination of Ctrl+Alt+Del (simultaneously) At this point, one of the options that you will be given will be Change Password, click on this and then change the username that is displayed to your own username (this should be the first part of your email address), leave the “Your Old Password” space empty and then type in a new password. Your password must be at least six characters in length and can contain any combination of letters and numbers. Hit the Enter key. Please remember, your San Juan College password should be unique to you and your individual Username. No one, including Information Technology, will know this password, so please do not forget what it is.

If you have any questions or difficulties with your email, please call the Help Desk at 566-3266 (on campus, simply dial extension 3266) or email us at helpdesk@sanjuancollege.edu.

Purchasing Perks for SJC Employees

San Juan College has entered into a software purchasing agreement that allows faculty and staff (not students at this time) to purchase certain Microsoft titles at reduced rates. For purchasing information, go to http://old.foundationccc.org/msca/default.aspx

Hints for using the online Help Desk Software

If you have tried researching the problem and still are unable to find a solution, contact the Help Desk.

Please, whenever possible, call from in front of the computer with the problem and have the following information ready.

1. Your full name and department;
2. A brief description of the problem: what you are trying to accomplish and what is not happeningto make that possible.

You may contact the Help Desk in several ways:

1. An Online Request Form for non-emergency requests.
2. During business hours, call the Help Desk by dialing ext 3266.
3. Visit the Help Desk by coming to Room 7204 upstairs in the Computer Science Bldg.

To use the online Help Desk Request Form, First, type in your username. (This will usually be your last name, underscore, first initial). Your username should look something like this lastnamef. Your password will be the word "password", in lower case letters. Click on the “Login button.

If you would like to add a new call to the Help Desk, choose the category “Create New Case”

The other options that you will be able to choose from are:

Show All Cases, Show Open Cases, Show Closed Cases and Search Help Database

You will now need to type in a short, one line description of the problem, no more than 50 characters in length, at the next screen that you come to. Below this window, describe the problem in detail.

Be sure to type in exact error messages and other relevant information so that we will be able to analyze the situation correctly. When you are finished with the description, click on the Submit button. Clicking on the Clear button will erase anything that you have typed in. Click on the Continue button and then choose the option that you need or else choose Log out, if you are finished using the Help Desk.

If you are unable to login to the Help Desk interface or have any other problems, please call the Help Desk Operators at extension 3266

Microsoft Outlook Web Access

To access the SJC Outlook Web Access, from any Web Browser, (if you are off campus) type in the address https://email.sanjuancollege.edu. If you are on campus, but not at your machine, type in http://email/exchange. At the "Log On" window, type in your User name and then click on the appropriate area to connect. In some instances, you may have to put in your entire name. For example John Doe - add a space between your first and last name) You will now receive another window asking for a User name and Password, in the area designated "User name", type in your personal college username . (Your username is the first part of your email address, for example if your email is johndoe@sanjuancollege.edu, your username is johndoe) Now you should be at the Outlook Web Interface, which looks a lot like the Outlook on your personal desktop. This interface provides all of the same basic functions such as personal calendar, contacts, and email.

If you have any questions or problems using the Outlook Web Access, please feel free to contact the Help Desk at extension 3266.

Sharing a Calendar in Outlook

To allow another person to have access to your calendar, first open Outlook on your computer. Alternate click (right click) on your calendar. Go to Properties | Permissions | Add. Choose the name of the individual that you would like to have access to your calendar. Choose Permissions | Apply | Ok.

Go to Calendar. Alternate click Permissions. Choose Add Permissions. Choose Roles (Make sure you check off the access this person will need to have - read, write,edit) OK.

Next you will need to go to the computer of the person who will be sharing your calendar. In Outlook, go to Tools at the top of the screen Services. Choose Properties | Advanced | Mailboxes | Add. Type in the username of the person whose calendar is to be shared. Click OK | Apply | OK.

For someone else to view the calendar, they will need to go to File, Open, Other Users Folder. This should be all that you need to do.

Sending Auto Reply messages when you're out of the office

To automatically reply to incoming messages while out of the office, Open Microsoft Outlook and choose Tools, click Out of Office Assistant. Click on " I am currently Out of the Office". In the AutoReply, click on "only once to each sender" with the following text box, type the message you want to send to others while you are out.

General Virus Information

A virus is a piece of software designed and written to adversely affect your computer by altering the way it works without your knowledge or permission. In more technical terms, a virus is a segment of program code that implants itself to one of your executable files and spreads systematically from one file to another. Computer viruses do not spontaneously generate: They must be written and have a specific purpose.

Usually a virus has two distinct functions:

1. Spreads itself from one file to another without your input or knowledge.
2. Implements the symptom or damage planned by the perpetrator.

This could include erasing a disk, corrupting your programs or just creating havoc on your computer. Technically, this is known as the virus payload which can be benign or malignant at the whim of the virus creator. A benign virus is one that is designed to do no real damage to your computer. For example, a virus that conceals itself until some predetermined date or time and then does nothing more than display some sort of message is considered benign.

A malignant virus is one that attempts to inflict malicious damage to your computer, although the damage may not be intentional. There are a significant number of viruses that cause damage due to poor programming and outright bugs in the viral code. A malicious virus might alter one or more of your programs so that it does not work as it should. The infected program might terminate abnormally, write incorrect information into your documents. Or, the virus might alter the directory information on one of your system area. This might prevent the partition from mounting, or you might not be able to launch one or more programs, or programs might not be able to locate the documents you want to open. Some of the viruses identified are benign; however, a high percentage of them are very malignant. Some of the more malignant viruses will erase your entire hard disk, or delete files.

Virus Warnings

Please read carefully. If you receive a suspicious email, please call the Help Desk at 3266 as soon as possible. Do not open the email. The best suggestion is to delete the email and empty the recycle bin.

Virus Hoaxes and Chain Email

A chain email message is defined as any message that is sent to one or more people and asks the recipient to forward it to multiple others. This includes email about possible virus outbreaks and political lobbyist forums. Responding to these email letters causes strain on the Network as it works to handle the large amounts of email generated by this type of message. With regard to chain email about computer viruses: If you are really wanting to assist others by warning them about a possible computer virus, please check with the Help Desk to make sure that the virus is indeed the "real thing". A virus hoax can be spread in the same manner as a virus. Although it may not crash your hard drive, it certainly will clog up your email mailbox. The best way to respond to a chain email is to simply delete it. Do not forward it.

Working with Windows, Mapped Drives and Folders

How do I map to my network drive?

From the start menu, choose Windows Explorer | Tools | Map Network Drive. Click on the Drive: Box, choose H:, left click once. Click on the Path: Box. From the list, highlight the line that has something like \\Piggy (or Animal)\username, \ left click on that line once. Click OK.

How do I find a file?

From the start menu, choose Windows Explorer | Tools | Find In the Named: Box, type in at least the first 3 characters of the filename. Change the look in: box to C:\ or H:\ and click the Find now button. All files that were found beginning with the 3 characters that were typed in
are displayed in a box at the bottom of the Find:All Files dialog box.

Network Directories or folders

From the Start menu, choose Windows Explorer. Once Windows Explorer is started you will see a box divided into 2 sections. Use the left section scroll bar to find the place where you are going to create the directory (folder),i.e., H:\WP51FILE. Once you have the directory (folder) highlighted in the left section, the right section will display a list of what is in H:\WP51FILE. On your mouse, click the right mouse button and choose New from the menu. Type in the name of the new directory (folder) you are creating and press Enter OR Choose File from the menu, then choose New and then type in the name of the new directory (folder) you are creating and press Enter.

Note: You should also be able to create a directory (folder) through many of the applications such as Word or Wordperfect.

To delete/rename Directories (folders) on the H: drive. Now that most H: drives connect to either Piggy or Animal you can delete/rename directories (folders) just as if they were files. The easiest way is to use Windows Explorer.

Beware: When you delete complete directories (folders), we may not be able to restore all of the files inside the directory/folder, i.e., files created during the day that the directory (folder) is deleted.

Sharing an "F" Drive on the Network

The "F" drive is created so that you will be able to share files using the F drive (to prevent others access to your files and account). To utilize the "F" drive, you will first need to map to it. To map to the "F" drive, go to Windows Explorer. An easy way to get there is to go to the Start button on your desktop and alternate (right) click. Then left click on Explore. Once you are in Windows Explorer, go to Tools, Map Network Drive and then where it says Drive, scroll to "F". There shouldn't be anything on your "F" drive but if there is, please c all the Help Desk. Next, go to the window below that says "Path" and type in the appropriate path command (eg //piggy/foldername) Make sure that the little box that says "reconnect at logon" is checked and click on okay. Now you are ready to utilize the F drive. If you scroll down on the left side of the screen in Windows Explorer, you will see the F drive with a + to the left side. If you click on the "+", you will expand the drive to see the folders underneath it. Choose the folder that has been identified as belonging to your area. When you wish to share a file, you simply need to go to "save as" and choose "F". To open a file that is saved on the "F" drive, you do the same process and choose F as the network drive to save the file to.

How can I restore the Microsoft Office Bar to the top of my computer?

Windows 2000 - Double click on My Computer - Double click on "C" - Double click on Documents and Settings - Double click on All Users - Double click on Start Menu - Double click on Programs - Double click on Startup - Find the Icon that is above and double click on it. The Toolbar is restored at the top of your screen!

Windows 95 or 98 - Double click on My Computer - Double click on C - Double click on Programs - Double click on Microsoft Office - Double click on Microsoft Office Shortcut Bar. The Shortcut Tool Bar should be restored to your desktop!

Passwords

Why won't my password work?

There are 3 reasons why you get the incorrect password error:

1. The incorrect username is in the box.
2. You are mistyping your password.
3. Your password has expired.
4. If you have numbers in your password, be sure that the NumLock key is on
5. Passwords can be case sensitive-make sure that the correct case is chosen (Look out for the Caps Lock key!)

Before you type in your password, make sure the username is your username and not someone elses'. Remember, your password is the only password that will work with your username.

Streaming Media

One of the biggest problems with Real Radio is that the data is constantly "streaming " through the network and eventually will disrupt other network activities due to the constant updating that it requires. This will cause your computer to be "slow" in responding to your commands.

Therefore, in order to work more efficiently, we suggest that computer users not use "Real Radio" or streaming audio.