Tips from IT for Working Remotely


How to Access to Mathematica Online

Mathematica Online Availability
  1. Step One: Create an account (New users only):
    • Go to user.wolfram.com and click "Don't have a Wolfram ID? Create one."
    • Fill out form using a @rochester.edu email, click "Create Wolfram ID"
    • Check your email and click the link to validate your Wolfram ID

  2. Step Two
    • Fill out this form to request access to Mathematica Online
    • Go to wolframcloud.com and sign in with WolframID and password to use in browser
    • Go to Google Play (Android) or App Store (iOS) and download "Wolfram Cloud" app on tablet/phone and use same WolframID/password

Using "File" Locking in Box

1. File Locking essentially allows only a single user to edit the file while that file is locked by that user.  This means the user can make any changes they want to the file without worrying about any other user simultaneously attempting to make changes to the same "locked" file.  This is very helpful when massive changes in organization, content, structure, sorting, formatting, etc. need to be made to the file. When making large changes like these, having one user (e.g., the editor) lock the file, make the changes, and then unlock the file is strongly advised.

For example, an editor would lock a spreadsheet file to make massive changes to the spreadsheet columns, add conditional formatting, or update the customer sorting.  It’s best to only have one person editing the spreadsheet file while these changes are being made.  Once the massive changes are complete, the editor will unlock the spreadsheet file so that other collaborators can update the file.  Here are the steps:

A. Lock the file by clicking on the ellipsis (…), then clicking on the "Lock" icon


B. Select the Lock Duration (red arrow) and then click the Lock button.  The file will now be locked so only you can edit the file


C.  Click the drop-down menu arrow next to the Open icon, then select Open with Microsoft Excel to open this file using Excel on your desktop


D. Periodically and once you’ve completed editing on your desktop, you MUST use the SAVE command in Microsoft Excel to save the file to UR Box. 

ImportantThe Microsoft Excel version does NOT automatically save your changes when you are using Excel on your desktop to edit the file.


E. Unlock the file by clicking the ellipsis (…), then clicking the "Unlock" icon

Don’t Forget:  You must unlock the file in order for other collaborators to edit the same file.
Your collaborators can now open the file using ‘Field (Cell)’ Locking to simultaneously edit the same document.

USING "FIELD (CELL)" LOCKING IN BOX

2. Field (Cell) Locking allows multiple people to simultaneously edit the same file, but only one person can edit a specific field or cell at the same time.  This is the normal approach to collaboration that is employed when using the Box Microsoft Online Tools to edit files using your browser.

For example, when using the Microsoft Excel Online tool in UR Box, multiple collaborators can edit the same spreadsheet.  However, only one person should edit a specific cell in the spreadsheet at a time (i.e. Cell Locking).  In fact, the Microsoft Excel Online actually shows you the cells that other people are editing while you are editing the same file.  You’ll also see the changes the other collaborators are making as soon as they complete their cell entry or update.  They don’t even have to save their changes, their changes show up automatically and are saved by Box automatically. Here are the steps:

A.  Click the drop-down menu arrow next to the Open icon, then select Open with Microsoft Excel Online to open this file in your browser for editing.


B.  The document will open in your browser using the Microsoft Online tool.  Any edits you make are automatically saved to the master document file in UR Box and immediately viewable by your collaborators. Just don’t try to edit the same spreadsheet cell at the exact same time.

ImportantThe Microsoft Excel Online version DOES automatically save your changes!  You and your collaborators can see each other’s changes in real time while you are all editing the same document. 

C. When you are done editing the document, select File > Close to close the Microsoft Excel Online tool.

It’s really that easy when using the Microsoft Online tools to collaborate and edit the same document stored in UR Box.

Remember, our UR Box subscription has UNLIMITED TOTAL STORAGE SPACE!

• The only UR Box restriction is that no individual file can be larger than 15 GB in size.

We hope you find Box Drive a convenient way to access your files stored on UR Box, without using your browser.

Installing Box Drive

To Install Box Drive on Windows:
  1. Download the Box Drive installer.
  2. Navigate to the location where you downloaded the file, and double-click it to run the installer.
  3. Follow the instructions to complete the installation. If Box Drive does not launch automatically when the installation completes, you may need to go to the Start menu and launch the application manually.
  4. You must log in to Box Drive the first time you open it. You will be redirected to our UR Box login page.
  5. After you log in, Box Drive displays a brief Tour of its features. When this completes, your Box content is available at C:\Users\USERNAME\Box.
To Install Box Drive on Mac:
  1. Download the Box Drive installer.
  2. Navigate to the location where you saved the file, then, double-click it. The installer starts.
  3. When prompted, select Install for all users of this computer and click Continue.
  4. DO NOT change the install location. Click Install.
  1. The system displays a notification when the installation completes. Click Close.
  2. Box Drive launches. (If you are using mac)S 1.13 or later, continue below for additional steps.)
You must log in to Box Drive the first time you open it. (You will be redirected to our UR login page.) After you log in, Box Drive displays a brief walkthrough of its features. When this is complete, your Box content is available at ~/Box. If you enabled Mobile Device Management on macOS 10.13.4+, please be sure to whitelist Box's team ID:
  • Team ID: M683GB7CPW
  • Bundle ID: com.box.filesystems.osxfuse
For full details or if you have issues installing Box Drive, please check out the full instructions that are available on the Installing and Updating Box Drive website.

LOGIN TO BOX DRIVE FOR THE FIRST TIME
1) After you’ve downloaded the appropriate version of Box Drive for your computer, right click on the file and then click the Install option.
2) Once Box Drive is installed, it will prompt you to login to your account.  This is a very important step, and can be a little tricky… Please make sure you enter your LLE email address when prompted to sign into your account, the click the Next button:



3) You will be redirected to the UR Box Login site. Click the radio button next to the UR NetID option, then click the Continue button:

4) Now you must enter your UR NetID username and UR NetID password, then click the Login button:



5) If Box Drive was successfully installed, your will see the Welcome to Box Drive! screen. Click the Take Tour button to get a quick introduction to the very useful Box Drive features:



6) Here’s an example of a Tour screen showing you how Box Drive displays your Box content on your desktop or laptop:



7) To get the most out of Box Drive, check out these helpful links:

Here’s an example of the information available for Box Drive Tutorials:

Remember, our UR Box subscription has UNLIMITED TOTAL STORAGE SPACE! The only UR Box restriction is that no individual file can be larger than 15 GB in size. We hope you find Box Drive a convenient way to access your files stored on UR Box, without using your browser.  If you have any questions on UR Box or need other IT assistance, please send an email with your contact information and a description of your request to:  helpdesk@lle.rochester.edu .

Borrowing LLE-Issued Computer

Steps To Temporarily Borrow LLE-Issued Computer Monitors and IT Accessories Issued to You at Work
  1. Check with your LLE manager to make sure they are aware of your intention to temporarily borrow your LLE-issued computer monitor and/or IT accessories
  2. Take a picture of the LLE-issued computer monitor(s) and/or IT accessories that you intend to borrow
    • Your cell phone camera or tablet camera or other digital camera is fine
  3. Take pictures of the Manufacturer’s Information Tag with the Serial Number so the information is readable in the photo, for any equipment that has this tag
  4. Take pictures of the LLE ASSET TAG so the Asset Number is readable in the photo, for the equipment has this tag
  5. Send an email to helpdesk@lle.rochester.edu , with a copy to your LLE manager, indicating the equipment that you will be temporarily borrowing
    • Attach the image files of the pictures you took in Steps 2 – 4 to this email before sending it

After you do these steps, you are good to go to temporarily borrow your LLE-issued computer monitor(s) and/or IT accessories that have been issued to you for the duration of our LLE remote working period.  LLE IT hopes this helps you be as productive as possible while working remotely!


NOTE:  Please do NOT take your LLE personal computer, workstation or laptop out of the LLE building without consultation with LLE IT FIRST !
  • These devices are generally not setup with the appropriate IT Security applications, encryption, and configuration for use outside of the LLE building
  • Reconfiguring these LLE computing resources for use outside the LLE building will be very time consuming for you as well as LLE IT, TWICE!!
    • Before the computing resource is taken out of the LLE building (and)
    • Again, when it is returned to the LLE building, and before it can be used again inside the LLE building
  • LLE IT will work with you to explore other options to meet your needs without removing your LLE-issued personal computer, workstation or laptop from the LLE building

Zoom Meeting Tips

ZOOM MEETING allows you to share your computer screen(s), share video (optional), share computer audio, meeting participant call-in audio, and even make recordings of your meeting, if needed.  You can also chat with the meeting participants individually or to everyone on the meeting, right from within the ZOOM MEETING application.  Best of all, it’s available to you all through our University LLE Office 365 subscription without being connected to LLE VPN nor UR DUO authentication. Check out the University of Rochester IT Tech webpages for helpful ZOOM MEETING Tutorials (https://tech.rochester.edu/zoom-tutorials/)


Before joining a Zoom meeting
  • Disconnect from LLE VPN
  • Find a quiet place and minimize environment noise around you during the meeting
  • Close any unnecessary applications or sensitive data before joining the Zoom meeting
You can join and/or schedule a Zoom Meeting in several basic ways:
  • To join a meeting click the "Join a Meeting" icon on the University of Rochester Zoom meeting webpage (https://rochester.zoom.us/)
    • Enter the Zoom Meeting ID that you were provided by the person who scheduled the meeting
      • No UR nor LLE credentials are required to join a Zoom meeting scheduled by someone else

or

    • Click on the Meeting URL provided in a calendar meeting invitation (see example below) Join Zoom Meeting US: +16468769923,103669255# or +13126266799,103669255# Meeting URL: https://rochester.zoom.us/j/123456789 
      • Again No UR nor LLE credentials are required to join a Zoom meeting scheduled by someone else

or

    • Click the Log In icon on the University of Rochester Zoom meeting webpage (https://rochester.zoom.us/) and log in using your UR NetID credentials
      • Once logged in you can either Join a meeting or Host a meeting

Tips for Zoom Meeting Participants
  • Enter your full name, if prompted, when joining a Zoom meeting
  • Immediately MUTE your microphone using the Zoom MICROPHONE icon (in the lower left corner of your screen), when joining a Zoom meeting
    • All participants, except the Zoom meeting host and presenter, should keep their Zoom MICROPHONE icon on MUTE for the entire meeting.
    • The Zoom meeting host (usually the person who scheduled the Zoom meeting) can use the MUTE ALL participants icon that is accessed by clicking the PARTICIPANTS icon
    • Press and hold your keyboard bar down to temporarily UNMUTE your Zoom MICROPHONE (like a walkie-talkie button!)
      • Releasing your keyboard bar will return your Zoom MICROPHONE to MUTE
  • Use the Zoom PARTICIPANTS icon to determine who has joined the meeting
    • The Zoom meeting host should keep the PARTICIPANTS list visible throughout the meeting to ensure they see a meeting participant raising their hand
  • Ask the meeting participants to use the Zoom meeting RAISE HAND icon and be called on by the meeting host before speaking, for larger meetings or smaller meetings if participants keep interrupting each other
    • Meeting participants can find their RAISE HAND icon by clicking the PARTICIPANTS icon
  • Speak clearly and deliberately to help overcome audio noise
  • Use the Zoom CHAT icon to send complex written information (e.g., website URL's) or chat messages to everyone or specific individuals without the need to speak
    • Locate the CHAT icon by clicking on the PARTICIPANTS icon at the bottom of your screen
  • Use the SHARE a SCREEN option to share all the content displayed on your screen
    • Remember to close all potentially sensitive information and non-essential applications on your screen, before sharing your screen!
    • Sharing individual applications is also supported
    • However, this requires some practice to be able to know what information is being shared.
    • Avoid delaying the meeting by sharing your SCREEN until you are proficient at sharing applications only.
  • Check out MANAGING YOUR HOME INTERNET BANDWIDTH CAPACITY if you experience audio breaking up, video issues, or get disconnected from your Zoom meeting
Be patient – Zoom meeting takes some getting used to, but you’ll soon get the hang of it
ZOOM MEETING ONLINE HELP / FAQs / TUTORIALS

  • REMINDER:  AVOID CONNECTING TO LLE VPN WHILE ON ZOOM MEETING
    • Participating in a Zoom meeting while connected to LLE VPN is not recommended.  This can cause Zoom meeting audio to break up badly and even cause users to be disconnected from their Zoom meeting.
    • Remember:  Disconnect from LLE VPN before joining a Zoom meeting for best performance

    Message from University of Rochester IT: Some users are experiencing a “Your Internet connection is unstable” message during Zoom meetings.  University IT is monitoring performance on the University’s infrastructure and working with Zoom.  University IT recommends that you use the latest Zoom client and update, as required.

Improving Zoom Audio Quality

Improving Zoom meeting audio quality
  • Find a quiet remote location to hold your meeting.
    • This seems obvious, but we've all been in meetings with dogs barking, family members talking in the background, kitchen noises, etc.
  • Adjust your microphone audio level in Zoom meeting
    • Follow the STEP-BY-STEP INSTRUCTIONS for ADJUSTING YOUR MICROPHONE AUDIO LEVEL in ZOOM Meetings below
  • Consider using a headset with a Boom-mounted Noise-cancelling Microphone, if you have one available
    • Note: There is a big difference between a headset with a boom-mounted, noise-cancelling MICROPHONE vs. noise-cancelling HEADPHONES
      • A noise-cancelling MICROPHONE helps the other people on your Zoom meeting hear you better, by reducing your ambient background noise
        • The boom-mounted microphone puts the microphone close to your mouth, so that the noise cancelling circuit can better separate your voice from the background noise
      • Noise cancelling HEADPHONES help you to better hear the other people speaking on your Zoom meeting
        • If your environment is unavoidably noisy, using noise-cancelling headphones can help you, but not your colleagues on the Zoom meeting
          • e.g., Bose and Sony make some excellent noise cancelling headphones. However, their microphones pick up a significant amount of undesirable ambient noise because the microphone is not boom-mounted and has no/poor microphone noise cancelling.  So you don’t hear the noise around you, but others on your Zoom meeting will hear all the ambient noise unless you mute your microphone
        • If you plan to use noise-cancelling headphones due to being in a noisy environment, please for the sake of your colleagues, make sure your headphones also have a boom-mounted noise cancelling microphone
      • NOTE: Headsets designed for noisy call center agent use generally have BOTH a boom-mounted, noise cancelling microphone AND noise cancelling headphones
    • Headsets with noise-cancelling microphones are in short supply and have increased in price, due to high demand following COVID-19 work from home
      • Trying to find a quiet environment to have your meeting is still the recommended approach
      • Unfortunately, LLE IT is not able to supply headsets as part of our LLE remote worker support program
      • If you'd like to purchase a noise-cancelling headset yourself, Jabra and Plantronics are two well-respected brands to consider
        • Buy them from a reputable seller to avoid counterfeit knock-offs

Step-by-step instructions for adjusting your microphone audio level in Zoom meetings
  • If you are using a headset, plug in your headset and select your headset in your computer’s audio menu.
    • If you don’t have a headset, and will be using the computer’s built in microphone and speakers, skip to Step 2.
  • Launch or join your Zoom meeting as you normally do.
  • Move your mouse cursor to the bottom of the Zoom meeting screen to display the Zoom application menu at the bottom of the screen
  • Move your mouse cursor over the Up Arrow just to the right of the Mute icon to display the Audio menu.
  • Click on the Audio Settings… option in the Audio menu.
  • On the Audio Settings screen, click on the Test Mic button to record several seconds and speak in a normal voice into your microphone to record a test.
  • Once your test has been recorded, it will automatically play back your audio for you to listen.
    • If you do not hear any audio, you will need to use your computer’s settings menu to make sure you have selected your desired microphone input.
  • Find the Automatically adjust volume checkbox in the Microphone section and uncheck the Automatically adjust volume checkbox in the Microphone section
  • On the Audio Settings screen, click on the Test Mic button to record several seconds and speak in a normal voice into your microphone to record a test while you also look at the Microphone Input Level: meter on the screen
    • The Microphone Input Level: meter blue line should be at least half wayacross the meter, but not completely filled, to get the best microphone sound level
  • Continue to adjust the Microphone section Volume level as needed so that theMicrophone Input Level: meter blue line is at least half way across the meter, but not completely filled, to get the best microphone sound level
  • Repeat the Test Mic procedure in Step # 9 one last time to double check your recorded voice audio quality.  You are now ready to attend a Zoom meeting

Note:  If you change your microphone or headset, please repeat these steps with your new microphone or new headset.

Avoid Zoom Hacking

Here are some tips and recommended practices to prevent your Zoom meeting from being hacked:
  1. The FBI advises users to make sure they have the most updated version of Zoom’s software 
  2. Keep meetings and classrooms private
    • Do this by requiring a meeting password. Additionally, the “Waiting Room” feature can help hosts control who enters
  3. Do not share invites to Zoom meetings on social media
    • Instead, send the meeting password directly to attendees
  4. Use a random meeting ID, so it can’t be shared multiple times
    • According to Zoom’s website, this is safer than using a “Personal Meeting ID"
  5. Change screen sharing settings to “Only Host” 
    • So no one but the host can control the screen
    • The host can also mute participants in their settings
  6. Lock a Zoom session that has already begun so no one else can join
    • Do this by clicking “Participants” in the bottom of a Zoom window, then clicking “Lock Meeting"
  7. Remove participants by hovering over their name in the Participants menu and clicking the “Remove” option
    • The removed participant will not be allowed back in, according to Zoom’s website

ZOOM MEETING ONLINE HELP / FAQs / TUTORIALS

REMINDER:  AVOID CONNECTING TO LLE VPN WHILE ON ZOOM MEETING
  • Participating in a Zoom meeting while connected to LLE VPN is not recommended.  This can cause Zoom meeting audio to break up badly and even cause users to be disconnected from their Zoom meeting.
  • Remember:  Disconnect from LLE VPN before joining a Zoom meeting for best performance

Message from University of Rochester IT: Some users are experiencing a “Your Internet connection is unstable” message during Zoom meetings.  University IT is monitoring performance on the University's infrastructure and working with Zoom.  University IT recommends that you use the latest Zoom client and update, as required.

Box for Collaboration and File Sharing

STEP-BY-STEP GUIDE
  1. Create a new folder in UR Box, outside of the standard default LLE organization folder structure, to use for your own collaborations if you want to specifically control collaborator roles or invite non-LLE collaborators
    • When you create this new folder in UR Box, you are the folder OWNER (e.g.,in the screen capture below, the Box folder Owner is Matt Goheen)
    • As the folder OWNER, you can control who you will allow to be EDITORS (they can change the file) and VIEWERS (they can view, but cannot change) of the files in this Box folder
    • In our LLE IT example, we created a new UR Box folder named “LLE IT”, separate from the standard default LLE organization folder
  2. As the new folder OWNER, use the UR Box “Share This Folder” button (see the right side of the image below) to assign CO-OWNER, EDITOR, and VIEWER roles to people.
    • This assignment will also automatically send them an invitation to access this new Box folder and add it to their personal Box folder view that they see by default when they log into UR Box
    • Key Roles to assign:
      • CO-OWNER – always have at least one CO-OWNER who can perform the same functions at the OWNER, in case the OWNER is sick, on vacation or otherwise not able to perform their OWNER role (e.g.,in our example, the Co-Owner is Joe DiVincenzo)
      • EDITOR – assign people as Editors who you want to have the ability to edit and view the files contained in our LLE IT folder (e.g.,the whole LLE IT Team)
      • VIEWER – assign this role to people who you want to view the files in the folder, but they won’t be able to edit those files (e.g.,in our example, No Viewers were assigned.  NOTE:  Editors automatically have Viewing capability, so don’t add Editors again as Viewers)
  3. Setup separate collaboration sub-folders under your main folder to organize your collaboration by topic, workgroup, or any other approach you prefer
    • These sub-folders (a.k.a. child-folders) inherit the same OWNER, CO-OWNER, EDITOR, and VIEWER assignments as their parent-folder by default
    • You can change individual folder role assignments separately if needed
    • In our example, LLE IT created the LLE IT Weekly Reports folder (see above) for our LLE IT team to collaborate in adding, modifying and deleting information each week to create that week’s LLE IT Weekly Report
  4. Set up your organization and folder(s) structure for each separate collaboration folder
    • The "bread crumb trail" (i.e.,All Files > LLE IT > LLE IT Weekly Reports) located above the Name column label in the screen capture below shows you where you are in the Box folder structure
    • In our example:
      • The 2020-04-3 LLE IT_IN_PROGRESS.docx file is labeled to identify it as the master file that collaborators should be editing this week
      • Previous weeks' reports are stored for future reference in the Archive folder (there’s more information on the Archive folder later…)
  5. To organize the Archive folder by Year, a sub-folder was created for each calendar year
    • In our example, the Archived LLE IT Weekly Reports are stored in a folder labeled with the appropriate calendar year
  6. A person with a Box Owner, Co-Owner, or Editor role uploads a document to the appropriate Box folder
    • Navigate to the appropriate Box folder,
    • Click on the UPLOAD button,
    • Click the FILE button,
    • Select the file to be uploaded,
    • Click the OPEN button to upload the file to the appropriate Box folder
    • In this example, the 2020-04-3 LLE IT_IN_PROGRESS.docx file was labeled to identify it as the master file that collaborators are editing this week.  It was uploaded to the LLE IT Weekly Reports folder
  7. Click on the file to be viewed or edited in UR Box
    • In our example, the LLE IT collaborator will click on the 2020-04-3 LLE IT_IN_PROGRESS.docx file to view it in UR Box
  8. Click the arrow next to the OPEN button to display the two editing options (Online tool vs. Full Client tool)  to open the document
    • Click the MICROSOFT xxxx ONLINE editing option (i.e.,for a Word document, use the Microsoft Word Online tool) will allow multiple collaborators to simultaneously edit the document.
      • This is the recommended approach for all collaborators to use while actively collaborating to edit a document in UR Box
    • When using the MICROSOFT xxxx ONLINE editing option, all collaborator changes are automatically saved as they are made
      • NOTE: In some cases, the MICROSOFT xxxx ONLINE editing tool may not have all the advanced functionality found in the full MICROSOFT xxxx client application.
    • Our recommendation is to agree on a process for using the MICROSOFT xxxx ONLINE tool that:
      • Allows all collaborators to enter and edit the information,
      • Identifies one person who is assigned to play the ‘Publisher’ role
        • Note: ‘Publisher’ is not an official Box role.  It can be anyone who is assigned for that Box folder as a Owner, Co-Owner, or Editor
      • Once the collaboration deadline has passed at the end of the collaboration period, the person identified to perform the ‘Publisher’ role will put the document into final ‘camera ready’ format
        • This may include adding references, footnotes, final sorting, special formatting, etc. using the full MICROSOFT xxxx client application to make changes if the required functionality was not available to the collaborators who were using the MICROSOFT xxxx ONLINE tool during the collaboration period
  9. Define a process and ‘collaboration deadline’ for editors to use so their contributions can be associated with them in case there are questions or additional information needed
    • In our example, LLE IT decided to use different text color for each IT Team’s submissions and edits
  10. The "Publisher," who has at least a Box Owner, Co-Owner, or Editor role privileges, will enable the Box ‘LOCK’ feature on the file, after the ‘collaboration deadline’ is reached
    • a.  Click on the ellipsis (…) in the Box menu to open the drop-down menu
    • b. Then click on the “Lock” icon  and specify the length of time to lock the file
      • i. This locks this specific file and prevents any further editing of this file while the “Publisher” completes their final ‘camera-ready’ editing
  11. The ‘Publisher’ makes any required final ‘camera-ready’ edits
    • In many cases, the ‘Publisher’ can use the Box Online version of the application to complete their final edits
    • If there are functions or formatting required that were not supported by the MICROSOFT xxxx ONLINE application,  the ‘Publisher’ can use the non-online version (e.g.,Microsoft Word, Microsoft Excel, Microsoft PowerPoint, etc.):
      • Click on the down arrow next to the Box OPEN icon,
      • Click on the MICROSOFT xxxx  button to open and edit the document on their desktop using the full MICROSOFT xxxx client application
        • This approach eliminates the need to separately download, edit the file, save the file, then upload the file from the “Publisher” desktop/laptop computer to UR Box
        • Alternately, if the ‘Publisher’ prefers to use the client application on their own desktop/laptop computer they will:
          • Use the Box DOWNLOAD button to download the document to their desktop/laptop computer
          • Use their desired application on their desktop/laptop to make the edits
          • Save their changes to the file on their desktop/laptop computer
          • Click on the ellipsis (…) in the Box menu to open the drop-down menu
          • Click the UPLOAD NEW VERSION button
          • Select the FILENAME to be uploaded from their desktop/laptop computer that will replace the previous version
          • Click the OPEN button to replace the previous file on Box with the file that was selected
  12. The “Publisher” publishes the final ‘camera-ready’ document
    • Use the SAVE AS a .pdf file format option in Microsoft Word to publish the final ‘camera-ready’ document
    • In our example, our 2020-04-3 LLE IT_IN_PROGRESS.docx document is saved as our final ‘camera-ready’ document in two formats:
      •  2020-04-3 LLE IT_IN_PROGRESS.docx
      • 2020-04-3 LLE IT_IN_PROGRESS.pdf  ß will be Uploaded to our ARCHIVE folder in Box
  13. The “Publisher” uploads the published document to the appropriate Box Archive folder
    • Navigate to the appropriate Box Archive folder
    • Click on the UPLOAD button
    • Click on FILE button
    • Select the final ‘camera-ready’ published file in the appropriate format to be uploaded
    • Click the OPEN button to upload the published file to the appropriate Box Archive folder
    • In our example screen capture below, the Archive à 2020 folder shows the previously published LLE IT Weekly Reports for the calendar year 2020
  14. The “Publisher” unlocks the master document file if further collaboration is desired
    • Navigate to the desired Box folder that contains the file that was previously locked
    • Select the master file by clicking on the file icon (e.g.,the document in Word, Excel, PowerPoint, etc. format)
    • Click on the ellipsis (…) in the Box menu to open the drop-down menu
    • Click on the “Unlock” icon to re-enable collaborators to edit the file



HELPFUL REMINDER:  Our University of Rochester Box service has some great features that will help you more easily collaborate with colleagues and access your own files, whether you’re working remotely or in the office.  Our UR Box subscription allows unlimited Total File Storage capacity per user!  That’s right – you can upload as many files as you want, with the only restriction being that any individual file can be no larger than 5 GBytes in size.  Your files can be easily accessed and edited using your browser, even if you can’t access your LLE desktop computer – assuming you’ve uploaded them UR Box!


We strongly recommend that you check out the University of Rochester’s helpful information and tutorials on getting started with Box and using Box effectively on their University IT – Box website. (https://tech.rochester.edu/services/box/).  The Getting Started with Box section is a great place to begin!

Box for Collaboration and Unlimited File Storage

Our University of Rochester Box service has some great features that will help you more easily collaborate with colleagues and access your own files, whether you’re working remotely or in the office.  Our UR Box subscription allows unlimited Total File Storage capacity per user!  That’s right – you can upload as many files as you want, with the only restriction being that any individual file can be no larger than 5 GBytes in size.  Your files can be easily accessed and edited using your browser, even if you can’t access your LLE desktop computer – assuming you’ve uploaded them UR Box! Why should you take the time to upload your important work files from your LLE computer and store the master copy in UR Box instead? 
  • UR Box supports Microsoft Office 365 Online Tools
    • Enables simultaneous file editing and collaboration with your colleagues
    • Files can be temporarily locked if you need to use the full client application instead of the Microsoft Office 365 Online tools
  • UR Box stores multiple versions and user-enabled version management of your files
    • Allows LLE users to view, retrieve, and/or restore previous file versions themselves without requiring assistance from LLE IT
  • UR Box requires neither LLE RSA SecurID nor UR DUO
    • Use your UR NetID credentials to log into UR Box from your browser
    • Even if you are unable to access your LLE desktop workstation, your files are available on UR Box using your remote computer browser
  • UR Box is backed up regularly
    • Your files are protected, even if your LLE desktop or laptop computer is damaged, stolen, or lost
  • Files can be co-owned and edited, updated, uploaded, and deleted by a group of people authorized in the role of CO-OWNERS
    • File co-ownership provides business continuity
      • If one co-owner gets sick, is on vacation, leaves LLE, or is otherwise unable to work, the remaining co-owners can continue to support this information being available for LLE users
    • This is especially important for disaster recovery and business continuity planning for natural disasters, pandemics, ransomware, and other service disruption scenarios
  • Files can be edited and updated by a group of people authorized in the role of EDITORS
    • With many of the same benefits as file co-owners, editors have fewer privileges than co-owners
  • Files can be viewed by a group of people authorized in the role of VIEWERS
    • Viewers may view and use the file information but they can’t change it
  • UR Box is approved for collaboration with non-LLE and non-UR community members
    • Unlike LLE file sharing solutions (e.g.,hopi-fs, sequoia, etc.) and Office 365 One Drive, UR Box is an approved platform for collaboration with people outside the UR and LLE



HELPFUL REMINDER:  Our University of Rochester Box service has some great features that will help you more easily collaborate with colleagues and access your own files, whether you’re working remotely or in the office.  Our UR Box subscription allows unlimited Total File Storage capacity per user!  That’s right – you can upload as many files as you want, with the only restriction being that any individual file can be no larger than 5 GBytes in size.  Your files can be easily accessed and edited using your browser, even if you can’t access your LLE desktop computer – assuming you’ve uploaded them UR Box!


We strongly recommend that you check out the University of Rochester’s helpful information and tutorials on getting started with Box and using Box effectively on their University IT – Box website. (https://tech.rochester.edu/services/box/).  The Getting Started with Box section is a great place to begin!

Box Mobile

BOX APPLICATION CONFIGURATION on your phone, tablet, or Chromebook
You can use the Box Mobile application on your cell phone, tablet, or Chromebook.
  1. Download and install the Box App from the Google Play Store or Apple App Store onto your phone, tablet, or Chromebook
  2. Launch the Box App on your device
  3. When prompted for your email address by the Box application, enter your LLE email address
  4. The Box application will redirect you to the UR Box site, where you will click on the radio button for using your UR NetID
  5. You will be asked to authenticate using the same UR NetID credentials that you would use to log into the UR Box website from your browser. These are your:
    • UR NetID Username
    • UR NetID Password
  6. You are now logged into the UR Box system
    • You should now see your folders in the Mobile Box application window on your phone, tablet, or Chromebook

Helpful Tip:  If you close the Box mobile application without logging out, you should be able to launch it again without logging in.  If you’ve log off (recommended, especially at the end of the day or if you will not have your phone on your person at all times), then you'll have to log back in using the procedure described above.


REMINDER:  Our University of Rochester Box service has some great features that will help you more easily collaborate with colleagues and access your own files, whether you’re working remotely or in the office.
  • Our UR Box subscription allows unlimited Total File Storage capacity per user!  That’s right – you can upload as many files as you want
  • The only restriction being that any individual file can be no larger than 15 Gbytes in size.
  • Your files can be easily accessed and edited using your browser, even if you can’t access your LLE desktop computer – assuming you’ve previously uploaded those files to UR Box!

UR BOX ONLINE HELP / FAQs / TUTORIALS
We strongly recommend that you check out the University of Rochester’s helpful information and tutorials on getting started with Box and using Box effectively on their University IT – Box website. (https://tech.rochester.edu/services/box/).  The Getting Started with Box section is a great place to begin!

Managing Home Bandwidth

MANAGING YOUR HOME INTERNET BANDWIDTH CAPACITY
The impact on your home Internet bandwidth that is used by Zoom Meeting will depend on what you and your meeting participants share and how you connect to Zoom Meeting.  LLE IT has determined that some remote user issues were due to their limited home Internet Service Provider bandwidth. Here are some LLE IT Tips You Can Use to reduce your home Internet bandwidth requirement while using Zoom meeting:
  • Sharing video from your webcams, sharing streaming video (e.g., Youtube) and using the Join with Computer Audio feature will use more of your home Internet bandwidth
  • Only sharing your computer screen to display presentation slides and/or documents on your computer screens with no webcam will reduce your home Internet bandwidth use
  • Using your cell phone to dial into one of the provided Zoom Meeting Dial-in Phone Call numbers instead of using the Join with Computer Audio feature will use less of your home Internet bandwidth
Note:  If you still have a landline, please notice that the provided Zoom Meeting dial-in phone call numbers are long-distance calls from Rochester, NY.  The University has not provided Toll-free Dial-in Phone Call numbers in our UR Zoom Meeting subscription.
Remember to check out the ZOOM MEETING Tutorials on the University of Rochester IT Tech webpage.

LLE VPN

Tasks that Require a VPN

Tasks that Do Not Require a VPN


1)  Remember that when you are logged into LLE VPN, absolutely all of your internet traffic is going through the LLE VPN network!

2)  Remember to DISCONNECT from LLE VPN, when VPN is not needed
     a)  It only takes a minute to reconnect later, before you do something that requires VPN
     b)  When you are DISCONNECTED from LLE VPN, none of your internet traffic is going through the LLE VPN network

3)  When in doubt, try NOT using VPN
     a)  If that doesn't work, try using VPN
     b)  If using VPN works, then you can start your own list of IT services that DO require LLE VPN

4)  Check your No VPN Needed 'cheat sheet'  

         If VPN is not required, please DISCONNECT!

LLE IT is here to help. If you need assistance, please send an email to: helpdesk@lle.rochester.edu.
Be sure to include in the body of your email:

  1. Your contact information
  2. Number of people impacted (if known)
  3. A description of your issue or service request

Thanks for your patience and understanding as we work together to transition to working remotely.