Archives

VPN and Secure Remote Access

Vpn - Free security icons

Overview and Key Features:

Members of the University community must secure their access to sensitive systems and protect themselves when connecting from remote locations, such as while traveling or working from home. Virtual Private Networks (VPNs) allow a user to route their computer’s internet traffic through a specific network while not directly connected to it. U of T offers two VPN tools for different purposes:

  • UTORvpn: A general remote access VPN that protects connections and allows users to connect to the campus wireless network remotely.
  • AdminVPN: Allows the owners of administrative and academic systems, as well as department administrators, to enforce strong authentication and secure connections.

Help - Free computer icons   Getting Started:

  1. Download the Cisco AnyConnect VPN client (for desktop) or the Cisco AnyConnect app (for Android/iOS).
    • Installation instructions for the Cisco AnyConnect VPN client can be found below.
  2. Open the Cisco AnyConnect client. Enter or select “general.vpn.utoronto.ca” and click Connect.
  3. An authentication window will open for the group “UofT Default”. If you need all network traffic (including video streaming) routed via VPN, select “UofT Full”; this is not recommended.
  4. Once the group is selected, enter your UTORid and password. Click OK.
  5. Your computer will notify you that it is now connected to UTORvpn.

Question mark - Free communications icons   Get Help:

For detailed connection walkthroughs, see the Enterprise Service Centre (ESC) Knowledge Base:

For all other VPN service inquiries, create a ticket on the Enterprise Service Centre (ESC).

UTSend

Product overview - Free business icons   Overview and Key Features:

UTsend is a secure file transfer service used for sharing content, including Level 4 data, with internal or external users. All files are encrypted, authenticated, and virus-scanned.

University members can upload files and send file request links through UTsend. Email (e.g., Microsoft Outlook) may be used for general communication but it is not encrypted and should not be used for sharing or storing L4 data. Recipients will receive UTsend notifications via email but all file transfers will occur through the UTsend website.

Use UTsend to send or receive confidential and sensitive (L4) data which can include, but is not limited to:

  • Social Insurance Numbers
  • Banking Information
  • Medical and Health Records
  • Insurance provider information
  • Payroll and Tax forms
  • Usernames and passwords
  • Any personal identifiable data (PII)

Help - Free computer icons   Getting Started:

UTSend can be accessed using your UTORID at: https://send.utoronto.ca/

You can send a file to someone via UTSend by “dropping off” that file into the application. Downloading a file that someone else has sent to you is referred to as a file “pick up”.

UTSend hosts files for 14 days so this service is not suitable for long-term storage. Please keep a downloaded copy of any files transmitted via UTsend in another appropriate location for your own records.

Question mark - Free communications icons   Get Help:

Please feel free to contact us at  utsend@utoronto.ca

UTAlert

Message - Free communications icons

Overview and Key Features:

UTAlert is a service that allows the University to quickly send important messages via email, SMS text and mobile app push notifications. UTAlert complements other University communications channels, such as websites and social media.

All current members of the University community are automatically subscribed to the system for University-issued mass notifications using their official U of T email address.

Help - Free computer icons   Getting Started:

The University will use the UTAlert system to send you messages via email, SMS text, or mobile app push notification.

UTAlert texts will come from the phone number 855-756-1140. Creating a contact on your phone for this number called “UTAlert” may make it easier to identify text notifications.

The UTAlert website provides the ability to customize your notification options.

Question mark - Free communications icons   Get Help:

Email – Outlook (UTmail+)

Outlook Logo and symbol, meaning, history, PNG, brand

Product overview - Free business icons   Overview and Key Features:

With the new UTmail+, you get all the email features you know and rely on plus increased functionality. Automatically organize your inbox and share documents by connecting to Microsoft 365’s OneDrive. You can connect from anywhere: log in to Outlook/UTmail+ online or download the Outlook desktop and mobile apps to access your email from any device.

Help - Free computer icons   Getting Started:

Web Version

To access the Outlook (UTmail+) Web interface, sign in to your work account at mail.utoronto.ca. For the first time, the page will prompt you for UTORid confirmation.

Desktop Version

A downloadable version of Outlook is included to the Microsoft 365 package and available for University of Toronto-owned computers under the Microsoft Campus License Agreement.

Question mark - Free communications icons   Get Help:

If you’re looking to get started or have any questions or concerns, we recommend beginning by reviewing the relevant resources:

Recommended External Resources

Support Level: Advanced support available

Onedrive

Tip! – File Sharing in OneDrive – Teaching & Learning

Product overview - Free business icons   Overview and Key Features:

Using OneDrive, you can securely store all your personal files in one place, easily share them with your colleagues and access them from any device.

With OneDrive, you can also:

  • Control the sharing rights on your documents and access files remotely.
  • Eliminate the need to send files to yourself by email: you no longer need to use your inbox for document storage.
  • Better collaborate with colleagues by editing and sending changes to OneDrive email attachments in real time through UTmail+. There is no need to collate multiple recipients’ edits and comments.
  • Keep track of document comments and edits in one place, not across multiple copies of a document.

Help - Free computer icons   Getting Started:

Web Version

To access the OneDrive Web interface, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select OneDrive

Desktop Version

Faculty members, librarians, and administrative staff with at least a 20 per cent appointment can download and install OneDrive on up to five personal devices the Office home page.

Question mark - Free communications icons   Get Help:

Recommended External Resources:

Support Level: Basic support only

MS Visio

File:Microsoft Office Visio (2019).svg - Wikipedia

Product overview - Free business icons   Overview and Key Features:

Microsoft Visio is a diagramming tool that is part of the Microsoft Office suite of productivity software. It is primarily used for creating various types of diagrams, such as flowcharts, organizational charts, network diagrams, and more. Visio provides a user-friendly interface with a wide range of shapes, templates, and tools to help users visualize and communicate complex information effectively.

Key features of Microsoft Visio include:

  • Templates and Shapes: Visio comes with a large library of templates and shapes that cater to different types of diagrams and industries. This makes it easy to start creating diagrams without having to design everything from scratch.
  • Customizable Diagrams: Users can customize shapes, lines, colours, and other elements to create diagrams that suit their specific needs. This flexibility allows for the creation of professional-looking diagrams.
  • Export and Integration: Diagrams created in Visio can be exported in various formats, including PDF, image files, and even web pages. This makes it easy to share diagrams with people who may not have Visio installed.

Help - Free computer icons   Getting Started:

  • UTmail+ Home
  • Log in to your online Outlook/UTmail+ account and click on the waffle in the top left corner. Select the Visio tool.
  • Visio web-based version is available for Faculty, Staff and Students.

If the full version of Visio is required it must be purchased through the License Software Office at uSource.

 

MS Teams

Microsoft Teams - South Piedmont Community College

Product overview - Free business icons   Overview and Key Features:

Microsoft Teams is a chat-based collaborative workspace that brings together people, content and conversations. With Teams, channels of colleagues can create content while collaborating with one another at the same time. Users can share files through Teams both internally and externally, and access their team files on SharePoint.

The powerful chat functionality of Teams enables instant text, audio, and video communication among university colleagues. It integrates Office apps like Word, Excel, PowerPoint, and OneNote, offering a collaborative experience.

Help - Free computer icons   Getting Started:

Desktop Version

While Microsoft Teams is available as a web app, the Teams desktop client is recommended for a more robust experience. The desktop version offers better integration with Microsoft 365, efficient resource use, and enhanced notifications.

Question mark - Free communications icons   Get Help:                    

If you’re looking to get started or have any questions or concerns, we recommend beginning by reviewing the relevant resources:

Report a security incident to the Security Team

Support Level: Basic support only

MS Stream

Automate Office 365 Group Creation Within Your Business | Envision IT

Product overview - Free business icons  Overview and Key Features:

Microsoft Stream is a secure video service that allows you to share recordings of classes, meetings, presentations, training sessions and related videos. With Stream, users can access their videos on multiple devices from any location and deliver both live and on-demand videos to curated audiences.

Help - Free computer icons   Getting Started:

To access Stream, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select Stream

Storage Note

It’s important to note that, unlike Stream Classic, the new Stream integrates with Microsoft 365, allowing for video files to be stored and shared directly within OneDrive or SharePoint which may impact storage quotas.

Question mark - Free communications icons   Get Help:

Recommended External Resources

Service Level: Basic support only

MS Forms

Product overview - Free business icons   Overview and Key Features:

With the Microsoft Forms tool, you can create surveys, polls and formative quizzes – and easily see results as they come in. When you create a survey or form, you can invite others to respond to it using any web browser, even on mobile devices. As results are submitted, you can use the lightweight, built-in analytics to evaluate responses. Form data can be easily exported to Excel for additional analysis.

The Microsoft Forms tool provides basic functionality for forms and surveys. It offers time-saving and efficient features, including:

  • Re-usable template forms.
  • The option to add pictures and videos to your survey.
  • Collaborative design that allows you to co-edit forms with colleagues.

Help - Free computer icons   Getting Started:

UTmail+ Home

Log in to your online Outlook/UTmail+ email account and click on the waffle in the top left corner. Select the Forms tool.

Question mark - Free communications icons   Get Help:

Open an incident ticket using Enterprise Service Centre (ESC)

Support Level: Basic support only

MS Bookings

Start Scheduling Meetings With MS Bookings

Product overview - Free business icons   Overview and Key Features:

Microsoft Bookings is a scheduling tool that allows you to keep track of appointments and clients. With Bookings, clients can easily access your booking page at any time to find the appointment slot and service that they need. For example, an instructor at U of T might use Bookings to schedule office hours.

Bookings provides an excellent alternative to phone or email appointment scheduling: a simple, customization webpage lets your clients find available times and book appointments 24/7. Once an appointment is booked, your client will receive a confirmation email and calendar invitation.

Help - Free computer icons   Getting Started:

Access

UTmail+ Home

MS Bookings is available to all full-time staff and faculty. Once you have access, log into your online Outlook/UTmail+ account, open the app launcher (the waffle icon) in the top-left corner, select All apps, and choose Bookings.

You can also use Bookings within Microsoft Teams. Just open Teams, select the three-dot (More added apps) menu, and look for Bookings.

Question mark - Free communications icons   Get Help:

Access the Enterprise Service Centre (ESC) to open an incident ticket.

Support Level: Basic support only