Changing Your Voicemail Greeting in Skype for Business

by ·0 Comment

Changing Your Voicemail Greeting in Skype For Business (Windows)

Changing and personalizing your office telephone voicemail message with Skype for Business is simple and easy. The instructions below are for Windows operating systems with Skype for Business.

  • Open up your Skype for Business client on your computer

  • Click on the dial pad/phone icon tab and select the voice mail option drop down button (your voicemail messages are also shown at the bottom of the phone panel)

  • Select change greeting from the drop down button

  • Follow the prompts from the voice mail system to change your personal voicemail greeting. You will be recording your message utilizing your PC speakers or mic.

====================================================

Changing Your Voicemail Greeting in Skype For Business (Mac)

Changing and personalizing your office telephone voicemail message with Skype for Business is simple and easy. The instructions below are for Mac operating systems with Skype for Business.

  • Open up your Skype for Business client on your computer
  • In the Mac menu bar, select the Skype for Business, then select Preferences
  • Select Calls

  • Select Change Voicemail Greeting

  • Follow the prompts from the voice mail system to change your personal voicemail greeting. You will be recording your message utilizing your PC

 

 

Voicemail Services Is Now Cloud Based

by ·0 Comment

Voicemail Services for Faculty and Staff

The campus voicemail system has moved from on-premises to the cloud which will be compatible with the new O365 email system!

Faculty and staff will begin receiving voicemail messages to their O365 email accounts starting this week. Inbound callers for individual employees will hear a standard telephone greeting utilizing their name. Inbound callers for resource mailboxes will hear a greeting utilizing the name of the resource box (ex: Admissions, Registrar, etc.).

Additionally, faculty and staff may receive an email message this week from the voicemail system with a new voicemail PIN and a voice mail access number.  The voice mail access number was used previously with the on-premises system so that you could dial in and perform tasks such as creating your personalized voicemail message or changing your PIN.

The voice mail access number will not work if you call it at this time. Additionally, the voicemail PIN will not be needed with the new voicemail cloud based solution as there are various ways now to access and personalize your voice mail account.

IT will be sending out more information shortly about the cloud based voicemail account options available to faculty and staff.

IT will work with any departments in setting up a front desk or main resource voicemail box if needed. Requests for assistance, questions or inquiries can be directed to helpdesk@capital.edu.

Email/Calendar/Contact PST Files for Faculty and Staff

by ·0 Comment

Email/Calendar/Contact Files:

Majority of Outlook PST files for faculty and staff, which contains your emails, calendar, and contact information prior to the August 1st service disruption, have been extracted from the old server and placed in a secured file location.  All email PST file names are listed as “ Lastname, Firstname”.

If you do not see your PST file listed yet, it is still in the process of being moved to the file location. IT estimates that all PST files should be moved to the file location by tomorrow afternoon.

Department resource mailboxes are still being extracted and IT will work with departments with installing their mailbox PST file to their cloud account.

If you are off campus, you will need to connect to the campus VPN to locate, download and save your PST file to your computer desktop.  Mac and Window PC users should follow the detailed help document instructions below for their operating system:

Upon downloading your PST file to your desktop, please disconnect from the campus VPN immediately. Please be aware that while your PST file is being pushed to the cloud, your email account and Skype client will not be usable during that time.  

*Important Tips:

Downloading/Installing from off campus:  Please be aware that this process off campus could take several hours depending on your internet speed, size of your PST file, and the number of users that are utilizing the campus VPN simultaneously.

It is recommended that you try to connect to the campus VPN to download your PST file to your desktop after regular work hours.

Downloading/Installing from Campus: The faster method would be to come directly to the Capital campus to utilize the 10G internet speed.  If you chose to come to the campus, please coordinate and communicate your campus visit with your supervisor so that as few people as possible are in shared spaces.

While the end result is that you will be moving your email PST files to your O365 account, you will be using the Outlook program to do so. The instructions provided (Mac or Windows) will help you remove your old Outlook account and create a new account so that it connects to your new O365 account in the cloud.

When everything is complete, you will be able to use email either in the cloud or with the Outlook program. Once your PST file has been installed to your cloud account, you may need to recreate some of your email filters, rules and/or alerts that you previously had.

If you need help with your PST install, please send a request to helpdesk@capital.edu for a desktop remote session.

 

Covid-19, Zoom Bombing and The Care Act Phishing Scams

by ·0 Comment

The amount of news coverage and impact surrounding the coronavirus pandemic has continued to create an opportunity for cyber-criminals to take advantage of individuals in the form of phishing attacks, email scams and zoom video hijacking.

Looking to exploit the public’s fears and to take advantage of the increase in teleworking during the pandemic, cyber-criminals are sending email messages claiming to be from legitimate organizations with information about  COVID-19 and the Care Act.  Additionally, Zoom phishing emails and Zoom-bombing of video conferences have increased significantly over the last month.

We ask that all Capital University employees and students continue to maintain high awareness and to be very vigilance in not falling prey to these attacks.  Please review and educate yourself with the latest information below and report and/or forward any suspicious activity, spam, emails or phishing attacks to abuse@capital.edu. 

Covid-19 Phishing Awareness

Phishing messages will utilize tactics with a COVID-19 spin to them. Here are some things to be on the lookout for:

  1. An email asking you to open an attachment claiming to “provide the latest statistics on the virus”
  2. Encouraging you to click a link that will provide helpful information on “staying clear of the virus”
  3. Asking you to provide personal information to “see if your area is being affected by the virus”
  4. An email asking for information to receive government stimulus checks

Zoom Bombing Awareness

Across higher education, there is an increase in Zoom related phishing emails and Zoom-bombing incidents. Zoom-bombing is where Zoom video conferences used for online lessons and business meetings are hijacked and disrupted.

Zoom phishing emails may come in the form of a Zoom meeting request from an official-looking, branded, and registered Zoom domain.  They may include links such as zoom-us-zoom_##########.exe which likely contains malware.

Some best practices to apply when using Zoom include:

  1. When utilizing Zoom for official Capital University business and classes, utilize the capital.zoom.us domain
  2. Utilize private meeting rooms
  3. Do not share Zoom conference links on public social media
  4. Manage screen-sharing options (such as screen sharing to “Host Only”)
  5. Create a “waiting room” within your Zoom conference meeting so that all persons must be verified and admitted by you only
  6. When accepting a Zoom meeting request, verify it is from a known person and Zoom domain

Student Aid & The CARES Act Scam

The Coronavirus Aid, Relief, and Economic Security (CARES) Act includes funds intended to provide emergency assistance to university students. Many of our students will be eligible and will be receiving CARES Act grants.

Scammers are also aware of these grants and are already plotting ways to exploit the situation. Be vigilant for phishing scams related to the CARES Act student assistance that are likely to surface in the coming days and weeks.

Keep in mind the following tips for spotting scams:

  1. Federal, state, and local governments will not ask you to pay a “deposit” or any other fees to obtain CARES Act grants. Any attempt to collect money in exchange for grants is a scam
  2. Neither the government nor the University will request your Social Security number, bank account number or credit card number as a prerequisite for receiving a CARES Act grant
  3. Refer to Capital University’s official web page (https://www.capital.edu/cares-application/) for details about student aid being distributed through the CARES Act

What can you do?

  1. Be careful opening any web links or attachments, even if you know the sender, it may be a compromised sender.
  2. If you suspect that you have received a phishing email, delete it and do not open or click on any links.
  3. Look for “Red Flags” in emails you receive. Red Flags include abnormalities in the sender, topic, links, content, etc.
  4. Additional tips for spotting phishing scams is available on the following IT web page: https://members.eiia.org/wp-content/uploads/assets/SocialEngineeringRedFlags.pdf
  5. Please remember that emails with the words COVID-19 or Coronavirus coming from outside the University will be flagged with a header below: 
  6. Contact your IT department whenever you have any doubts or concerns at helpdesk@capital.edu or 614-236-6508.

 

 

Forwarding Office Phones to Another Number

by ·0 Comment

Forwarding Office Phone to Another Number

  • In the Skype client click on the tools drop down menu

  • Choose Call Forwarding Settings
  • Select Simultaneously ring

  • Select from this list drop down menu choose New Number
  • Enter the phone number you want to ring 614-555-5555

You will now see your current call forward settings:

Calls will ring you at work +1 (614) 236-XXXX and also ring 614-555-5555

Unanswered calls will go to Voice Mail in 20 seconds (5 rings) you can adjust this as desired

These settings will apply:  All the time (You can set this to During work hours set in Outlook)

Important: If you do not have a Capital owned laptop or are unable to forward your phone using the Skype Mac client please contact the help desk, 614-236-6508 or helpdesk@capital.edu to have a service request ticket opened for assistance.  The telecommunication team will help forward your phone remotely.  Any department with a main telephone number assigned to multiple people simultaneously should contact the help desk to ask for assistance.

Listening and Retrieving Voicemail

There are several ways to check your voice mail off campus. You can dial the campus voice mail system via telephone; You can read your voice mail messages in your email account via MS Outlook; and you can retrieve your message via the Skype client on your laptop.

Dial the Campus Voice Mail System via Telephone

To check your voicemail off campus via telephone, call your own office telephone number. When the voice greeting starts, press *. You will then be asked to enter your voicemail PIN. You should now have access to your voicemail menu options which will allow you to check your voicemail message.

Retrieve Messages via Skype Client

Open and log into the Skype client and follow the instructions below.

Voicemail messages in Outlook

When you receive a voice mail message, a copy of the message will be delivered to your email inbox. You can locate the message in your account at a glance because it will have the message details, date and time and a preview button that you can press and play.  Press the preview button to listen to the entire message. Outlook will also transcribe the message for a visual reading experience.

 

Server Software Upgrade and Maintenance on Sunday, April 15th

by ·0 Comment

The Department of Information Technology will be performing maintenance and software upgrades during our regular maintenance window on Sunday, April 15th, from 7am – 12noon.  This upgrade and maintenance is critical in our ability to enhance service performance, server space, security and accessibility. There may be intermediate outages and disruptions for key services including Colleague, Wi-Fi, Web Titanium, OnGuard, ImageNow, Cisco Prime, Teletrol and SharePoint.

Please contact the IT Help Desk, x6508 or servicedesk@capital.edu if you experience any issues or technical difficulties after 12noon.

We apologize for any inconvenience and thank you for your understanding and patience.

Update: Maintenance work completed: 2/25/18 – 7:00 AM – 12:00 PM – Network Maintenance

by ·0 Comment

Update: 2/25/18 – 8:30 AM Maintenance work completed

CapIT will be performing network maintenance during our regular maintenance window, Sunday, February 25, 2018 from 7 am – 12 noon.

During this time frame, there may be isolated and/or irregular intervals of system and service outages on the Bexley and Law campuses. This includes services (but not limited to) such as email, VPN, account authentication, Wi-Fi, WebAdvisor and iLearn.  Campus desk phones should continue to work.

f you have further issues, please contact our Help Desk at 614-236-6508, or by emailing helpdesk@capital.edu.