Virtual Office Advantage Quick Reference Guide City of Boulder City, NV This purpose of this document is to illustrate how to set up a workstation to access the VC3 Hosted Desktop environment as well as some of the specifics when using Microsoft Outlook for the first time. This document will also illustrate how to access the unique Hosted Desktop environment. Logging into your Hosted Desktop from your VC3 provided hardware... 2 Resetting your Password... 3 Logging into your Hosted Desktop from Internet Browser from your own device... 4 Hosted Desktop Helpful Definitions... 8 Setting up your Hosted Desktop on a mobile device... 9 Outlook Items That Are Not Automatically Updated... 10 Changes in Outlook... 11 Opening Outlook for the first time... 14 Need help?... 16 Page 1
Logging into your Hosted Desktop from your VC3 provided hardware 1. Turn on workstation. 2. The following screen will appear. username@bcnv.org 3. Enter your username and password. 4. Username: username@bcnv.org (Example: Jsmith@bcnv.org) 5. Password: current network password Your new desktop will appear. Page 2
Resetting your Password Password requirements: Minimum of 8 characters, at least one uppercase letter, at least one number, cannot contain username, first name or last name. 1. Go to Start then click Windows Security. 2. Click Change a Password 3. Enter your existing password, then your new password twice to change your password. Page 3
Logging into your Hosted Desktop from Internet Browser from your own device Step 1 (you will only need to perform this step once) 1. Open an Internet Explorer browser. 2. Click on Tools in the browser bar. 3. Click on Internet Options. The following window should appear. 4. Click on Trusted Sites. 5. If the box next to Require Server Verification is checked, please uncheck it. 6. Enter the following to the Add this website to the zone: https://*.vc3advantage.com 7. Click Add. 8. Enter the following to the Add this website to the zone: http://*.vc3advantage.com 9. Click Add 10. Click Close. Page 4
Step 2 1. Open an Internet Explorer browser. 2. Go to http://cloud.vc3.com/cobc and download the Citrix Web Plug-In. 3. A new window should appear. Click Run to install the Citrix Receiver. Note: If you receive and ICA Client error, you may not have install the Citrix Receiver properly. Please repeat Step 2. Page 5
Step 3 1. Once you have successfully logged in. Go to the Windows Start bar and the Log off button. 2. Then follow Steps 1 and 2 to login again. *** You will only need to perform Step 1, 2, & 3 the very first time you login. Page 6
Hosted Desktop Tool Bar There is a toolbar available once you have accessed your Hosted Desktop. To expand the toolbar, click on the arrow of the image at the top of your Hosted Desktop. Hosted Desktop Toolbar Components o Home: Minimizes your Hosted Desktop window so you can view your local desktop and applications. o Ctrl+Alt+Del: Allows you to Lock your Computer, Log off or Change a Password. o Preferences: To change your display settings or Citrix HDX features such as File Access, Microphone or Flash Acceleration. To access the files on your local desktop while in your Hosted Desktop. Click Preferences Choose Read/write from the dropdown menu Check Remember my selection o Full-Screen: Maximizes the Hosted Desktop. o Disconnect: This disconnects from the Hosted Desktop session which leaves that session active on the server. In other words, the next time you log in, all of your applications and files should still be open. o Full Desktop: When highlighted, the Full Desktop icon shows that you are viewing your Hosted Desktop session. o Window: Minimizes your Hosted Desktop screen. Page 7
Hosted Desktop Helpful Definitions Full Desktop: Enables access to an individual Hosted Desktop when logging in from a web browser. After entering username and password, a new window will appear. Click the Full Desktop icon to launch your VOA hosted desktop. Log Off: This is the same as Shutting Down your Hosted Desktop. Disconnect: This disconnects from the Hosted Desktop session which leaves that session active on the server. In other words, the next time you log in, all of your applications and files should still be open. Lock: Locks the Hosted Desktop session and requires a password to unlock. Click the Windows Start icon in lower left hand corner. Click Log Off button. Click Lock button. Page 8
Setting up your Hosted Desktop on a mobile device ***This is not how to set up email*** 1. Go to the App store on your device (itunes/google Play) 2. Search for Citrix Receiver. 3. Install the Citrix Receiver. Tap Install. Once installed, Tap Open Next tap Add Account 2. Input the following information: Address: http://bcnv.vc3advantage.com Tap Go User name: (enter your email address) Password: (enter your network password) Domain: bcnv.local Tap Save 3. You will then see a list of your apps. Tap on the VOA Full Desktop icon to launch your hosted desktop. Page 9
Outlook Items That Are Not Automatically Updated 1. Personal Distribution Lists Contact Groups, which are also known as personal Distribution Lists will not pull over automatically. Most people do not use this feature and would be unaffected. If you are not sure if you have, please briefly review this article or in the contacts Search bar copy and paste in messageclass:(distlist), which will show you all of your Contact Lists. If you do have any that you need to keep, please enter a ticket requesting assistance with this before the migration takes place. 2. Autocomplete Lists As you send emails, Outlook builds a list of addresses that you have used and suggests these as you begin to type an email address into a new email. This is a convenient feature, but not a replacement for saving contact information as Contact items. These lists will be reset during the upgrade, but will rebuild again as you send more emails. If you use this to refer to email addresses that you have not saved as contacts, create contacts for them before the migration takes place. Saving Auto-Complete name as an Outlook Contact a. Open a new email. b. Type a name in the To field of an email. c. Right click the name and select Add to Outlook Contacts. Page 10
d. A new window should open. Click Save. 3. Personal Archive Files (.PST Files) PST files are collections of emails that have been exported from the email server and exist in a single file. These can be attached to Outlook for offline viewing. It is easy to check if you have any PST files attached to Outlook. Just click on the small triangle next to your mailbox name in the folder view on the left side of Outlook. This should collapse your mailbox down to just one line. If you do collapse everything down but still see multiple lines, then you probably have a PST file connected. In the example picture below, the main mailbox has been collapsed and there are no other mailboxes or PST files connected. If you do have a PST file that you are using, this is something that should probably be moved into the Exchange Online In-Place Archive, so please enter a ticket requesting assistance with this. This change puts the PST archive back on the mail server in a special location for archives and lets you access it from any computer instead of just the one that has the PST file. If you ignore this and leave a PST file where it is, there is no harm except that you may need assistance accessing the data again the next time you go looking for it. Changes in Outlook Email signatures o When you open the new Outlook, your email signatures will be reset. o This can be easily copied and pasted from a previous email. Page 11
o o In your Sent Items, find a previous email that had the signature you use and copy it to the clipboard. Go to the File menu, then Options, click Mail, and then Signatures o Create a New signature, give it name for your reference and paste in your previous signature. Page 12
o Finally set this to be the default signature for New messages or Replies/forwards, then click OK. Shared Calendars o If you have shared calendars with co-workers or use resource calendars, then you will need to add those again to your list. o This is quick and easy to do by going to Calendar view, right click on My Calendars, and Add Calendar. Page 13
Opening Outlook for the first time 1. Open Outlook, and when the Auto Account Setup wizard opens you will see the Add Account window which looks like this: 2. On the Add Account page, your name, email address should be filled in for you and then choose Next. Page 14
3. Enter your E-mail Address and password. Then click the check box for Remember my credentials 4. Click OK 5. Please expect Outlook to be slower than normal until the initial synchronization is complete. This process can take up to 30 minutes depending on the total amount of mail that you have Page 15
Need help? One-Stop Portal Web: http://cloud.vc3.com/cobc Download the Citrix Receiver client Access to Microsoft 2016 User Guides & VC3 VOA Documentation VC3 Technical Assistance Center You can contact the VC3 TAC for technical issues: Web: http://connect.vc3.com/support Email: ITsupport@bcnv.org Chat: chat.vc3.com (7am EST 6pm EST) Phone: 803-978-2707 Toll-Free: 800-422-5941 Page 16