The resources you need to work remotely

Select a resource below to learn more about it.

Virtual Private Network (VPN)

If you are installing VPN on a home computer, use the instructions below.

If you are installing VPN on a university-issued device, contact your local IT support person or the Service Desk for assistance.

A virtual private network is used to allow offsite users to access secured/restricted resources. The VPN utilizes public resources such as the Internet to provide remote users with secure access to the U of M's network. It allows the authentication and encryption of data between the remote user's computer and the campus network.

Who is eligible?

The VPN service is available to faculty, staff and students. Any user with a valid UMNetID and Password can simply download and install the client software. 

When to use?

Access to network resources, secure web pages, etc. that require you to be connected to the University network. 

Protect sensitive information like passwords, research data and other personal information when they are transmitted between your remote computer and the University network. Access to network resources that are inaccessible from off-campus because of firewall and other access control restrictions.

VPN access is required for the following systems:

 

How to install and set up VPN

VPN Gateway

What is the VPN Gateway?

Use the VPN Gateway when you are unable to install the VPN client software on a computer or if you wish to access secured U of M resourcesvia a web browser. The VPN Gateway gives you more flexibility in terms of access to your University resources from any computer with a web browser.

Using SMB to map drives for Mac OS

What is SMB drive mapping?

SMB allows you to mount a remote volume on to the Mac OS desktop. This enables you to drag and drop files, as you normally would, to and from your computer to and from Active Directory.

How to map to drives after installing the VPN Client (Windows)

What is drive mapping?

After you install and login to your VPN client on Windows, you may map to your Home and Shared drives via the instructions below:

Video conferencing

Information to help you choose the best solution for your team.

FAQs

Common questions and responses:

What application do I use for teaching and learning?

WebEx is recommended for teaching and learning applications. To access quick guides and support on how to use Webex, please visit: https://centre.cc.umanitoba.ca/webex-support/

I have an extra-large meeting with many attendees, what should I use?
  • Microsoft Teams is recommended for anyone who has O365 enabled, Teams allows for instant chat and can hold a meeting with up to 250 attendees
    • Team Meetings – have a limit of 250 people in a meeting. A meeting is where people can collaborate, chat together and work on files together, etc.
      • All members in a meeting must have a license to be in Teams.
    • Teams Live Event – can broadcast to up to 10,000 people, the institution can have up to 15 Live events at a time
      • Who can attend live events
      • Public events
        • If an event is public, anyone who has the link can attend without logging in.
      • Private events
        • If attendance is restricted to your org or to specific people and groups, attendees will need to log in to join.
        • If the event is produced in Teams, they’ll need a license that includes Teams. If it’s produced externally, they’ll need one that includes Microsoft Stream.
  • Webex is available
  • For meetings up to 150 people, BlueJeans is available but the University has a limited number of licenses
  • Zoom is dependant on the licensing model of the individual Zoom host, please note the University does not have any licensing for
    Zoom
My internet does not support video calls, I have slower internet, or I have no internet, what should I use?

All products listed will adjust for varying internet connections by adjusting the quality of the video. Dial-in options are available for some applications for those who have low connection quality or do not have internet:

  • Microsoft Teams does not currently support a dial-in option with our current license
  • WebEx – The Centre, IST, and Cisco are working towards an alternate Webex option for attending classes and meetings
  • BlueJeans includes multiple toll-free dialing options that may be of benefit
  • Zoom includes dial-in options
How do I get support or ask additional questions?
  • For support on how to use Webex for teaching and learning, please contact The Centre for the Advancement of Teaching and
    Learning https://centre.cc.umanitoba.ca/contact/
  • For all other support for Webex, BlueJeans, or Teams, please contact the IST Service Desk at servicedesk@umanitoba.ca or (204) 474-8600.
  • Please note that IST does not have licensing and does not provide support for Zoom. Please contact your local IT, department, faculty, or Zoom for support

 

Recommendations

Recommendations to lower risk when video conferencing:

  • UMLearn - use Webex: Prevents anyone other than instructors and registered students from attending.
  • Don’t share your Audio Pin: This will stop participants from uploading unwanted content through the in-meeting text-chat function.
  • Stop other participants from screen sharing: When hosting meetings, ensure screen sharing is disabled for others unless they are the presenter.
  • Don’t share your links and meeting IDs publicly: When you share your meeting link on social media or other public forums, that makes your event extremely public. ANYONE with the link can join your meeting.
  • Use unique meeting IDs and not your personal meeting room ID: A unique ID for each meeting ensures no-one can enter a new meeting using a code that may have been shared publicly previously.
  • Don’t share your links and meeting IDs publicly: When you share your meeting link or ID on social media or other public forums, that makes your event extremely public. ANYONE with the link can join your meeting.
  • Control who enters a meeting with the Waiting Room/Lobby type feature: This puts participants in a waiting area before the meeting starts, and you can admit them one by one, or all at once.
  • Lock the meeting after it starts: This is harsh to latecomers, but it keeps out some gate-crashers.
  • Turn off File Transfer: This will stop participants from uploading unwanted content through the in-meeting text-chat function.
  • Account type: Paid accounts have other features such as making the meeting invitation-only and requiring attendees to log in with a password.

Webex

Access to Cisco WebEx requires an account. To request one, please contact the IST Service Desk.

Information Services and Technology 
123 Fletcher Argue 
University of Manitoba, Winnipeg, MB R3T 2N2 Canada 
Office: 204-474-8600  Servicedesk@umanitoba.ca 

Audio conferencing

To set up a Bell Conference Account for ad-hoc conference calls, please email conferencingreservations@bell.ca with the University of Manitoba’s account number. Contact your unit or faculty Business Manager for the account number. 

Bell Conferencing Reservations will walk you through the process of setting up the account.  

There is no charge to set it up and no charge if it is not used. The charge for each call is .085 cents per minute per user. 

Practise safe computing

When working remotely, it is especially important to remain vigilant about data security.

Protect university data

Make sure you are on the appropriate connection for each task; for example, use the University of Manitoba virtual private network (VPN) to securely access university systems.

Store sensitive documents on the available network storage, not on your local device. Sensitive documents temporarily stored on a local device must be copied to an approved location (local area network storage) and deleted after use.  

What things should I do when working remotely?

Use your university-issued device
Your university-issued device is the best tool to use when working remotely.  If you have a university-issued laptop or device, check with your IT Support staff to ensure that the operating system and applications are up to date.

Secure personal devices
For your personal devices, take the time to update your operating systems and apps before accessing university systems or data.  Do not disable any security protections such as anti-virus or firewalls. Ensure your personal systems is up to date with the latest operating systems and patches.

Protect your Mobile Device 
You can access university email and accounts from your personally owned or university-issued mobile devices. The loss of mobile devices and the data they possess is of particular concern to the university. You should ensure that adequate protection is in place on your devices, including the use of strong passwords, lock screens, and encryption.

What else should I do?

Beware of scams!
Scammers may contact you via email, text, phone or social media, and may pretend to be a trusted colleague or someone on the executive level. They may seek sensitive information, payments, gift cards, etc. Even if you recognize a phone number or email address, be sure to confirm every request for sensitive information via a trusted means of communication such as an UM directory phone number. 

Remember that UM IT will never ask you for your login credentials. See our current article on phishing, Protect yourself against fraud this tax season for more information about the types of phishing attacks to expect as well as be aware of any new scams that may attempt to exploit the pandemic.

Other Resources

Office 365

As part of the university’s measures to help prevent the spread of Covid-19 on campus and in the wider community, IST is able to provide early access to Office 365 Online upon request of a faculty or unit leader.

Your team will receive access to the Office 365 core suite online (Outlook, Word, Excel, PowerPoint etc.), OneDrive to store your files and Teams for meetings and collaboration. (Desktop applications will only be updated later this year when the full rollout of Office 365 begins.)  

We have provided a template message for you to share with your faculty or unit to collect the names of those interested in receiving an Office 365 Online license. The template has blue highlighted sections where you would need to provide your faculty/unit name, contact person for data collection and date/time deadline to submit interest.

We ask that you designate one member of your team to collect the following information in the Office 365 Data Collection.xlsx spreadsheet:

  • department
  • last name
  • first name
  • first.last@umanitoba.ca email address 

To facilitate the fastest turnaround time, we ask that a Dean or Director submit only one completed spreadsheet per area to the IST Service Desk at ServiceDesk@Umanitoba.ca and cc.Marty.lepage@umanitoba.ca on the request.

Go to Getting started with Office 365

Contact the Service Desk

Please do not hesitate to contact the Service Desk with any questions or concerns. If your request is urgent, please contact the Service Desk by Phone or Chat only. You will be answered in the order your call in received.

  • Fort Garry Campus

    123 Fletcher Argue
    Mon - Fri: 8:00 a.m. to 8:00 p.m.
    204-474-8600

  • Bannatyne Campus

    230 Neil John Maclean Library
    Mon - Fri: 8:00 a.m. to 4:30 p.m.
    204-474-8600

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