I used two methods to introduce the material to the person. Text and video.
So this is the guide that I created:
New
User Guide
First
of all “Welcome”
This
guide will show how to use software and hardware in this company. There might
be some software and hardware that has been updated. If you spot a software or
hardware that is described in this guide that does not exist in the company
please speak to IT Department and they will explain how to use equivalent or
similar software or hardware.
There
are two ways how to get information from this guide. One way is to view the
videos and other is to read the written description. To access the video
tutorial please press on the highlighted (underlined) text and it will redirect
you to YouTube website where you will be able to view the video. Please keep in
mind that YouTube will playback the videos in low quality by default. You can
increase the quality of the video by pressing on the “Gear” symbol at the
bottom corner and choose the quality. I would suggest to choose the highest
quality that is available.
Press on the “Gear” to access the quality settings
Then choose the quality (my advice is to choose the best quality)
In this
Guide you will find these articles:
Videos
in this guide
Videos In this guide
Once You join
Once You join
Username
and Password
Windows
Environment
Microsoft
Office
How
to find out which version I have?
Printers
No
Driver found!
The
Printer is not in the list!
Printing
JIRA
WiFi
Enterprise
Google Mail
E-Mail
Google
Chat
Google
Drive
Google
Calendar
Google
Contacts
Google
Groups
Videos in this guide:
Click
on this link to access the whole playlist of the videos in this guide
Once You join
Username and Password
Once
you join your department you will be given a username and password. Just to be
on safe side I will explain what is username and password:
●
Username
- a name that is assigned to each and individual user in the company. The
username is unique and there is no other person with this username and there is
no duplicate of the username. When using this assigned username within the
system you will be given specific user rights and permissions. These rights and
permissions will determine which local or network resources you will be able to
access.
Examples:
○
jgree,
○
johngreen,
○
john.green,
○
j.green
○
etc.
●
Password
- a combination of alphanumeric symbols that are used to protect the access of
a particular software or location. This password is very often used injunction
with an username. In the password the letters can be lower case and upper case.
The minimum and the maximum length of the character are determined by the
software or company’s IT policy. In our case the password requirements are:
○
Password has to be changed every 90 days
○ Minimum Password length is 7 characters
○ Minimum Password length is 7 characters
○ You will not be able to reuse the same password for
minimum of 5 times. This means that once the password will expire after 90 days
of the creation of the password, you will be required to create a new password.
The system will remember the previous password and will not allow you to use it
until you have created new password for the 6th time. e.g. lets imagine that your 5 passwords would be
like these:
■
Password1
■
Password2
■
Password3
■
Password4
■
Password5
So you will not be able to reuse these password examples until
there have been another 5 that replace the previous ones in the memory. This
means that the next password will have to be something like this:
■
Password6
Only after this password has been saved in the system you will
be able to reuse the first password:
■
Password1
And so on.
If you still have questions regarding your password please
contact IT Department and they will be able to help you with the passwords. You
will receive a temporary default password that you will need to change as soon
as you can. Once you will log into your computer the system should prompt for
the new password (click on the link to watch the video).
Video tutorial on: How To Change the Default Password
If for some reason the system does not prompt you for the
change please watch the video below to change the password. This video is also
very useful when you need to change the password at any time. (Click on the
link to watch the video).
Video tutorial on: How to change the password while logged into the Windows
7
Phone number
You will be given a phone number extension. Almost every
person in the company has a phone number extension that you can use to identify
yourself in the phone system. e.g. If a person within the company would like to
call you but would not know your phone number, all he/she had to do is to go to
the phone directory and search you by the name and call you. This directory will
show you the name and surname of the person, phone number and if necessary
other information. IT department will give you your phone extension number at
the same time as when they will give you your username and temporary default
password for Windows.
You can view the full tutorial on how to use the phone that
the company hands out to the users by clicking the link below:
Please choose the model of the phone you have to view the
appropriate tutorial video
Windows Environment
Once
you have successfully logged into the Windows please take your time to
familiarize yourself with the system. Make sure that you have all necessary
tools and software that you will require for your work. The most popular tools
and software that you will probably will need is Microsoft Office, Printers and
Scanners and E-Mail.
Microsoft Office
At
this moment in the company we have three type of Microsoft Office:
●
Microsoft Office 2003
●
Microsoft Office 2007
●
Microsoft Office 2010
How to find out which version I have?
Follow
these steps to find out which version of office you have:
1
Press Start
Button on the Bottom left corner of the screen
2 Then Press the All Programs Link in the Start Menu
2 Then Press the All Programs Link in the Start Menu
3
The Find Microsoft Office in the list and open the
folder. When the folder will expand you will be able to see what version of the
Microsoft Office you have. i.e. in the picture below you can see that it is
Microsoft Office 2010 version as all Microsoft Office components are 2010.
Please
watch the video in the link to see how to find out which version of the
Microsoft Office you have: (Click on the link to watch the video).
Video
tutorial on: How to find out which version of Microsoft Office you
have
Printers
Please
make sure that you have all the necessary printers and scanners installed.
Please follow these steps to find out which printers are installed and how to
install new printers.
You
can also watch the video below by clicking on the link:
Video
tutorial on: How to install a printer
Press
Start Button on the Bottom left
corner of the screen
1
Then click on the Devices
and Printers link
2
Then Press the Add
Printer Link
3
Add Printer
wizard opens. Choose Add Network,
Wireless or Bluetooth Printer option
4
Please wait for few seconds, untill the list is
populated and then choose from available printers that you need. If you don’t
know which printer you need to assign then please ask the IT Department to help
you. Once you have chosen the printer, select it and press Next button.
5
Once you click Next
the wizard will start the connection process and will try to install the
driver.
6
Once it finds the driver it will ask for the permission
to install it. Click Install Driver
to proceed
8
Once the installation has finished the confirmation
page will pop up. If you don’t want the newly installed printer to be your
default printer then please untick the “Set
as default printer” check box otherwise leave the box ticked. After that
please click “Finish”
No Driver found!
It
can be that the server that has the printer resides on does not have the
driver. You will receive this message
If
this type of the message appears then please speak to your local IT Department
and ask them to install the printer.
The Printer is not in the list!
There
might be a situation that the printer that you want to install is not in the
list of the available printers. This means that the printer is listed in the
Active Directory. You can watch the video by clicking on the link below:
Video
tutorial on: How to install an Active Directory printer
To
see the Active Directory listed printers please follow these steps:
1
Press Start
Button on the Bottom left corner of the screen
2
Then click on the Devices
and Printers link
3
Then Press the Add
Printer Link
4
Add Printer
wizard opens. Choose Add Network,
Wireless or Bluetooth Printer option
5
Then click on the “The
printer that I want isn't listed” link
6
Then when the next options appear leave the default
option “Find a printer in the directory,
based on location or feature” selected and press Next
7
Then find the printer in the list, choose it and press OK
8 When the installation has finished, You can view all
the necessary information like Name and make. To proceed click Next button
9 Once the installation has finished the confirmation
page will pop up. If you don’t want the newly installed printer to be your
default printer then please untick the “Set
as default printer” check box otherwise leave the box ticked. After that
please click “Finish”
Printing
Once
you will have the necessity to print a document you will have to choose between
two printers:
1
HP LaserJet 4200 - LON-OTP-PRI-03
2
RICOH Aficio MP C3300 - LON-OTP-MFD-01
The
RICOH printer is the prefered printer to print from. To print from the printer
please follow the video or instructions below:
Video
tutorial: How to Print
1
Prepare the document that you need to print
2
Choose the printer
3
Print
4
Please go to the printer
5
Press Printer symbol
6
Enter your phone extension number
7
Choose the documents you want to print
8
Press “Start”
to print the documents that you selected previously
JIRA
In
the company we use JIRA as the centralized service desk ticketing platform. If
you have a IT related issue that you cannot solve or you don’t have enough
permission then you will need to create a ticket and one of the IT team members
will try to resolve the issue as soon as possible. The response time of the IT
department depends on the level of the issue. If the issue is serious and
affects the work then the IT department will try to resolve the issue as high
priority. If the issue is a low level then it might take time until IT
department will try to resolve the issue. I will describe the process of
creating the ticket in the JIRA system. Please watch the video below or read
the instruction on how to create the ticket:
Video
tutorial: How to create a Service Desk Ticket
1
Please open the Internet browser
2
After the browser has opened, enter odigeo.jira.com
address in browser address bar and press enter or arrow button on the right
side of the Internet Explorer address bar
3
Once the website has loaded please press on "Log In" link
4
Then press on "Log in using Google"
5
This will use your Enterprise Google credentials that
have been supplied by your IT department. These credentials are the credentials
you use to log into your email account in Google Mail.
6
You can also tick on the check box "Keep me logged in" if the computer
that you are using is mainly used by you to save your time next time you want
to create a Service Desk ticket.
7
When the credentials screen will appear then please
enter your Google Mail username and password and press enter on the keyboard or
"Sign in" button on the
screen. You can also leave the "Stay
signed in" check box as it will remember your login details next time
you will want to create a new Service Desk ticket.
8
If this is the first time that you have accessed this
website you will need to create a password. Please enter the new password in
the fields provided. Please remember that the password has to comply with the
companies IT security policy. If you are unsure what is the policy please speak
with the IT Department
9
To create a ticket please press the "Create Issue" button on the header
of the page
10
Depending on the Issue you will need to choose from the
available Projects, for the purpose of this demonstration I will use Corporate
IT as a Project. This will send a notification to IT Department as this project
type corisponds with IT related issues
11
Then you can choose the type of the issue. You can use
"Incident" or "Change request". I will use
Incident in this case.
12
In the "Summary" field type the brief
description of the issue like "Printer
needs to be installed"
13
Then you have to tell the system who is affected by
this issue. You, your team or the whole company. In this case it is you.
14
After that choose the level of the severity. You can
choose from:
a
Cosmetic
b
Minor
c
Major
d
Blocker
15
In the location field specify in which office you are
in.
16
In the description field please provide the full
description of the problem. For example: “Please
install the LON-OTP-MDF-01 printer on my computer as I do not have
administrative privileges to install the driver. Thank you”
17
You can assign this ticket to a specific person or
leave it on automatic
18
In the "PC
Number" field please specify the name of the PC. You can find the name
of the PC on the side of your PC or laptop or you can view it in the computer
19
To do that please follow these steps
20
Press Start button on the bottom left corner of the
screen
21
Right-click on the Computer link
22
And Choose the Properties link
23
Next to the "Computer
Name" you will see the full name of the computer
24
You can also add an image or other type of the
documents to the ticket to help to speed up the process and help IT department
25
Once you have made sure that all the information is
entered correctly please press
26
Create to finish
WiFi
In
every office there are different WiFi networks available. In London Office
there are two WiFi networks:
1
OODIGEO_OFFICE
2
ODIGEO_GUEST
Please
follow these steps to connect properly to one or other WiFi network in London
Office (please note that the instructions for other offices may vary and to
find out the correct instructructions please contact the local IT Department)
Video
tutorial: How to connect to WiFi Access Point
To
connect to ODIGEO_OFFICE WiFi network:
1
To connect to this network you have to be a part of
Opodo domain. This means that you have to have Opodo domain credentials (To
find out which domain credentials you have please speak with the IT Department)
and the computer has to be registered within the domain to allow connections to
this WiFi Access Point
2
Please log into the system using Opodo domain
credentials
3
Once you have logged in, please click on the bottom
right corner on the Wireless Connection icon to connect to the WiFi network
4
The system will display all available connections
5
Select ODIGEO_OFFICE and click connect
To
connect to ODIGEO_GUEST WiFi Network:
1
You have logged into your laptop using any other login
credentials other than Opodo domain credentials you will not be able to connect
to ODIGEO_OFFICE so you will need to connect to ODIGEO_GUEST instead
2
To do that you will need to obtain a password. This password
is a combination of 13 symbols
3
Please click on the bottom right corner on the Wireless
Connection icon to connect to the WiFi network
4
The system will display all available connections
5
Select ODIGEO_GUEST and click connect
6
Then when prompted enter the Password and click “OK”
Enterprise Google Mail
Video
tutorial: How to use Enterprise Google Mail
There
are several ways how to log onto your email.
1
Type www.gmail.com into your internet browser;
2
Once you are on Google website you can press on Mail or
Gmail link in the header.
If
you are not already logged into your email account please do so by entering the
email credentials that the IT Department supplied you with. Please remember
that you need to supply the full email address as you are using the Gmail
service but the username is name.surname@odigeo.com. You have to supply the @odigeo.com
when entering the credentials
You
can tick the "Stay signed in" check box. This will make sure that
next time you will want to access your email you will not have to input the
credentials again.
Note
It
is highly recommended to logout from your account every time if you are using a
shared computer or you are not logged into the computer using your own
credentials as anyone would be able to access your data.
Once
you have supplied the credentials please press “Sign in” button or press “Enter”
on the keyboard
With
this email account there are many things that you can do. Few of them are:
1
Send and receive emails
2
Use google chat and video chat called “Hangout”
3
Participate in a social network “Google+” Note: you will need to create
account first
4
Create, receive, share and send documents in “Google
Drive”
5
Use “Google Drive” as your cloud based storage space.
This means that you will be able to create and store documents on the storage
space which will be linked to your email account. Using this email account you
will be able to access your data from any computer in the world at any time as
the data you would store is located on “Google” servers and is accessible any
time. But you have to keep in mind that
there is a space limitations for the storage. And you are allowed to keep only work related data on the
“Google Drive”
6
Create, share and receive events created in “Google
Calendar”. You can synchronize these events with your mobile devices like
smartphones and tablets by synchronizing your account in the device
7
Create, send, share and receive contact details. You
can synchronize these contacts with your mobile devices like smartphones and
tablets by synchronizing your account in the device
8
Store, share and receive photos in “Google Picasa”.
9
Access and upload videos in “YouTube”.
10
Use account details to access “JIRA” Service Desk
Ticketing system.
E-Mail
Video
tutorial: How to use Google Mail email
1
To create an email please press on "Compose" button. A windows will
pop out.
2
In the "To"
field please supply the full email address of an external receiver or name of
an internal user. For example, I can supply name of an college and “Google
Search” will look if such name exist in my contacts or in the contacts of
Odigeo Group. If the Google search does not find the email address then you
will have to write the full email address
3
In the "To"
field there are links for CC and BCC.
Cc: stands for "carbon copy." Anyone listed in the Cc: field of a message receives a copy of that message when you send it. All other recipients of that message can see that the person you designated as a Cc: recipient received a copy of the message. To add an entry in the CC: field, click the "CC" link to the right of the "To:" field. Note: To send a message, you must always specify at least one recipient in the "To:" field.
Bcc: stands for "blind carbon copy." This is similar to the Cc: feature, except that Bcc: recipients are invisible to all the other recipients of the message (including other Bcc: recipients). For example, if you send a message To: HR and Bcc: your manager, then HR sees that it is the only recipient. Your manager, on the other hand, is "in the know" — he or she can see that you sent the message To: HR, and that you blind-copied him or her.
To add an entry in the Bcc: field, click the "BCC" link to the right of the "To:" field. Note: To send a message, you must always specify at least one recipient in the "To:" field.
Cc: stands for "carbon copy." Anyone listed in the Cc: field of a message receives a copy of that message when you send it. All other recipients of that message can see that the person you designated as a Cc: recipient received a copy of the message. To add an entry in the CC: field, click the "CC" link to the right of the "To:" field. Note: To send a message, you must always specify at least one recipient in the "To:" field.
Bcc: stands for "blind carbon copy." This is similar to the Cc: feature, except that Bcc: recipients are invisible to all the other recipients of the message (including other Bcc: recipients). For example, if you send a message To: HR and Bcc: your manager, then HR sees that it is the only recipient. Your manager, on the other hand, is "in the know" — he or she can see that you sent the message To: HR, and that you blind-copied him or her.
To add an entry in the Bcc: field, click the "BCC" link to the right of the "To:" field. Note: To send a message, you must always specify at least one recipient in the "To:" field.
4
In the “Subject”
field you can specify the subject of the email. If you will leave this field
blank the system will notify you that this field is left blank before sending
the email. You can still ignore the message and send the email with blank
"Subject" field, but it is
very recommended to fill the "Subject"
field as it will aid the receiver to understand the content of the email
without opening the email itself. Also if you need to find an email it will
help to look at subject field to identify the correct email.
5
Then in the message box you can write the desired
information.
6
You can also edit the style of your message by clicking
on the “Text Editing” Icon on the
bottom of the email box.
There you can change the Font Style, text size, make the text bold, italic style and underline the text. You can change text colour. You can create numbered list or bulleted list. Edit the position of the text. And you can also remove the style of the text. This is useful when you are copying the text from a different source. This will remove the style that was used in the external source.
There you can change the Font Style, text size, make the text bold, italic style and underline the text. You can change text colour. You can create numbered list or bulleted list. Edit the position of the text. And you can also remove the style of the text. This is useful when you are copying the text from a different source. This will remove the style that was used in the external source.
7
You can also add an attachment to the email. You can
attach a file or photo. You can insert a link. There is a size limitation of
the email, which is maximum of 25 MB. If you need to attach a file that is
larger than 25 MB you can use a option to attach a file from "Google Drive". This option will
send the file you want to attach to your "Google Drive" and share the file to the email address or
person that you specified in the "To"
field and insert a link in the email so that person can access the file. Then
you can also insert an invitation that will be recorded in your "Google Calendar".
8
There are also options like Label the recipient. This
means that every time you will receive email from the person that you are
sending your email to will be labeled. For example you can label all you
managment emails as Managers or Finance Emails as Finance. You can request a
read receipt. This means that when you choose this option and send the email
and the recipient will read the email the system will ask the recipient if he
or she would like to send a "Read Receipt" And when the recipient
will choose Yes it will automatically send an email to you that the recipient
has read the email you have sent him or her. You can also print the email you
are sending and check the spelling.
9
If you will close the email that you have composed by
clicking on the "X" symbol
it will not be deleted but it will be put in to the "Drafts" box instead. If you want to delete the the email that
you have composed then you have to click on the "Bin" icon.
Google Chat
Video
tutorial: How to use Google Chat
1
To access "Google Chat" first you need to
find the person that you would like to chat with You can do that by entering
the name of the person that is in the Google Mail system. It can be your
colleague or a person outside your organization.
2
If this is the first time you are chatting with this
person you will need to send him or her an invite first.
3
Once the person has accepted the invite it will appear
in the list of chat users to start the chat with the person you can click on
the user's name and the pop box will appear.
4
Then you can start the video chat by inviting the
person to "Hangout".
5
Once the user accepts your invitation you will be able
to start the chat
Google Drive
Video
tutorial: How to use Google Drive
To
access your "Google Drive":
1
Please click on the "Drive" link in the header of the page
2
Once the "Drive" has opened you can access
all your files
3
There are two important tabs that you need to pay
attention to
a
"My Drive", this tab will show all files that
you have created and added to the drive
b
"Shared with me", this tab will show all the
files that have been shared with you by other “Google Drive” users
To
create a file within the "Google Drive":
1
Click on "Create"
button.
2
Then choose which type of file you want to create.
In this example we will create a document file.
In this example we will create a document file.
3
Click on "Document"
to continue.
4
Once the document has opened you can start editing it.
5
First give it a title, and then start writing the text
The
best thing about the "Google Documents" is that it has autosave
function by default. This means that the document will save after every
alteration.
From
the document you can also share it to other people. To share the document:
1
Please Click on the "Share" button.
2
In the "Add people" field add the name or the
email of the person you want to share the document with.
3
Then choose the level of rights you want to grant to
the person. You can choose from:
a
Can edit
b
Can comment - this means that the person will be able
to view the document and make comments within the document but he or she will
not be able to edit it
c
Can view
4
Once you are happy with the all options available click
on "Share & Save"
button
5
Once you finished creating the document, just close it
and it is saved.
Google Calendar
Video
Tutorial: How to use Google Calendar
1
First lets switch to “Google Calendar” page
2
Click on the “Calendar”
link on the top of the page
Once
the calendar has opened you can see the calendar for the present week. You can
change the view by choosing one of the options:
●
Day,
●
Week,
●
Month,
●
4 days or
●
Agenda
If
you have any outstanding tasks they will be displayed in the Tasks pane which
is on the right side of the window. You may have to open the tasks pane. To do
that please follow these steps:
1
Click on “My
Calendar” Tab on the left side of the screen
2
Once the contents open as a drop down menu, please
click on the tasks to active the tasks
3
Now you should be able to see the Tasks on the right side
of the screen
To
create an event click on the "Create"
button on the left side of the screen
1
Give your event a name
2
Specify when it will occur
3
You can also choose the timezone of the place of the
meeting
4
You can also specify if the event is for all day or if
this is a repeating event. e.g. it will occur every week
5
Then you can add the location
6
If this will be a video meeting then you can add a link
for “Google Hangout”
7
Give it a description e.g. “On this meeting we will
discuss the new ideas of the advertisement we can use in future”
8
Also add people who you would like to attend the
meeting
9
Once you have finished creating the event press Save at
the top of the screen.
To
view an existing event you can click on it and it will give you a brief
description but if you would like to have more information or you would like to
edit it then please double click it. You
can also search in the calendar and it will show past and future events with
the name you specified.
Google Contacts
Video
Tutorial: How to use Google Contacts
To
access the contacts please click on the Contacts Link on the top of the page.
Once the page has opened you will be able to see the list of the contacts that
are linked to your email.
There
are few tabs that will contain the contacts:
●
My Contacts - this tab will contain the contacts that
you have created
●
Most Contacted
●
Other Contacts - This will include a list of people
that you have sent the emails to
●
Directory - this is the list of contacts of the entire
company
You
can also create your own group. To do that:
1
Please click on the “New Group” link
2
Give it a name and click “OK” to continue
3
Then click on the Group
Here
you will be able to see the people that you have added to the group. This group
will not be replicated to other people. This group is created only for your
own use.
To
create a personal contact:
1
Please click on the “New Contact” button
2
Then add a name of the person
a
You can click on the 3 dotted icon to get more options
3
Then add all the information necessary
To
delete the contact:
1
please tick the checkbox next to the persons name
2
Then “More”
and “Delete Contact”
You
can also search for the contact in your company.
1
Please enter the name of the person that you are
looking for.
By
clicking on the name you will be able to see the detailed information of the
person
To
add the person to your contact list
please press on the “Add to My Contacts”
button
If
you have synchronized your user account with your smartphone or tablet then
these contacts will appear on the contacts book on your device.
Google Groups
Videos
Tutorial: How to use Google Groups
Google
groups are the distribution groups in the domain. This means that there are
groups created that have members and if you would like to send a mail to
everybody in the group you can just email it to the group itself.
Every
Group has a Group owner. If you have been chosen to be a owner of the group
then you would be able to add people to the group, remove people from the
group, specify who can post to the group and who not, and also specify who can
receive e-mails addressed to the group.
To
access the Groups:
1
Please click on the Groups Link on the top of the page
2
The Groups homepage will open.
To
access the groups:
1
Please click on the "My groups" icon
2
Once the list is populated you will be able to see
which groups you own.
To
access the groups preferences please click on the group. Here you can:
●
Add or edit the “Welcome” message
●
Add a new topic and
●
Mark it as your favourite group
To
manage to group please click on the “Manage”
button
Here
you will be able to see the preferences of the group like:
●
Members of the group
●
Their role
●
Their email address
●
What emails delivery options are for each member
●
When the member joined the group
●
Who is allowed to post to this group
To
change any of the preferences of a specific user or users:
1
Choose the user by ticking the checkbox next to the
persons name and
2
click on “Action”
button. Here you can choose from:
a
Delivery options
b
Posting permissions
c
Add a role
d
Remove from a role
e
Remove from a group and
f
Ban from the group
You
can also invite a member to the group by clicking on the "Invite Members” link on the left side
of the screen. Then enter the email address of the people you would like to invite
and write an invitation text. Once you have added all the people and entered
the text please click on "Send
invites" button on the top.
If
you would like to add people manually please click on "Direct add Members" but please
be
careful and only add people you know. Using this feature for sending
unwanted email can result in account deactivation. Enter the email
address of the people you would like to add as a members and enter the
“Welcome” message then choose the email subscription options and then click on
"Add" button.
You
can also view the outstanding invites and join requests by clicking on the
appropriate link on the left side of the screen.
You
can also specify the settings for the email. These settings will be used when
sending email as a group.
If
you would like to add people to the group that are not working in the company
please click on the "New Members"
link under the “Settings” option and tick the check box for “Allow new users not in odigeo.com”
Then
you can specify who can join the group. You can choose from:
●
Anyone in the organization
●
Only invited users
●
Anyone
●
Anyone can ask
●
Anyone in the organization can ask (this option is the
default option)
You
can also edit the “Permissions”, “Roles” and “Information”.
These
are the basic everyday options that you might use to find out more please speak
with your IT department.
No comments:
Post a Comment