Introduction
This article will provide some introductory information to get started with Dietitians Australia's systems.
Microsoft services login
Every staff member has an assigned “...@dietitiansaustralia.org.au” email address and username for any Microsoft services and subscriptions, as well as for signing into staff laptops. Your email address and username will be shared with you, usually by email, with your password and PIN shared privately, usually by text.
You can access your email, calendar, and all other web-based Microsoft apps and services including Word, Excel, Forms, Teams web apps etc via office.com using your DA Microsoft login.
Authentication
As part of your sign-in process, you'll need to validate that it's really you accessing your account – an extra layer of verification beyond just your username and password. The second layer of information, a time-sensitive code, is sent to another device that only you have access to, which limits other people from pretending to be you.
This is called two-factor authentication (2FA), or multi-factor authentication (MFA).
Here's our article about setting up 2FA using your smartphone. The Microsoft Authenticator smartphone/tablet app is recommended and will become the only supported method for 2FA in future.
SharePoint
SharePoint is the online file storage system utilised by Dietitians Australia and is the place to store business documents and files related to work for Dietitians Australia. Microsoft office 365 files can be saved directly to SharePoint or uploaded after they have been saved locally.
Helpdesk
Assistance with IT issues can be requested by submitting a support ticket through DA's Helpdesk, powered by Zendesk. Submitting a ticket through the Helpdesk, rather than by email or by walking up to a team member, allows the team to better manage support requests and minimize interruptions to other work. You can find a quick guide on how to submit a ticket to request assistance in the Helpdesk.
When getting help with your tech issues, please add to conversations in tickets online in the Helpdesk portal, not by replying to Helpdesk notification emails. Thank you.
Using non-DA computers and other devices for DA work
If you are working remotely from DA's Canberra office, you might be using your own equipment.
Your personally-owned computers or phones will need to be approved to access DA's Microsoft services . It's a process of joining a security portal, having security checks carried out automatically and on an ongoing basis, and agreeing to security terms and conditions discussed below. It does not involve anyone having remote access to your computer's or other device's files.
To start the process for Windows laptops/computers, install Microsoft's Company Portal app, which can be downloaded for free from the Microsoft Store.
Once the Company Portal app is installed, sign in with your DA-Microsoft username and password, and the 2FA code via your Microsoft Authenticator app.
Next, please email it@dietitiansaustralia.org.au with your computer name so that we can start the process of device approval. Only once approval is complete can devices safely access our Microsoft-based services.
To find your computer name in Windows 10
- Open the Control Panel.
- Click System and Security > System.
- On the View basic information about your computer page, see the full computer name under the section Computer name, domain, and work group settings.
To find your computer name in Windows 11
- Press the Windows key and “I” keyboard shortcut simultaneously.
- Head over to the top left on the screen that opens and select System.
- A new pane will open on your right side. You’ll see the computer’s name.
- You can scroll down to the About section and click on it to see your computer name. Your computer name will be next to Device Name.
Android and iOS mobile devices have slightly different setup process, please email it@dietitiansaustralia.org.au to discuss.
Important information when using personally-owned devices
- Approved computers, phones, and tablets should comply with our security policies. Consent will be sought to agree to the policies shown below.
- If you can, create a new user profile on your computer just for Dietitians Australia work. It will simplify using multiple Microsoft accounts and allow the creation of a unique PIN/password to protect the profile.
- Your Dietitians Australia email address and username can be used for all our Microsoft services and subscriptions when signing in to web apps in a browser (for example, Outlook or SharePoint).
- When logging in for the first time and when on a new device you should be asked to add a multi-factor authentication code from an Authenticator app. You can find an article to assist with setting up multi-factor authentication in the Helpdesk.
- If using Office apps/the Outlook web app in a browser in a profile where other Microsoft accounts are used, please log in to office.com using a Private/InPrivate/Incognito browser window to avoid clashing of logins causing DA-assigned permissions to not work.
- Beyond accessing Microsoft web apps, your account also allows you to install desktop Office apps.
Policy agreements – non-DA devices must:
- Have login security e.g. a password.
- For PCs: must have a firewall enabled, the one built into Windows is enough.
- For PCs: must have anti-virus software enabled, the one built into Windows is enough.
- For PCs: must have hard drive encryption (BitLocker) enabled. May require Windows Pro, which DA can upgrade to on your behalf if needed).
- DA OneDrive folders can’t have sync switched off.
- If your laptop, phone, or tablet is lost, stolen, or being disposed of, inform DA so it can be remote wiped to protect against loss of business and member data.
The business systems crew will seek consent by email to agree to these terms for personally-owned devices to connect to our Microsoft-based systems and services.
Helpful articles to get started with Dietitians Australia systems
Setting up Microsoft two-factor authentication (2FA or MFA)
How to use a smartphone or tablet to verify your Microsoft logins.
Information to help understand the phone system at Dietitians Australia and how the triage system works.
How to add or edit an email signature
Quick guide on setting up a Dietitians Australia email signature.
Applying updates to Windows 10 and Windows 11
Guide on downloading and installing updates for either Windows 10 or Windows 11 systems. Updates provide additional security for your computer and should be done regularly.
How to identify an email as spam
Tips on how to identify an email as a spam email and what to do with spam emails.
How to minimise or block spam coming into inboxes
Guide on how to make changes in Outlook to reduce the amount of spam received.
Troubleshooting camera issues in Microsoft Teams
Guide on solving common issues with setting up cameras in Microsoft Teams.
Troubleshooting microphone issues in Microsoft Teams
Guide on solving common issues with setting up microphones in Microsoft Teams.
How to save Microsoft Office files directly to SharePoint
Instructions on how to save Microsoft office files (Word/Excel etc) directly to SharePoint.
How to submit a ticket for assistance in the Helpdesk
Guide on how to submit a good Helpdesk ticket to assist the IT team in solving your problem.
Comments
0 comments
Please sign in to leave a comment.