The Outlook Exchange You Know Will Soon Be Office 365

Information Technology Services has been planning the implementation of new and innovative productivity tools and services – Microsoft Office 365. All Northeastern University faculty and staff will transition to Office 365, starting this fall with the migration of email. Rest assured, ITS will provide assistance through each part of this transition and information will be widely available through a variety of channels.

What is Office 365?
At its core, Office 365 is the same suite of Office products and services you recognize, now provided through the cloud. Through Office 365, Microsoft offers more features in and greater access to the tools you use, both at work and at home, while providing the latest releases to its customers.

Office 365 is different in that it:

  • Is cloud based, meaning hosting will be provided by Microsoft servers and not Northeastern servers
  • Is a subscription-based service, giving Northeastern easy access to the latest software releases
  • Offers web-based access to software previously limited to a local installation

ITS is dedicated to a phased rollout of the different Office 365 products and services, starting with an email migration and certain software applications.

What to expect this fall
The initial focus of the Office 365 rollout will involve migrating faculty, staff and sponsored account email from being hosted on our internal servers to being hosted on Microsoft’s Office 365 business-class servers. As a result of this server change, your login credentials will change slightly and you will need to update your email settings after your migration on your laptop or desktop, and any mobile devices.

We’ve worked to make this transition of your email as easy as possible for you. As a result, there will be NO CHANGE to:

  • Your email address
  • Your password

What will change?
The information below will need to be updated on your laptop or desktop, and any mobile devices, for your email to work properly.

  • The username used to access email
    • Your new username will be [myNEU username]@northeastern.edu, so if your myNEU username is kinghusky, your Office 365 username will be kinghusky@northeastern.edu.
    • This username is ONLY required for Office 365 services (details here).
  • The server that hosts your email
    • The new server is outlook.office365.com
  • Outlook Web App (OWA)

What is the timeline?
Email accounts will be migrated to Office 365 in groups, primarily by department, in a coordinated effort between ITS and each department. This is intended to reduce the impact on university business. We will keep you informed, and look forward to partnering with you as you move. After working with university departments, a schedule will be posted on the Office 365 Migration page for your convenience.

What is new?
When your email account migrates, depending on your role at the university, you may also gain access to Microsoft Office ProPlus for Faculty/Staff.

Through Northeastern’s Microsoft Office 365 subscription, faculty and staff with E3 licenses (details here) can download the latest version of Microsoft Office – currently Office 2013 for Windows and Office 2011 for Mac – on both unmanaged Northeastern computers and personal computers. You may install Office 365 on up to five (5) non Northeastern-managed or personal machines.

DO NOT install Office 365 ProPlus on Northeastern-managed machines. If your machine is managed and you want the latest Microsoft Office software, please contact the ITS Service Desk at 617.373.4357 (xHELP) or help@neu.edu.

Office 365 ProPlus also includes OneDrive for Business, an online file storage service, with 1TB of storage space, and access to online versions of the Office applications. Details can be found on the Microsoft Office 365 – Faculty/Staff ProPlus page.

Looking forward
Following the email migration, ITS will evaluate the university’s needs and plan the phased rollout of other Office 365 services as appropriate.

Helpful links
Migrating to Office 365
Important Migration Steps

Student Advantage = Free Microsoft Office

As announced over the summer, students can now get the entire Microsoft Office suite for FREE during their time here at Northeastern.

Under the Student Advantage program, Northeastern is offering all active students the chance to download the latest version of Microsoft Office – currently Office 2013 for Windows and Office 2011 for Mac. This program provides Office 365 ProPlus to students, and allows you to install the full suite of applications on up to five computers AND on up to five devices.

There’s more to come – by December 2014, Northeastern will roll out additional Office 365 features, including OneDrive for Business, an online file storage service with 1 TB of storage space, and the full mobile experience.

So how do you get it?
It is right on the myNEU portal. Just log in with your myNEU username and password, go to Self-Service, and look for the Microsoft Student Advantage section. That will have the link to the Office 365 portal where you can download the latest version of Microsoft Office for your computer (the Microsoft portal auto-detects your operating system).

Full download instructions are available here.

student mac
Microsoft Office ProPlus – Microsoft Office 2011 for Mac
student win
Microsoft Office ProPlus – Microsoft Office 2013 for Windows

As the name says, Office 365 ProPlus through the Student Advantage program is tied to your status as an active student. This means a couple things:

  1. When you install any copy of Office downloaded through the Student Advantage portal, you will be prompted to log in to Office 365. This requires a slightly different username than what you’re used to – you’ll still use your myNEU password, but your Office 365 username is [myNEU username]@northeastern.edu. For example, if your myNEU username is kinghusky, your Office 365 username is kinghusky@northeastern.edu.You only need to use this username for Office 365 applications and services.
  2. Free is not forever. Once installed, Office will prompt you every 30 days to authenticate that you are still an active student. Use that same Office 365 username and your myNEU password. When you are no longer in our system as an active student, whether you have graduated or withdrawn, Office 365 ProPlus will no longer work. Students are given a 30 day grace period before their Office 365 account no longer exists.

What do I get?

Office 2013 (Windows)

  • Word 2013
  • Excel 2013
  • PowerPoint 2013
  • OneNote 2013
  • Access 2013
  • Publisher 2013
  • Outlook 2013
  • Lync 2013
  • InfoPath 2013

Office 2011 (Mac)

  • Word 2011
  • Excel 2011
  • PowerPoint 2011
  • Outlook 2011

Now, many of you are probably thinking: Wait, I already paid for Office…

If you already own Office, that’s great! Again, Office 365 ProPlus is tied to your active student status versus any version you already own, which is yours to keep whether you are at Northeastern or not. While you are at the university, though, if you download the Student Advantage version, you’ll have the latest version of Office, and then in a few months you will also get OneDrive for Business and the mobile apps. Don’t worry, Office 365 ProPlus will not overwrite any previous versions.

For more information, check out the Microsoft Student Advantage – Office 365 ProPlus page. And the ITS Service Desk is always available, 24/7, and can be reached by either e-mail at help@neu.edu or by phone at 617.373.4357 (xHELP).

Classroom Technology Updates

For fall, Academic Technology Services has made two major updates to some of the technology you use in classrooms: Tegrity lecture capture and the TurningPoint clickers.

Tegrity

HTML5 video playback is now available in supported browsers. This provides an improved viewing experience for students, along with greater search capability through the new video tagging feature for faculty. Instructors also now have annotation tools for Mac. We have also enabled an option for instructors to allow student recording uploads. For more information on these new features, please read the upgrade support documentation. Faculty can also register for hands-on training. For the newest release of Tegrity you may need to clear your cache for playback.

TurningPoint student response system (clickers)

For faculty, there is a new registration process with the release of TurningPoint Cloud. All classroom computers will be automatically updated to the new software, but faculty MUST update their accounts at account.turningpoint.com. And if you are using TurningPoint 5 on a personal computer, download the new cloud software in order to continue integrating with Blackboard; old versions will not work. For more information on the new software and registration process, please see visit the TurningPoint documentation and training center.

The upgrade will allow students to use both licensed clickers and ResponseWare accounts interchangeably in a course (instructor permitted). Whether students use ResponseWare or clickers, they will need to purchase a license. Please read and carefully follow the process for rebate information, and to ensure that any previous license for a ResponseWare or clicker device is applied correctly. New TurningPoint users can find information about this service here.

TurningPoint will be on campus this week and next for TurningPoint Cloud demos and Q&A.

When:

  • Thursday, September 4:  10:00am – 4:00pm
  • Friday, September 5:  8:00am – 10:30am
  • Monday, September 8:  9:00am – 3:00pm
  • Friday, September 12:  TBA

Where:

  • Discovery Lab, 1st Floor Snell Library (Behind Argo Tea)

Classroom Updates

In an ongoing effort to improve the classroom experience at Northeastern, Information Technology Services updated several classrooms in Forsyth Building, Kariotis Hall and Richards Hall over the summer. The following classrooms were refreshed with newer/updated technology and now allow for HDMI inputs:

  • 130 Forsyth Building
  • 202 Forsyth Building
  • 208 Kariotis Hall
  • 225 Richards Hall
  • 226 Richards Hall
  • 458 Richards Hall

For more information about these updates, please contact the ITS Service Desk at 617.373.4357.

More swipe-to-print locations on the Boston campus

Over past few months, ITS has continued the printer expansion work started during Summer 2013. Ten new print locations have been added in residential buildings on campus, along with the Marino Center, Hayden and Ryder Hall, bringing the total number of swipe-to-print locations to 19. The new additions are letter size (8.5×11) black-and-white printers which you can use when printing to the BW_Letter_8.5×11 queue.

Swipe-to-print in Marino
New swipe-to-print location in the Marino Center.

Take advantage of the new locations distributed around campus for shorter lines. Be sure you have the Virtual Print Client installed on your computer (the software is available on myNEU) so you can print remotely, and use the $120 print credit that is part of the Northeastern Printing Plan. All accounts were refreshed on August 25, 2014 with $120 printing credit. Details about this service can be found here.

New locations:

    • Davenport B lobby
    • Hayden Hall outside of the Registrars Office
    • Kerr Hall lobby
    • Marino Center by the gym turnstiles
    • Ryder Hall atrium
    • Stetson West lobby
    • Smith Hall lobby
    • West Village E lobby
    • White Hall lobby
    • Willis Hall lobby

More information on the Northeastern Printing Plan, including locations of all the ITS-networked printers and how to install the required Virtual Print Client, can be found here.

 

New Software Available – Fall 2014

New and the latest versions of software are now available to the Northeastern community in ITS managed labs, on Faculty/Staff Northeastern-managed machines and for local install. Software availability is based on the Fall 2014 image. If you are using an older image, and therefore are not seeing the latest software, you may want to consider having your machine reimaged, which you can do by contacting the ITS Service Desk.

Microsoft Office 2013

The Northeastern community now has access to the latest version of Microsoft’s Office suite. In-depth tutorials on the changes from Office 2010 can be viewed by going to lynda.northeastern.edu and searching for “Migrating from Office 2010 to Office 2013.”

  • Windows – All ITS-managed lab machines and Faculty/Staff Northeastern-managed computers with the Fall image. Faculty/Staff – It is also available through Software Center for download. NOTE: Installing Office 2013 will overwrite any copy of Office 2010. If for some reason you need Office 2010, it will be available through Software Center. Office 2010 will NOT overwrite Office 2013.
  • Mac – Not available. The latest version of Microsoft Office for Mac is 2011.

Adobe Acrobat XI Pro

The latest version of the PDF reader, editor and creator is out.

  • Windows – All ITS-managed lab machines and Faculty/Staff Northeastern-managed computers via All Programs > Adobe Acrobat XI Pro. Faculty/Staff Northeastern-managed machines - also available through Software Center.
  • Mac – (OS 10.9 only) All ITS-managed lab machines and Faculty/Staff Northeastern-managed machines running OS 10.9 (Mavericks). Faculty/Staff – use Self Service.

Adobe Creative Cloud 2014

64-bit systems only
New this fall, Northeastern has moved to Adobe’s Creative Cloud service for access to design and production applications, including Photoshop, Lightroom, Illustrator and InDesign.

  • Windows – All ITS-managed lab machines and Faculty/Staff Northeastern-managed computers. Faculty/Staff – Use Software Center to download. There are several different software packages available, based on your needs. Details can be found here. If you do not see it in Software Center, see How to: Determine if your operating system is 32-bit or 64-bit. Unmanaged Northeastern machines can contact the ITS Service Desk for local install.
  • Mac – (OS 10.9 only) All ITS-managed lab machines and Faculty/Staff Northeastern-managed machines running OS 10.9 (Mavericks). Faculty/Staff – use Self Service. Unmanaged Northeastern machines running OS 10.9 can contact the ITS Service Desk for local install.
  • Imaged non-ITS labs can contact the Service Desk to upgrade to Creative Cloud.

MATLAB

The high-level language and interactive environment that lets you focus on your course work and applications, rather than on programming details is now FREE for students

  • Student personal computers: Free, direct from vendor. For instructions, go to myKnowledge, log in with your myNEU username and password, and search on MATLAB. You will see solutions to download and activate the product as a student, and to download and install additional toolboxes.

ChemBioDraw 14

The new version of this chemistry structure and biology pathway drawing application.

  • Windows – Not available.
  • Mac – All ITS-managed lab machines and Faculty/Staff Northeastern-managed computers. Faculty/Staff use Self-Service to download.

Maya 2015

Autodesk’s 3D animation software now has many new toolsets for simulation, effects, animation, modeling, shading, and rendering.

AutoCAD 2015

64-bit systems only
The powerful design software now includes a refreshed modern interface and timesaving productivity tools such as the New Tab page, Ribbon galleries, and Command preview. Please note that AutoCAD 2011 has been retired.

Revit 2015

64-bit systems only
This building information-modeling software for architects now has new and enhanced collaboration, design, documentation and visualization tools. 

AutoCAD Civil 3D 2015

64-bit systems only
The latest version of this software for civil engineering design, analysis and simulation has significant enhancements across the toolsets, particularly in the interface, and the interoperability and data exchange features.

SOLIDWORKS 2014- 2015

64-bit systems only 
The 3D design software includes new toolsets for design, workflow, performance, visualization and product development.

Minitab 17

The latest release of this software has new and improved statistical features, and an enhanced Assistant that provides greater help performing and interpreting analyses. Please note that Minitab 15 has been retired.

  • Windows - All ITS-managed lab machines and Faculty/Staff Northeastern-managed computers via All Programs > Statistical and Computational > Minitab, and through myApps.
  • Mac – Available through myApps.

ArcGIS Desktop 10.2.2

This geographic information systems (GIS) software is for designing and managing solutions through the application of geographic knowledge.

  • Windows - All ITS-managed lab machines via All Programs > Design and CAD > ArcGIS. Faculty/Staff Northeastern-managed computers via Software Center.
  • Mac - Not available.

New residence halls with 100% NUwave access

Over the summer, in partnership with Housing and Residential Life, ITS expanded NUwave wireless network access within 17 university-owned residence halls. These buildings offer NUwave, our secure wireless network, throughout the entire building. Students still have access to ResNet, the wired network, for high speed Internet access, which we recommend using for streaming and other high-bandwidth uses.

ITS aims to have all residential buildings be 100% NUwave buildings by Fall 2015. See more about connecting in non-NUwave buildings below.

NUwave Residence Halls

NUwave can be accessed using your myNEU username and password. Students assigned to these buildings are NOT allowed to set up a personal router, or other wireless access point, as it violates the AUP, degrades the wireless signal for everyone and is a security issue.

The following buildings now have 100% NUwave coverage:

  • 144 Hemenway
  • 407 Huntington Ave
  • 768 Columbus Place
  • 780 Columbus Ave
  • International Village
  • Kennedy Hall
  • Kerr Hall
  • Light Hall
  • Loftman Hall/153 Hemenway
  • Melvin Hall
  • Rubenstein Hall
  • Smith Hall
  • Speare Hall
  • Stetson East
  • Stetson West
  • White Hall
  • West Village C

ITS has also installed wireless access points outside in the Speare, Stetson West, Stetson East, White and West Village quads, so you can now work outside on a nice day.

NUwave is now available through exteriors wireless access points in certain quads around campus, like this one at White Hall.
NUwave is now available through exteriors wireless access points in certain quads around campus, like this one at White Hall.

New wireless device network – NURes-device
Residents in these buildings also have access to a new wireless device network – NURes-device. This network is specifically for devices that do not support 802.1x and are not able to connect to NUwave. You should connect your computer to NUwave. NURes-device is not encrypted, so it is not a secure network. Apple TV, Amazon Fire, Kindle (first generation), Nintendo 3DS, and Roku devices have successfully connected to NURes-device. Other similar devices may connect but have not been tested. Wireless printers are not supported, and ITS discourages the use of wireless printers in residence halls over a wireless network, as that printer can be used by anyone in the area.

Bring Your Own Router Buildings

ITS aims to have all residential buildings be 100% NUwave buildings by Fall 2015. In the meantime, the following buildings allow the set up of personal routers to establish wireless access:

  • 10 Coventry
  • 106, 110, 116, & 120 St. Stephen Street
  • 319 Huntington Ave
  • 337 Huntington Ave
  • Burstein Hall
  • Davenport A
  • Davenport B
  • Northeastern @ YMCA
  • West Village A (North & South)
  • West Village B
  • West Village E
  • West Village F
  • West Village G
  • West Village H
  • Willis Hall

Start off the semester securely

At the beginning of a new semester it is important to remind ourselves about best security practices. Information security is a team effort and every member of our community plays an important part in protecting our data. Below are a few helpful tips to ensure you start the year off right!

Symantec Endpoint Protection (SEP) antivirus software is available to all Northeastern students, faculty and staff for free. It is strongly encouraged that you have a current version of antivirus software on your computer. Learn more about Symantec Endpoint Protection and how to get it.

Your information is only as secure as your passwords. While we all would like to have passwords that are easy to remember, it’s important to not use passwords that are easily guessed. For example, do not use things like dictionary words, pet’s names, anniversary dates or any other data that may identify you.

Change passwords often. It is a good habit to change your passwords once a quarter. Link it to the seasons or a holiday so you don’t forget. Worried about remembering them? There are free apps, like Dashlane, LastPass, and KeePass, that let you store your passwords in a secure location – making it easy to access your different online accounts.

Change your myNEU password by clicking the My Profile icon in the top right, then click the Change Password link.
Change your myNEU password by clicking the My Profile icon in the top right, then clicking the Change Password link.

Use different passwords on different systems. No single password should be reused across multiple accounts. This way, if one of your accounts is compromised, they aren’t all compromised. Last year’s security breach at Adobe caused Facebook to alert certain users to update their Facebook passwords, due to the concern that the same password was used for both accounts.

Do not share your passwords. Your password should be kept as secret as your Social Security number, if not more so. Remember, Northeastern will never ask for your password.

Create challenge questions (and answers) that are actually a challenge. When creating your myNEU account challenge questions be sure to come up with a question and answer combination that is hard for anyone to guess, especially those who know you, or – even better – make the answer random. SecureNU has a few great ideas. Even xkcd has taken a look at password strength.

Remember to install patches and updates. The reminders always seem to come at the most inconvenient time, but please remember install all patches and updates. Not doing so could expose you and your information to viruses and theft. Additionally if your information is compromised it has the ability to compromise others at Northeastern. Try setting a time aside to install patches, such as at the end of the day, so it doesn’t interrupt your work.

Using wireless Internet on campus? Make sure to log into NUWave with your myNEU credentials for full access and a secure connection. NUwave-guest is a limited wireless network intended for guests only; it requires separate registration and access ends after eight hours. Be more secure and use NUwave. Living in upperclassmen housing that allows routers? Be sure to setup your router following the 2014-2015 ResNet Router/Wireless Access Security Requirements and Recommendations.

Shopping for back to school supplies? Shopping and banking should only be done on a device that belongs to you and on a network that you trust. Free wifi can be appealing, but those networks are likely not secure – wait until you get home to buy those last few items on your list.

Bittorrent is too good to be true. The Northeastern University Appropriate Use Policy (AUP) prohibits the download, use or redistribution of any copyrighted material without authorization for the copyright holder.

Does something seem a little suspicious? All suspected security incidents should be reports to either the ITS Service Desk at 617.373.4357 (xHELP) or to the Office of Information Security at itssecurity@neu.edu.

Questions or concerns? Feel free to reach out to the Office of Information Security for assistance. We are here to help in the event that something does happen to your account.

Don’t take the bait – Watch out for phishing attempts

Imagine this…

You are sitting at your computer and an e-mail comes across your screen…

“Your account has been suspended. Please go to http://accountrecovery-neu.com to recover your account.”

You begin to panic – you have a paper due tomorrow, and you can’t submit it through Blackboard if you can’t access your account!

Before you click, STOP and THINK. Would Northeastern University ever ask you to validate your account through e-mail?

The correct answer is NO.

In the past few weeks, Northeastern University has been subject to a variety of phishing attacks. While most of us believe we would never fall for something like that, recent events have proven otherwise. The emails and websites are extremely convincing. In fact, some look just like an email you would receive from Northeastern University. A recent favorite is an phishing attempt pretending to be E-ZPass, where the email included text about its phishing policy to make it seem more legitimate.

EZpass phishing attempt

Even the most technically savvy individual could fall for a phishing email. It is important to remember that Northeastern University will never ask you for sensitive information through an email.

Below are a few additional helpful tips to aid you in avoiding phishing attacks:

Delete all e-mails and messages that ask you to provide personal information. Legitimate companies will never ask for this information via email. As an extra step, you can forward e-mails to the organization they are supposedly coming from to ensure they are aware of the phishing attempt. Bank of America even has a process for reporting these fake emails.

Be cautious when downloading files and opening attachments, regardless of who they are from. The files and attachments could be viruses designed to steal information from your computer.

Be on the lookout for generic-looking requests. Many phishing e-mails will be impersonal and use language such as “Dear Sir/Ma’am.” Banks and companies you do business with will, more often than not, send personalized emails.

Be on the lookout for poor spelling and grammar. Cyber criminals are not known for their spelling. Most organizations have staff who review any mass emails and wouldn’t allow it to go out with several mistakes. If you notice a lot of mistakes, it might be a phishing attempt.

Only provide personal or financial information through an organization’s website if you typed in the web address yourself and you see signals that the site is secure. For example, most sites that ask for personal or financial information will begin with HTTPS.

Phishing attempts could be made over the phone too. Remember to treat unsolicited calls with skepticism and to never provide personal information. Again, Northeastern University will never ask you for sensitive information through an unsolicited call. If something seems off, hang up and call the company back through an advertised number.

When in doubt, just ask. Northeastern University has a variety of areas you can reach out to for help. The ITS Service Desk is available 24/7 and can be reached by either e-mail at help@neu.edu or by phone at 617.373.4357 (xHELP).

NUwave-guest registration portal now available for most of Northeastern

In May, ITS enabled registration requirements and a time limit for NUwave-guest access on the Boston campus. After work this summer, almost all of Northeastern University – including the graduate campuses in Seattle and Charlotte, and all Boston-area campuses and facilities – is using the new guest wireless system. All work will be completed in next month.

Individuals wishing to use the guest wireless network will need to register through a new guest wireless portal page, similar to those used by coffee shops and airports. These changes provide a greater level of security for our campus networks by limiting Internet access to identified guests visiting Northeastern for a certain period of time.

As a reminder, NUwave-guest access is intended for limited guest wireless access only. Northeastern students, faculty, staff and sponsored accounts must use the secure wireless NUwave network.

Registration Details
Individuals wishing to use guest wireless will need to select the wireless network NUwave-guest, and open a browser. Guests will then be automatically redirected to the guest wireless portal registration page where they will need to provide their name, cell phone number and email address. Some Northeastern locations require an access code, which is available on-site. Guests will receive a text message containing a username and password that can be entered into the guest portal login page for network access, on up to three devices.

There is an eight-hour time limit for NUwave-guest. Once the allotted time expires, guests wishing to continue to use the guest wireless network will be required to re-register in order to receive a new access code.

Learn more about networks at Northeastern.

ITS Training: Lynda.com goes mobile and more

Lynda.com on the go
Thousands of faculty, staff and students have found using Northeastern’s access to Lynda.com online training a valuable skill building resource. If you haven’t checked it out yet, you can go to lynda.northeastern.edu and log in with your myNEU credentials.

For both new and existing users, you can also take advantage of mobile access to Lynda.com. From the Lynda.com front page, scroll down to the bottom of the page to “Products,” and go to Mobile Apps (or visit the site directly at lynda.com/mobile-apps). You’ll find both iOS and Android options. Once installed and launched on your device, you will need to indicate your method of logging in is by Web Portal. Type in lynda.neu.edu and, once the Northeastern authentication portal appears within the app, log in with your myNEU credentials. Once authenticated, the app will present you with your Lynda.com account. Your bookmarks, playlists, etc. will all be there. One added feature to mobile access is the ability to download a course for offline viewing. Download and watch where and when you want!

Lynda.com mobile
Log into the Lynda.com mobile app using the url lynda.neu.edu, then enter your myNEU username and password.

ITS Training updates
This fall, you can look forward to ITS-Training providing you instructor-led and online resources to get you up to speed on the new versions of Office we will have available on campus. In addition, you can look forward to our training support for Adobe Creative Cloud. We’re excited for the new technology and want to get you just as excited.