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IT Digital Induction and useful resources for staff

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Welcome to the University of Southampton, this guide has been designed to support your induction to our IT and Digital Services.

We know that our University Strategy needs to have the very best digital infrastructure and capabilities to enable our activities. Key to this will be ensuring that our Southampton Community feel confident and able to thrive in the digital future, ensuring they can embrace opportunities to innovate and grow.

This guide will help you get started on your digital journey at Southampton, with lots of useful links and reminders that you may want to come back to later.

The first section contains the core information covered in your digital induction, including all the basics you will need to know to get started. It also explains how to utilise the digital facilities available at the University of Southampton. 

The second section provides useful links to university resources you may need to use in the future.

Table of Contents

Section 1 - IT Digital induction

Let's start by getting you logged on.

When you first power on your device for the first time, you will be asked to follow a process to set up your computer, including the settings related to your preferred language, the Wi-Fi connection, and installing the updates your computer needs. 

What to do at home before receiving your university-owned computer

1. IT account and email address

You can create your IT account and email address using Subscribe Self-service (also known as 'Subscribe'). This is a mandatory step and must be done at home from your own device as soon as you receive the welcome email from HR.

Select the button 'Creating your university computing account' and follow the instructions to create your account.
Please note: after creating your account, you will have to wait up to 24 hours for all systems and services to become available to you. 

Through Subscribe you will be able to:

  • Create your University email and computing account
  • Set up your password
  • Set up your security questions and answers

Select the button 'Creating your university computing account' and follow the instructions to create your account. Once you have created your IT account, iSolutions will create your email using two forms:

  • Using your username – the username appears in the form of ab1cd25. Your email will follow this structure: username@soton.ac.uk (for example: ab1cd22@soton.ac.uk)
  • Using your mailname – the mailname appears in the form of A.N.Other. Your email will follow this structure: mailname@soton.ac.uk (for example, A.N.Other@soton.ac.uk)

Both addresses will deliver emails to your mailbox. Only Postgraduate Research Students (PGRs) will receive a mailname.

Please note: after creating your account, you will have to wait up to 24 hours for all systems and services to become available to you.

Related link:

2. Setting up Multi-Factor Authentication (MFA)

Multi-Factor Authentication (MFA) is a secure way to log in to your University accounts. This prevents fraudsters from accessing, altering, or destroying your personal and sensitive information.

It provides an extra level of protection. When signing in, it asks you to confirm your identity with a password and a phone / tablet. Only after successfully submitting the two pieces of evidence, you will be able to access your account.

It is likely that you already use some form of multi-factor authentication if you use online banking. 

Related links:

What to do during the induction with iSolutions

3. Getting started with your new university-owned Window computer

Follow the guidance within the SharePoint page 'Welcome to your University of Southampton device' - section 'Getting started'.

Please note: you will need to restart the laptop after signing into Windows. This will allow the machine to configure updates and important settings needed for the next step. Not all services or software will be available until the machine has run the Windows updates and restarted.

4. Connecting to the University Wi-Fi network and working away from campus

Find guidance on how to stay connected on campus and at home.

5. Keep your computer up to date

Remember to keep your Windows computer up to date. You can find guidance on this topic within the SharePoint page 'Welcome to your University of Southampton device' – section 'Windows updates'.

6. If you have any accessibility issues, we recommend visiting the Hartley Hub accessibility desks to try out input devices if needed.

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Connecting to the University Wi-Fi network

If you are on campus or in the Student Halls connect to eduroam, the University's free Wi-Fi service.

All staff can connect to eduroam and if you are 'on the go' across campus, your Wi-Fi connection will move with you. If you lose the connection between sites, you will automatically be reconnected as soon as you get back in range.

eduroam is available across all our campuses and in the Halls of Residence.

If you need wired connection, you can connect to the wired network directly or through a docking station.

Related links:

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Working away from campus

When working or studying remotely you will be able to access the same systems, services and files as if you were working in a university location.

For some services you will need to connect to the university's secure network either via:

Related links:

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Cyber Security

Cyber security is the practice of protecting systems, networks, data and programs from digital (cyber) attacks. Know more about this topic:

Please note that the computer is secured with encryption, ensuring that all data stored on it is protected from unauthorised access.

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Microsoft 365 licences

The vast majority of staff and students will be automatically allocated a Microsoft 365 A5 licence.

Staff can use both the web version and the Office Desktop apps (including Outlook, PowerPoint, Word, Excel, Project and Visio) on any University device and personal devices (up to 5 activations).

Visitors, casual and temporary staff will be allocated a Microsoft 365 A1 licence. Accounts using an A1 licence:

  • Will not be able to use the Office Desktop apps (on personal devices and University staff computers)
  • Will not be able to use advanced Microsoft 365 features (Power BI, MS Bookings, Teams Phone System and Voice Conferencing).

Related link:

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Communicating with colleagues and customers

The two primary digital communication tools we use at Southampton are Outlook for emails and Teams for telephone calls and online chat.

If you are new to Outlook and Teams, you may find useful our Outlook Essentials and Teams – An introduction.

Related links:

Making calls through Teams and Teams Softphones

Teams is the tool used to call colleagues and other of members of staff.

If you need to make external phone calls, you will need to request a telephone extension. Once your request is approved, you will be able to make external phone calls through the Teams Softphone feature from your computers and mobile devices.

Related links:

Using the University templates

Our Brand SharePoint site outlines how we can consistently represent our University as a cohesive brand with a distinct identity.

Within the Brand pages you can find guidance on how to use the visual elements of our brand correctly, including our logo, colour and font.

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Software

iSolutions provides a wide range of software for members of the University, which is available for download and installation on your own device through the Software Center or the University of Southampton Software Download Service.

The majority of commonly used applications are available through the Southampton Virtual Environment (SVE). SVE gives you access to a Windows virtual desktop from any device in any location, whether that's at home, or on campus.

Related links:

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Artificial Intelligence (AI)

As a research institution we are actively working on the future of AI and a policy for the use of it is coming. To know more about this topic, visit the Generative Artificial Intelligence Working Group website.

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Storing your documents

iSolutions advises using Office 365 (SharePoint, OneDrive, Teams) over other storage locations.

Storing data – Overview

Students and staff can store data and files using different storage resources. The main locations available for you at the University are:

  • OneDrive
  • Teams
  • SharePoint
  • Shared Resource Filestore
  • Research Data Filestore

Related links:

Differences between Microsoft 365 storage applications and other filestores

Personal work file storage: OneDrive

OneDrive is the Microsoft cloud service that connects you by default to all your files, replacing your old 'my documents' folder. It lets you store and protect your files and folders, share them with others, and access them from anywhere on all your devices.

OneDrive is your personal storage space in Office 365. You can share individual files or folders with others temporarily from OneDrive.

You should use OneDrive for:

  • Folders or files that personally belong to you
  • Folders or files that contain confidential information about you, such as any personal copies of human resource records
  • Folders or files that you want to share temporarily with other colleagues

Related links:

Teams and SharePoint

Shared files are documents that need to be accessed by others. This can include files that are being worked on by more than one individual, and files that need to be reviewed by others or presented to a specific audience.

This is the most common requirement for storing files and data:

  • If you're working with a small group of people, then you should use a SharePoint Team Site or a Team channel in Microsoft Teams
  • If the group is larger (for example a whole department), then you should use a SharePoint Communication Site

Related inks:

Shared Resource Filestore

The Shared Resource Filestore is a legacy filestore used for storing all work-related files and data shared with Faculties, Academic Units or Departments. Only Staff and Post-Graduate Researchers (PGRs) can use it.

You should have access to relevant Resource filestore locations (the 'J:Drive', for example) based on your role and department / team membership. If not, you may need to request additional folder access.

As the University is moving away from this technology, OneDrive and SharePoint are the new default location to save your files. 

Related links:

Research Filestore

Research data will typically be stored, managed, and shared during a project. While you may store research data with collaborators or on specialist platforms during your work, it is recommended that you store copies of your data on the University's Research Filestore to ensure against data loss.

Related link: 

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Printing

Self-printing

At Southampton, we use Multi-Functional Device (MFD) printers. Through them you will be able to:

  • Print
  • Copy
  • Scan documents by sending them directly to your university email address

Guidance on how to use MFDs:

Professional printing

Valley Graphics is the University’s design and print centre based in Southampton. It provides in-house design studio, and other products such as (but not limited to):

  • Large format printing
  • Brochure and booklets
  • Business cards and stationary
  • Envelopes
  • Exhibition and display prints, like banners and posters

Related link:

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Booking meeting rooms, shared desks, and CLS rooms

Through Microsoft Outlook or Teams, you can book meeting rooms, hybrid meeting rooms, and / or shared desks (also called 'hot desks').

Slightly different from a standard meeting room, a Hybrid Meeting room is an enhanced meeting space that will enable you to conduct hybrid meetings. A hybrid meeting is one where you have both remote and in-person attendees.

Common Learning Space (CLS) differ from meeting rooms. They usually are:

  • Teaching spaces
  • Tutorial spaces catering for small group activities
  • Large lecture theatres housing hundreds of people at a time

Related links:

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Forms and requests

Browse forms for services and items you need from the page All request forms.

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Policies and regulations

Find more information about the use of devices and services provided by iSolutions: Regulations and policies.

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Equality, Diversity and Inclusion 

Digital accessibility and inclusion are core values for us. We encourage positive interactions and collaboration within our dynamic environment, ensuring mutual support among all team members. Additionally, make sure to use the accessibility checker available in all Microsoft 365 products to ensure your work meets accessibility standards.

Additional software can be installed on your university-managed computer through the Software Center. If you need further support, please contact ServiceLine. 

For specialised IT equipment advice, please make connect with our Tech Hub staff. 

Related links:

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Section 2 - Other useful resources 

SUSSED

SUSSED is the University's internal portal where you can access University services, for example:

  • MyView, where you can view University policies and procedures 
  • Blackboard
  • University news and services
  • Benefits including salary and pensions information
  • Applying for a staff car parking permit (if applicable to your campus)

Please note you will only be able to access SUSSED with an active IT account.

Log in to SUSSED using your University username and password.

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My Southampton App

You can find all your key dates, site maps and events in our app, MySouthampton:

Southampton app logo

Related links:

Installing the app is not mandatory.

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eLearning and teaching resources

The Digital Learning Team has designed a set of guides to support staff using Blackboard Ultra, Panopto, eAssignments, and many other software used during teaching. 

Related links:

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Business World

Business World (previously known as Agresso) is used to record all financial transactions undertaken by the University of Southampton.

To know more about Business World, please visit the following pages:

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MyView

MyView Dashboard is the secure online service the University uses for staff to view and amend the personal data held about them by Human Resources and Payroll.

As an employee, you can:

  • View and print your pay documents, book leave, record absences and manage your appraisals
  • View and amend items such as bank account details, emergency contact details and equal opportunities information.

As a manager, you can:

  • View and manage absence and appraisals for your team
  • Delegate responsibilities to other members of staff

Related link:

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Campus Maps

The Campus Maps are here to help you find your way and find points of interest across the University campuses.

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Learning new skills

There's so much to learn about the digital world, we are learning every day. Here's some resources we use that will be useful for you too:

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Getting IT help

There are so many ways to help and not just for when you have a problem, we're here if you need help getting a peripheral or choosing the right bit of software for the task at hand, if it's digital – ask us!

How to contact iSolutions:

Find all information on the web page 'Getting help | iSolutions | University of Southampton'.

Share your feedback with us

In iSolutions we love hearing your views, every time we close a request or incident, you will get an email from us asking for your feedback. . Please let us know what you think by filling out the Digital Induction Evaluation Survey.

It's really difficult for us to improve if we do not hear about your experiences with us.

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