Working Remotely

Change Device for Duo

1. Go to https://netid.rutgers.edu/index.htm
2. Click on Manage NetID+ Two Factor Authentication in the left column

3. Login with your Netid and Netid password.

4. If the Duo window pops up, click Cancel and click on Call me.

5. Duo will call your phone. Answer it and press 1 on your phone to accept.

6. Click on Manage Devices.

7. Click on Manage My Device (do not authenticate with Duo yet).
Click on Add a new device and then authenticate with Duo.

8. Follow the prompts on the screen to setup your new phone.

Accessing Voicemail from Home

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

Setting Up a Google Hangouts Meeting

Creating a Meeting

1. Log into your scarlet mail account at http://mail.scarletmail.rutgers.edu/ with your netID and password
2. Click on the Google Apps icon in the upper right
3. Select Calendar from the list of apps
4. Click on the date you want to schedule the meeting
5. Enter a Meeting Name in the Add Title field
6. Select the start and end times
7. Enter the email of the guests (Hit enter after each email, to add it to the list)
   
   
   
   
8. Click Add Conferencing to create a Hangouts Meet link
   
   
   
   
   
   
   
   
   
9. Click Save
10. Click Send
    
    
    
    
11. Click “Invite external guests” if prompted
    
    
    
    

Starting a Meeting

1. Click the meeting link on your calendar
2. Click Join Hangouts Meet
   
   
   
   
3. Confirm that Google Meet can use your camera and mic when prompted
4. Click the Present button
5. On the Share your Screen popup
   • You can share your Entire Screen or an Application Window
   • Click Cancel if you prefer to wait to share your screen
     
     
     
     
6. Click Present Now when ready
   
   
   
   

NOTE: The Presenter tools are located at the bottom.

Setting Up Call Forwarding on Cisco Phones

Turning On Call Forwarding

1. First you will need to connect to the Rutgers VPN. (Please refer to the Connecting to Rutgers VPN).
2. Once you’re connected to the Rutgers VPN, go to https://myphone.rutgers.edu/ucmuser/main.
3. Use your NetID and password to log in.
4. Click on Call Forwarding from the menu on the left side of the screen.
5. Check the “Forward all calls to:” box.
6. Select “Add a New Number” from the dropdown menu.
7. Enter 9 + the 10 digit phone number of where the calls should be forwarded to.

Turning Off Call Forwarding

1. First you will need to connect to the Rutgers VPN. (Please refer to the Connecting to Rutgers VPN).
2. Once your connected to the Rutgers VPN, go to https://myphone.rutgers.edu/ucmuser/main.
3. User your NetID and password to log in.
4. Click on Call Forwarding from the menu on the left of the screen.
5. Uncheck the “Forward all calls to:” box.
6. Click Save.

Configuring Single Number Reach Option on Cisco Phones

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.

Setting Up Google Voice for Call Forwarding

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

Setting up Yubikey for Dual-Factor Authentication

What is a Yubikey?

A Yubikey is a hardware device that plugs into your computer to simplify two-factor authentication. When prompted to authenticate yourself, you press the button (metal contact) to provide the second factor for authentication. The keys come in USB-A, USB-C, or USB-C/lightning connectors, but the price differs accordingly.

Benefits

• Can be used on different computers or devices.
• Does not require a smartphone.

Drawbacks

• It is not recognized by all applications, services, or websites.
• Can be misplaced due to small size.
• Initial setup requires administrative rights. You might need different keys if your devices have incompatible ports (android/apple/pc).

Duo Authentication App on smartphone in comparison

• Your phone is almost always with you.
• You can add additional phones or numbers.
• Works on all sites, apps, and services.
• Multiple ways to authenticate – prompted, SMS, phone call.

What works* with the Yubikeys

*Certain versions of browsers do not work on some operating systems.

What does not support the Yubikeys

Initial set up of the Yubikey

No additional steps required on Windows 10 and MacOS X. However, on Ubuntu (20.04).

• Open a terminal window.
• Insert the Yubikey and a use a terminal window to see if its detected.
  
  
  
  
• Use the steps in the following guide to set up the Yubikey in Ubuntu
  https://support.yubico.com/hc/en-us/articles/360016649099-Ubuntu-Linux-Login-Guide-U2F.
• Note that the Yubikey was not configured for sudo, login or terminal access as the focus was on Duo 2FA for accessing Rutgers resources.

Configuring Duo to use your Yubikey for 2FA

• Log into https://netid.rutgers.edu.
• Click on Manage NetID+ Two Factor Authentication.
• Click Add a New Device and authenticate in the pop up window.
• Select Security Key and click Continue.
• Click Continue again. Click Proceed on the pop up window.
• Touch the metal contacts on your Yubikey and click Continue when the pop closes.
• You can select Yubikey as your Default device. You’ll still have the option to use your phone.
• Add images of the steps.

Using your Yubikey for 2FA

• When 2FA is needed, you’ll be prompted to use the Yubikey.
• Images of the Yubikey prompt here.
  
  

Virtual Computer Labs Access and Info

The Office of Information Technology (OIT) is pleased to announce a new service for the Rutgers community: Virtual Computer Labs. Students, faculty and staff can now utilize OIT computer lab PCs – and all Windows applications provided in the general-use New Brunswick labs – from any location at any time. The available software includes ProQuest, Mathematica and PSpice, among scores of others for a variety of academic disciplines. Clients can connect from most web browsers without a virtual private network (VPN).

GENERAL INFORMATION

How do I access the Virtual Computer Labs?

Visit the Virtual Computer Labs site to learn more about the service and how to log in. You can also view a list of available software.

Are there any limitations?

• Standard desktop features such as printing and local saving are not available. Users can download a PDF copy of any print output and are encouraged to save documents to their preferred cloud storage platform.
• Multimedia performance, including video playback, will be reduced.
• Clients must have a HTML5 web browser, and they will have the best user experience connecting from devices with a keyboard and mouse.

How can I get help?

If you or your users have questions or need assistance, please reach out to the Office of Information Technology Help Desk.

LOGGING INTO THE VIRTUAL COMPUTER LABS

You can access the Virtual Computer Labs via the following link: https://labgateway.rutgers.edu

Use your NetID and password on the login screen

Once the session is started you will see a desktop

You can use any of the programs provided by going to the programs list from the Windows button in the bottom left of the screen (Here is a complete list of available software)

SAVING FILES

To save files, you will need to upload them to a cloud storage solution, as remote file saving is disabled.

For faculty, staff, and RBHS students, you can save the files to Onedrive, which is part of your Rutgers Connect account.

For non-RBHS students, you can save the files to your Google Drive, which is part of ScarletMail.

LOGGING OFF

Double click the Logoff icon on the desktop

Click Yes

Click Logout

Zoom Security Tips

• Recommended Settings for Instructors
• Key tips to avoid Zoombombing and unwanted meeting guests (OIT)
• Responding to Zoombombers (tips from OIT)
• Responding to Zoombombers (tips from UIC)

Zoom Signup and Web Login (open to reveal link)

Zoom Signup and Web Login

Logging into a Rutgers Zoom Meeting that Requires Authentication

NOTE: You must have a Rutgers Zoom Account before you can use single sign-on to join a meeting that has authentication enabled.  Please follow the steps on the following link to activate your Rutgers Zoom Account, before preceeding with the steps below.

If a meeting has been scheduled with authentication enabled, you will need to use Single sign-on (SSO) to join the meeting, the following steps will walk you through using SSO.

1. Click on the link that was sent to you to join the meeting.
2. The following window will open up, click the “Sign in to Join” button
   
   
   
   
3. Click the “Sign in with SSO” button
   
   
   
   
4. Enter Rutgers in the “Enter your company domain” field
   1. Click “Continue” button
      
      
      
      
5. Enter your NetID and NetID password
   1. Click “Login” button
      
      
      
      
6. Click the “Open Zoom Meetings” button
   
   
   
   

Scheduling Zoom Meetings in Rutgers Connect

Please remember that Zoom accounts can only run (host) one meeting at a time. Review our guide on Scheduling Zoom Meetings as Someone Else in Rutgers Connect for more information.

1. Navigate to https://connect.rutgers.edu
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then go to Zoom.
   
   
   
   
5. Select Add a Zoom Meeting
   
   

    

   NOTE: Steps 6 through 10 are only performed the first time you schedule a Zoom meeting in Rutgers Connect.

6. If the following message pops up:
   
   
   
   
   1. Click the Allow
   2. If you don’t get this message skip to step 11
7. Click Sign in with SSO
   
   
   
   
8. Enter rutgers in the domain field and click Continue
   
   
   
   
9. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
   
   
   
   
10. Click Login
11. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
    
    
    
    

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.
   
   
   
   

Scheduling Zoom Meetings in Microsoft Office 365 Outlook - Windows

Please remember that Zoom accounts can only run (host) one meeting at a time. Review our guide on Scheduling Zoom Meetings as Someone Else in Office 365 for more information.

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your PC
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Add a Zoom Meeting icon in the top right.
   
   
   

   NOTE: Steps 5 through 8 are only performed the first time you schedule a Zoom meeting in Outlook.

5. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
6. Enter rutgers in the domain field and click Continue
   
   
   
   
7. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
   
   
   
   
8. Click Login
9. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Scheduling Zoom Meetings in Mac Outlook

Please remember that Zoom accounts can only run (host) one meeting at a time. Review our guide on Scheduling Zoom Meetings as Someone Else in Mac Outlook for more information.

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your Mac
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Add a Zoom Meeting icon in the top right.
   
   
   

   NOTE: Steps 5 through 8 are only performed the first time you schedule a Zoom meeting in Outlook.

5. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
6. Enter rutgers in the domain field and click Continue
   
   
   
   
7. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
   
   
   
   
8. Click Login
9. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Granting a User Access to Schedule Meetings on Your Behalf

Granting a User Access to Schedule Meetings on Your Behalf

1. Log into Zoom (https://rutgers.zoom.us/)
2. Go to Settings on the left side panel.
3. Click Other
   
   
   
   
4. Go to the Schedule Privilege section
   
   
   
   
5. Click the + next to Assign scheduling privilege to
   
   
   
   
6. Enter the email address of the user. (NOTE: You have to enter their @rutgers.edu email account, e.g. jsmith @rutgers.edu)
7. Click the Assign button
8. The user(s) should now be listed under Assign scheduling privilege to
   
   
   
   

Schedule Zoom Meetings as Someone Else in Rutgers Connect

Schedule Zoom Meetings as Someone Else in Rutgers Connect

1. Navigate to https://connect.rutgers.edu
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then go to Zoom.
   
   
   
   
5. Select Settings
   
   
   
   
6. Click the drop down menu in the Schedule for section and select the user you will be creating a Zoom meeting for.
   
   
   
   
7. Once the user has been selected click the blue Add Zoom Meeting button above
8. NOTE: Make sure to add the user’s email along with the other attendees to the Invite Attendees field
   
   
   1. When you schedule a Zoom meeting for someone else, it does not go into their Outlook calendar. The only way for them to see these scheduled meetings is to log into the zoom web site. If you include them in the attendees list, they will receive the Zoom Meeting RSVP email which they can then click YES on so that the meeting is added to their Outlook calendar.
   
   
   
   
   
9. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   
10. Click Send once the meeting details have been filled in.
    
    NOTE: Steps 11 through 15 are only performed the first time you schedule a Zoom meeting in Rutgers Connect.
    
    
11. If the following message pops up:
    
    
    
    
    1. Click the Allow
    2. If you don’t get this message skip to step 11
12. Click Sign in with SSO
    
    
    
    
13. Enter rutgers in the domain field and click Continue
    
    
    
    
14. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
    
    
    
    
15. Click Login

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Schedule Zoom Meetings as Someone Else in Mac Outlook

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your Mac
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Settings icon in the top right.
   
   
   
   
5. Click the drop down menu in the Schedule for section and select the user you will be creating a Zoom meeting for.
   
   
   
   
6. Once the user has been selected click the blue Add Zoom Meeting button above
7. NOTE: Make sure to add the user’s email along with the other attendees to the Invite Attendees field
   
   
   1. When you schedule a Zoom meeting for someone else, it does not go into their Outlook calendar. The only way for them to see these scheduled meetings is to log into the zoom web site. If you include them in the attendees list, they will receive the Zoom Meeting RSVP email which they can then click YES on so that the meeting is added to their Outlook calendar.
   
   
   
   
   
8. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   NOTE: Steps 9 through 12 are only performed the first time you schedule a Zoom meeting in Outlook.
   
   
9. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
   
   
   
10. Enter rutgers in the domain field and click Continue
    
    
    
    
11. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
    
    
    
    
12. Click Login

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Schedule Zoom Meetings as Someone Else in Office 365

Zoom for Outlook makes it easy for you to schedule, start, and join Zoom meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

1. Open Outlook on your PC
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Meeting in the top left-hand of your screen.
   
   
   
   
4. You will now see the new meeting window. Select the Settings icon in the top right.
   
   
   
   
5. Click the drop down menu in the Schedule for section and select the user you will be creating a Zoom meeting for.
   
   
   
   
6. Once the user has been selected click the blue Add Zoom Meeting button above
7. NOTE: Make sure to add the user’s email along with the other attendees to the Required field
   
   
   1. When you schedule a Zoom meeting for someone else, it does not go into their Outlook calendar. The only way for them to see these scheduled meetings is to log into the zoom web site. If you include them in the attendees list, they will receive the Zoom Meeting RSVP email which they can then click YES on so that the meeting is added to their Outlook calendar.
   
   
   
   
   
8. You will now see that a Zoom meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Zoom button. It won't show up in the small window that pops up when you create a meeting. The Zoom meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Zoom meeting will be updated accordingly.
   
   
   
   NOTE: Steps 9 through 12 are only performed the first time you schedule a Zoom meeting in Outlook.
   
   
9. If the following message pops up:
   
   
   
   
   1. Click the Sign in with SSO
   2. If you don’t get this message skip to step 9
10. Enter rutgers in the domain field and click Continue
    
    
    
    
11. Enter your NetID and NetID password on the Rutgers Central Authentication Service (CAS) window
    
    
    
    
12. Click Login

Zoom Meeting Settings

1. Meeting settings can be adjusted by clicking on the Settings option.
   
   
   
   
2. After the information has been added to the calendar invite, you can click on Settings under the Zoom option to change the settings for that meeting.

Zoom Breakout Rooms

In physical classrooms, breakout groups are an active learning technique that helps students more deeply engage their peers and course materials. Zoom breakout rooms approximate this functionality in synchronous virtual learning contexts by allowing students to interact more intensively with a smaller number of classmates. You can create breakout rooms dynamically or “on-the-fly” during a Zoom session. You can also pre-configure them ahead of time, either manually or with the use of prepared spreadsheets. Note that only meeting Hosts can implement breakout rooms.

On-the-fly creation of Breakout Rooms

1. As Host of the meeting, click on the Breakout Rooms icon towards the right end of the Zoom toolbar. If you don’t see the icon and you’re sure you’re Host, look for an ellipsis (…) icon, which appears if your screen is not wide enough to accommodate the full toolbar. Additional options may be shown there.
   
   
   
   
2. In the pop-up window, enter the desired number of breakout groups. Choose Automatically to randomly assign students to groups or Manually to fine-control the assignments. Then click Create Rooms.
   
   
   
   
3. Use the controls in the next screen to adjust the configuration of the rooms, if desired: e.g., move or exchange (swap) participants between rooms, or add a room.
   
   
   
   
4. Click Options to adjust settings for the rooms:
   
   
   
   
   1. Move all participants into breakout rooms automatically: pushes all students into rooms when Open All Rooms is clicked. Deselecting this option requires students to click a Join button to join their assigned group.
   2. Allow participants to return to the main session at any time: allows students to leave the breakout room before any time limit is reached.
   3. Breakout rooms close automatically after X minutes: limits the time the breakout rooms will be open.
   4. Countdown after closing breakout room: a grace period to allow wrap up commentary before students automatically return to the main session.
5. After viewing / adjusting options, click the Options button again to hide the option panel and finally click Open All Rooms to start the breakout sessions. Students will return to the main session automatically when the allotted time expires or manually when they have completed their activities, depending on the configuration. Students will see a Leave Room button that allows them to return to the main session during the end-of-session countdown or at any time if you’ve allowed it.
6. As Host, the instructor may Join any of the breakout groups in progress to facilitate discussion. Use the Join button next to a group to Join that group and the Leave Room button to leave the breakout room and go back to the main session, from which you can Join another group via the Breakout Rooms icon on the toolbar.
   
   
   
   

If you wish to send a message to all students, you can do so via the “Broadcast a message to all” button.

Click in the message area to compose the message and then click Broadcast to send.

You may manually close the breakout rooms at any time with the Close All Rooms button. You can temporarily hide the Breakout Rooms pop-up window by clicking the X in the upper right and recall it again at any time via the Breakout Rooms icon in the main toolbar.

Pre-creation of Breakout Room Memberships

If you prefer not to spend valuable instructional time during live sessions configuring breakout room memberships, you have the option of pre-configuring these memberships for any scheduled meeting. This is done via settings in your Zoom web interface.

1. Visit https://rutgers.zoom.us/meeting. This URL jumps you directly to the Meetings area in your Zoom profile.
   
   
   
   
2. Find the relevant meeting and click its link:
   
   
   
   
3. Scroll towards the bottom of the screen and select Edit this Meeting:
   
   
   
   
4. Scroll down in the Meeting Options area, select Breakout Room pre-assign and then either Create Rooms for manual manipulation using the interface or Import from CSV for use of a text-based spreadsheet for pre-assignments. Press Save to save your changes.
   
   
   
   

Clicking +Create Rooms presents a dialog that allows manual creation of rooms and student assignees.

Select the room whose membership you wish to populate. In the Add participants box, begin typing the desired name to get auto-suggestions based on Rutgers identities. You may also type their netid@​rutgers.edu if you know it. Press Save when you are finished. This returns you to the Meeting Options page. Press Save again to save all your changes. Instead of this manual entry process in the graphical interface, you may also choose the Import from CSV option.

From this screen you can download a template CSV spreadsheet to help you get started associating netid@​rutgers.edu addresses with desired room names or drop in / browse to an already prepared csv file for upload. After uploading a file, you may take a moment to review or manually adjust the rooms and finally press Save to save this breakout configuration to this meeting’s settings.

After the interface returns you to the main Meeting Options area for the meeting you are editing, remember to press the large Save button at the bottom of the screen to save all changes to the meeting settings.

When the meeting starts, you can press the Breakout Rooms icon on the toolbar to pull up the preconfigured rooms and use them as if you had created them on-the-fly (see above).

Handling Multiple Email Logins for Breakout Rooms

You may find that some students you pre-assign to breakout rooms are not being properly placed in them during meetings. This is most likely due to the student logging with a different email address than you used for the assignment. In other words, they may have used jsmith@​scarletmail.rutgers.edu instead of jsmith@​rutgers.edu.

One way around this is to include both forms of each student’s address when you preassign breakout rooms. So the template file you use would look like this:

group1,jsmith@​rutgers.edu
group1,joesmith@​scarletmail.rutgers.edu
group2,hrutgers@​rutgers.edu
group2,hrutgers@​scarletmail.rutgers.edu

Keep in mind you can add breakout room pre-assignments for recurring meetings only if you do the entire series—you can't pre-assign to just a single instance of a series.

If you want to see what email addresses were used by students in previous meetings, you can run a report on a meeting that has already occurred.

To run the report and see the email addresses:

• Visit https://rutgers.zoom.us/account/report
• Click “Usage” to generate a report that includes participant details.
• Select the date range during which the meeting occurred and then click Search. You can use the same date in the From and To field if you remember exactly when the meeting occurred.
• The search should identify the meeting. The number in the Participants column indicates the number of people who joined. This should be clickable.
• Clicking the participants number should pop up a window with a list of the participants. There is an Export button near the top if you want to save the results. The email column in that report shows you the email address associated with the Zoom account each student used to sign into the meeting.
• This is the email address that needs to be in the breakout pre-assignment template for it to capture that student’s login during the breakout process.

Recording and other artifacts in Breakout Rooms

If you plan to record your Zoom meeting for later use, you should be aware that the recording you initiate in the main session will not capture the activities in breakout rooms. Participants in the rooms may choose to Record the sessions if you have granted them that permission before starting the rooms, but their recordings will not be directly accessible to you as Host, as they will be stored as local files on the participants’ computers. However, such recordings may still be useful as a way for students to capture their breakout session for their later review or to submit as part of an assignment. If you, the Host, join an individual breakout room, the main session recording will pause. You can choose to enable recording in the breakout room for whatever time you spend there, but that recording can only be done to a file on your computer and not in the cloud. In short, any recordings done in breakout rooms are saved only to the local computer of the person recording them, and recording sessions enabled in the main Zoom room will not follow the host to breakout rooms.

The behavior of Zoom’s Chat feature across the main session and breakout rooms also warrants some awareness. Participants in breakout rooms will not see Chat messages sent from the main session and Chat messages made in breakout rooms will not be visible in the main session. If permitted, Chat logs that are saved via the Save Chat item (see the ellipsis item in the bottom of the Chat screen) will reflect this situation. The Host may use the Broadcast message to communicate with everyone in all rooms simultaneously, and participants can use the Ask for Help button in the toolbar to invite the Host to the breakout room for help. Similarly, Polls are only visible to participants when they are in the main room.

Creating a Poll in Zoom

Creating a Poll in Zoom

Polls are a great way to engage students and assess understanding.

To create polls ahead of your session:

1. Go to rutgers.zoom.com and find your previously scheduled session under Meetings – Upcoming Meetings:
   
   
   
   
2. At the bottom of the screen, click “Add” to create a new poll:
   
   
   
   
3. Fill in the following information and click Save:
   
   
   
   

Launching a Poll During A Meeting

1. On the bottom toolbar, click the “Polls” button:
   
   
   
   
2. From this window, you can select which poll if you have more than one, or edit an existing poll before launching it. Once you’re ready to start, click “Launch Polling”.
   
   
   
   
3. As attendees vote, the results will update. To end the poll, click “End Polling” at the bottom of the screen:
   
   
   
   
4. You can also share the results of the poll or relaunch using the buttons at the button after you end the poll:
   
   
   
   

Sharing Virtual Whiteboards through Zoom

Sharing Virtual Whiteboards through Zoom

This guide is intended to demonstrate how to utilize the shared Whiteboard feature while on a Zoom meeting.

Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. Please refer to our Sharing Screen Content through Zoom documentation to fine tune your sharing settings.

The following steps demonstrate how to share a Whiteboard in a Zoom meeting and manage the ability for other participants to annotate the screen in parallel with the host.

Share virtual Whiteboard during a call:

1. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.
   
   
   
             Figure 1: Share Screen Button in main Zoom meeting window.
   
   
2. You will be presented with the “Basic” tab of the screen share window. Select the Whiteboard option.
   
   
   
             Figure 2: Basic Tab of Screen Share window with Whiteboard option selected.
   
   
3. Once you have selected the Whiteboard option, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear and a new minimal Zoom menu will be anchored to the top of your newly created virtual Whiteboard.
   
   
   
             Figure 3: Share Button in Screen Share window.
   
   
   
   
   
             Figure 4: Virtual Whiteboard with editing options and Zoom meeting options at top of screen.
   
   
4. Once the Whiteboard has launched use the Annotation toolbar to select which tool you would like to use to manipulate the Whiteboard. These options include making text boxes, spotlighting certain areas of the canvas and an eraser. You can also use the “Draw” option to create lines, shapes and arrows. There is also a “Save” button that will save the current state of the Whiteboard to your Documents folder.
   
   
   
             Figure 5: Virtual White Annotation bar and sample annotations.
   
   
5. To stop the sharing of your Whiteboard, click the red “Stop Share” button at the top of the screen. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.
   
   
   
             Figure 6: Stop Share button.
   
   

Allowing Participants to annotate the virtual Whiteboard

As the meeting host you may determine whether your meeting participants are allowed to annotate the virtual Whiteboard in real-time with you as the host. These steps will show how to manage these permissions.

1. Once the Whiteboard has been shared navigate to the top of your screen in the Zoom menu options and press “Security”.
   
   
   
             Figure 7: Zoom meeting window options with Security button highlighted.
   
   
2. Pressing the “Security” button will open a drop down window where you can alter the privileges of the participants. The last of these options in this menu is “Annotate on Shared Content”. If the option has a checkmark next to it the participants can annotate in real time with the meeting host on the virtual Whiteboard. Toggle this checkbox for your desired permission level.
   
   
   
             Figure 8: Security options in Zoom meeting window for permissions to annotate virtual Whiteboard.
   
   

Sharing Screen Content through Zoom

Sharing Screen Content through Zoom

This guide is intended to demonstrate the various ways you can share your computer screen’s content while on a Zoom meeting.

Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. The following steps demonstrate how to share a screen in different ways based on need and how to allow participants to share their screens.

Share your screen during a call:

1. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.
   
   
   
             Figure 1: Share Screen Button in main Zoom meeting window.
   
   
2. You will be presented with the “Basic” tab of the screen share window. Here you can select which screen you would like to share if you are using multiple monitors, a specific application that is currently open. You may also select to share your iPad/iPhone screen or start an interactive Whiteboard. These features are covered in more detail in other documentation that SAS-IT has created.
   
   
   
             Figure 2: Basic Tab of Screen Share window.
   
   
3. Once you have selected the screen or application that you wish to share, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear and new minimal Zoom menu will be anchored to the top of your screen.
   
   
   
             Figure 3: Share Button in Screen Share window.
   
   
   
   
   
             Figure 4: Minimal Zoom menu at top of screen when content is being shared.
   
   
4. To stop the sharing of your screen or application, click the red “Stop Share” button at the top of the screen you are currently sharing. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.
   
   
   
             Figure 5: Stop Share button.
   
   

Allowing Participants to Share Their Screen

As the meeting host you may determine whether your meeting participant are allowed to share content from their screens. These steps will show how to manage these permissions.

1. To determine whether participants can share their screen overall select the “Security” button in the Zoom meeting window. From this pop up menu you may select whether participants have the privilege to share their screen.
   
   
   
             Figure 6: Security Menu in Zoom meeting window.
   
   
2. To further manage the sharing permissions you may press the up arrow next to the “Screen Share” button at the bottom of the Zoom meeting window. From here you may quickly select how many people can share at any given time. It is suggested to only allow one meeting participant to share at a time for better ease of use.
   
   
   
             Figure 7: Share Screen additional options menu in Zoom meeting window.
   
   
3. Clicking on the “Advanced Sharing Options…” menu will offer a more fine tuned set of sharing permissions. Here, you can select who can share their screen, when they can share their screen and how many participants can share their screen at the same time.
   
   
   
             Figure 8: Advanced Sharing Options... menu.
   
   

Sharing Audio or Video Content through Zoom

Sharing Audio or Video Content through Zoom

This guide is intended to demonstrate the optimal method to share audio and video content through a Zoom meeting.

Once a user is connected to a Zoom meeting they may be allowed to share their screen with other participants. If you are the host of the meeting you may share your screen at any time. Alternatively, if you are a participant you will have to receive permission to share your screen given to you by the host. Please refer to our Sharing Screen Content through Zoom documentation to fine tune your sharing settings.

The following steps demonstrate how to share audio and video through a Zoom meeting for best clarity and playback quality.

Share audio and video during a call:

1. Open the video or audio file that you would like to share on your computer screen. This can be in a web browser window (streaming video), an audio playback application (Audacity, iTunes) or a video playback application (VLC, Kodi).
2. At the bottom of the Zoom meeting window, select the “Share Screen” button. You can also use the keyboard shortcut, Alt+S (Command+Shift+S for Mac) to launch this window.
   
   
   
             Figure 1: Share Screen Button in main Zoom meeting window.
   
   
3. You will be presented with the “Basic” tab of the screen share window. Find and select your audio or video window. At the bottom of the window check both the “Share computer sound” and “Optimize Screen Sharing for Video Clip” options.
   
   
   
             Figure 2: Basic Tab of Screen Share window with audio/video playback optimization options.
   
   
4. Once you have selected the audio or video file that you wish to share and checked the media optimization options, click the “Share” button in the bottom right corner of the window. The main Zoom meeting window will disappear, and new minimal Zoom menu will be anchored to the top of your screen.
   
   
   
             Figure 3: Share Button in Screen Share window.
   
   
   
   
   
             Figure 4: Minimal Zoom menu at top of screen when content is being shared.
   
   
5. Use the audio or video playback application as you normally would to Play, Pause, Stop the content.
6. To stop the sharing of your audio or video file, click the red “Stop Share” button at the top of the screen you are currently sharing. You can also use the keyboard shortcut Alt+S (Command+Shift+S for Mac) to stop sharing content as well.
   
   
   
             Figure 5: Stop Share button.
   
   

Zoom Access Controls

Zoom Access Controls

MEETING SECURITY OPTION

The Passcode option should be selected when scheduling meetings on the Zoom Web Interface. Zoom will automatically generate a passcode for you or you can create your own Passcode by entering it into the Passcode field. Participants will be prompted to enter this passcode before they can enter the meeting.

WAITING ROOM

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once.

A. ADMIT INDIVIDUALLY

1. Click the Participants icon on the Zoom controls bar to open the participants’ panel.
   
   
   
   
2. Hover the mouse over their name on the Participant Panel
3. Click on the Admit button next to their name
   
   
   
   

B. ADMIT ALL

1. To admit all participants in the Waiting Room, click the Admit All option in the Participant Panel
   
   
   
   

C. TURNING OFF THE WAITING ROOM

1. Click the Security icon on the Zoom controls bar.
   
   
   
   
2. Unselect the Enable Waiting Room option in the Security icon on the Zoom controls bar.
   
   
   
   

MUTING / UNMUTING PARTICIPANTS

A. MUTE ALL PARTICIPANTS

You can mute all participants that are already in the meeting as well as new participants joining the meeting.

1. Click the Participants icon on the Zoom controls bar
   
   
   
   
2. Select Mute All on the bottom of the Participant Panel
   
   
   
   
3. You will be prompted to Allow participants to Unmute themselves. (NOTE: You can allow participants to unmute themselves at a later point if you want to open up the meeting to questions.)
4. Click Yes to mute all current and new participants.
   
   
   
   

B. UNMUTE PARTICIPANTS

1. Click the Security icon on the Zoom controls bar
   
   
   
   
2. Select the Unmute Themselves option
   
   
   
   

SHUTTING OFF PARTICIPANT VIDEO

Zoom Meeting does not have the option to start or stop video for all participants at once during a meeting. You can only stop their video individually.

1. Click the Participants icon on the Zoom controls bar
   
   
   
   
2. Hover your mouse over the participant’s name on the participant panel
3. Click the More button
   
   
   
   
4. Select Stop Video (NOTE: Once you stop someone’s video they will not be able to start their video)
   
   
   
   

You can start someone’s video by repeating the steps above and selecting the Ask to Start Video option

MANAGING THE CHAT

1. Click the Chat icon on the Zoom controls bar
   
   
   
   
2. Click the button with the three dots to access the chat settings
   
   
   
   
3. You can select one of the Participant Can Chat With: options
   
   
   
   

LOCKING A MEETING

A meeting can be locked and will prevent additional participants from joining.

1. Click the Security icon on the Zoom controls bar
   
   
   
   
2. Click the Lock Meeting option
   
   
   
   
3. Any participant trying to join a meeting after it has been locked will received the following message:
   
   
   
   

A meeting can be unlocked by following the same steps above and unselecting the Lock Meeting option

REMOVING PARTICIPANTS FROM A MEETING

1. Click the Participants icon on the Zoom controls bar
   
   
   
   
2. Hover your mouse over their name on the participant panel
3. Click the More button
   
   
   
   
4. Select Remove from the dropdown menu
   
   
   
   
5. You will get the following warning, click the Remove button to proceed with the removal
   
   
   
   
6. The participant will be removed and will see the following message:
   
   
   
   

Zoom Guides

• Setting up a Zoom Webinar and Webinar Event Settings (PDF)
• Zoom Feature Grid (PDF)
• Scheduling a Zoom Meeting in the Zoom Web Interface (PDF)

Adding the Cisco Webex Meeting Scheduler to Rutgers Connect

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

1. Navigate to https://connect.rutgers.edu
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then select Get Add-ins.
   
   
   
   
5. From the right side of the screen, select Admin-managed
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
6. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
7. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
8. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
9. You will now see the new event window again. Select the Webex icon in the top right, and choose Add Webex Meeting to finalize settings.
   
   
   
   
10. You will see a pop-up asking you to allow the Cisco Webex Meeting Scheduler to open a new window. Select Allow.
    
    
    
    
11. You will now see the Welcome screen. Select Get Started.
    
    
    
    
12. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
      
      
13. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
    
    
    
    
14. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    

    Please note: This process will only need to be completed the first time you set up the add-in. In the future, you will be able to add meetings by selecting the “Add Webex Meeting” button as shown in Step 9.

    
    
    

15. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex icon and choose Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this site host my meeting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    
    
    

Adding the Cisco Webex Meeting Scheduler to Microsoft Office 365 Outlook - Windows

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a workorder and a SAS Tech will assist you.

1. Open Outlook on your PC
2. Select the File tab in the upper left
   
   
   
   
3. Click on the “Manage Add-ins” option
   
   
   
   
4. You will be redirected to log in to Rutgers Connect. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
   
   
   
   
5. After a successful sign in, the Add-Ins for Outlook screen will appear.
6. From the right side of the screen, select Admin-managed
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
7. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
8. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
9. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
10. Minimize the web browser window
11. In Outlook click the Back button in the upper left
    
    
    
    
12. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
    
    
13. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
    
    
    
    
14. You will now see the new meeting window. Select the Add Webex Meeting icon in the top right.
    
    
    
    
15. You will now see the Welcome screen. Select Get Started.
    
    
    
    
16. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
      
      
17. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
    
    
    
    
18. Click Continue on the Connect your Account window if prompted
19. Login with your NetID and NetID password.
20. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in. In the future, you will be able to add meetings by selecting the “Add Webex Meeting” button as shown in Step 14.
    
    
21. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this site host my meeting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    
    
    

To edit Webex preferences for a meeting. Select the meeting on your calendar and click on the Edit button.

Adding the Cisco Webex Meeting Scheduler to Office 365 - Mac

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a workorder and a SAS Tech will assist you.

Before you can use Cisco Webex Meetings Scheduler on Outlook for Macs, you will need to activate it through the Rutgers Connect website.

1. Navigate to https://connect.rutgers.edu.
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then select Get Add-ins.
   
   
   
   
5. From the right side of the screen, select Admin-managed.
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
6. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
7. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
8. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
9. You will now see the new event window again. Select the Webex icon in the top right, and choose Add Webex Meeting to finalize settings.
   
   
   
   
10. You will see a pop-up asking you to allow the Cisco Webex Meeting Scheduler to open a new window. Select Allow.
    
    
    
    
11. You will now see the Welcome. Select Get Started. 
    (Note: you will not be able to go to step 12 unless your WebEx service activation is enabled at this link: https://services.oit.rutgers.edu/services/manage.cgi?.State=Manage%20Services&arg=)
    
    
    
    
12. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
13. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
    (Note: if you receive an error here please refer back to step 11)
    
    
    
    
14. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in.
    
    
15. You can now minimize or close the web browser window.
16. Open your Outlook or restart it if it was open already.
17. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
18. Begin to schedule a new meeting by selecting Meeting in the top left-hand of your screen.
    
    
    
    
19. From the top options on the New Meeting Page, select Add Webex Meeting.
    
    
    
    
20. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the mee taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex icon and choose Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this sNew Meeting Pagting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    

Canvas WebEx Training Video

Canvas: Keep Teaching: Continuity of Instruction Workshop https://rutgers.webex.com/recordingservice/sites/rutgers/recording/playback/024651ebc4614462a3519e6e64f0159b

Password: CanvasWorkshop20

Webex Guides

• Using Webex at Rutgers (PDF)
• Webex Student Guide (PDF)
• Webex Events Set Up Guide (PDF)

Microsoft Teams

Microsoft Teams documentation

Adding the Cisco Webex Meeting Scheduler to Microsoft Office 365 Outlook - Windows

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a workorder and a SAS Tech will assist you.

1. Open Outlook on your PC
2. Select the File tab in the upper left
   
   
   
   
3. Click on the “Manage Add-ins” option
   
   
   
   
4. You will be redirected to log in to Rutgers Connect. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
   
   
   
   
5. After a successful sign in, the Add-Ins for Outlook screen will appear.
6. From the right side of the screen, select Admin-managed
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
7. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
8. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
9. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
10. Minimize the web browser window
11. In Outlook click the Back button in the upper left
    
    
    
    
12. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
    
    
13. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
    
    
    
    
14. You will now see the new meeting window. Select the Add Webex Meeting icon in the top right.
    
    
    
    
15. You will now see the Welcome screen. Select Get Started.
    
    
    
    
16. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
      
      
17. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
    
    
    
    
18. Click Continue on the Connect your Account window if prompted
19. Login with your NetID and NetID password.
20. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in. In the future, you will be able to add meetings by selecting the “Add Webex Meeting” button as shown in Step 14.
    
    
21. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the meeting will be taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this site host my meeting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    
    
    

To edit Webex preferences for a meeting. Select the meeting on your calendar and click on the Edit button.

Connecting to the Rutgers VPN with Cisco AnyConnect on Windows

VPN (Virtual Private Network) Client Overview

Rutgers VPN utilizes the Cisco AnyConnect Secure Mobility Application to provide secure remote access functionality for end users running Microsoft Windows, MacOS, or Linux. As of July 1, 2019, the Cisco client is the only officially supported method for VPN connections at the University. Service activation is available at https://netid.rutgers.edu/.

If you have not previously installed the Cisco AnyConnect client, you can authenticate to the VPN through a web-browser which will allow you to download and install the appropriate AnyConnect client. Simply visit https://vpn.rutgers.edu and complete login.

Using the VPN

Once the installation is complete, the “Cisco AnyConnect Secure Mobility Client” will be located in your start menu, under the Cisco folder. It may also already be running in your system tray. The icon will look like this:

1. Either launch AnyConnect from your start menu, or double click the icon in the system tray if available and you will be presented with the connection screen, which should look like this:
2. Enter the address of the VPN: vpn.rutgers.edu
   
   
   NOTE: You must be enrolled in Duo 2FA (NetID+) NetID+ 2-factor authentication information: https://netid.rutgers.edu/setupTwoFactorAuthentication.htm
   
   
3. You will see fields for Username, Password, and Duo Action/Second Password (see below). The options are detailed in the dialogue box.
   
   
   
   
   • The Username will be your NetID
   • The password field for either will be your NetID Password
   • For 2FA, you have 4 options to enter in the Second Password/Duo Action field:

   Enter a 6 digit Duo Passcode. These are generated either by a Hard Token, showing the passcode in the Duo Mobile App, or from a previous “SMS” request. Simply type in the 6 numbers and hit OK.

   Type the word “push”. This will send a push notification to the primary device you have enrolled with Duo through NetID+ with the option to Accept or Deny.

   Type the word “phone”. You will receive a phone call to the primary device you have enrolled with Duo through NetID+ with touch tone options to Accept or Deny.

   Type the word “sms”. You will receive a text message to the primary device you have enrolled with Duo through NetID+ containing passcodes you can use to logon.

4. Once the credentials have been entered click OK
5. You should now be connected to the VPN and the icon should reflect this by having a small lock on it like this:

NOTE: When you are finished with University business, always remember to end the VPN session!

Ending a VPN Session

1. To end your session, locate the AnyConnect icon in the system tray on the bottom right of your display. Right clicking the icon gives the option to view details of your session (Open), to end your session (“Disconnect”) or to end your session and close the AnyConnect application (Quit).
2. Choose “Disconnect” or “Quit” when you are ready to terminate the connection based on your preference. Alternate Click menu:

Connecting to the W: Drive from Home - Windows

NOTE: You must connect to the Rutgers VPN prior to doing the steps below

1. In Windows 10, type the following in the white window at the bottom of screen that says Type here to search \\rad.rutgers.edu\dfs\sas\
   
   
   
   
   • If the search box is not visible right click on a blank space on your task bar, click on Cortana, and click on Show search box
     
     
     
     
2. Hit Enter on your keyboard
3. It might take 1-2 minutes to connect, but you will get a “Enter network Credentials” popup window, enter the following:
   • Username: rad\netid   ( eg. rad\tsmith )
   • NetID password
4. This will open a window providing access to all the folders you have on the W: drive

Connecting to Your Office Mac from Home with Windows

DO THE FOLLOWING STEPS ON YOUR OFFICE MAC:

1. Download the SAS Apple Remote Desktop package from- http://sasdeploy.rutgers.edu/mac/rutgers-apple_remote_manage.pkg.zip
2. Go to your Downloads folder in your home directory
   
   
   
   
3. Right click or control click on rutgers- app_remote_manage.pkg and choose open. NOTE: You can’t double click, it’s not a signed package registered with apple
   
   
   
   
4. The installer will launch, click continue.
5. Click Install
6. Enter an Admin username if prompted password
   
   
   
   
7. After the package successfully installs, a dialog box will appear-
8. NOTE: Write or Take a Picture with your phone of the IP ADDRESS once the window below appears, YOUR OFFICE MACHINE WILL HAVE A DIFFERENT IP ADDRESS THAN THE ONE SHOWN BELOW:
   
   

DO THE FOLLOW STEPS ON YOUR HOME WINDOWS MACHINE:

1. From your home, connect to the Rutgers University VPN.
2. You will need to download VNC Viewer from https://www.realvnc.com/en/connect/download/viewer/
3. Click on the installer once it finishes downloading
4. Click OK for the Select a language window
5. Click Next
6. Select “I accept the terms …” and click Next
   
   
   
   
7. Click Next
8. Click Install
9. Click Finish
10. Open the VNC Viewer from your Programs List
    
    
    
    
11. Enter the ip address of your office machine
12. Enter the username and password that you use to login to your Office Mac.
    
    

Connecting to a Windows Machine from Windows with Remote Desktop

How Do I Remotely Access my On-Campus PC?

With Remote Desktop Connection, you can connect to your office desktop from off-campus and access all your programs, files and network resources just as if you’re sitting at that computer.

First, you’ll need to know you’re the IP address of your office computer. To find that, follow these directions:

Click Start, and in the search box type cmd. Next, click on the program cmd.

The command prompt should open; now in the open line, type ipconfig and press Enter:

You’ll see your IP address listed right above the subnet mask. Look for the number that starts with “172” and make a note of it.

Once you have the IP address, and after connecting to the Rutgers VPN as detailed above, search for “Remote Desktop Connection” on your home PC and launch it.

Enter the IP address of your office computer followed by :9833. (see example below).

Enter the username as “RAD\yournetid, e.g. RAD\jsmith. The password is your NetID password.

Once Remote Desktop connects a window will open displaying your office PC’s screen.

It’s best to use Full Screen Mode by clicking on the Maximize icon.

Once you’re in Full Screen mode you can use the minimize button to minimize your office PC’s screen or click on the X to close the session to your office PC.

If you have multiple monitors on your home PC, you can set Remote Desktop to use them when connecting to your office PC.

Under Display > Select “Use all my monitors for the remote session.

NOTE: Please keep in mind that you should minimize or exist your Remote Desktop session before trying to use videoconferencing or calling software. If you run those software programs on the office computer you're remote controlling, it will use the camera and/or microphone on the office machine.

You can also use these same directions to connect to an on-campus Windows computer from a Mac computer. Search for “Microsoft Remote Desktop” in the app store and install the client.

Installing Cisco AnyConnect VPN on Windows

Before users can connect to the Rutgers VPN with the Cisco AnyConnect app, do the following to Activate Remote Access:

1. Activate the Remote Access Service for their NetID account
2. Enroll in NetID+

Remote Access Activation

A. Activate the service for your NetID.

1. Go to https://netid.rutgers.edu and select Service Activation on the left of the site.
2. Log in with netID and password
3. You will see the following screen:
   
   
   
   
4. Select the Remote Access VPN, Cisco AnyConnect Access for Rutgers Option.
   • NOTE: You don’t have to activate the service again if you have [You already have this account.] listed next to the Remote Access option.
5. Click the “Activate Services” button.
   
   

B. NetID+ Enrollment

1. Go to https://netid.rutgers.edu and click on "Manage netID+ Twon Factor Authentication" on the left side of the site.

Installation & Configuration

Downloading & Installing Cisco AnyConnect Client

The screen shots that follow are what the user should see upon installing on Windows. Some images may be slightly different on each system and OS version.

1. Download the AnyConnect installer from https://vpn.rutgers.edu Once you’ve authenticated an automatic installation should begin. If it fails you should see a “Download for Windows” button below Download & Install.
2. If you chose to save the file, open the folder you saved the file to, typically Downloads or Desktop, and locate and the AnyConnect Secure Mobility Client executable (i.e. anyconnect-win-VERSION.NUMBER-core-vpn-webdeploy-k9.exe)
3. Double click the anyconnect-win-VERSION.NUMBER-core-vpn-webdeploy-k9.exe
4. Click Next
   
   
   
   
5. Select “I accept the terms ……..” and click Next
6. Click Install
7. If prompted enter your windows credentials, the installer requires elevated privileges to run.
8. Click Finish once the installation is complete

Remote Desktop to a Linux Machine from Windows

Important

1. Visit https://netid.rutgers.edu/ and choose the link for Service Activation in the left-hand navigation.
2. Choose Remote Access VPN, Cisco AnyConnect Access for Rutgers. If you are not already signed up for two-step login with Duo, instructions will be provided to sign up as part of this process.
3. Download the Cisco AnyConnect software at https://vpn.rutgers.edu.

Establish a VPN connection and follow the below steps.

Enabling remote desktop on your office linux computer

1. Open putty
2. For Hostname enter the full hostname of your office computer
3. Enter the same for Saved Sessions
4. Click Save
5. Click Open to start an ssh session to your office linux computer
6. Run the following commands. Say no to View-only password
   • vncpassd
   • vncserver :1
7. If the computer is rebooted you only need to rerun the vncserver command.

Creating an ssh tunnel from remote machine to office linux machine

1. Open putty
2. Under Category go to Connection, SSH, Tunnels
   • Enter 5901 for the Source Port
   • Enter 127.0.0.1:5901 for the Destination
   • Click Add
     
     
     
     
3. Under Category go to Session
   • Enter the Hostname or IP of your office machine
   • Enter Hostname_Tunnel in Saved Sessions
   • Click Save to save the tunnel configuration
4. Click Open
5. Log in as you normally would. Leave this session running as it the ssh tunnel for VNC.

Viewing the remote desktop of your office linux computer

1. Install and start your vnc client software (tightvnc, vncviewer, etc)
2. Enter the 127.0.0.1::5901 as the remote host and click connect
3. Enter the password when prompted.
4. Your desktop should now be visible.

Remote Desktop Connection from Windows via Remote Desktop Gateway

IMPORTANT: The computer that you want to remote control via Remote Desktop must remain powered on in order for you to control it. You do NOT need to connect to the VPN when following these instructions.

Required Item: You will need the IP address of your office machine. (Your Unit IT Manager can assist you with getting that information)

1. Hold the Windows Key
   
     down and press R on your keyboard.
   
   
2. A Run window should open up, type mstsc
   
   
   
   
3. Click OK
4. Click “Show Options”
   
   
   
   
5. Enter in the Computer field: Office Machine Ip Address and port # if needed
6. User name: rad\netID
   
   
   
   
7. Click on the Advanced Tab
8. Click the Settings button in the “Connect from anywhere” section
   
   
   
   
9. Select "Use these RD Gateway server settings"
10. Enter " rdgateway.rutgers.edu " in the Server Name field
11. You can also select “Use my RD Gateway credentials for the remote computer” option to avoid having to enter your username and password twice
    
    
    
    
12. Click OK
13. Click on Save As to save the file to your desktop, this file can then be doubled clicked to launch the remote session next time
    
    
    
    
14. Click Connect
    
    
    
    
15. The RD Gateway Server Credentials Popup will prompt you for a Username and password.
    • Enter “rad\NetID” and your NetID Password
    • Click OK
      
      
      
      
16. Next you will be prompted for the office machine credentials, enter your password.
    • Enter “rad\NetID” and your NetID Password
    • Click OK
      
      
      
      
17. A security certificate warning will appear.
    • You can check the “Don’t ask me again for connection to this computer” to avoid this prompt on future connections
    • Click “Yes” to approve
      
      
      
      
18. The Remote Session will now begin

Once Remote Desktop connects a window will open displaying your office PC’s screen. Launch programs and use your computer as you normally would when sitting at your desk.

It’s best to use Full Screen Mode by clicking on the Maximize icon.

Once you’re in Full Screen mode you can use the minimize button to minimize your office PC’s screen or click on the X to close the session to your office PC.

NOTE: Make sure you click the X to close the session to your office PC. Do NOT click Shut Down inside the Remote Desktop Session as this will power off your remote office computer!

Using Box for Windows

Activation

Before using Box you will need to activate the service on your NetID.

1. Go to https://netid.rutgers.eduand select Service Activation on the left of the site.
2. Log in with netID and password
3. You will see the following screen:
   
   
   
   
4. Select the Box Cloud Storage Option
   • NOTE: You don’t have to activate the service again if you have [You already have this account.] listed next to the Box option.
5. Click the “Activate Services” button

Installing/Using Box

1. Go to https://box.rutgers.edu/downloads/
2. Click on the operating system type (in your case Windows) and save the file and install the software.
3. A Box folder will be created in File Explorer

Saving or Moving data to Box

1. You can create folders just like you do on your own computer and copy\move documents into those folders.
   • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer
2. The box folder works the same as any other folder on your computer. You can save a document directly to the box folder, drag and drop or cut and paste.
3. The cloud on the folder indicates it’s in the cloud

If you click on folder, right click and click on make Available Offline, this will download the data onto your computer

Logging into Box from any location:

1. Go to https://box.rutgers.edu/
2. Click on login
3. Log in with your net id and net id password

For more information:

https://box.rutgers.edu/information-for-faculty/

Using OneDrive on Windows

Accessing OneDrive via a Web Browser

1. Open your web browser of choice eg. safari, fire fox, chrome.
2. Go to https://connect.rutgers.edu.
3. Login with your email and netID password.
4. Click the following icon with the 9 dots in the upper left.
   
   
   
   
5. Click on OneDrive from the list of Apps.
6. A list of your folders and files will be displayed.
   
   
   
   
7. You can now add or modify any of the folders/files by clicking on them individually or by clicking the “Show Actions” icon next to each folder/file.
   
   

Installing OneDrive on your Windows PC

1. Windows 10 machines already have OneDrive installed.
2. Go to the Programs list and search for OneDrive.
3. Click on OneDrive and enter your email when promptedClick “Sign In”.
4. Click “Next” on the This is Your OneDrive Folder Window **You do NOT need to change the Location.
5. Click “Next”.
6. Click “Next”.
7. Click “Next”.
8. Click “Later”.
9. Click “Open my OneDrive – Rutgers University Folder”.

A OneDrive folder will be created in Finder Window

Saving or Moving data to OneDrive

• You can create folders just like you do on your own computer and copy\move documents into those folders.
  • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer.
• The OneDrive folder works the same as any other folder on your computer.  You can save a document directly to the OneDrive folder, drag and drop or cut and paste.
• The cloud on the folder indicates it’s in the cloud.
  
  

If you Right Click on folder/file and click on Always Keep on This Device, this will download the file onto your machine.

Adding a Second Admin Account to a Mac

This is the procedure to get a second Admin account on Macs that were loaned out with a non-shareable admin password as the only admin.

The following steps need to be done with the Mac in recovery mode.

1. To boot the Mac into Recovery mode, hold down cmd and R keys while restarting the Mac.
   
   
   
   
2. You should get the following screen, if not reboot the machine again with Step 1
   • This is the recovery mode screen. DO NOT CLICK ON ANYTHING in the MacOS Utilities window. You could damage the OS.
     
     
     
     
3. Go to Utilities then choose Terminal at the top of the screen
   
   
   
   
4. In the Terminal, type hdiutil mount http://sasit.rutgers.edu/custom/downloads/bootstrap_admin.dmg
5. Hit the Enter key on your keyboard
   
   
   
   
6. In the Terminal, type /Volumes/bootstrap/run
7. Hit the Enter key on your keyboard
   
   
   
   
8. From the list enter the number of the line with Macintosh HD.
   
   
   
   
9. Hit the Enter key on your keyboard
   • Bootstrappr will now run and create an account named sasadmin. This account will have admin rights.
   • Please contact your department’s UCM to obtain the password.
10. Choose restart from list. The account is now ready for use.

NOTE: This new admin account can now be used when you are trying to install software on the macbook (ie Cisco AnyConnect), use sasadmin as the username and the password given to you by your departments UCM.

Adding the Cisco Webex Meeting Scheduler to Office 365 - Mac

Cisco Webex Meetings Scheduler for Microsoft Office 365 makes it easy for you to schedule, start, and join Webex meetings and Personal Room meetings directly from Microsoft Outlook. When it’s time to join, everyone can click the link in the calendar invitation or they can join from a video system or phone.

Please note: If you are currently using the Cisco WebEx Productivity Tools with the Outlook desktop application, please follow the directions at How Do I Uninstall Webex Productivity Tools? before adding the Cisco Webex Meeting Scheduler. Meetings created with the Cisco Webex Productivity Tools cannot be edited after switching to the Cisco Webex Meeting Scheduler add-in. If you need to modify existing meetings, please do so in the Outlook Desktop application and prepare to transition to the Cisco Webex Meeting Scheduler.

If you have any questions or are prompted to give admin credentials during the install please open a workorder and a SAS Tech will assist you.

Before you can use Cisco Webex Meetings Scheduler on Outlook for Macs, you will need to activate it through the Rutgers Connect website.

1. Navigate to https://connect.rutgers.edu.
2. Select the Calendar option in the bottom left-hand corner of the screen.
   
   
   
   
3. Begin to schedule a new meeting by selecting New Event in the top left-hand of your screen.
   
   
   
   
4. From the top options on the New Event page, select the three dots on the right side of the top of the window, and then select Get Add-ins.
   
   
   
   
5. From the right side of the screen, select Admin-managed.
   • Then select the Add button under the option for Cisco Webex Meeting Scheduler.
     
     
     
     
6. Review and agree to the terms of the add-in and select Continue.
   
   
   
   
7. After selecting Continue, you will see a pop-up confirming that the add-in has been enabled. You can close this window by selecting the X in the top right corner.
   
   
   
   
8. Close the Add-ins page by selecting the X in the top right corner.
   
   
   
   
9. You will now see the new event window again. Select the Webex icon in the top right, and choose Add Webex Meeting to finalize settings.
   
   
   
   
10. You will see a pop-up asking you to allow the Cisco Webex Meeting Scheduler to open a new window. Select Allow.
    
    
    
    
11. You will now see the Welcome. Select Get Started. 
    (Note: you will not be able to go to step 12 unless your WebEx service activation is enabled at this link: https://services.oit.rutgers.edu/services/manage.cgi?.State=Manage%20Services&arg=)
    
    
    
    
12. You will see a prompt that will show “Finding your Webex sites…” which should detect the Rutgers Webex site automatically.
    • NOTE: If it does not you can enter “rutgers.webex.com” in the box and select Next.
      
      
13. You will be redirected to log in to Rutgers Connect again. Enter your login email address, in the format This email address is being protected from spambots. You need JavaScript enabled to view it. followed by continuing login with your NetID password.
    (Note: if you receive an error here please refer back to step 11)
    
    
    
    
14. After a successful sign in, you will see a large prompt to Add a Webex Meeting to your event. Select this to continue.
    
    
    
    Please note: This process will only need to be completed the first time you set up the add-in.
    
    
15. You can now minimize or close the web browser window.
16. Open your Outlook or restart it if it was open already.
17. Select the Calendar option in the bottom left-hand corner of the screen.
    
    
18. Begin to schedule a new meeting by selecting Meeting in the top left-hand of your screen.
    
    
    
    
19. From the top options on the New Meeting Page, select Add Webex Meeting.
    
    
    
    
20. You will now see that a Webex meeting has been added to your event, and you can schedule it as you would any other Rutgers Connect calendar event. You have to view the full details of the meeting in order to view the Webex button. It won't show up in the small window that pops up when you create a meeting. The Webex meeting will be adjusted to match the time and date set by the calendar event. The details will be in the notes for the meeting and the title of the mee taken from the title you put on the calendar appointment. If you edit the event in the future, the Webex meeting will be updated correspondingly. After the information has been added to the calendar invite, you can click on the Webex icon and choose Webex Preferences to change the settings for that meeting. The most important setting that you're likely to use is: "Let anyone with a host account on this sNew Meeting Pagting." This will allow the meeting to start even if the host hasn't joined the meeting yet.
    
    

Connecting to the Rutgers VPN with Cisco AnyConnect on a Mac

VPN (Virtual Private Network) Client Overview

Rutgers VPN utilizes the Cisco AnyConnect Secure Mobility Application to provide secure remote access functionality for end users running Microsoft Windows, MacOS, or Linux. As of July 1, 2019, the Cisco client is the only officially supported method for VPN connections at the University. Service activation is available at https://netid.rutgers.edu/

If you have not previously installed the Cisco AnyConnect client, you can authenticate to the VPN through a web-browser which will allow you to download and install the appropriate AnyConnect client. Simply visit https://vpn.rutgers.edu and complete login.

Using the VPN

Once the installation is complete, the “Cisco Anyconnect Secure Mobility Client” will be located in the Cisco folder, located in Applications after the initial download. The icon will look like this:

1. Open the “Cisco AnyConnect Security Mobility Client” application.
2. Enter the address of the VPN: vpn.rutgers.edu
   
   
   
   NOTE: You must be enrolled in Duo 2FA (NetID+) NetID+ 2-factor authentication information: https://netid.rutgers.edu/setupTwoFactorAuthentication.htm
   
   
3. You will see fields for Username, Password, and Duo Action/Second Password (see below). The options are detailed in the dialogue box.
   
   
   
   
   1. The Username will be your NetID
   2. The password field for either will be your NetID Password
   3. For 2FA, you have 4 options to enter in the Second Password/Duo Action field:
      • Enter a 6 digit Duo Passcode. These are generated either by a Hard Token, showing the passcode in the Duo Mobile App, or from a previous “SMS” request. Simply type in the 6 numbers and hit OK.
      • Type the word “push”. This will send a push notification to the primary device you have enrolled with Duo through NetID+ with the option to Accept or Deny.
      • Type the word “phone”. You will receive a phone call to the primary device you have enrolled with Duo through NetID+ with touch tone options to Accept or Deny.
      • Type the word “sms”. You will receive a text message to the primary device you have enrolled with Duo through NetID+ containing passcodes you can use to logon.
4. Once the credentials have been entered click OK
5. You should now be connected to the VPN and the icon should reflect this by having a small lock on it like this:
   
   

NOTE: When you are finished with University business, always remember to end the VPN session!

Ending a VPN Session

1. To end your session, locate the AnyConnect icon in the menu bar on the top right of your display. Clicking the icon gives the option to view details of your session (Open), to end your session (“Disconnect”) or to end your session and close the AnyConnect application (Quit).

2. Choose “Disconnect” or “Quit” when you are ready to terminate the connection based on your preference.

Connecting to a Mac Using Apple Remote Desktop

DO THE FOLLOWING STEPS ON YOUR OFFICE MAC:

1. Download the SAS Apple Remote Desktop package from- http://sasdeploy.rutgers.edu/mac/rutgers-apple_remote_manage.pkg.zip.
2. Go to your Downloads folder in your home directory.
   
   
   
   
3. Right click or control click on rutgers- app_remote_manage.pkg and choose open NOTE: You can’t double click, it’s not a signed package registered with apple.
   
   
   
   
4. The installer will launch, click continue.
5. Click Install.
6. Enter an Admin username if prompted.
   
   
   
   
7. After the package successfully installs, a dialog box will appear.
8. NOTE: Write or Take a Picture with your phone of the IP ADDRESS once the window below appears, YOUR OFFICE MACHINE WILL HAVE A DIFFERENT IP ADDRESS THAN THE ONE SHOWN BELOW:
   
   

NOTE: If your office machine is running OS 10.14. or 10.15 please refer to the section “OS 10.14 – 10.15 Users” at the bottom of the page, before trying to connect from home.

CONNECTING FROM HOME (DO THE FOLLOW STEPS ON YOUR HOME MAC):

1. From your home, connect to the Rutgers University VPN.
2. Launch Safari and go to vnc://.
   
   
   
   
3. This will launch the built in VNC client.
4. Enter the username and password that you use to login to your Office Mac.
   
   
   
   
5. Click Sign In.

OS 10.14 – 10.15 Users

If you have Mac OS 10.14-10.15 installed on your Mac, there is a bug in activating Apple Remote Desktop, user intervention is required. To determine if you have Mac OS 10.14 or 10.15 installed on your Mac, click on the Apple in the upper left corner and choose About This Mac.

If the dialog box that appears has OS 10.14 or OS 10.15 as the version, follow these instructions:

1. After running the Rutgers-apple_remote_manage.pkg installer.
2. Open System Preferences.
3. Click on Sharing.
   
   
   
   
4. Uncheck and then re-check the Remote Management box.
   
   

Connecting to the W: Drive from Home (Mac)

IN ORDER TO CONNECT TO RAD.RUTGERS.EDU YOU MUST HAVE IT ADDED AS A DNS ENTRY

1. Launch System Preferences
2. Click on Network
3. Choose Ethernet or Wi-Fi depending on which interface you are using to get online
4. Click on Advanced
   
   
   
   
5. Choose DNS from the tabs
   
   
   
   
6. Click the + button
7. Type in rad.rutgers.edu to Search Domains
8. Hit Enter on your keyboard
9. Click OK

NOTE: You must connect to the Rutgers VPN prior to doing the steps below

1. From the Mac OS X Finder, hit the Command+K to bring up the ‘Connect to Server’ window,
   • Then add the drive path you wish to connect to:
     Home Drive: smb://rad.rutgers.edu/dfs/Sas +OUName + Home e.g., smb://rad.rutgers.edu/dfs/SasEnglishHome
     W Drive: smb://rad.rutgers.edu/dfs/sas
     Webpages: smb://rad.rutgers.edu/dfs/sas/Webpages/OUName e.g., smb://rad.rutgers.edu/dfs/sas/webpages/English
     
     
     
     
2. Click the “Connect” button
3. Enter the following:
   • Username: <your NetID>
   • Password: <your NetID password>
     
     
4. Click the “Connect” button

Connecting to a Windows Machine from a Mac with Remote Desktop

With Microsoft Remote Desktop, you can connect to your office desktop from off-campus and access all your programs, files, and network resources just as if you’re sitting at that computer.

Required Items:

1. Minimum OS X Version: 10.12 (MacOS Sierra) or later
2. Connect to the Rutgers VPN
3. IP Address of your Office PC
4. Download/Install Microsoft Remote Desktop

Locating the IP Address of your office PC

1. Right Click the Windows icon in the lower left of your screen
2. Left Click “Search”
3. Type cmd in the search field
4. Click Command Prompt
   
   
   
   
5. The command prompt window should open; now in the open line, type ipconfig and press Enter:
   
   
   
   
6. You’ll see the IP Address of your Office PC listed right above the subnet mask. Look for the number that starts with “172” and make a note of it.

Using Microsoft Remote Desktop

1. Download/Install “Microsoft Remote Desktop” from the App Store
2. Open “Microsoft Remote Desktop”
3. Click “Add Desktop” or the “+” button
   
   
   
   
4. Enter the Following: a. PC NAME: IP Address of your Office PC:9833 (eg. 176.16.30.1:9833) b. User Account: “Ask me every time”
5. Click “Save”
   
   
   
   
6. Double Click the saved Desktop Icon
   
   
   
   
7. Enter the following:
   • Username: RAD\NetID
   • Password: Your NetID Password
8. Click the “Done” button
   
   

Troubleshooting

If you get a Certificate Couldn’t be Verified Message:

1. Click Show Certificate
2. Select “Always trust …”
   
   
   
   
3. Click Continue
4. Enter your macbook/Imac credentials when the “You are making changes to your Certificate Trust Settings” pop up window appears.
5. Click Update Settings
   
   
   
   
6. Click Continue

NOTE: Please keep in mind that you should minimize or exist your Remote Desktop session before trying to use videoconferencing or calling software. If you run those software programs on the office computer you're remote controlling, it will use the camera and/or microphone on the office machine.

Installing Cisco AnyConnect VPN on a Mac

Before users can connect to the Rutgers VPN with the Cisco AnyConnect app, they need to do the following:

1. Activate the Remote Access Service on their netID account
2. Enroll in NetID+

Remote Access Activation

Before using Cisco AnyConnect you will need to activate the service on your NetID.

1. Go to https://netid.rutgers.edu and select Service Activation on the left of the site.
2. Log in with NetID and password
3. You will see the following screen:
   
   
   
   
4. Select the Remote Access VPN, Cisco AnyConnect Access for Rutgers Option
   • NOTE: You don’t have to activate the service again if you have [You already have this account.] listed next to the Remote Access option.
5. Click the “Activate Services” button

NetID+ Enrollment

• Go to https://netid.rutgers.edu and click on the Activate netID button.

Downloading & Installing Cisco AnyConnect Client

The screen shots that follow are what the user should see upon installing Cisco AnyConnect VPN on a Mac. Some images may be slightly different on each system and OS version.

1. Download the AnyConnect installer from https://vpn.rutgers.edu

Once you’ve authenticated an automatic installation should begin. If it fails to start downloading you should see an option to click “AnyConnect VPN” and you will be prompted to save the client.

2. In the Downloads folder, locate and run the AnyConnect Secure Mobility Client installation package.

Cisco AnyConnect can only be installed by a user with admin rights on a Mac. Mac OS security initially blocks the Cisco extensions.

Cisco AnyConnect will install but the System Extensions will be blocked by the OS.

3. Click on Open Preferences in either of the popup windows.
   
   
   
   
4. Click on the Lock in the lower left to enter an admin user’s username and password.
   
   
   
   
   
   

5. Click on Allow to unblock the extension.
   
   
   
   

A dialog box will appear stating that the System extension has been enabled.

To launch Cisco AnyConnect

1. Go to Applications/Cisco and double click Cisco AnyConnect Secure Mobility Client
   
   
   
   
2. Enter the address of the VPN, vpn.rutgers.edu
   
   
   
   
3. You will be prompted for your username, password and Duo Action. Enter your NetID username and password. For Duo Action, enter push, phone or sms depending on how your NetID + account is setup.
   
   
   
   

Your Mac will now be connected to the Rutgers VPN.

Remote Desktop Connection Macs via Remote Desktop Gateway

IMPORTANT: The computer that you want to remote control via Remote Desktop must remain powered on in order for you to control it. You do NOT need to connect to the VPN when following these instructions.

Required Items:

1. Minimum OS X Version: 10.12 (MacOS Sierra) or later on your home machine
2. You will need the ip address of your office machine. (Your Dept IT Manager can assist you with getting that information)
3. Download/Install Microsoft Remote Desktop Using Microsoft Remote Desktop
   
   
   
   

Using Microsoft Remote Desktop

1. Download/Install “Microsoft Remote Desktop” from the App Store on your home machine
2. Open “Microsoft Remote Desktop”
3. Click “Add Desktop” or the “+” button
   
   
   
   
4. Enter the Following:
   • PC NAME: IP Address of your Office PC:9833 (eg. 176.16.30.1:9833)
   • User Account: “Ask me every time” or “Ask when Required”
5. Select “Add Gateway” from the drop down menu



6. Enter the Gateway Name: rdgateway.rutgers.edu
   
   
   
   
7. Click Add
8. Click Add
9. Double Click the saved Desktop Icon
10. Enter the following:
    • User Name: rad\NetID
    • Password: Your NetID Pasword
11. Click Continue

Troubleshooting

If you get a Certificate Couldn’t be Verified Message:

1. Click Show Certificate
2. Select “Always trust …”
   
   
   
   
3. Click Continue
4. Enter your macbook/Imac credentials when the “You are making changes to your Certificate Trust Settings” pop up window appears.
5. Click Update Settings
   
   
   
   
6. Click Continue
   
   NOTE: Please keep in mind that you should minimize or exit your Remote Desktop session before trying to use videoconferencing or calling software. If you run those software programs on the office computer you're remote controlling, it will use the camera and/or microphone on the office machine.
   
   
7. The Remote Session will now begin

Once Remote Desktop connects a window will open displaying your office PC’s screen. Launch programs and use your computer as you normally would when sitting at your desk.

It’s best to use Full Screen Mode by clicking on the Maximize icon.

Once you’re in Full Screen mode you can use the minimize button to minimize your office PC’s screen or click on the X to close the session to your office PC.

NOTE: Make sure you click the X to close the session to your office PC. Do NOT click Shut Down inside the Remote Desktop Session as this will power off your remote office computer!

Using Box for Macs

Activation

Before using Box you will need to activate the service on your NetID.

1. Go to https://netid.rutgers.edu and select Service Activation on the left of the site.
2. Log in with NetID and password.
3. You will see the following screen:
   
   
   
   
4. Select the Box Cloud Storage Option
   • NOTE: You don’t have to activate the service again if you have [You already have this account.] listed next to the Box option.
5. Click the “Activate Services” button

Prerequisites:

macOS 10.12 or higher

Installation Steps

1. Go to https://box.rutgers.edu/downloads/
2. Click on the operating system type (in your case Mac) and save the file and install the software.
3. Download the Box Drive installer here
4. Navigate to where you saved the file. Double-click it to run the Installer
5. When prompted, select Install for all users of this computer and click Continue
6. DO NOT change the location. Click Install.
   
   
   
   
7. An installation completed successfully window will open once completed.
8. Click Close to close the installer.
9. After the installation completes Box Drive will launch.
10. Enter your email address.
11. Click Next
12. Enter your NetID and password
13. Click Login

A Box folder will be created in Finder Window

Saving or Moving data to Box

• You can create folders just like you do on your own computer and copy\move documents into those folders.
  • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer
• The box folder works the same as any other folder on your computer.  You can save a document directly to the box folder, drag and drop or cut and paste.
• The cloud on the folder indicates it’s in the cloud

If you Control + click on a box folder and click on Make Available Offline, this will download the data onto your computer

Logging into Box from any location:

1. Go to https://box.rutgers.edu/.
2. Click on login
3. Log in with your net id and net id password

For more information:

https://box.rutgers.edu/information-for-faculty/

Using OneDrive on Macs

Accessing OneDrive via a Web Browser

1. Open your web browser of choice eg. safari, fire fox, chrome.
2. Go to https://connect.rutgers.edu.
3. Login with your email and netID password.
4. Click the following icon with the 9 dots in the upper left.
   
   
   
   
5. Click on OneDrive from the list of Apps.
6. A list of your folders and files will be displayed.
   
   
   
   
7. You can now add or modify any of the folders/files by clicking on them individually or by clicking the “Show Actions” icon next to each folder/file.
   
   

Installing OneDrive on your Mac

1. Download Microsoft OneDrive from the App Store.
2. Once it finishes downloading the Setup OneDrive will open.
3. Enter your email address.
4. Click “Sign In”.
5. Click “Next” on the This is Your OneDrive Folder Window **You do NOT need to change the Location.
6. Click “Next”.
7. Click “Open my OneDrive – Rutgers University Folder”

A OneDrive folder will be created in Finder Window

Saving or Moving data to OneDrive

• You can create folders just like you do on your own computer and copy\move documents into those folders.
  • If you are running low on hard drive space this is a good place to move your data to free up hard drive space on your local computer.
• The OneDrive folder works the same as any other folder on your computer. You can save a document directly to the OneDrive folder, drag and drop or cut and paste.
• The cloud on the folder indicates it’s in the cloud

If you Control + click on a OneDrive folder/file and click on Always Keep on This Device, this will download the file onto your machine.

Remote Desktop to Linux Machine from Linux