How To Guides

The School of Arts and Sciences, to consistently bolster our security position and protect University data, will be enabling the FileVault encryption mechanism on macOS machines in your area before November 30th, 2023. The process is handled predominantly through our management tools and requires minimal interaction by our end users to complete the process.

Summary:

• FileVault drive encryption will be enabled on all managed macOS computers on 11/30/2023. (All Windows computers are already encrypted)
• The process requires a logout and login to complete.
• You can contact SAS IT to do this ahead of time via a ticket.
• Please become familiar with the notifications and popups below that will inform you of the changes.
• There will be no impact to performance during the enrollment process or during normal use of your Rutgers machine.
• Find more information on this process, including screenshots here on our website.

Details:

Why: Securing your data is a major consideration for all computers we manage and maintain at the School of Arts and Sciences and a responsibility that must be shared between IT and the Faculty/Staff. A similar initiative was already put into effect to encrypt the drives and data on all Windows computers and we now are ready to implement the built-in, robust solution for MacOS called FileVault. The FileVault service that macOS offers will considerably improve data security of our systems in the event of theft, loss, or improper disposal.

What: Once enabled, FileVault will encrypt the information stored on a Mac so that it cannot be accessed unless a known user login/password is entered.

Who: This is ONLY for MacOS computers on WorkspaceOne, our Management server (which should be installed on all network connected macs)

When: FileVault will be enabled on ALL managed Mac computers on Wednesday November 30, 2023. You may schedule a more convenient time to complete this task in advance of the deadline if you would like by submitting a ticket at https://ithelp.sas.rutgers.edu/

How: The process to enable FileVault on your Rutgers machine is initiated by IT and should not take more than 5 minutes to apply to an internet connected machine. When it does, you should see the following notification in the upper right corner of the screen or in the notification center.

Clicking this notification will log you out of your account and ask you to input your password. If you were not logged into the system, the next time login you will be asked to Enable FileVault with the message below:

This prompt can be ignored once but upon your next logoff, you will be prompted to enable the service to continue to use the machine. After you have authenticated, a new window will appear that provides you with a FileVault recovery key. Please copy down this recovery key for your own records; it will also be saved in our management server automatically if you ever needed it like if you forget your password.

Once back at the login window, you may log back in and continue to use the system as you normally would.

There will be no impact to performance during the enrollment process or during normal use of your Rutgers machine.

If you believe that any machine you use should be exempt from this rollout or you have any questions, please do not hesitate to contact SAS IT so we can discuss the specifics of your situation further and thank you for your help in securing Rutgers machines and data.

• Working Remotely Type: General

How To Check Voicemail (Cisco) Desk phone from outside the school

1. Dial your full desk phone number (XXX) XXX-XXXX
2. Wait until the voice mail starts and press (*)
3. The system will ask you for your ID (ID is your 5 Digit Ext.)
4. When prompted, enter Your PIN
5. Press 2 to check your voicemails

• Working Remotely Type: General

Single Number Reach works similar to call forwarding, but it allows for both your office phone and your mobile phone to ring which may be preferable for a hybrid work situation.  When just call forwarding is setup, only the number that the calls are forwarded to will ring.

To configure Single Number Reach, go to Cisco's Self Care Portal and login with your NetID username and password:

Once logged into the MyPhone site, click on the + button under “Additional Phones”:

Enter in your mobile phone number and check the box for “Enable Single Number Reach”.  When this option is checked and someone calls your office phone line, it will ring your office line first and then also ring your mobile phone so that the call can be answered from either line.

If you want to specify work hours for Single Number Reach, then click on the box with the + on it next to “Work Hours”.  Here you can specify which days and times Single Number Reach is active.  If your office line is called outside of these specified work hours then your mobile phone will not ring and the person calling will get your voicemail if no one picks up.

 To change the amount of time to wait until your mobile number starts ringing, click on the “Advanced call timing” link at the bottom of the Additional Phone options.  Adjust these settings as needed, but only change them if you are experiencing problems.

Remember to disable Single Number Reach if you will be out of the office for vacation, illness, etc.  Single Number Reach can be temporarily disabled by going to the “Work Hours” setting and unchecking the days of the week that you will not be working.  When you return to work, go back to Cisco's Self Care Portal and re-enable the work hour schedule for Single Number Reach.

• Working Remotely Type: General

Cisco WebEx phone is a part of the WebEx application installed on your mobile device that allows you to make and receive phone calls from your office line. Incoming calls will ring on both your office phone and mobile device through this application. Calls can also be placed from this application on your mobile device, allowing you to call from your office phone number.

Requests for setting up WebEx calling can be made via "https://it.rutgers.edu/voice".

• Working Remotely Type: General

Using Google Voice will allow you to make calls from home, without you having to use your personal number.

If you prefer not to use your personal gmail account, you can create a new gmail account on the following link by going to www.gmail.com

1. Select “Use Another Account”
2. Click on “Create Account”
3. Select “For myself”
4. Fill in the require information and click Next to create a new gmail account

Once you have your gmail account, go to https://voice.google.com/signup

1. Login if you not logged in already
2. Select a City from Nearby Cities List
   
   
   
   
3. Select a phone number from the Google Voice Number
4. Click Verify
   
   
   
   
5. Enter the phone/cell # that inbound calls should be forwarded to. Eg. Your home phone or cell phone
6. Click Send Code
   
   
   
   
7. You’ll receive a text or call with a verification Code, enter this code into the code field
8. Click Verify
   
   
   
   
9. Click Finish
   
   

NOTE: Forwarding to a home or cell phone, will only allow you to obscure your home or cell number when forwarding or giving it out to others, it will not make calls from your home or mobile phone come from the Google Voice number.

MAKING CALLS FROM GOOGLE VOICE

NOTE: You will need a microphone and speakers on your home machine in order to make calls.

Once you are logged into google voice, you can use the number pad on the bottom right of the screen to make a call.

RETRIEVING VOICEMAILS

1. Click on the voicemail icon on the left side of the screen
   
   
   
   
2. Click a message from the list
   
   
   
   
3. Click on the Play button at the bottom
   
   

TURNING GOOGLE VOICE CALL FORWARD ON/OFF

1. To turn Google Voice Forwarding to your cell or phone number, click on the settings icon in the upper right
   
   
2. Click on the Calls section from the menu on the left
3. Click on the toggle switch next to your cell or phone number