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Also, indicate who will be responsible during your time )] TJ ET BT 91.016 576.964 Td /F4 9.0 Tf [(away and add their email address to your Out of Office.)] TJ ET BT 78.360 565.991 Td /F4 9.0 Tf [(2.)] TJ ET BT 91.016 565.975 Td /F4 9.0 Tf [(Make sure that your relevant )] TJ ET BT 207.566 565.975 Td /F1 9.0 Tf [(work-related data)] TJ ET BT 282.086 565.975 Td /F4 9.0 Tf [( is accessible for usage by your colleagues while you are away. )] TJ ET BT 91.016 554.986 Td /F4 9.0 Tf [(However, do NOT give your password to colleagues when as this poses a security risk.)] TJ ET BT 78.360 544.013 Td /F4 9.0 Tf [(3.)] TJ ET BT 91.016 543.997 Td /F4 9.0 Tf [(If your sun password might expire during your holiday, )] TJ ET 0.373 0.169 0.255 rg BT 309.104 543.997 Td /F4 9.0 Tf [(rather )] TJ ET 0.18 w 0 J [ ] 0 d 309.104 542.846 m 335.114 542.846 l S BT 335.114 543.997 Td /F1 9.0 Tf [(change it before you go)] TJ ET 0.18 w 0 J [ ] 0 d 335.114 542.567 m 436.634 542.567 l S BT 436.634 543.997 Td /F4 9.0 Tf [(.)] TJ ET 0.18 w 0 J [ ] 0 d 436.634 542.846 m 439.136 542.846 l S 0.153 0.153 0.153 rg BT 439.136 543.997 Td /F4 9.0 Tf [( If it expires while you are )] TJ ET BT 91.016 533.008 Td /F4 9.0 Tf [(away you will be locked out of your account and it will cause unnecessary stress to deactivate it in January. )] TJ ET BT 78.360 522.035 Td /F4 9.0 Tf [(4.)] TJ ET BT 91.016 522.019 Td /F4 9.0 Tf [(If you receive a )] TJ ET BT 154.547 522.019 Td /F1 9.0 Tf [(phishing email on your sun account)] TJ ET BT 308.582 522.019 Td /F4 9.0 Tf [( over the holiday and clicked on links or typed in your )] TJ ET BT 91.016 511.030 Td /F4 9.0 Tf [(username and password, your account may be compromised. Immediately change your password at )] TJ ET BT 91.016 500.041 Td /F4 9.0 Tf [(www.sun.ac.za/password and )] TJ ET 0.373 0.169 0.255 rg BT 212.561 500.041 Td /F4 9.0 Tf [(log a service request on the ICT Partner Portal)] TJ ET 0.18 w 0 J [ ] 0 d 212.561 498.890 m 398.141 498.890 l S 0.153 0.153 0.153 rg BT 398.141 500.041 Td /F4 9.0 Tf [(. Your device will then be checked )] TJ ET BT 91.016 489.052 Td /F4 9.0 Tf [(and scanned after the holiday. Remember that you can also report spam directly to Microsoft by using the handy )] TJ ET 0.373 0.169 0.255 rg BT 91.016 478.063 Td /F4 9.0 Tf [(Report Message function in Outlook)] TJ ET 0.18 w 0 J [ ] 0 d 91.016 476.912 m 234.080 476.912 l S 0.153 0.153 0.153 rg BT 234.080 478.063 Td /F4 9.0 Tf [(.)] TJ ET BT 78.360 467.090 Td /F4 9.0 Tf [(5.)] TJ ET BT 91.016 467.074 Td /F1 9.0 Tf [(Information Technology will also be closing,)] TJ ET BT 280.565 467.074 Td /F4 9.0 Tf [( like the rest of the University, )] TJ ET BT 401.111 467.074 Td /F1 9.0 Tf [(on 24 December and opening )] TJ ET BT 91.016 456.085 Td /F1 9.0 Tf [(again on 3 January)] TJ ET BT 172.547 456.085 Td /F4 9.0 Tf [(. If possible, please log your IT requests as soon as possible before you leave. 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Skype now more limited

Thursday, October 8th, 2020

In a previous article we’ve mentioned that Microsoft will no longer use TLS 1.0 and 1.1 after 15 October 2020 and that they will move over to TLS 1.2 for better security.

After the deprecation of TLS 1.0 and 1.1 on 15 October, Skype for Business will no longer show your Free/Busy presence and you will also not be able to use the address book. 

We advise that you Microsoft Teams for collaboration and chat features which were previously available in Skype for Business.

Staff who use the Skype for Business application for their office phone number will still have to use Skype for Business to make and receive external PSTN (Telkom, Cell phone) calls.  This functionality will be moved to Teams as soon as possible and users will be contacted in this regard.

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Error reporting FAQs

Wednesday, October 7th, 2020

How do I report an IT problem, request or enquiry?

Option 1
Log a service request on our ICT Partner Portal with the following information:

1. Description of problem
2. Telephone number
3. Room Number
4. Department and building
5. Asset number of computer, laptop, printer, etc.

Requests will be logged automatically and reference number sent via email.

For video instructions on how to log a request on the ICT Partner Portal, click here. More information on our Service Catalogue.

Option 2
Contact the IT Service Desk – 021 808 4367

We require username and asset number in order to assist OR leave a voicemail message.

How do I follow up on the IT request I have logged?

Whether you have called the IT Service Desk at 0218084367, sent an email to help@sun.ac.za or logged a request via the ICT Partner Portal at https://servicedesk.sun.ac.za you can do the following:

  1. Log in at https://servicedesk.sun.ac.za with your username and password.
  2. Select: Requests, My requests. The status of all the requests that you have raised will be displayed.

How do I follow up if I sent an email to help@sun.ac.za?

If you send an email to help@sun.ac.za it automatically logs a request on the IT Service Portal. You can check on the status of your request as follows:

  1. Log in at https://servicedesk.sun.ac.za with your username and password.
  2.  Select: Requests, My requests. The status of all your requests will be displayed.

How do I follow up on a request I reported by calling the IT Contact Centre?

If you call the IT Contact Centre, the service agent will log a request on your behalf on the IT Service Portal. You can check on the status of your request as follow:

  1. Log in at https://servicedesk.sun.ac.za with your username and password.
  2. Select: Requests, My requests. The status of all your requests will be displayed.

Can you follow up on a request emailing help@sun.ac.za again?

If your request have already been logged and you have a reference number, please do not send another email to help@sun.ac.za. This will log a second, duplicate request which will only clog up the system and cause confusion. The same goes for replying to emails from help@sun.ac.za. Rather click on the request number and add your comment on the system.

How do I add a comment to my request?

  1. Log in at https://servicedesk.sun.ac.za with your username and password.
  2. Select: Requests, My requests. The status of all the requests that you have raised will be displayed.
  3. Click on the reference number of a request to see its details.
  4. Type your comment in the text box and click on Add. The comment will be added to the request. You can also add screen shots for clarification

What does the different status options mean?

WAITING ON SUPPORT =you are waiting for a response / feedback from IT regarding your request.

WAITING ON CUSTOMER =IT is waiting on a response / feedback from you regarding your request.

IN PROGRESS = your request is being attended to.

ESCALATED =your request is escalated for further investigation.

RESOLVED =your request has been resolved.

CLOSED = your request has been closed.

 

 

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Outlook public folders no longer available

Wednesday, October 7th, 2020

Since the end of November last year December public folders are no longer be an available functionality for staff. If you are still using public folders in Outlook to schedule meetings, for example, we recommend that you switch to alternative solutions.

What are public folders?

Public folders are designed for shared access and provide an easy and effective way to collect, organise, and share information with other people in your work group or organisation. 

Public folders are available in the following Outlook clients:

  • Outlook on the web (formerly known as Outlook Web App) for Exchange 2016 or later

  • Supported versions of Outlook for Exchange server.

  • Outlook for Mac 2016 and Outlook for Mac for Office 365.

What does this mean for me?

Although public folders were generally used at the university we now have alternatives which fulfil the same function possibly even better. If you are still using the public folders, depending on what you use it for, we would suggest that you enquire with the IT Service Desk regarding an alternative solution.

What are the alternative solutions?

Room or venue bookings can be facilitated by requesting the creation of a Resource Mailbox. For group collaboration, a team within MS Teams would be suitable for that use case as it allows members of the team to collaborate on documents and keep track of communication within the team.

[ARTICLE BY BRADLEY VAN DER VENTER]

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Phasing out of generic IT email addresses

Wednesday, October 7th, 2020

Until now we have used a selection of generic email addresses for enquiries from staff and students. In previous years these mailboxes were attended to manually, but in recent years, with the implementation of the ICT Partner Portal, they have been set up to automatically log a request.

For example, if you emailed quote@sun.ac.za to enquire about hardware components, your email would automatically log a request for information on your name on our platform. Likewise, if you emailed help@sun.ac.za to contact the IT Service Desk, it would log a request on your name. 

However, soon this will no longer be the case. These generic addresses will be phased out gradually and the only way of requesting a service or information will be to log a request on the ICT Partner Portal. (Also see our FAQs on logging a request)

Above mentioned applies to the following email addresses:

help@sun.ac.za
helpinfo@sun.ac.za
software@sun.ac.za
quote@sun.ac.za
student@sun.ac.za
telecom@sun.ac.za
students@sun.ac.za
itkursus@sun.ac.za
ittd@sun.ac.za
portalhelp@sun.ac.za
pbk@sun.ac.za
csirt@sun.ac.za
soc@sun.ac.za
ithub@sun.ac.za

If you have any enquiries please log a request on our ICT Partner Portal.

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Microsoft Teams meeting recordings will now be saved to OneDrive and SharePoint

Wednesday, October 7th, 2020

What does this mean?

Microsoft has opted to change the storage space where new Teams meeting recordings are stored on, and served from, to OneDrive and SharePoint (ODSP),  instead of Microsoft Stream. This change will occur in the next few months and more information will be made available at a later date.

How does this affect Stellenbosch University?

This change impacts the organisation in several ways:

  • New features

The move to ODSP immediately unlocks long-awaited features including external and guest sharing, with improved transcription quality, speaker attribution, transcript content search, and other features to follow in 2021.

  • Meeting storage

Non-Channel meetings will be stored in the OneDrive of the person who clicked the record button in a special folder labelled “Recordings” – that sits at the top of the recorder’s OneDrive. Channel meetings will be stored in a folder labelled “Recordings” under a folder named after the channel under the Team’s document library.

  • Permissions

All meeting invitees – except for external users – in non-channel meetings will automatically get a shared link to access the meeting recording. External users will need to be explicitly added to the shared list by the meeting organiser or the person that clicked the record button. For Channel meetings, permissions will be inherited from the owners and members list in the channel.

What should I do to prepare?

For now, you as the user should do nothing. This is an automated process being implemented on a server level. We at IT will be testing these new features extensively before any implementation will be made on the user environment. More information will be communicated at a later date.

[ARTICLE BY BRADLEY VAN DER VENTER]

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Posted in Connectivity, General, News, Notices | Comments Off on Microsoft Teams meeting recordings will now be saved to OneDrive and SharePoint

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