. Account & Google Message Center Guide. January Prepared by: Angela Mars IT Education and Training

Transcription

1 Account & Google Message Center Guide January 2019 Prepared by: Angela Mars IT Education and Training

2 Table Of Contents Account Information Page 4 Safe Practices Page 5 Recommended Etiquette Page 6 Strong Passwords Page 7 Password Tactics Page 8 2

3 Table Of Contents Outlook Web Access Page 9 Google Apps Message Center Logging In Page 11 Google Apps Message Center Spam Folder Page 15 Google Apps Message Center Delivered Messages Folder Page 16 Google Apps Message Center Adding Contacts Page 17 3

4 Account Information Acquiring Accounts To acquire an account, the director or dean of your division must send an request with the following information to the IT Help Desk, at Employee s name Employee s start date Position title Department Building and room number Phone number Supervisor s name 4

5 Safe Practices Safe Habits Do not open messages or attachments from senders you do not know. If you are unsure about a message, contact the IT Help Desk at extension If the sender or the subject line looks suspicious, contact the sender before opening the message or attachment. Turn off your preview/reading pane. This can be done from your Menu Bar, under View. Some viruses can be activated by simply opening an infected message. Check IT Service Alert s for information on current security risks. 5

6 Recommended Etiquette Electronic Correspondence for the Workplace Be professional and courteous. Keep messages short and to the point. Use a relevant subject/title for all messages. Do not use distracting, oversized, or unprofessional backgrounds, signatures, colored fonts, or quotes. Do not type using all capital letters. This is considered SHOUTING and is impolite. Respond to messages as promptly as possible. Get permission from the sender before forwarding messages. 6

7 Strong Passwords How to Create Strong Passwords Good passwords are long. A good password needs to be at least eight characters long. The longer a password is, the harder it is to crack! Good passwords are complex. Use upper and lower case characters. Use numbers. Use special characters such #, _, $, or *. (Preferably, not just one at the end of your password.) Change your password regularly. At a minimum, passwords should be changed every forty-five days. Choose a password you can remember. Choose a phrase that you can remember. Then, substitute characters in the phrase. For example, I love working at CTC could be turned into i<3w@c_t_c! 7

8 Password Tactics Password Tactics to Avoid Do not write your password down. Notepads and sticky-notes can be easily taken, thrown away, or lost. Do not share your password with anyone. If you think someone may know your password, change it immediately. Do not use personal information to create a password. Passwords should not include information that can be easily guessed if someone knows you. Do not use words that can be found in a dictionary. Some password cracking programs contain dictionary files that can recognize permutations, such as password1. Do not choose the same password for everything. If a hacker guesses your password, they could have access to your online bank accounts, accounts, etc. 8

9 Outlook Web Access Accessing Your CTC Account 1. Open an internet browser. 2. Go to 3. Click on Logins link. 4. Click on the Outlook Web Access link. 5. Sign in using your CTC login and password (e.g., 9

10 Outlook Web Access Accessing Your CTC Account, (cont.) 6. Click on the Sign In link. 10

11 Google Apps Message Center Logging In 1. To access your Google Apps Message Center, click A welcome message will appear if this is your first visit. Click the I accept... button when you are ready to continue. 11

12 Google Apps Message Center Logging In, (cont.) 2. Sign in using the short version of your CTC address (i.e., your first initial and last name: and password. If you cannot remember your password or were never issued one, call or the IT Help Desk at extension (Continue to page 14 if you do not need IT Help Desk assistance.) 12

13 Google Apps Message Center Logging In, (cont.) 3. After the IT Help Desk has reset your password, you will receive an from Google that contains a temporary password. After signing in with this password, you will be asked to make a new password for yourself. Type in your new password twice and click the Change password button. 13

14 Google Apps Message Center Logging In, (cont.) 4. You will be given the option to enter your phone number as an additional security measure. This process is optional and can be skipped altogether. Select to either enter your number or click the Skip button. 14

15 Google Apps Message Center Spam Folder This is the folder you will automatically enter after signing into the Message Center. If you are missing mail that was sent to you, it may be stored in this folder. Click the checkbox next to the message you want to mark as safe and click the Not spam (deliver) button. 15

16 Google Apps Message Center Delivered Messages Folder Selecting Delivered from the top-left (under Message Center ) will take you to the Delivered messages folder. This is where potential spam messages are held. To mark messages as spam, select the message via checkbox and click the Report spam button. 16

17 Google Apps Message Center Adding Contacts 1. Click the Settings cog in the top-right corner of the Message Center and select Settings from the drop-down list. 2. Click the Add approved contacts link. 17

18 Google Apps Message Center Adding Contacts, (cont.) 3. Click the Add button. 4. Enter your contact s information into the Add a new contact window that appears. From there, you can add another contact or click Add when you are finished. 18

19 Q&A? Educational Requests: Contact Angela Mars Technical Questions: Contact the IT Help Desk