Category Archives: Applications (Other)

Display Names and Pronouns

Display Name

By default, many of our systems are automatically populated with your legal name. If you wish to be addressed by a chosen name instead of a legal name in your regular Goucher work and communications, please follow the guidelines in the Registrar’s Name Change Policy.

Some highlights from this policy include:

  • Employees, including student employees, should update their preferred name choices in Workday using the Change Your Preferred Name job aid.
  • Academic users (such as faculty and students) should enter their preferred first name* in MyGoucher using the steps in the Registrar’s Name Change Policy document.
    • Only enter your preferred first name under “Display Name”. Do not include titles, pronouns or last names in the same field as your chosen first name.
    • Display names in MyGoucher will automatically be updated over time in academic systems such as Canvas, Navigate, DegreeWorks, and the Housing Director.
  • Information on OneCard replacements can be found on the OneCard website.
  • Name changes to email addresses can be requested at helpdesk@goucher.edu. Please note whether you are requesting a new email address or only an alias. If we provide you with a new email address, future emails to your original address will be lost.

Pronouns

While pronouns are added to some of our systems automatically through various data connections, some systems require users to update their pronouns manually if desired. Use the links below for instructions.

How to Connect to Goucher VPN

Description:

VPN, short for Virtual Private Network, is a secure connection from a computer to a private network (such as Goucher College) over the internet. A VPN connection allows users who are away from campus to access files or websites usually only available from computers set up in offices, classrooms, or labs in campus buildings.

Follow these steps to set up a remote VPN connection from an off-campus computer.

Before you begin:

  • VPN will only work from off-campus and does not work when connected to the Goucher network on campus. This includes both GoucherGuest and GoucherWiFi.

Steps:

PC:

  1. Open the Start menu in the bottom left, and type in “Cisco.”
  2. Open the “Cisco AnyConnect Secure Mobility Client” application from the list of results.
  3. If you do not see Cisco in Search, reinstall the application using our Setting Up a VPN Connection guide. You may also find the VPN client under the “Cisco” folder in “All Apps” on your Start menu.
  4. Once open, type in “remote.goucher.edu‘ into the URL window, and click “Connect”
  5. From there, a Microsoft login page will pop-up. Type in your username in the ‘username@goucher.edu‘ format to sign in, and input your password. You may be asked to verify your login using Multi-Factor Authentication. See our article found here for questions on using MFA.
  6. Once signed in, you’ll see a green check-mark on the lock icon in the Cisco AnyConnect window, indicating you are connected to Goucher VPN.

Mac:

  1. Click the Spotlight icon in the top right, on the menu bar and type in “Cisco”
  2. Open “Cisco AnyConnect Secure Mobility Client.app”
  3. If you do not see Cisco in Spotlight Search, reinstall the application from Self Service on your Mac, or otherwise see our Setting Up a VPN Connection guide. You can also find the application within your Applications folder.
  4. Once open, type in “remote.goucher.edu‘ into the URL window, and click “Connect”
  5. From there, a Microsoft login page will pop-up. Type in your username in the ‘username@goucher.edu‘ format to sign in, and input your password. You may be asked to verify your login using Multi-Factor Authentication. See our article found here for questions on using MFA.
  6. Once signed in, you’ll see a green check-mark on the lock icon in the Cisco AnyConnect window, indicating you are connected to Goucher VPN.

Technology Training & Tidbits Newsletters

The training newsletters are your go-to resources for staying up to date with the latest technology, tools, and techniques in an evolving world of technology. It is designed to support you in harnessing the power of technology effectively by providing valuable insights, practical tips, and hands-on workshops to enhance workplace productivity.

Technology Training & Tidbits Newsletters

  • October 2024 – Cookies, Cache, Confusion: Browser Troubles and OneDrive Sync on Macs
  • September 2024 – Do More with Shortcuts and Teams Interactive Features
  • August 2024 – Is Your Internet Up to Speed and Out of Office Replies
  • July 2024 – Summertime Tech Protection and Clipboard History
  • June 2024 – Mastering Email Etiquette and Adding Accents to Fonts
  • May 2024 – Are You Ready for Turnover? and Customize Screenshots with Greenshot and Shottr
  • April 2024 – Puns and Positive Steps for What It’s Earth! and Paste as Plain Text
  • March 2024 – Outlook Search and Quarantined Email
  • February 2024 – Don’t Get Caught with Your Password Down and Locate Shared files in OneDrive
  • January 2024 – 7 Favorite Tips, Tricks and Apps and Excel XLOOKUP

Train The Trainer Resources

As a subject matter expert, your role is crucial in empowering individuals to navigate systems with confidence and proficiency. This blog is designed to provide you with valuable insights, practical tips, and comprehensive resources to enhance your training skills and elevate your impact as a trainer. Our goal is to equip you with the knowledge and tools you need to deliver effective, engaging, and impactful training sessions.

Four Step Training Prep Checklist

The Four Step Training Checklist will help you prepare training materials, presentations and delivery. Use the checklist to help you consider logistics, scripting, presentation design and training delivery. These essential components contribute to a successful training experience for you and your participants.

Click here to view the Four Step Training Prep Checklist.

Design and Deliver Workshops

Hold for Authentication Error

Hold for Authentication Error – Why this Happens

The “Hold for Authentication” error, as shown below is common on Apple devices. This error is caused when incorrect credentials are entered when going to print. Your Mac by default, will attempt to use the local account name on your computer to login to the printer and save it to the keychain.  If you do not change the name from the Mac login to your Goucher username (ex. in the format of either josmi001 or jsmith) this error will occur. If those credentials are saved to to the keychain, this error will continue to occur on any future print jobs. This error also occurs if your password changes or expires without updating the keychain

Please note, you should always be on GoucherWiFi, not GoucherGuest when printing.

There are two solutions to this issue.

How to Resolve it

1. Refresh the Print Job

This is the easiest and quickest solution, although it may not work on some older Macs. On your dock, there is a printer icon with an exclamation mark as shown.

Click on the printer icon to open up your print queue. From there, you’ll see a list of your current print jobs.

Click the refresh icon,   you should now see a window to enter in a new username and password for the printer.

Remove the default username from the name field, if it’s not your Goucher username. Then enter in your Goucher credentials in the format of ‘josmi001’ (or jsmith for older accounts) as shown below.

Click “Ok” and your print job should begin processing. If the credentials were correct, the print job should disappear from the print queue as shown below. Otherwise if incorrect credentials were entered, the printer will once again show a “Hold for Authentication” error.

1. Delete the saved credentials from your keychain

Note, this is an advanced troubleshooting step. Please contact the Helpdesk if you need assistance with this.

If the above steps do not work for you, it is likely caused by incorrect credentials that have been saved to the keychain. To resolve this, open up Spotlight Search in the top right, type in “Keychain Access.app” then press enter.

In the Keychain Access application that opens, select ‘login’ under ‘Default Keychains’ and then select the ‘Passwords’ tab as shown.

Scroll down until you find the keychain password for the printer, (faculty_print_bw, secure_print_color, etc) The printer password will have an @ symbol next to the name, and will be marked as a “network password.”

Press and hold the Control key while you click on the printer keychain, then select ‘Delete’

Confirm that you want to delete the keychain password. Then, attempt to print again. You should be prompted to enter in new credentials for the printer. Enter in your username in the format of “josmi001” (or jsmith for some staff/faculty) and your Goucher password, as shown.

If you find that you are not prompted for new credentials when going to print, restart your computer and try again.

 

If you have any further questions, please contact the Helpdesk at Helpdesk@goucher.edu

Update Windows Credentials

Windows Credentials Errors – Why this Happens

For Goucher staff and faculty, your account password will expire every six months. If you are connected to GoucherWiFi or ethernet at the time it is changed, this password will update automatically on your Dell or Lenovo computer.

However, if you are not connected to either GoucherWiFi or ethernet,  the Windows credentials locally saved to your PC may not match your new password. This can also happen if the laptop experiences any connectivity issues. If you are logging into your laptop using your old password, but logging into Goucher systems and web pages using your new password, you are likely experiencing this issue.

This error can cause connection issues to systems which uses your Windows credentials to sign-in, which includes Microsoft applications such as Outlook or Dynamics. It can also cause errors connecting to GoucherWiFi, preventing users from accessing printers, or on-premise services like Magellan or InsideGoucher. As the computer is attempting to sign in with outdated credentials, you will be unable to connect to GoucherWiFi in order to connect and update them. There are currently two solutions to this error, depending if you are onsite or remote.

How to Resolve it

1. On Campus

The first solution is to plug your computer into ethernet. If you have an office phone, you will likely have an ethernet cable coming out of this device from the “PC” port. Plug the ethernet cable from the phone into your PC. Do not unplug the phone from the wall. If you find that you need an extra ethernet cable, or you do not have an ethernet adapter to properly connect your device, please contact the Helpdesk at helpdesk@goucher.edu.

Once it is connected the WiFi symbol in the bottom right of your PC should change to to showing you are connected to the Goucher network. Once connected, restart your PC, and log back into your account with your updated password. At this point you can disconnect from the ethernet and connect back to GoucherWiFi.

2. Remote

To update your laptop’s credentials remotely, you will first need to sign into VPN. The VPN client is the Cisco AnyConnect Secure Mobility Client. If you do not have the VPN client already installed on your device, please follow the steps for installing and signing into the VPN here.

Once you are signed into VPN, and are on the Goucher network, you will need to lock the laptop, and then sign back in. To do so, you may either press Windows Key and ‘L’ at the same time, or press CTRL, ALT, DELETE at the same time, and choose “Lock” from the list of options.

Once the laptop is locked, you should be brought back to a login screen. From here, enter in your updated password. This will update your Windows credentials and allow you to sign into all systems. If you experience any further errors, restart your device and then log back in.

 

If you find that these steps do not work for you and you need additional assistance, please contact the Helpdesk at helpdesk@goucher.edu

 

 

 

 

Using OneDrive

Included with your Office 365 account, OneDrive is an unlimited cloud drive similar to Box, Drop Box, and Google Drive. Using OneDrive to store computer files saves hard drive space, and makes sharing files and folders with other Goucher faculty, staff, and students easy. When you create or edit a document saved to OneDrive, from any location or any device, changes will automatically save back to your OneDrive account. 

Learn More

General Information from Microsoft

Below are links to articles written by Microsoft support to help you get started using OneDrive. Please contact the IT Help Desk if you have any questions or need assistance with the install or an update.

 

resource description
OneDrive Quick Start Guide A visual map of the OneDrive screen on browsers and the mobile app.
OneDrive Video Training Series Short video tutorials on OneDrive features. Note – Goucher accounts are OneDrive for Business Accounts.
OneDrive Help and Learning Dashboard Includes the links below and many more.
Installing OneDrive for Windows/Mac/Mobile If you have Windows 10 or above, OneDrive is already installed on your PC. Use this link if you’re using a Mac, another version of Windows, or want to use the OneDrive mobile app,
Uploading and saving files and folders to OneDrive Step-by-step guide on saving files/folders to OneDrive
Syncing files and folders between the web (cloud) version and your computer Step-by-step guide on syncing files between OneDrive and your computer
Sharing OneDrive files and folders Step-by-step guide on sharing OneDrive files/folders
Viewing Shared Folders (and Adding to My Files for quicker access) When someone shares a folder with you, it appears in the Shared section of your OneDrive account on the web. If you have Edit permissions to those shared folders, you can add them to the My files section of your OneDrive to make them easier to access and work with.
Creating a File Request This is a useful feature! With the file request feature in OneDrive, you can choose a folder where others can upload files using a link that you send them. People you request files from can only upload files; they can’t see the content of the folder, edit, delete, or download files, or even see who else has uploaded files.

More About Finding Folders Shared With You

Note that files/folders shared with you will always be available to you on the web from the Shared space, but only items in the My Files space will automatically appear in File Explorer or Finder on your computer. To add shared items to My Files, follow the steps below.

  1. Open your OneDrive account online.
  2. Navigate to Shared.
    OneDrive Shared Files
  3. Select one or more items, click “Add shortcut” on the toolbar and select “My Files”.
    Alternatively, you can also right-click on an item and select “Add Shortcut“.

Using Favorites to Find Frequently Used Files

Another tip for organizing your OneDrive content is to Favorite items you work with often.

  1. Open your OneDrive account online.
  2. Navigate to My Files or to Shared.
  3. Select one or more items and click “Favorite” on the toolbar. Alternatively, you can right-click on an item and select “Favorite“.
  4. Navigate to “Favorites” on the OneDrive navigation panel to find these items in the future. You can also declutter this file list as needed by selecting a file or files from this area and choosing “Unfavorite” from the toolbar.

What is Multi-Factor Authentication and Why Do We Need It?

Recently, cybersecurity has become a priority for businesses, government, and schools which is why Goucher has included this as part of the new strategic plan. One of the first cybersecurity projects Information technology (IT) is implementing is Multi-Factor Authentication (MFA).

MFA is a two-step process of providing access to a website or application for an added layer of security. Banks, colleges, and more now require MFA and most likely you’ve already gone through this process for at least one site outside Goucher.

To help ensure the security of email and data, IT began implementing MFA via a phone app called Microsoft Authenticator. Other than the added security that comes from adding MFA to your account, there are other advantages:

  • Users with MFA setup no longer need to call the Help Desk to reset their Goucher password. This is also true for shared accounts.
  • Password resets for faculty/staff have changed from every 90 days to every 180 days

Before you Begin:

Please review the following information prior to setting up MFA:

In most cases, you will only be prompted every 90 days to verify your identity. Students living on campus will be prompted at least once every 7 days. This will occur for each device. For instance, if you use the Outlook app on your phone, you will need to approve access. If you then access your email through a browser, you will again be prompted to approve access. There are other situations that will trigger a new authentication request. . Please review the FAQs for more information.

MFA will only work with certain email apps on mobile devices. The following apps support modern authentication:

  • Outlook on iOS version 10.x and greater
  • Outlook on Android

Make sure you have the latest OS or application version installed on your device prior to setting up MFA.

MFA will only work with Office 2016 or higher or Office 365. If you are running Office 2013 for Windows or Office 2011 or lower for Macs, on your Goucher-managed laptop, contact the Help Desk to upgrade your system. If you are using Office on a personal computer to check your Goucher emails, please make sure that you are running at least Office 2016 (for Windows users) or Office 365 (for Windows and Mac users). Office 365 can be installed on personal computers for work at home use. For those who cannot upgrade or install Office 365 on your personal computer, you will need to use the web-based version of Outlook to check messages.

Instructions on how to take advantage of Microsoft’s Office 365 home use option

Two authentication methods are needed to be set up to fulfill MFA requirements. Entering your password and setting up one of the methods below is not enough to fulfill MFA requirements. You will need to set up both the authenticator app and the phone methods. The only exception is if you have a non-smartphone device. In that case, only set up the phone method.

Get Started

Once you have reviewed this information, go to Setting Up Multi-Factor Authentication for instructions.

Have more questions? Review the Multi-Factor Authentication FAQs page.

Multi-Factor Authentication FAQs

What is Microsoft Authenticator?

Microsoft Authenticator is a free mobile device application that can be downloaded from Google Play or Apple store. The app notifies you if access to an Office 365 application is being attempted. If you did not initiate the access, you then select the option to not approve it. If you did, then you select “Yes” and you will be given immediate access.

The app also provides a one-time password code in case you need another way to verify your identity. The code changes every 30 seconds for added security.

Why do I keep getting “Activation failed” when setting up the authenticator app?

In order for the authenticator app to work properly, it needs to be able to send you notifications when it needs you to approve access to an Office 365 application. If you see the message below, go to your phone settings and make sure that push notifications are enabled for the authenticator app.

You may also need to make sure that the app has access to your camera if you need to scan a barcode to complete the setup.

Why do we have to use Multi-Factor Authentication (MFA)?

Cyber attacks are more prevalent than before. Goucher needs to take steps in order to prevent any major threats. Setting up MFA is one of many IT projects that will be implemented to address cyber security as part of the strategic plan.

What do I do if I’m not able to download the Authenticator app on my phone?

If you get an invalid link when you scan the barcode or are not able to find “Microsoft Authenticator” app in the Google Play or Apple store, you can use the following links:

Apple Store: https://apps.apple.com/us/app/microsoft-authenticator/id983156458

Google Play: https://play.google.com/store/apps/details?id=com.azure.authenticator&hl=en_US&gl=US

Access this link from a browser on your phone and it should bring you to the correct app. If you continue to experience a problem, please contact the Help Desk.

I already have Goucher email setup on my phone. Will that cause a problem?

This may cause a problem. We recommend you remove the Goucher email account and make sure your phone is running the latest operating system before going through the instructions.

For instructions on how to remove and add your Goucher account back to your phone please check the following link https://blogs.goucher.edu/knowledgebase/2018/07/05/adding-your-office-365-email-account-to-your-mobile-device/

Why do we have to select two methods? Isn’t one method and entering my password enough?

As you know, a password is one of the easiest things that can get hacked. Therefore, we cannot rely on passwords alone. Providing two additional methods provides a backup method just in case you experience a problem with the other.

For instance, You set up the authenticator and phone as your MFA methods. If for some reason the authenticator app doesn’t work, you can then select to use the phone method to receive your verification code.

I don’t have a smartphone. Is there another option to set this up?

Although the authenticator app is one of the preferred methods, we understand that not everyone has a capable phone. If that’s the case, you should only set up the phone method to receive your verification code via phone or text.

I use Mail for my Goucher email already. Can I still use that instead of the Outlook app?

The Mail client is not as reliable as the Outlook app. It is highly recommended you use the Outlook app to avoid any problems.

I went through all the steps, but I’m getting a message that I’ve been blocked. What do I do now?

Make sure you’re using the Outlook app instead of the Mail app if you’re an iPhone user.

If you are using the Outlook app, remove the Goucher email account and add it back in. If you continue to experience a problem, contact the Help Desk.

Why am I being prompted to enter my credentials when it hasn’t been 90 days yet?

There could be several reasons for this:

  • You are a student who lives on-campus. Students who live on-campus will be prompted to re-authenticate every 7 days.
  • Your IP address changed. If you travel with your device, such as between campus and home or to any new location, the IP address change from one location to another can trigger a re-authentication.
  • You are using a new device that has not been authenticated.
  • Your account was flagged with suspicious activity, and for security reasons it automatically triggers a prompt to ask you to re-authenticate.
  • You have another Goucher account setup in Outlook that has not been configured for MFA. If you have a department or shared account setup in Outlook, you may continue to get prompted to enter credentials because the account hasn’t been setup in MFA yet. If you go through the steps for that account, please make sure to only select E-mail and Phone for the authentication methods. Contact the Help Desk if further assistance is needed.

I tried to set up phone sign-in via the app and it says that it’s not enabled. How do I set up the phone method?

The phone method can only be set up through the MFA Setup website. The phone sign-in is another option that the authenticator app provides that we are not implementing at this time.

Important Related Links: What is Multi-Factor Authentication and Why Do We Need It? and Setting Up Multi-Factor Authentication