Working Remotely

The information and resources below are provided to assist staff in performing their administrative duties and/or support if they are not physically on campus. This content should be used as a guide and each department should work with their staff to discuss their needs and prepare their staff accordingly.

Contents

Preparation

Please ensure you have the following:

  • Ensure you’re enrolled in two-step authentication.
  • Have a Windows or Apple computer or laptop with recent patches installed.
  • An internet connection.
  • An up-to-date web browser, such as Google Chrome or Mozilla Firefox.
  • Updated list of contact numbers for staff in your department.

For staff who wish to use Teams or Bluejeans with video and/or audio:

  • USB webcam with microphone or headset.

Secure Remote Access

VPN Setup

VPN Setup

A VPN will allow you to access your Penn network and allow you to access network resources, group drives, and your work PC on campus. Your internet traffic will be encrypted and your traffic will appear to originate from within the UPenn network.

This VPN connection is an extension of the Penn network and is subject to the University's Acceptable Use Policy on Electronic Resources.

Please note: If you're experiencing slowness, please ensure that you have a strong wireless connection or if possible, connect via an ethernet cable.

A PDF version of this document is located here.

Getting Started

  1. Download the FortiClient VPN
  2. After you've downloaded the FortiClient VPN, depending on your browser, locate the application and click to launch the installer
     
  3. The installer may download additional files, after this process completes, proceed with the installation steps
    • Agree to the License Agreement
    • Click Next to proceed

    • Click Next to proceed with installation

    • Click Install to complete the installation

  4. Once the setup completes, navigate to the Start Menu > type FortiClient and open it


    Or on MacOS

  5. Click I acknowledge that this is free software...

  6. Click Configure VPN

  7. Enter the following configuration...

  8. On the following screen, select the VPN you just entered and enter your VPUL username (Pennkey) and VPUL password. This is the same login information you use when you log onto your machine on campus.
    • VPN Name: VPUL VPN
    • Username: pennkey
    • Password: VPUL Login Password
    • Click Connect

  9. You should now be connected! Once you're done with your session, do not forget to disconnect.

  10. You can now proceed to Remote Desktop (RDP) into your machine on campus. For instructions on how to RDP into your machine, please see below:

Remote Desktop Setup

Remote Desktop Setup

The Remote Desktop Protocol (RDP) will allow staff to connect to their computer on campus from a remote location, such as your home.

A PDF version of this document is located here.

Prerequisites

  • You must first install and configure a VPN before using Remote Desktop Protocol

Getting Started on Windows

  1. Click on the Start Menu and navigate to All Apps > Windows Accessories and click Remote Desktop Connection. Alternatively, you can click the Start Menu and type RDPRemote Desktop Connection should appear under Best match.

  2. Click Show Options. Add the following information
    • Computer: 1kx0v52.vpul.upenn.edu
    • User name: VPUL\Your Pennkey (login name you use at your office)
    • Before clicking Connect, click Save As... to save the Remote Desktop Connection to your desktop.

    • Enter your VPUL Password (not your Pennkey password, but your password you use to log into your desktop) in the Password box
  3. The first time you initiate your Remote Desktop Connection, you may receive the messages listed below:

  4. Once you've successfully connected, you will see your desktop computer and it will appear as if you are sitting at your desk on campus.

Getting Started on MacOS

  1. Download the Microsoft Remote Desktop client from the Mac App Store.
  2. Locate Remote Desktop and launch the application
  3. Click Add Desktop connection
  4. Enter the following information:
    • PC Name: 1kx0v52.vpul.upenn.edu
    • Click Add
    • Double click your new desktop connection. If you get a pop up message, click Continue.
    • Enter your VPUL Login name (VPUL\Pennkey) and VPUL password. This is the same login you use at your computer on campus.
  5. Once you've successfully connected, you will see your desktop computer and it will appear as if you are sitting at your desk on campus.

Remote Access Downloads

Remote Access Downloads

Forticlient VPN Download

Documentation PDFs

 

Meetings and Events with BlueJeans​

BlueJeans is the world’s leader in cloud video conferencing. Easily and securely hold live video calls, webinars, conference calls, and online meetings.

BlueJeans is the video conference tool used by VPUL and Penn has an Enterprise License. BlueJeans is HIPPA and FERPA compliant..

Follow the guides below to start working with BlueJeans:

BlueJeans Meetings

BlueJeans Meetings

BlueJeans Events

BlueJeans Events

BlueJeans Events reimagines the world of online events by expanding BlueJeans' signature video collaboration service with scalable broadcasting capabilities. An Event includes three types of participants:

  • Attendees watch and listen. They cannot be seen or heard, unless they “raise their hand” and are accepted by the moderator to come in as presenters.
  • Presenters will show slides, provide lecture material, etc. Their video can be seen by the audience.
  • Moderators control the event (muting presenter mics and cameras, accepting attendee requests to join as presenters). Their video can also be shown to others.

Click a link below for instructions on how these participants join and enjoy the event. Choose from a short training Video, a one page Knowledge Base Article, or the complete Guide:

Zoom

Zoom is a video conferencing platform used at the University of Pennsylvania that allows users to perform synchronous (real-time) functions including host online meetings, participate in group messaging, and share video and audio content. The software is cloud-based and works on desktop, laptop and mobile operating systems including Windows, Mac, iOS, Android, Blackberry, and Linux.

Your Zoom account is an Educational license, which has the same features as the Business license except the pooled storage is reduced to 0.5GB per user. Users cannot share accounts. You can use the following vanity URL to begin signing in: https://vpul-upenn.zoom.us/

 

Sharing in Zoom

Sharing in Zoom

Click here for more information on sharing your screen and other content in Zoom.

Zoom Host Controls

Zoom Host Controls

Click here for more information on the controls available to meeting hosts and co-hosts.  This has been edited

Zoom VPUL Staff Login

Zoom VPUL Staff Login

  1. Before you can use Zoom, you must install the Zoom software for your device. Start by going to the Zoom Download Center or go to vpul-upenn.zoom.us and click Download in the footer.

    A screenshot of the VPUL Zoom login page with Download in the footer highlighted

    NOTE: For desktop/laptop users, download and install the Zoom Client for Meetings. For iPhone or Android users, download Zoom Mobile Apps from your mobile app store. There are also browser extensions for Firefox and Chrome.

  2. Once the Zoom Client for Meetings is installed, click the Sign In button.
    Sign in to Zoom
  3. Click Sign In with SSO (on the RIGHT side of the sign-in screen).
    Sign in to Zoom
  4. When prompted to enter your company domain, type vpul-upenn and click Continue.
    Sign in to Zoom
  5. You'll then be taken to the Pennkey Login screen where you can log in with your Pennkey and password.
    Sign in to Zoom
  6. You should now be signed in!

Zoom Privacy and Security

Zoom Privacy and Security

There are some easy settings you can change before your Zoom meeting begins that will allow you to reduce the likelihood of intrusion by uninvited guests, and generally bolster your privacy overall.

  • Lock the meeting: It’s always smart to lock your front door, even when you’re inside the house. When you lock a Zoom Meeting that’s already started, no new participants can join, even if they have the meeting ID and password (if you have required one). In the meeting, click Participants at the bottom of your Zoom window. In the Participants pop-up, click the button that says Lock Meeting.
  • Waiting Room: One of the best ways to use Zoom for public events is to enable the Waiting Room feature. Just like it sounds, the Waiting Room is a virtual staging area that stops your guests from joining until you’re ready for them. It’s almost like the velvet rope outside a nightclub, with you as the bouncer carefully monitoring who gets let in.
  • Password protect the meeting: You can add an extra layer of protection by password protecting your meeting. Participants will only be able to join if they have the correct password.
  • Don't advertise private meetings on your website. Keep your private meetings private. Share the meeting link via email.
  • Mute Participants: Hosts can mute/unmute individual participants or all of them at once. Hosts can block unwanted, distracting, or inappropriate noise from other participants. You can also enable Mute Upon Entry in your settings to keep the clamor at bay in large meetings.
  • Additional security links

Lock the meeting

  1. When you’re in the meeting, click Manage Participants at the bottom of your Zoom window.
    Manage Participant Icon
  2. A Participant window will appear, click the three-dot option menu link.
    Manage Participant Option
  3. In the participants pop-up box, you will see a button that says Lock Meeting. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
    Lock the meeting

Enable the Waiting Room

  1. When you're in the meeting, click Manage Participants at the bottom of your Zoom window.
    Manage Participant Icon
  2. A Participant window will appear, click the three-dot option menu link.
    Manage Participant Option
  3. In the participants pop-up box, you will see a button that says Enable waiting room. When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
    Lock the meeting
  4. For more information on the Waiting Room feature, click here.

Password protect the meeting

ENABLE PASSWORD SETTINGS

  1. Sign into the Zoom web portal and navigate to Settings.
  2. Navigate to the Meeting tab and verify that the password settings that you would like to use for your meetings and webinars are enabled.

    If the setting is disabled, click the Status toggle to enable it. If a verification dialog displays, choose Turn On to verify the change.
    Note: If the option is grayed out, it has been locked at either the Group or Account level, and you will need to contact your Zoom administrator.

EDIT THE PASSWORD

By default, meetings are assigned a random password. You can update the password to one of your choosing.

  1. Sign in to the Zoom web portal and navigate to Meetings.
  2. Click the topic of the meeting you would like to update the password for.
  3. Click Edit this Meeting
  4. Under Meeting Options, edit the password.
  5. Click Save

Mute Participants

Mute or unmute all participants currently in the meeting. You can also automatically mute participants as they join the meeting.

  1. When you're in the meeting, click Manage Participants at the bottom of your Zoom window.
    Manage Participant Icon
  2. A Participant window will appear, click Mute All to mute all participants or hover over a participant to show the Mute button.

Additional Security Links

Hosting a Zoom Meeting

Hosting a Zoom Meeting

Before you can use Zoom, you must install the Zoom software for your device. Students, faculty and staff can sign into Zoom using their Pennkey.

Follow the steps below to host your meeting.

  1. Open your Zoom app on your desktop and click Sign In.
  2. Click on the New Meeting icon
    New Meeting
  3. If a popup window appears, choose an audio conference option of Computer Audio.
  4. You can invite participants by clicking the Manage Participants icon
    Manage Participants
  5. Click on the Invite link
    Invite
  6. Choose the Contacts you wish to invite or invite by Email. You can also Copy URL or Copy Invitation and paste it to your contacts.
    Invite

Zoom Waiting Rooms

Zoom Waiting Rooms

The Waiting Room feature allows the host to control when a participant joins the meeting. As the meeting host, you can admit attendees one by one or hold all attendees in the waiting room and admit them all at once. You can send all participants to the waiting room when joining your meeting or only guests, participants who are not on your Zoom account or are not signed in.

Participants will see the following screen when joining a meeting with Waiting Room enabled:

Please wait, the meeting host will let you in soon.

John Doe's Personal Meeting Room

You can also customize the waiting room screen with your own logo, title and description.

Note:

  • If the Waiting Room option is enabled, join before host will not work for that meeting.
  • Webinars do not support Waiting Room. Use a webinar practice session as an alternative.

ENABLING OR DISABLING WAITING ROOM DURING A MEETING

  1. As the meeting host, click Manage Participants.
  2. Click More at the bottom of the participants' window and choose Put Attendee in Waiting Room on Entry to enable or disable the feature.

ADMITTING PARTICIPANTS DURING A MEETING

  1. As the meeting host, click Manage Participants.
  2. Click Admit to have the participant join the meeting.

 

ADMIT ALL PARTICIPANTS FROM THE WAITING ROOM

  1. As the meeting host, click Manage Participants.
  2. Click Admit all.

SENDING PARTICIPANTS TO THE WAITING ROOM DURING A MEETING

  1. As the meeting host, click Manage Participants.
  2. Click More next to the participant's name and choose Put in Waiting Room.

SENDING MESSAGES TO PARTICIPANTS IN THE WAITING ROOM

  1. As the meeting host, click Chat.
  2. Click the dropdown next to To:
  3. Click Everyone (in Waiting Room).
  4. Type and send your chat message to the waiting room.

Once the message has been sent, the participants in the Waiting Room will see the message on the Waiting Room screen:

Getting Zoom Support

Getting Zoom Support

Zoom Help Center
Phone: 888-799-8854
Email: support@zoom.us to submit a ticket
Chat: Zoom Technical Support and click “Help” in the lower right corner of the page
Hours: 24/7 To report any misuse, abuse or violations on the Zoom Platform click here.

Joining a Zoom Meeting

Joining a Zoom Meeting

Click here for information on joining Zoom meetings.

Scheduling a Zoom Meeting

Scheduling a Zoom Meeting

Click here for information on scheduling Zoom meetings.

Zoom Outlook Plugin

Zoom Outlook Plugin

Click here for information on the Zoom Outlook plugin

Online Learning

Online Learning

Recording a Zoom Meeting

Recording a Zoom Meeting

Click here for information on recording Zoom meetings.

Transcribing Zoom Recordings

Transcribing Zoom Recordings

Click here for more information on how to transcribe Zoom recordings.

Microsoft Teams

All VPUL departments now have their own “team” in Microsoft Teams. You can access Teams here or download the Teams app here. Teams is FERPA compliant (HIPPA being worked on).

Teams Personal Device Setup

Teams Personal Device Setup

Installing Teams on your home machine

  1. Get started by downloading the Microsoft Teams app
    https://teams.microsoft.com/downloads
  2. After you've downloaded the Teams application, depending on your browser, locate the application and click to launch the installer
     
  3. The setup window should appear after a quick installation screen; click Continue
  4. Enter your Email address then click Next
  5. On the next screen, select Work or school account
  6. Then enter your Penn O365 password (your email password)
  7. Congratulations, you're now signed into Teams on your home machine

Teams Meetings

Teams Meetings

START A MEETING NOW

  1. Click on the Teams icon located on the left toolbar.
  2. Select a Team Channel.
  3. Located in the text toolbar is a Camera icon; click this icon to initiate a meeting.

    • Enter a meeting subject
    • Choose whether or not you wish to have your camera enabled
    • Then click Meet now

SCHEDULE A MEETING

  1. To schedule a meeting, click the Calendar icon located on the left toolbar.
  2. Select a time slot you wish to schedule this meeting.
     
  3. Add title to your meeting.
  4. Add required attendees.
  5. Further define your meeting times.
  6. Select whether you'd like this meeting to repeat.
  7. Select Add channel to send a notification to this channel.
  8. Select whether you'd like to add a location for this meeting.
  9. Add meeting details.
  10. Then click Save located at the upper-right.
  11. The meeting will now appear in the channel you selected in step #7

Teams Live Events

Teams Live Events

Microsoft Teams live events are an extension of Teams meetings that enable you to schedule and produce events that stream to large online audiences!

Additional Teams Resources

Additional Teams Resources

Downloads

Useful Links

Alternatively, you may begin collaboration immediately by launching the web version of Microsoft Teams below:

Document Sharing with Penn+Box

  • Penn+Box can be used as a tool to share and store documents
  • VPUL Mission Continuity folder
    • Individual department folders
      • updated with information from ShadowPlanner
      • updated to include a template to use for call tree
      • added users to departments per requests of director’s
    • All Directors have access to all department folders
    • Individual’s can be added to department only folders
  • Group folders are already in place for each department within VPUL
    • Folder name: GRP-VPUL-office (i.e. grp-vpul-pwc, grp-vpul-mm, grp-vpul-vpults)
    • Reviewed security today; added additional team and co-owners as appropriate

Email and Calendaring

Remote options are available for email and calendaring through Penn O365. Available options include Outlook configuration and accessing email through a web browser via webmail.

Telephone Features with PennNet Phone

PennNet Phone Service (PPS) is a web service that allows you to manage certain telephone features and voice mail options, this includes forwarding a phone line to a different number from a web browser. With PPS, you can adjust these PennNet Phone settings at anytime.

PennNet Phone User Training – This training is designed for PennNet Phone users who would like to learn more about using their PennNet Phone.This brief video will review how to change phone settings (ring-tones, personal directory, voice mail options) and how to use the PPS web service to manager their voice mail settings and forwarding options. This video course is offered through Knowledge Link.

LinkedIn Learning

University of Pennsylvania Lynda.com accounts were upgraded to LinkedIn Learning on Monday, October 28, 2019 and notified of the change. You can decide to link your LinkedIn account, you may need to authenticate with both your PennKey and your personal LinkedIn accounts to access courses. You can link or unlink your LinkedIn account at any time.

What is LinkedIn Learning?

LinkedIn Learning is an online training library that provides access to tutorials covering a wide selection of topics. Course offerings include software products widely used on campus, as well as topics to enhance key business skills. Many tutorials include exercise files so that you can follow along step-by-step, and work with the same assets as the instructors. New and improved courses are added weekly. LinkedIn Learning is available to most regular Penn faculty, students, and staff (excluding temporary staff) with a valid PennKey.

Frequently Asked Questions

  • I am unable to access my machine but I was able to before
    Keep an eye on the VPN status icon in the system tray. An icon with a green shield and yellow lock will mean you’re connected. Otherwise, you will need to re-authenticate. You can also verify your status my opening the FortiClient VPN app.
  • How can I get a student worker on Microsoft Teams?
    They will use their PennO365 account to login. However, many students have only used this credential to install Office so a common issue is them having no idea what their credentials. Their user name will be pennname@upenn.edu. If they don’t know their password, they can reset it using the PennKey-protected O365 Password Reset tool.