Category Archives: Office

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.

Setting Up Multi-Factor Authentication

Before you Begin:

Review the information provided in the What is Multi-Factor Authentication and Why Do We Need IT? article prior to going through these instructions. Also, take the time to review the instructions before going through the steps.

Instructions:

Everyone must visit the MFA Setup Page to configure at lease one secondary verification method. You can choose to use the Microsoft Authenticator app (Option 1 below) and/or choose a text or call to your phone (Option 2 below). Best practice is to set up both using the Microsoft Authenticator App as the default method with a phone verification (SMS or Call) as a backup.

Please read the instructions below carefully prior to following the steps.

Option 1: Microsoft Authenticator App

Once installed, this will be set as your default sign-in method. You can change this if you prefer to use a different method as your default.

  1. Visit the MFA Setup link and sign in with your Office 365 username ([username]@goucher.edu) and password. Click NEXT.
  2. From the Security info page, click Add Method then select Authenticator App.
  3. Then click the Add button.
  4. You will then be prompted to download the app to your phone. From your phone, launch the Google Play Store or the Apple App Store.
  5. Search for and download the Microsoft Authenticator app. Once downloaded, click Next on the Microsoft Authenticator window on your computer. Then click Next again.
  6. Open the Microsoft Authenticator app and select to allow notifications (if prompted).
  7. Select Add Account from the Customize and control icon (3 vertical dots) in the upper-right corner.
  8. Then select Work or school account (Android) or Scan a QR Code (iPhone).
    NOTE: If this is the first time setting up the Microsoft Authenticator app, you might receive a prompt asking whether to allow the app to access your camera (iOS) or to allow the app to take pictures and record video (Android).  Please select “Allow” so the authenticator app can access your camera to take a picture of the QR code in the next step.
  9. Scan the QR code provided on the screen which will add the account to the device automatically. Once this is complete, click Next on your computer.
  10. From your phone, click Approve to allow your account to be added to the Authenticator app.

Tip: If you are not able to scan the QR code or are denied access, you can still receive approval by providing the one-time password code found in the Microsoft Authenticator app.

Option 2: Phone (As Default or Backup Method)

As a backup option to the Microsoft Authenticator app, it is recommended to add a second method. To receive a phone call or text to verify your identity, follow these steps:

  1. Visit the MFA Setup link and sign in with your Office 365 username ([username]@goucher.edu) and password.
  2. For first time users: Click NEXT, and then click “I want to set up a different method” link.


    For users who already setup the Authenticator app    : From the Security info page, click Add Method

  3. Select Phone from the dropdown.

  4. Enter your cell phone number and choose the option to either Text me a Code or Call Me.
    • If you choose the text option, you will receive a message on your phone with the code you need to enter.
    • If you choose the call option, you will get a phone call for verification. Please follow the prompts to continue.

Your Security info page should look like this once both methods are set up:

Verifying Your Identity

Once all the methods are set up, you can then attempt to access your Goucher email. If you are off-campus, you should be prompted to enter your password, then an option should appear to verify your identity. Here’s how the app should look once it’s been set up:

If the authenticator app is installed on your phone and set as the default sign-in method, then you’ll be prompted to approve access. If you selected a different identity method, then a verification code will be sent via text or phone call.

You will only be prompted for MFA once the feature is enabled for your account. If you do not receive a prompt while off-campus then it hasn’t been enabled for you yet.

Troubleshooting tip: If you already have your Goucher email setup on your phone, you may experience a problem with the authentication. If that is the case, remove the Goucher account from your email app then add it back again.

For instructions on how to remove and add your Goucher account back on 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/

Please contact the Help Desk at helpdesk@goucher.edu if you experience a problem during setup.

 

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

 

How to Upgrade to Office 365 for Macs

Every Mac user will need to have Office 365 installed by October 13, 2020. That is when Microsoft will no longer support Office 2010 and Office 2016 for Macs. If you’re not sure which version you have installed on your computer, perform the following:

  1. Launch Word.
  2. Click the Word menu in the top left.
  3. Select About Microsoft Word.

If the version shows 2010 or 2016 then you need to upgrade. Here are two options on how to upgrade to Office 365:

Upgrade Option 1: Self Service

  1. First, connect to the VPN.
  2. Launch Self Service from the dock or do a search. The Self Service icon is the Goucher Gopher icon with a black background.
  3. Click the Applications option from the left side menu.
  4. Then click Install for the Microsoft Office 365 (AY21) application. It will perform a silent install which will take about 10-30 minutes depending on your connection.
  5. When it’s done, the button will change to “reinstall.” Make sure that the Office applications are installed on your computer.
  6. After installation, launch one of the applications. You should then be prompted to enter your Office login.
  7. Enter your [username]@goucher.edu in the username field and your Goucher password.
  8. Then accept the license agreement to continue.

Upgrade Option 2: Office.goucher.edu

  1. Go to office.goucher.edu and enter your Office login: [username]@goucher.edu and Goucher password.
  2. Once logged in, click the Install Office menu located on the top right side. Then select Office 365 apps to begin the download.

    The install window instructions will appear and the Office install package will start to download on your computer.

  3. Depending on your browser, launch the Microsoft Office 16 installer package either from the bottom of the browser, Download folder, or the down arrow link at the top right corner.
  4. Select Yes to install then follow the prompts to complete. The install should take between 5-10 minutes.
  5. After installation, launch one of the applications. You should then be prompted to enter your Office login.
  6. Enter your [username]@goucher.edu in the username field and your Goucher password.
  7. Then accept the license agreement to continue.

If you run into a problem with one of the upgrade options, then try the other option. If neither works, please contact the Help Desk for further assistance.