Tech Tip: Meet now in Teams without a scheduled appointment

Remote Access Knowledge BaseLearn how to meet now with others via a Teams chat or meet now without scheduling an appointment.

For supporting documentation (Meet in Teams without a Scheduled Meeting.pdf), please visit the Remote Access Document Library > Teams folder.

You can meet with another person with an active LLCC account in Teams by scheduling a meeting, enabling the audio and/or video call functionality while in a current chat session, or by the Meet Now function within the Calendar app.

For those you wish to meet with that do not have an active LLCC account, you must create a New Teams Meeting in Outlook or Teams. This will send an email to the individual with a link to join the meeting.

Video or Audio Call While in a Chat

  • While in an active chat with another user, you can enable video or audio at any time by clicking on the corresponding icon in the upper right corner of the chat.
    • You will need to have a webcam or a microphone to complete the audio portion of the call.
  • The microphone should be enabled with an audio call only.
  • Both the video camera and the microphone will be enabled with a video call, however you must click on the video camera icon and select Start my Video.

Meet Now

  • To begin an impromptu meeting, select Calendar and then Meet Now.
    • You will be prompted to Join Now before the meeting will begin.
  • The video will be turned off by default; however, the microphone will be enabled.
  • Select Join Now.
  • Invite attendees by clicking on the double person icon.
    • Type in the last name, first name in the box to the upper right, and select appropriate individuals.
    • A connection will be automatically established with each attendee.
  • Video will be enabled; however, you must click on the video camera icon and select Start my Video.
Posted in ITS |

Tech Tip: Open another mailbox in Outlook

Remote Access Knowledge BaseDo you have access to your department mailbox within Outlook on your office computer? While working remotely, you can open additional mailboxes that you have permissions to without connecting via VPN and Remote Desktop Connection.

For a detailed handout, please visit the Remote Access Document Library > Outlook folder.

Open another Mailbox from Mail in Office 365

  1. Open your Outlook Office 365 account.
  2. Left click on your picture in the top right.
  3. Select Open another Mailbox …
  4. Type in the name of the Mailbox. Example: IT_Department.
  5. Open
    1. The mailbox will open in a separate tab.

Open another Mailbox in Outlook

If you are remotely connected to your office computer and you need to open another mailbox, you can do so by the following steps.

  1. Open the Outlook desktop application.
  2. Select File.
  3. Select Open & Export.
  4. Select Other User’s Folder.
  5. Enter the mailbox name. Example: ITS_Department.
    1. The folder type is Inbox.
  6. Select OK.
    1. The mailbox will open in your Outlook window.
Posted in ITS |

Tech Tip: Holding Teams meetings with those outside LLCC

Learn how to schedule and attend a Teams meeting with an attendee who does not have an LLCC Account.

Remote Access Knowledge BaseFor supporting documentation (Join a Teams Meeting and Attend a Teams Meeting Without LLCC Account), please visit the Remote Access Document Library > Teams folder.

Meeting Organizer

  1. Create a Teams meeting either in Teams or Outlook, and enter the third-party email address of the attendee.
    1. Send the meeting invitation.
  2. The attendee will receive this invitation in their email account and must RSVP with yes, maybe or no.
    1. The meeting organizer will receive notification of the RSVP.
  3. Open Teams
    1. Navigate to the calendar, and open the meeting appointment.
    2. Join the meeting.
    3. Check that your microphone is enabled.
    4. Start your video.
  4. When the attendee joins the meeting, you will see a notification to View Lobby (to see all participants, if more than one) or Admit.

Attendee

  1. Attendees will receive an email invitation to which they should RSVP with yes, no or maybe.
  2. At the time of the meeting, open the email message.
    1. Select Join Microsoft Teams Meeting.
    2. Select Join as Guest.
    3. Enter your name and select Join Meeting.
      1. Once you have joined the meeting, you will be directed to the virtual lobby. The meeting coordinator will grant access to you once the meeting is ready to begin.
  3. While waiting for the meeting to begin:
    1. Enable your microphone by selecting the muted microphone icon.
    2. Enable video by selecting the muted video icon.
  4. The meeting coordinator’s screen will appear in the full view, and your connection will appear as a thumbnail in the lower right of the screen.
  5. When you are finished with the meeting, select the red box with the telephone receiver to leave the meeting.
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Tech Tip: What is VPN and do you really need to use it?

VPN stands for Virtual Private Network and while connected, you can securely access and use the LLCC domain (network) with your personal computer (Windows or Mac OS) or an LLCC laptop through your home internet provider.

Remote Access Knowledge BaseFor a detailed handout, please visit the Remote Access Document Library > VPN folder.

Do you need to use VPN?

The first question to ask yourself is what software is needed to complete your work while not working on an LLCC Campus. You may find that all documentation, files and applications are available via your Internet browser, or that you may need full connectivity with VPN and Remote Desktop Connection.

What software can you use without VPN connectivity?

  • Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, OneDrive, Group Sites/Planner and Teams)
  • Skype for Business (this will give you access to your LLCC Phone and Response Groups, such as registration, financial aid, etc.)
    • Please download Skype for Business to your personal computer/smart device
  • Blackboard​​​​​​​
  • Employee Self-Service
  • Employee Portal
  • eTrieve for Employees
  • KBOX Forms
  • LincIn
  • Logger Central
  • LLCC ALERT (Rave)
  • Curriculum Proposal – SmartCatalog
  • Maxient
  • PeopleAdmin
  • WebAdvisor

What software can you use with VPN connectivity only?

  • EMS (Event Planning System)
  • Response Group Configuration Tool – update Response Group hours and greetings
  • Remote Desktop Connection

 What software requires VPN and Remote Desktop Connectivity?

  • Colleague UI
    • NOTE: Users can access Colleague UI with VPN access only, but we recommend using your Remote Desktop.
  • EasySpooler – Colleague Printing (You must request access to this via LLCC Helpdesk ticket in KBOX.)
  • Local computer (office computer documents or desktop) or network file access
    • NOTE: We strongly advise migrating your local files saved on your machine to OneDrive and migrating network files (Ex.  \\llcc\departments\ or \\lcc.edu\academia\ to an appropriate cloud-based location, such as a department or Group site (Planner icon in Office 365).
  • ZogoTech Analytics
Posted in ITS |

Tech Tip: Using the remote desktop connection control bar

Once you have connected to your LLCC office computer via VPN and Remote Desktop Connection (RDC), you may be wondering how you can view the device you are physically using while working remotely. You have the ability to minimize the RDC, without disconnecting, while working from a PC or Mac.

Remote Access Knowledge BaseFor detailed instructions, please visit the Remote Access Document Library > Remote Desktop Connection folder or view a video on the Office 365 IT Services channel.

Windows Device

  1. At the top of the Remote Desktop Connection (RDC) screen you will see a control bar with your computer name or IP address.
  2. To the far right of the control bar you will see three icons.
  3. Select the _ to minimize your RDC and return to your physical device. The RDC is not closed.
  4. Select the RDC icon to return to your LLCC computer workstation.
  5. Select the double box to restore down. This will allow you to see both your physical desktop and the RDC in a window.
  6. Select the single box (maximize) to restore the full screen RDC.
  7. Select the X to close the RDC.
  8. OK to disconnect. This will allow you to remain logged into your local computer and disconnect.

Mac Device

You will not see a control bar at the top of your screen.

  1. Move your mouse over the Dock on the Mac (if in full screen mode, you should see it appear).
  2. Select the Windows Remote Desktop app to return to the Mac desktop.
  3. Click on the Windows Remote Desktop app to return to your LLCC workstation.
  4. To end the session, left click on the Windows icon (lower left corner).
    1. Left click on the power button and disconnect.
    2. You can choose to restart your LLCC office PC via the restart button.
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Tech Tip: Turn on Focused Inbox in Outlook

Focused Inbox separates your inbox into two tabs — Focused and Other. Your most important email messages are on the Focused tab while the rest remain easily accessible — but out of the way — on the Other tab. You can turn Focused Inbox On via Outlook Desktop (your office computer), Outlook 365 (web version) or the Outlook app installed onto your Smart Device.

Remote Access Knowledge BaseFor detailed instructions, please visit the Remote Access Document Library > Outlook folder.

Outlook Desktop

  1. Open Outlook, select the View tab.
  2. Select Show Focused Inbox.

The Focused and Other tabs will appear at the top of your mailbox. You’ll be informed about email flowing to Other, and you can switch between tabs any time to take a quick look.

Outlook 365

  1. Open Outlook 365 (web version)
  2. In the top right corner of Outlook, select the Settings icon.
  3. Select the toggle next to Focused Inbox.

The Focused and Other tabs will appear at the top of your mailbox. You’ll be informed about email flowing to Other, and you can switch between tabs any time to take a quick look.

Outlook App on Smart Device

  1. Open the Outlook app on your device.
  2. Select your picture or initials in the upper left corner.
  3. Select Settings (gear icon)
  4. Select the Toggle switch to turn on Focused Inbox.

The Focused and Other tabs will appear at the top of your mailbox. You’ll be informed about email flowing to Other, and you can switch between tabs any time to take a quick look.

Posted in ITS |

Tech Tip: Forward your office phone from Skype for Business

There are essentially two ways that you can forward your office phone. This would be from your physical office at an LLCC location or via the Skype for Business software. Skype for Business can be accessed by VPN and Remote Desktop Connection to your office PC or from the Skype for Business app installed on your personal device.

Remote Access Knowledge BaseAll documents can be viewed on the Employee Portal > IT > Remote Access Knowledge Base page. The folders for VPN and Remote Desktop Connection contain detailed steps on how to connect and Skype for Business on how to install.

Please note: If you are a member of the Response Group for your department (meaning that you also answer incoming calls to your office phone for a group, Ex. IT Helpdesk, Registration), you should NOT forward your phone via Skype to a personal device. This will not forward the Response Group calls, and you will have inadvertently removed yourself from the Response Group.

To forward from Skype for Business your LLCC PC:

  1. SkypeOpen Skype for Business on your office PC — VPN and Remote Desktop Connection needed first.
    • Select the down arrow to the right of the gear icon.
    • Hover the mouse over Tools.
    • Select Call Forwarding Settings.
  2. Select the radial button Forward my calls to:
    1. Select the drop-down arrow to the right of Voice Mail.
    2. Select New Number or Contact.
    3. Enter the phone number in the Forward Calls window, including area code.
      1. Select OK.
  3. Select OK to save settings.
  4. A message indicates calls are being forwarded; Turn Off to stop.
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Printing while using VPN and a Remote Desktop Connection

Many of the college staff and faculty have or will transition to working remotely with access to Colleague and other resources while using VPN and a Remote Desktop Connection to their office computer. IT is aware that there may be reports needed that are printed to a physical printer. In order to alleviate potential printing issues, effective the morning of Monday, March 23 all printing from Colleague will be disabled. This will allow any reports and documents printed from Colleague to be available from EasySpooler.

If you frequently run reports that print directly, IT can give you access to your EasySpooler print queue. To obtain access, please submit a Help Desk ticket with the name of your Colleague printer, i.e. ITS01SPLX.  Like Colleague, the EasySpooler application can be accessed via a web browser with a VPN and Remote Desktop Connection (you must use both VPN and RDC for EasySpooler) to your work computer.

If you infrequently run a report that prints directly, you can submit a Help Desk ticket and an IT staff member can get a copy of the report for you.

Posted in ITS |

VPN and RDC instructions

Connecting to your work computer from home or any remote location is easy using VPN and Remote Desktop Connection (RDC). Follow the link below to see instructions to install VPN on your home computer, connect to LLCC network using VPN and access your work computer using RDC.

https://llcconline.sharepoint.com/IT/SitePages/VPN.aspx

As you will see in the instructions, you will need to know your work Computer Name or IP Address. Both should be displaying on your computer background starting yesterday. The new computer background will appear next time you restart your computer.

If you need help please contact the IT Help Desk at helpme@llcc.edu or 217-786-2555.

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