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Digital resources and support

Studying and working online

Programs and advice for working and collaborating online.

*Links from this page may require a York St John Office 365 login. Email Digital Training if you are unable to access them.

Microsoft Office 365

Office 365 is the brand name Microsoft uses for a group of software and service subscriptions.

This is available to all students and most staff at York St John University.

Go to office.com* to access online versions of Word, Excel and PowerPoint. Log in with your University email address and password. Here you can also download up to five copies of the full software to use on your devices. Some of the important features are:

Outlook

Outlook is the fully featured email and calendar program used by staff and students.

See our page on: Outlook*

OneDrive for Business

All staff and students are now able to access this secure online file storage and sharing tool. This is separate from any personal OneDrive account which you may already have.

OneDrive for Business provides you with 1 Terabyte of online storage. It is straightforward to use and is similar to other online file storage and sharing cloud services, for example, Dropbox and Google Drive.

OneDrive for Business offers secure storage which means it is a safe way of storing, accessing or sharing files. Other cloud services offering file storage may not offer this level of reassurance.

You can synchronise your OneDrive files to your personal device. Please see our page on: OneDrive for Business*

Teams

Microsoft Teams is a collaboration platform which allows users to schedule or join online meetings, chat in a shared space and securely share documents between Team members.

We recommend that you download the Teams app for the best performance. Log in using your York St John email address and password.

Join a meeting

You may be invited to join an online meeting. In the Teams app, look for the booking in your Calendar, decide if you wish to use your webcam and microphone and select Join Now. There are more in-depth instructions on our Joining a meeting in Teams* page.

Create a meeting

You may need to create and run a meeting in Teams. Full instructions can be found at: Creating and running a meeting in Teams*

Synchronising Teams files

The files area from a Team can be synchronised with the filing system of a device. This means that the Team Filespace can be treated as if it is a memory stick. Files are only downloaded when required.

If a file is altered on the device the changes are synchronised back to the cloud.

Warning – this leaves a copy of the files on the device so should only be carried out to devices that are protected by password and kept secure.

See our page on: Synchronising Teams files to your device*

Mac Permissions

Microsoft Teams app may not work with older versions of Mac OS <10.10 and some older iOS versions.

You will need to give permission for the Teams app to access the Camera and Microphone. You may also need Screen recording if you want to share your desktop.

Permissions are in System Preferences and Security & Privacy but you can find more information on our Mac permissions and requirements for Teams* page.

Joining a meeting as an external guest

External guests can join Teams meetings, but may have reduced functionality. You can find more information on our Joining a Teams meeting as an external guest* page.

Online security

There are many potential problems when working online. We have lots of help and guidance on our Online security* page.

Phishing

Phishing is a scam whereby criminals typically send emails to thousands of people, pretending to be from banks, credit card companies and other trusted organisations. Links to their websites can look realistic intended to trick the victim into providing confidential information. The false website are often direct copies of the genuine versions.

Rather than clicking on a link in an email, go to the site via your normal route e.g. a bookmark. Always check the URL at the top of the browser to see that the website address is genuine and that the site is secure. The website may start with a genuine part of the address but end incorrectly e.g. www.yorksj.dodgy.com

The danger is that clicking the link will then lead you to a password prompt which will look genuine but is actually supplying your password to the criminals. If you suspect that something is wrong then immediately change your password and inform the genuine organisation e.g. IT help at York St John or your bank if appropriate.

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