Emails, WiFi, Printing, and Other IT

During your studies, you will be issued at least one email address, constructed as follows: firstname.lastname@unit.ox.ac.uk

This account is created by the University of Oxford’s IT Services (http://www.it.ox.ac.uk), and is based on information you provided when you submitted your University application form.

Corrections to the spelling of your email address are considered a by-product of corrections to the spelling of your name on your University Card.

Webmail

You can access your emails by visiting the IT Services webpage (link above) then clicking the link to log into the Nexus service. Alternatively, you can directly visit: https://nexus.ox.ac.uk

Please use your Oxford SSO account to log in.

Forwarding your email

It is important you monitor you University email address all the time. Some students prefer to redirect these emails to another email provider. you can set up email forwarding by visiting the IT Services website and clicking the Manage Accounts link, or directly visiting https://register.it.ox.ac.uk

Then, follow links to “Set, update or view Nexus mailbox settings”, then choosing the option to edit “Email forwarding address settings”

Please make sure you have some means of checking your messages. Failure to respond to a Tutor or the College by claiming you did not receive an email is not accepted.

Configuring an email client

Your best option is to configure your smartphone to use the Exchange service. Along with Eduroam Wi-Fi, you will get all your messages instantly.

Specific device configuration instructions, along with screenshots, can be found here: http://help.it.ox.ac.uk/nexus/email/clients

Tip: your actual email address is: username[at]nexus.ox.ac.uk – enter this when configuring your device for an account of type “Exchange”.

Please try the above before visiting the College’s IT Staff. We are pleased to help those who have tried to help themselves.

Mailing Lists

Harris Manchester College operates a mailing list for each Common Room. Your University email address must be subscribed to the corresponding list in order for the College to be able to communicate news, details of events, and other important information to you.

Whilst it is mandatory that everyone is subscribed to one of the mailing lists, only a limited number of people are authorised to send messages to everyone.

If you have something you believe is valuable to share with other members of our College, please contact:

  • Junior Common Room: JCR President or JCR Secretary
  • Middle Common Room: MCR President or MCR Secretary
  • Senior Common Room: Bursary Staff, Academic Office Staff

If you believe you are not receiving several emails a day via the mailing lists, it may be your address has not been subscribed. In such instances, please contact the College IT Staff: it-support@hmc.ox.ac.uk

Wireless Internet Access in College is available in three flavours:

  • Eduroam
  • The Cloud
  • OWL

Students – Please use Eduroam. For this, you will need a Remote Access account (see below).

Academic Visitors – Please use the Eduroam credentials from your home institute. If you do not have Eduroam, you are most welcome to connect to The Cloud. Please be aware: Not all Colleges, Departments or Libraries offer The Cloud. In such Circumstances, you will need to ask for an OWL Visitor account from the person you are visiting.

Conference Guests and others – Please use The Cloud. this is a commercial service from Sky, delivered through University of Oxford infrastructure. connecting is via self-service – you will need to register then can get online instantly without the intervention of the College’s computing staff.

Links

Registering for a Remote Access account: https://register.it.ox.ac.uk

Eduroam Automated Configuration Tool (CAT): https://cat.eduroam.org

The Cloud Registration Page: http://service.thecloud.net

Notes:

In order to download and install the Eduroam Automated Configuration Tool, a working Internet connection is required. If you are already in Oxford, you may connect to OWL (without credentials). No other web pages will work over OWL. Once your device is configured using CAT, disconnect from OWL and join Eduroam. This mostly applies to Windows laptop users. MacBook and smartphone users can connect directly to Eduroam and the device should auto-detect the required settings before prompting you for your SSO username and Remote Access password.

Printing is available via the six computers located in the College’s Tate Library, or the six computers located in the Peter Cruddas IT Suite, first floor of Pye Hall.

In order to print, you must first log onto one of these computers – to do so, please use your Single Sign-On account. If your account does not let you log on after trying on at least two different computers then please contact the College’s IT Staff.

Once you have logged on, open the document you wish to print , then send the job to the Student Printer Queue

Printers

The College now operates a number of A3 colour Copier/Printer/Scanners (called Multi-Function Devices, or MFDs).

These can be found in the following locations:

  • Library Foyer
  • Corridor between JCR and Library Office
  • IT Suite, Pye Hall

Your print job will sit in the selected print queue waiting to be released. To release one or more jobs, visit your preferred MFD and swipe your University Card in order to identify yourself to the system. A list of pending jobs will be shown, allowing you to either delete jobs or release for printing. You will only be charged once the job is released and printed.

Photocopying

The MFDs allow Students to photocopy, please make yourself familiar with copyright regulations – notices should be attached to each MFD. To commence photocopying, swipe your University Card then choose Copying functions from the touch screen. Photocopying is a chartable service.

Scanning to email

Scanning to email is not a chargeable service, but you still need to swipe your University Card to identify yourself. By doing so, you will also find the from and to email address fields are automatically completed with your University email address.

Charging

Each term, all students are credited £6.00. This is equivalent to 200 single A4 B&W sides. If you use up all your free credit in any given Term, you will need to pay cash (in units of £5.00) to the Bursary Staff, who in turn will submit a job request to the IT Staff. All credit should be applied within one working day (24 hours) – take note of this and do not expect a 5 minute response if you have a submission deadline. Please plan ahead.

Please also note – the Bursary Staff do not apply the credits, and the IT Staff do not accept cash.

Charges

A4 B&W: £0.03 per side

A4 Colour: £0.15 per side

A3 B&W: £0.05 per side

A3 Colour: £0.25 per side

What is Home Working?

From an IT Office perspective, it is the use of personally owned computing equipment, or that supplied by the college, in a location other than your Office or other space in College. For Students, there is little change, but for Staff and Academics moving your daily tasks to a workspace out of college can require a different approach.

Since the University of Oxford has moved most of the services it provides from internally to externally hosted with Microsoft, working from home has become much less difficult.

This, of course, brings with it a different set of problems – namely security and all members of College are requested to think carefully at all times about who is asking them for passwords and the legitimacy of any website that is requesting credentials.

Email

The Nexus (internal) system was replaced with Nexus365 (re-badged Microsoft Office 365) some time ago, and most users are by now familiar with it

https://outlook.office365.com

If you prefer, you are welcome to configure an email program (Mail Client) on your own device. Obtaining and installing a full copy of Microsoft Office for FREE will be mentioned below

Instructions for configuring mail clients is well documented on the IT Services webpages:

https://help.it.ox.ac.uk/nexus365/email-getting-started

Collaboration (Video Conferencing and screen sharing)

Microsoft Teams is the preferred collaboration tool of the University of Oxford. Whilst other apps are available, all staff should use Teams for business communications.

Whilst Teams is available as a web client, the program, as always, provides more functionality when instslled on your device. Obtain it here;

https://teams.microsoft.com/downloads

Once installed, sign in as you would to any other Nexus365 service.

Using Teams

IT Services has published comprehensive user guides, so no attemt will be made to reproduce these here. Please review:

https://help.it.ox.ac.uk/nexus365/what-is-teams

Access to most of the College’s doors is now controlled via your University Card.

Your card should have been added to the system before it was issued to you. If you believe you are being denied access to a particular door at a time you should have access then please contact the IT Staff in the first instance.

Lost or Stolen Cards

Please report your card if it is temporarily lost or if you know it has been stolen, as soon as possible. You can do this via the Bursary, the Academic Office or directly to the IT Staff. It is critical we know as soon as possible so the card can be removed from the system. If you later find it, the card can always be re-added.

Obtaining a new Card

Cards are ordered via the Academic Office. If you have lost your card you may be subject to a charge for the issuing of a replacement. If it has been stolen (crime reference number required) or it has become faulty (faulty card must be produced) a replacement is usually provided free of charge.

Security is important

The College takes the security of all our members (including students) very seriously – please play your part by not allowing strangers to tailgate you through secured doorways. Never be embarrassed to challenge a stranger – use this as an opportunity to get to know a genuine colleague! Likewise, don’t take it personally if someone doesn’t hold a secured door open for you.