Loyola University Chicago

Information Technology Services

Technology Guide To Remote Work

This page serves as a resource for technology tips and considerations when working remote. While exact work configurations and experiences may vary from person to person, this serves as a general guide for recommendations to stay connected and seamlessly continue work while on- and off-campus.

Email and Calendaring

  • Use Outlook (Exchange Online): Visit outlook.luc.edu to sign-in to monitor your email and review your calendar for meetings throughout the day.
  • Accessing Shared Mailboxes: when using Outlook from a web browser, you can still access any shared mailboxes you may have. Select on your profile (Your Initials or Picture at the top-right) and from the menu select Open another mailbox.

    Learn more about Exchange Online - Email

Meetings, Collaborations and Microsoft 365

  • Zoom is the University's official tool for virtual meetings, classes and virtual events. Make sure you have the latest version of the client installed on your workstation, and remain signed-in to easily join or create meetings.
  • Microsoft Teams is a chat and collaboration platform designed to simplify group work and consolidate several Microsoft365 services like SharePoint, OneDrive, and more.

    Learn more about Microsoft 365, including policies, SharePoint, OneDrive, Teams and more.

Secure & Remote Access

  • Loyola Secure Access (LSA) is a service that securely provides users with anytime, anywhere access to Loyola's network.
  • Multi-Factor Authentication (MFA) securely protects your personal information, intellectual property and Loyola data. Learn more about this resource, detailed instructions and supported technology.
  • Keep your Antivirus up-to-date. While instructions may vary based on Operating System and brand of Anti-Virus, enabling Anti-Virus will help to reduce risk of viruses or malware impacting your experience and help ensure security of data.
  • Avoid saving locally, save to OneDrive or SharePoint. Avoid saving and storing University documents to your local computer, instead consider saving and working on documents and projects in OneDrive or SharePoint. This enable greater flexibility and ease of work when transitioning from your on-campus computer to continuing work when remote, or even accessing it when at a different location. Never download files to a shared computer.
  • Remote Desktop Connection. Connect to your office workstation remotely to use any limited or special software, or easily access work files and resources.

 

Essential Tools for Collaboration and Productivity

Email - Outlook can be accessed in many ways. Check out these options so that you do not need to install the Outlook on your home computer. To access E-Mail from any University page, at the top-right click the Links drop-down then select E-Mail.

  • Online Go to outlook.luc.edu, If you are enrolled in Multi-factor Authentication (MFA), you will be prompted for your Multi-factor Authentication method. Using MFA will decrease the probability that a hacker can impersonate you and gain access to computers, accounts, and other online resources.

  • Mobile App - Add LUC email account to your mobile device.
    1. Use the built-in mail app and add it as an Exchange account.
    2. Download the Microsoft Outlook app from the Apple App Store or the Google Play Store.

  • Desktop App – Install Office 365 free to all active faculty, staff and students. Outlook is one of the applications available with the installation.
    • Installation on Windows & macOS
      Log in to the Microsoft 365 portal at:portal.office.com using your Loyola username and password
      Click button labeled "Install Office" in the top right of the page
      Once the download finishes, open the installer and follow the on-screen prompts to install Office
      Once the software is installed, open one of the apps and sign in using your Loyola email and password

    • Installation on Mobile Devices
      Launch the App Store (iOS) or the Google Play Store (Android)
      Search for Microsoft Office – each mobile app must be downloaded separately
      Once downloaded, launch app(s) 
      Sign in using your Loyola email and password

Accessing Shared Mailboxes
If you need to access other email accounts (e.g., departmental email), there are two methods to gain access.

  • Method 1: Add it permanently to your list of folders
    In a web browser, open outlook.luc.edu
    Login with your UVID (as yourself)
    In the folder pane at left, right-click Folders
    Click Add shared folder
    Enter the email address and click OK
    The mailbox appears in your folder list

  • Method 2: Open it temporarily in a new tab
    In a web browser, open outlook.luc.edu
    Login with your UVID (as yourself)
    In the top right, click your initials or profile picture, then click Open another mailbox
    Enter the shared mailbox address, then click Open
    The mailbox opens in a new tab.

Some web applications have limited access only on Loyola’s campus, behind our firewall. In order to access the resources listed below, you will need to configure Loyola Secure Access (LSA) as a virtual priva network (VPN). These web resources include:

  • Lawson
  • BI Reports 
  • Network Drives
  • Remote Desktop
  • Finance and PCI Application

All faculty and staff are automatically provided with LSA Access. Before configuring LSA, you will need to setup your Multi-Factor Authentication (MFA). 

To connect remotely to your office computer, follow the Remote Desktop Connection instructions, this will enable you to access software limited to your office computer, including Adobe Creative Suite, Loyola Software Center applications, and any other individually licensed software you may have installed to your workstation. In order to connect via Remote Desktop, you will need to 1) identify your Loyola Desktop Barcode and 2) have an active LSA connection established via GlobalProtect first.

Receiving Calls Remotely

Would you like to receive calls from your office or department remotely from your computer? With a few configurations and the install of a client application, you can allow your remote computer to receive calls from your LUC office phone directly and with ease. In order to use, you must have Global Protect (VPN) enabled. Submit a Phone/extension, add, move or change Service Request and include your office phone number and whether you are using a Mac or PC from your at-home workstation. While earbuds or headsets with built-in microphones are recommended for audio quality, use of laptop or desktop speakers and built-in workstation mics are also sufficient.

SoftPhone: Extend Your Desk Phone To Your Work Remote Location (Lakeside Campuses Only)

Loyola has access to two softphone applications; Avaya One-X Communicator for Windows and Avaya Equinox for MACs. There are no cost to the departments.  The software is downloaded from an LUC SharePoint location, instructions are sent, and installed by the end user. 

  • Global Protect is required.
  • Uses your LUC extension number for incoming and outgoing calls.
  • Headset and mic are recommended for audio quality, speakers and built-in mic will work.
  • Supports 5 digit dialing to LUC and LUHS extension numbers as if you were on campus.
  • Feature buttons (speed dial, other extension numbers, etc.)  on your LUC phone are replicated in the application.
  • Unanswered calls will cntinue to go to your voice mailbox.

If interested, please complete the Service Request form here.

 Loyola Web Directory

Need to reach a colleague via telephone or leave them a voicemail? Find their phone number on Loyola Web Directory (LWD). Note-only full-time faculty and staff are listed in this directory. Visit the Loyola Web Directory (LWD) here.

Individual Call Forwarding, Update Phone Greeting

Most University office phones send voicemail to email. Faculty and staff can forward their office phone to a personal phone. Faculty and staff can also update their greeting from on- or off-campus. Please update and use your personal greeting and not the 'Away' option. Reminder: all greetings should be professional and clear.

For those choosing to work remote, consider the following technology options:

  • TechConnect offers personal hardware and software discounts. Visit the Technology Discounts section for information on recommended specs for Apple and PC laptops, and academic/EDU discounts from Apple and Lenovo. Additional discounts exist ranging from mobile cellular providers (which can enable making your mobile device a wireless hotspot), as well as software discounts from VarsityBuys/OnTheHub and other vendors/partners.

  • Departmental Technology Purchases. In partnership with Lenovo/MIS, ITS has provided recommendations for laptop and desktop configurations and specifications for use. Review with your deparment administrators, managers or deans the ability on what options are available for departmental technology purchases.

  • Digital Media Services manages the Equipment Loan Program, enabling short-term loan of multimedia equipment in support of individual and academic projects and presentations for up to 7-days. Among the available equipment from the loan program includes webcams, wired headsets, USB microphones, and laptops. Please be aware these resources are in limited supply as they primarily serve student technology needs, follow standard loan circulation limits (maximum of 1 week), and require advance reservations.

Video ConferencingZoom is Loyola's preferred application for web conferencing with audio, video, and screen sharing capability. Zoom can allow for synchronous, real-time meetings to occur virtually. screen sharing, and recording sessions.

Zoom can be accessed via laptop and desktop applications, and apps in the Apple and Google Play stores. Zoom can be used for text chat functionality, with audio for web conferencing and meeting, and webcams with audio for the most robust audio/video experience. Refer to the Computer and Peripherals section for a list of suggested technology recommendations such as webcams, headsets, laptops, and microphones.

Visit luc.zoom.us for download instructions, login access, best practices, video tutorials, and more. Additional information also can be found on Loyola's Zoom web page: Zoom

Access Zoom from your mobile device, laptop, or desktop or use Zoom with "Audio" only on these devices. 

 

Chat:

  • Microsoft Teams is Loyola's preferred applicaton used for text-based chat with LUC faculty and staff. Teams is available to everyone through the Microsoft 365 portal at portal.office.com or install the client directly from the Microsoft. Microsoft Teams is a collaboration tool for Faculty, Staff, and Students where all conversations, meetings, files, and notes can be accessed by everyone, all in one place. With an interface reminiscent of social media chat clients, like Facebook or Google Hangouts, Microsoft Teams is a place for collaboration and work to happen freely, easily, and in the open.

Microsoft 365 - Microsoft 365 web applications are free for all active faculty, staff and students. Outlook is one of the applications available with the installation.

Installation on Windows & macOS
Log in to the Microsoft 365 at portal.office.com using your Loyola username and password
Click button labeled Install Office in the top right of the page
Once the download finishes, open the installer and follow the on-screen prompts to install Office
Once the software is installed, open one of the apps and sign in using your Loyola email and password

Installation on Mobile Devices
Launch the App Store (iOS) or the Google Play Store (Android)
Search for Microsoft Office – each mobile app must be downloaded separately
Once downloaded, launch app(s)
Sign in using your Loyola email and password

OneDrive is an integral part of Microsoft 365 and provides a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive. You can even work on Office documents with others at the same time.

  • Create and host personal and team web sites.
  • 5TB of storage space with OneDrive (above and beyond your 50 GB email storage).
  • Real-time co-authoring and collaboration with Office Online

SharePoint is a cloud collaboration tool for communication, coordinating group efforts, and sharing information.  SharePoint provides members access to a shared 1 TB file repository, integration with your personal OneDrive account, and other additional features.

  • Create a team or communication site
  • Create and share files in a library
  • Provide access to files with permissions ranging from Owners to Members to Guests

Visit TechConnect for personal technology and software discounts and recommendations.

  • Personal Technology Purchase discounts of hardware from Lenovo and Apple, mobile provider discounts, and software discounts can be found on TechConnect.

  • Microsoft Office software applications are for free via your Office 365 account and can be installed on up to 5 personal devices. Login to portal.office.com and enter your @luc.edu email, when prompted login with your UVID and Password. At the top-right of the page, from the Install Office drop-down, select Office365 apps, and you will be prompted to download a setup installer. Once downloaded, you may choose to install full applications such as Word, PowerPoint, Excel, and so on.  You can also visit the Apps & devices page from My Account to download specific apps. Learn more about Micorosft Office 365 web applications here.

  • Statistical, Qualitative Data Analysis (QDA), and Online Survey Applications - learn more about these statistical applications here.

Loyola implemented security measures to protect your personal information, your intellectual property, and LUC's data. MFA protects you even if your Loyola password becomes compromised. Using MFA means that users can download the Microsoft Authenticator application to your phone, receive a phone call, or a text message to securely sign-in to online resources.  Your Loyola UVID and password plus one of the authentication methods is used to verify your identity and protect the community from data breaches. Configuring MFA is encouraged to enable stronger security and enable access to other resources such as Loyola Secure Access (LSA) or using Remote Desktop to connect to your office workstation.

Review the above sections for further information and resources related to each section.

Your first point of Contact - ITS Service Desk

Self-Service: Self-Service Portal
Email: ITSServiceDesk@luc.edu
Phone: 773-508-4ITS (773-508-4487)

Last Modified:   Wed, September 7, 2022 8:30 AM CDT