Computing Services

According to FDU’s Written Information Security Program (WISP), in no case should they be sending or storing WISP protected information without the explicit authorization of the Chief Information Security Officer (CISO). If approved, these instructions will provide you with guidance on the methodology.

Instructions for Windows

If you do not have a university issued laptop or desktop, you must download and install 7-Zip on your computer in order to proceed with the instructions. Please follow the following steps in order to download and install 7-Zip on to your personal device:

1. Download 7-Zip:

2. Launch the 7-Zip installer “7z1900-x64.exe” or “7z1900.exe”

NOTE: The Installer file name may change as newer versions are released.

3. Click “Yes” if asked to run an unknown app from User Access Control
4. Click “Install” on the setup screen

5. 7-Zip will now install, when completed, click “Close“

Preparing an Encrypted 7-Zip File

1. Single “Right” click on the file
2. Highlight “7-Zip”
3. Navigate and “Left” click on “Compress and Email…”

4. Change Archive Format to “ZIP”

5. Enter and Retype a password in the “Encryption Section” and check the box to “Encrypt file names”
6. Change the Encryption Method to “AES-256“

NOTE: The password must be a complex password that contains the following:

• At least one capital letter
• At least 2 numbers 0-9
• At least 1 special character (%, ^, &, ! , @ , !, ….)
• Be at least 8 characters long

7. Click “OK“

NOTE: A progress bar will open to encrypt and zip the file. Depending on the size of the file, this may take a few minutes.

8. An email message to compose your new email with the compressed and encrypted file will appear

9. Address and compose your email as desired

CAUTION: Never send an email that contains both the password and file together. These must be sent separately.

10. Compose and send a separate email, or place a phone call, to the receiving parties which contains the password for the compressed file for them to read

NOTE: Without the password, the receiving party will not be able to open and view the file.

Opening an Encrypted 7zip File

1. Open the email that contains the encrypted file
2. Click the arrow “V“’ and select “Save As”

3. From the saved location open the encrypted file
4. Enter the password provided to you from the sender

Once the password is entered correctly, the enclosed document will then load, and you can make any changes and save inside the protected file. If needed, the file can be returned to the sender with needed information.

NOTE: The Archive Window must not be closed if making any changes that need to be saved.

IMPORTANT: After the document is no longer needed, the encrypted file should be SECURELY DELETED from your hard drive. At no time should this be saved for later use.

Instructions for macOS

1. Download Keka:

2. Open Keka Preferences and check the box next to Use AES-256 when encrypting ZIP files (less compatible)

3. Set a password for the file

4. Drag your file onto Keka to compress and encrypt. The encrypted file will be placed next to the original file
5. If you need to extract an encrypted file, simply drag it onto the Keka window and enter the file password in the prompt. The file will be extracted in the same location as the original

FDU’s VPN Client Software, is also known as the “Cisco AnyConnect Secure Mobility Client”.

1. Use any web browser (Google Chrome, Mozilla Firefox, Safari) to navigate to vpn.fdu.edu. Please refrain from using the Internet Explorer web browser when installing the FDU VPN Client

2. Select your role within the University from the Group pulldown menu and enter your NetID Information in the username and password fields (user@fdu.edu)

3. On the left-hand side menu, click on “AnyConnect“, then click on “Start AnyConnect”

4. Download the VPN applet by clicking on “Download for Windows” or “Download for macOS” depending on your operating system. The browser will then download the VPN software client. When finished downloading, click on the file and select “open” within your browser

Chrome

Firefox

Safari

The browser will open a new window asking for permission to download the applet, click on “Allow”. When finished downloading, double click on the file to open the installation package and start the installation process.

5. Follow the steps prompted to accept all changes and grant requested permissions to install FDU VPN software. Note, Java Runtime Environment software may also need to be installed. A copy of the software download will be prompted to be installed or can be accessed at java.com/en/download/

6. The installation will continue, and an icon for the “Cisco AnyConnect Secure Mobility Client” with a “lock” icon will appear in your system tray once the installation is complete

1. Log into your computer

2. Launch the Cisco AnyConnect Secure Mobility Client from the Start Menu. Ensure the address “vpn.fdu.edu” is entered into the corresponding text box and then press the “Connect” button

3. Select your correct Group name on the dropdown menu, then enter your FDU NetID username and current FDU NetID password in the corresponding boxes. Click “OK“

4. Ensure a successful connection was made by checking on your system tray at the bottom right portion of your screen, or if on macOS, the client application window will display a screen check over the lock icon

The following instructions are the same for both Windows and macOS users.

1. Register with Duo MFA

• If you are an existing Duo user, please skip to Step 2
• For new Duo users, please follow the guide below for registering your DUO Account

2. Launch the “Cisco AnyConnect Secure Mobility Client” from the Start Menu or your Mac’s application folder if on macOS

3. Ensure the address “vpn.fdu.edu” is entered into the corresponding text box and then click the “Connect” button

4. Select your correct Group name on the dropdown menu

5. Enter your FDU NetID username and current FDU NetID password in the corresponding boxes. Click “OK”

6. In response, you’ll receive the Duo challenge dialog box. To use the preferred method type push in the Answer: dialog box, then click “Continue“

7. Tap “Approve” on the Duo login request received at your phone

8. Ensure a successful connection was made by checking on your system tray at the bottom right portion of your screen, or if on macOS, the client application window will display a screen check over the lock icon

Additional DUO Information

Users with multiple registered Duo devices will need to enter push1 for their primary device or push2 for their backup device. If you are unsure which device is your primary or secondary device, open the Duo Mobile app on your mobile device, click Fairleigh Dickinson University and enter the passcode displayed.

Additional DUO Authentication Options

Type	Instructions
Push (Preferred)	Push a login request to your phone (if you have Duo Mobile installed and activated on your iOS or Android device). Review the request and tap “Approve” to log in.
Passcode	Open the Duo Mobile App. Tap “Fairleigh Dickinson University” and the passcode will be displayed, or call the Fairleigh Dickinson University Technical Assistance Center (UTAC) for a passcode.
Phone	Have Duo call your phone to authenticate your login.(Users with multiple devices will need to include a number indicating desired device i.e. Phone2). This option is only available to Faculty, Staff and approved Students.
SMS	Have Duo text a passcode to your phone. (Users with multiple devices will need to include a number indicating desired device i.e. SMS2). NOTE: This option is only available to Faculty, Staff and approved Students.

Additional Resources for Cisco DUO

1. Visit the FDU Office 365 Portal using any web browser

2. Sign in to the FDU Single-Sign-On (SSO) page using your FDU NetID credentials

3. In the upper left corner, click the dotted square and select All Apps

4. In the All Apps menu, choose Bookings

5. Microsoft Bookings will open. Click the Get it Now button to begin

6. The next page will ask for two pieces of information: Business name and Business type. Enter your Department name or your First and Last Name. Click Continue

7. Once your Bookings page loads, the first section you should complete is Business Information. Click  Business Information in the left menu

8. On the Business Information page, you can enter your business or department address, other contact information, upload a business logo, and set up your business hours

9. Next, set up your service offerings. Click Services from the left menu

10. Once you’re on the service-editing page, enter your service details, including name, description, and location. When you start typing an address in the default location, suggested locations will populate. Below are explanations for the other fields on the service-editing screen:
    • Duration: You can enter how long you want the duration to last in days, hours, minutes, and set a buffer time when customers cannot book.
    • Reminders: You can have the system send customers email reminders before their scheduled appointment. Click the pencil to edit the text. 
    • Leave Publishing options checked.
    • Online Scheduling Options: This is where you can manage the settings for when customers can book services.
      • You can choose to use the default scheduling policy by leaving the option checked, OR
      • You can manage the settings for your scheduling policy by unchecking the option.  If you choose this option, we recommend setting the Minimum lead time to 24 and the maximum lead time to 30 days.
    • Don’t forget to click Save at the top of the Service details page

11. Next, click Staff from the left menu. Click the pencil next to your name to edit your information. Also, you may add any staff or faculty members in your department by clicking the + Add staff button

12. On this page, you can add information about yourself, including your office or department phone number and whether to receive email notifications (we recommend keeping this option checked).  Click Save when finished

13. Next, select Booking page from the left navigation pane.
    • Booking page Status: Since this is the first time you are setting up your Bookings page, your status is set to Not published. Once you finish customizing your page and clicking Save, the status will change to Published. 
    • Customer data usage consent (optional):  Where you can customize a message for your visitors to consent to your site collecting their personal data. 
    • Scheduling Policy: Where you can set site-wide scheduling policies. We recommend the following settings:
      • Minimum lead time: 24
      • Maximum lead time: 30
    • Email Notifications: Notifies you when an appointment is made. 
    • Staff: You can allow customers to choose who they want to meet with. However, you can uncheck this option if you do not have any staff.
    • Customize your page: Choose a color theme for your bookings page.
    • Lastly, click Save and Publish

14. Once you click Save and publish, your Bookings site is now live! You can view your published page by clicking Open published page and share your page with others by copying the link

A shared mailbox makes it easy for a group of people to read and send emails from one public email address, like info@fdu.edu. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. Shared mailboxes can also be used to provide a shared calendar, allowing multiple users to schedule and view calendar tasks.

Request Access to an FDU Shared Mailbox

Users can request a new shared mailbox by completing and submitting the “Distribution Group/Shared Mailbox Request” form found below.  Users needing access to a specific FDU shared mailbox account may request access by reaching out to the shared mailbox owner.  To fulfill this request, the shared mailbox owner will open a support case with the Fairleigh Dickinson University Technical Assistance Center (UTAC).

Add a Shared Mailbox to Outlook

1. The shared mailbox should automatically display in your folder pane on the left-hand side of your Outlook application within 24 hours of its creation. Closing and restarting the Outlook application maybe necessary if you do not see it after 24 hours

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Select Tools from the Outlook menu bar at the top of the screen, then choose Accounts

2. Select the Advanced… tab

3. Select the Delegates tab

4. Click the + button, located under Open these additional mailboxes:

5. Type or select your correct shared mailbox, and then select Add

6. Select the OK tab

7. You should now see your shared mailbox listed on the left-hand side of your Outlook email application window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

New Outlook version on macOS

Some macOS users may take advantage of the “New Outlook” version of the Outlook application. You can identify which Outlook version you are using by locating the “New Outlook” slider tab button on the top right of the application.

1. Select Tools from the Outlook menu at the top of the screen, then choose Accounts

2. Select the Delegation and Sharing tab

3. Choose the Shared With Me tab and then select the + button

4. Begin to type the shared mailbox name or its email address, choose the correct shared mailbox before selecting Add, and finally Done when finished

5. You should now see your shared mailbox, located on the left-hand side of your Outlook application window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Navigate to the FDU Office 365 Portal webpage

2. Select the Outlook web app icon, located on the left-hand side of your display

3. Right-click on the Folders option located on the left side of the menu; a small drop-down menu should display. Select Add shared folder

4. Begin typing the email address for the shared mailbox, auto-populated suggestions will be displayed. Select the correct shared mailbox address and click Add

5. You should now see the added shared mailbox located on left side of your Outlook web email window

If you cannot open a shared mailbox, please contact the Fairleigh Dickinson University Technical Assistance Center (UTAC) and open a service request.

1. Sign in to your primary FDU email account in the Microsoft Outlook for Android or iOS app
2. Tap the Add Account button in the left navigation pane, then tap Add Shared Mailbox

3. Enter the name of the shared mailbox and tap Add Shared Mailbox when finished

4. After the account setup process completes, the shared mailbox will display in your account list within the Outlook for Android or iOS app

Send Email from a Shared Mailbox

1. Open Outlook
2. Choose New Email to start a new message
3. If you don’t see the From field at the top of your message, choose Options, and select the From tab

3. Click From in the message, and change to the shared email address

4. Finish typing your message and then choose Send

1. Choose New Message
2. Choose From and change to the desired shared email address

3. Finish typing your message and then choose Send

Calendar sharing is easier than ever with Office365. If you wish to share your calendar, follow the steps bellow.

1. Log in to Office365 and go to your email.
2. Once in Outlook look for the calendar shortcut on the bottom left

3. Look for and click on the share button

4. On the new pane that pops up type in the name of the person you would like to add and then select the person from the list

5. After the person is added you can drop down the menu to the right of their name and select the amount of access they should have.

In accordance with FDU’s Acceptable Use Policy for Computer Usage, no employee shall copy or distribute software that violates copyright laws. All employees shall be aware that software and the accompanying documentation is generally owned by the manufacturer and the license only grants the user the right to use the software. Unlicensed software installations, also known as software piracy, are unacceptable at FDU.

The primary user of each computer shall take responsibility of keeping records of licenses for which software is installed. The University’s Computing Services Department shall also track licenses for software installed by the Computing Services Department though the purchase of high volume or site licenses. Users are advised that the software installed on University-owned computers may be audited internally (by the University) or externally (by software manufacturers or other anti-piracy software firms) at any time. Software found not to be in compliance with copyright laws will be removed and replaced with a licensed copy.

Computing Services will provide certain software that is commonly used by the majority of the University’s employees, including but not limited to word processing, spreadsheet, and anti-virus software. Some software manufacturers allow for non-concurrent use of a license on an office computer and an employee’s home computer. Computing Services will not provide non-concurrent licenses at off premise sites due to the inability to track these licenses.

In order to provide the best possible service and support, and to reduce the cost of software site licenses, Computing Services, in conjunction with the Center for Learning and Teaching with Technology, has standardized on Microsoft Office Professional and Symantec Endpoint Protection.

Popular Software Titles and Guidelines for Faculty and Staff to Obtain:

• Microsoft Office for Windows or Macintosh: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
• Microsoft Visual Studio: Installed in Labs. Available by request for staff and faculty machines.
• Adobe Acrobat: Available by request for staff and faculty machines.
• SAS: Installed in Labs. Available by request for staff, faculty and student machines.
• SPSS (Base): Installed in Labs. Available by request for staff and faculty machines.
• SPSS Advanced Modules: Available by request for staff and faculty machines.
• Adobe Products: Faculty and staff may purchase Adobe products at level three pricing with the University’s CLP Membership No. 4400062846.
• Symantec Endpoint Protection: Available through standard deployment of leased or owned equipment or by request for any University-owned PC or Mac.
• Other products: Faculty and staff may obtain pricing and submit orders to Purchasing. If assistance is needed, contact Computing Services.
  

Software Quality Assurance and Compliance Policy for Network Server & Lab Installations

It is no longer possible for individuals to install software on staff or faculty desktops or lab computers. Laptops or Macintosh users have administrative rights and individuals can install additional licensed software to laptops.

Instructors wishing to have a software application installed in a lab for use by 20 or more people simultaneously must provide Computing Services the original installation media, installation guide, and the appropriate proof of license. Note that the licenses for some software may limit our ability to install it on the network. These materials must be provided a minimum of sixty days before the software is needed. Because it is impossible to predict how the software will interact with our network and other software already installed, we cannot guarantee that a program will work on our system.

For programs that will be used by less than 20 people, the instructor may install the application on up to 5 machines in a lab not normally used for classroom instruction, plus an “instructor’s machine” in one of the teaching labs. If fewer licenses are owned, then only that many licenses may be installed. The instructor will be told which machines to install the program on and will be given a password which can be used to disable the security on the machine for the duration of the installation procedure. Software installed in this way will only be available on those designated machines. Computing Services will make a reasonable attempt to keep these designated systems functioning with the additional software, but in the event that the machine needs to have it’s base configuration and software restored from backup, the instructor will be contacted and will need to reinstall the application.

In all cases, software must be owned or licensed by the University, even if the application is only to be used for demonstration purposes. No software owned by an individual will be installed on the systems.

Departments wishing to obtain software, whether it is for use by the department or to be installed in the FDU computer labs and/or FDU Anywhere, should plan appropriately to provide adequate time to acquire the software and make it available to users.

The following steps should be used as a guide when planning to obtain software for instructional or business use:

Please begin by completing the Computing Services – Lab Reservation & Lab Software Request (Faculty & Staff NJ Only)