Extended Leave for Faculty and Staff FAQ
As faculty and staff prepare for an extended leave, they have many questions regarding computing issues. Below is a compilation of answers to common questions posed to the Helpdesk.
- What if my WINDOWS/ADMIN password is due to expire while I am away?
- Do I need to backup data on my hard drive?
- Can I still get help during academic breaks?
- What is the easiest way to check my e-mail while away?
- What are the configurations for checking my mail outside of WPI using a mail client?
- I would like to forward my mail to another account while away. How can I do this?
- I will be unable to access my e-mail. How can I inform people using an automatic response that I am away and will not get their e-mail until I return?
- What if I reach my email quota while away from WPI?
Accessing WPI Resources
You are prompted to change your WINDOWS/ADMIN password every 180 days. If it will not be convenient to reset it while away, you can change it prior to leaving using Windows Vista or 7 by pressing CTRL + ALT + DEL and choosing "Change Password." If your Windows password is due to expire several e-mail notifications will be sent to your WPI e-mail address by firstname.lastname@example.org beginning 15 days prior to the expiration date until the password expires or is reset. See our online Guidelines for Secure Password Creation.
It is best to separate personal data from WPI data and store accordingly. WPI data should be stored on a business network share and personal data may be stored on your personal network share, "My_Documents on toaster.wpi.edu/username" (where username is your WPI WINDOWS/ADMIN or UNIX username). Data in these locations is backed up by the CCC. The computer hard drives are neither backed up nor maintained by the CCC, therefore you may want to transfer to a different location, perform a complete backup, and ensure that software application installation disks are secure prior to taking an extended leave. Details are available in the CCC File Storage Options.
Yes, the WPI Helpdesk is open during breaks! The Helpdesk is open during normal business hours (generally 8 AM - 5 PM Monday - Friday). The Helpdesk can be reached by phone from off-campus by dialing (508) 831.5888. Questions can be submitted via e-mail at any time to email@example.com.
The easiest way to access your e-mail while away from WPI is via a web-based e-mail client. All of the WPI web e-mail clients can easily be accessed from: http://webmail.wpi.edu.
What are the configurations for checking my mail outside of WPI using a mail client (Outlook, Eudora, Netscape Mail, etc)?
The Helpdesk suggests that you setup Outlook for Outlook Anywhere. This method only requires the VPN during the initial setup process & will function with normal Internet access afterwards. Otherwise, your mail client should be configured to receive mail from the pop.wpi.edu system. E-mail can only be sent through smtp.wpi.edu from outside of WPI if you install and use the VPN. If you cannot use the VPN or would like to use your ISP's SMTP server, you are welcome to do so, but keep in mind that while some ISPs will allow use of firstname.lastname@example.org as the sending e-mail address, others require that theirs be used when mailing through there servers (Verizon for example).
Depending on which server handles your e-mail delivery, choose the option below that applies to you:
- WPI e-mail users of the Exchange servers (ADMIN)
... should use Outlook rules to setup mail forwarding. Contact the Helpdesk for assistance with setting up rules.
- WPI e-mail users of the UNIX server
... can choose to forward their e-mail to another account using the CCC E-mail Forwarding Management page.
I will be unable to access my e-mail. How can I inform people using an automatic response that I am away and will not get their e-mail until I return?
If you are using UNIX e-mail (imap.wpi.edu), you can setup the Vacation feature. This will send an automatic e-mail reply to anyone who e-mails you and inform them that the message has been received, but that you will not be able to read it until you return. This may be done online on the CCC Vacation Message Management page.
If you are using Outlook through an Exchange server (ADMIN), then the Out of Office Assistance feature can be used. For help with creating an Out of Office Assistant rule, see Outlook Help for your version of Outlook. Help for this feature in Outlook can be obtained by:
- Help Menu -> Microsoft Office Outlook Help -> and searching for "Create an Out of Office Assistant rule". For additional assistance, contact the Helpdesk.
The Helpdesk recommends reducing your quota prior to taking an extended leave. This can easily be done by deleting unneeded items in the Inbox, Sent Items and other folders, saving file attachments to a location other than email, and emptying Deleted Items. If you reach your quota while away, new message will continue to be delivered to your inbox, but you will no longer be able to send message.
Accessing WPI Resources
The Virtual Private Network (VPN) client will provide access to most network resources normally accessible while on-campus. For example, connecting to the VPN from an off-campus computer will allow you to map a network drive and use the Outlook client to access mail via the ADMIN exchange server (exchange.wpi.edu). The VPN can be downloaded and installed from the Network Operations VPN website.
You can also access library databases and electronic journals from off-campus. Using the Proxy Server details the steps to configure your web browser. After configuring, you will be prompted to enter your CCC UNIX username/password to access subscribed resources.
Yes. Using the VPN and your home Internet connection, you can map to your WPI network file storage. For directions on mapping a network drive while off-campus, visit the Network Drive Mapping page. Please note that you need to know the full path of the business networks shares in order to map them from off-campus.itweb
Last modified: Mar 26, 2013, 09:03 EDT