(Revised June 2007) Section 11.B

Section 11.B -- Computer Usage

Computer Resources

Contact Information

Extension Computer Hot Line
The hot line, (515) 294-1725, can answer questions about extension supported hardware and software as well as questions about the ISU Extension Information Network. The hours are 8 to Noon and 1 to 5, Monday through Friday.

Training Information

ISU Extension Technology Education
 The ISU Extension IT Department offers a variety of professional development classes, online sessions and reference material. Information can be found at the following web site: http://www.extension.iastate.edu/it/training/

Information Technology Services (ITS) Training
A listing of the classes that are offered by ITS can be found at: http://www.it.iastate.edu/training/

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Network Overview

The Extension Information Network connects all Extension field offices to the ISU campus via private, high-speed wide area network (WAN) links. Through the network staff access a multitude of resources including email, file shares, web sites and ultimately the internet in general. Within each field office computers and other devices are networked via local area network (LAN) connections. Many offices also have wireless local area networks (WLANs) to augment the traditional LAN and ease access for visiting specialists and other mobile users.

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Network Policies

As part of the ISU campus network, staff must comply with campus Information Technology policies which can be found at http://www.it.iastate.edu/policies/ .

In addition, the network backbone is provided and managed by the Iowa Communications Network (ICN) and so authorized use of this network must also comply with the Iowa Code Chapter 8D, http://www.icn.state.ia.us/about_icn/admin_org/chapter_8/chapt_8D_code.html .

Requests to use this network for cooperative arrangements or for purposes other than direct support of ISU offices must be submitted in writing to this office.

Extension IT provides direct training and support only to extension staff--not clientele.

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Email

Connecting to Email and the Extension Information Network

In order to access email and other ISU services, you will need a Net-ID and an Exchange account (ISUE uses Outlook/Exchange for sending and receiving email).

For all new extension staff:

  1. Get a university Net-ID
    1. To apply for a university Net-ID, you will need an ISU ID number
      1. If you are University-paid, salary-based staff--you should receive this number automatically
      2. If you are University-paid, hourly-based staff--you will need your supervisor to submit a request for an exception account. Forms for exception accounts are available online at http://www.it.iastate.edu/forms/
      3. If you are county-paid staff--your director will need to contact Deb Pospisil in the Extension Fiscal Office (515-294-3684 or pospisil@iastate.edu) for the necessary paperwork
    2. Once you have your ISU ID number, you can register online (http://asw.iastate.edu) for your Net-ID
  2. Get access to Extension electronic resources (Exchange account, file sharing, staff-only web access)
    1. County-paid staff--access should be handled as part of the process of getting your Net-ID established.
    2. University-paid staff--once you have your Net-ID, contact Deb Pospisil in the Extension Fiscal Office (515-294-3684 or pospisil@iastate.edu) to set up your Exchange account and other access.

For new Field Specialists

  1. In addition to the process outlined above, new field specialists receive a laptop computer and peripherals (these peripherals may vary with subject area, changes in technology, and individual specialist position).
  2. Laptop computers are set up on campus. When a field specialist leaves Extension, their equipment is turned back into Extension IT. The computer is formatted, reloaded and stored for new staff.
  3. Contact the Extension IT office (515-294-8658) to set up a time for a field specialist to pick up equipment, set up email (they will want to have completed the steps to get a Net-ID and Exchange account before picking up equipment), and review operations basics.

For new campus-based staff:

Steps for setting up new staff will depend on the specific office setup and department. If there is an IT support specialist in the department, check with them for department or office-specific procedures. All Extension employees are eligible for an Exchange account, staff-only web access and other resources. To set these up, follow the procedures for all staff above.

Logging in to an office computer

All Extension office computers should be running Windows XP (or the newest version of Windows) and should be part of the IASTATE domain. This means that each time a staff person starts up a computer, they will be asked to log into that computer with their Net-ID. Staff can log into any computer that is on the IASTATE domain with their individual Net-ID. There is never a reason to log into a computer with someone else's Net-ID.

If a staff person is not asked to log in when they start up their computer, they should contact the Extension IT support hotline for assistance in adding their computer to the domain. All supported Extension computers must be part of the IASTATE domain.

Getting Started with Email

Once an Exchange account has been setup, staff can setup Outlook to receive email. For detailed instructions on setting up Outlook, refer to: Setting Up Outlook for Exchange (Office 2007: http://www.extension.iastate.edu/NR/rdonlyres/342C6399-9C7D-4E5A-BBA1-027EA4BD6B02/0/Outlooksetup.pdf & Office 2003: http://www.extension.iastate.edu/technews/archives/002035.html) on the Technews webpage (http://www.extension.iastate.edu/technews).

Email can also be accessed via Outlook Web Access (http://exchange.iastate.edu). For more information about Outlook Web Access, refer to: Using Outlook Web Access (http://www.extension.iastate.edu/NR/rdonlyres/2C0B7CE9-4D70-40D3-9829-35C4DF9103AA/0/OutlookWebAccess.pdf)

For more information about using Outlook, including sharing calendars, group scheduling, filters, and tasks, go to our TechNews website (http://www.extension.iastate.edu/technews).

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Content Management System

Access rights to the proper channel can be requested by having the County Extension Education Director send an e-mail to extensionweb@iastate.edu with the person's name, net-id, county name and level of publishing rights.

Additional information can be found at Manuals and other resources for the County CMS system can be found at https://www.extension.iastate.edu/it/content/

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Additional Information

For additional information about Outlook, Exchange, upcoming training, and current issues, please visit the TechNews site at: http://www.extension.iastate.edu/technews.

Some specific documents that may be useful:

Setting up Rules in Outlook-- http://www.extension.iastate.edu/NR/rdonlyres/E3AE8100-4916-4F3A-97B2-410D70C6E9BC/0/SettingupRules.pdf

Outlook Distribution List Size Limits-- http://www.extension.iastate.edu/NR/rdonlyres/9CE5A374-0979-4E9E-BD37-7D40421F1E84/0/DistributionListSizeLimits.pdf

Using Outlook Web Access-- http://www.extension.iastate.edu/NR/rdonlyres/2C0B7CE9-4D70-40D3-9829-35C4DF9103AA/0/OutlookWebAccess.pdf

Changing Passwords-- http://www.extension.iastate.edu/technews/archives/Changing%20Passwords.pdf

Managing Space in Outlook/Exchange-- http://www.extension.iastate.edu/NR/rdonlyres/1C499391-6E2D-45F0-A0BF-DB3233EE93F2/0/Storagemanagementoverview.pdf

 

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Revised June 1, 2007. Content questions? Ask the experts.
Comments or suggestions? Contact the committee, (e-mail: ofcguide@iastate.edu)