General Information Delegated email accounts are email addresses that are shared between multiple staff members in a department. These are typically for things like district, campus level, or departmental mailboxes. Some delegate accounts also exist for a specific purpose, such as the IS helpdesk mailbox at IS_help.desk@wvm.edu. Delegate accounts are sometimes referred to as shared mailboxes, shared inboxes, departmental email accounts, or shared addresses. Delegate accounts first require that you are granted access by WVM District IS. If you require access to an existing delegate account or need a new one, please put in a ticket with the IS department. Please include the names of everyone who will need access to the new or existing account as well as its exact email address. Viewing Mail in Outlook Once you have been granted access to a delegated email account, you will need to restart Outlook or in some cases your whole computer to see it appear. Delegated accounts will generally appear underneath your personal mailbox, requiring you to scroll all the way down the folder list tree to see them. For example, our IS helpdesk delegated email account appears below the primary user email account below: Viewing Mail in Outlook on the Web If you want to access a delegated email account from the web version of Outlook, you will need to first log in with your work email that has access to it. Once signed in, click your profile picture at the top right of the page and select "Open another mailbox." You will then see a pop-up appear where you can type in the full email address of the delegated account mailbox. When you hit Open, the delegated account will appear in a new tab. Sending Mail Not all delegated accounts are permitted to send mail, but if yours is, you can send mail from it on the desktop app by first enabling the "From" field setting. You can do this by first clicking New Email to get an email editor window to pop up. Make sure the editor for your new email is its own window! You will have to press Pop Out near the top right of the editor if not. In the email editor window, press the Options tab at the top, then toggle the "From" option so that it's turned on. Once toggled, you should see a From field appear above the To field when drafting your email. Click it and then select "Other Email Address..." to get a pop-up window where you can type in the address of your delegated email account. Once you've entered your delegate account and hit OK, you are ready to type up your email. After doing this, the From dropdown should remember what you entered before so you can easily select it again in the future. Sending Mail on the Web To send mail from a delegated email account in the web view of Outlook, access the account in the same way that you would to view emails (see the "Viewing Mail in Outlook on the Web" section above). Once there, you can press "New mail" and type up your email like normal. Further Questions If you have any further questions or are encountering an issue with a shared mailbox, please put in a ticket with the IS help desk.

    Onboarding Guide Help with your first day on the job General Information This document will guide you through getting set up with several of the common applications used by new employees. It will be structured like an FAQ, listing first a common question and then the steps to answer it. What is my computer and email address login credential? When you turn on your computer, you'll be greeted with the login screen below. Click "Other user" at the bottom left to enter your username and password. Your desktop login credential is everything before the @ symbol in your work email address. This is usually your first.last name. For example, an employee named Mary Ann with the email mary.ann@wvm.edu would log in with mary.ann as her username. Your password will be the same as the password for your work email. This is because the login system uses SSO (single sign-on), meaning that it uses the same credentials as your work email. Most of our systems use SSO, so when in doubt, you can usually log in with your work email and password as your credentials.   What is the Employee Portal and How do I access it? Your portal contains several helpful links that you will make frequent use of. You can access your leave report and time sheets from it. You can access employee information like W2s and pay stubs. You can submit tickets with IS for tech support or Facilities for things like keys, furniture, cleaning, building maintenance, etc. You can change your account password, which is required once every four months. There are links to access various Office, Adobe, and Banner applications. There are other helpful links, like the IT Communications Portal, which has more helpful documents. To access it, you can go to the WVMCCD Homepage at wvm.edu. At the top right of the page, click on the drop down and select "Employee Login." You'll be directed to a page where you can sign in with your work email and password. We also recommend that you bookmark the Portal page. The link directly to the portal that you should bookmark is https://wvmccd.sharepoint.com/sites/wvmportal. How do I access my email account and email calendar? There are two officially supported ways to access your email and calendar. First is with the desktop Outlook client, which should come preinstalled with your work computer. It can be found alongside other Office apps in your start menu, pictured below. When you log into the Outlook client, it will show you your email by default. If you have a lot of email already, it may take a couple of minutes to download it before it shows properly. To switch to your calendar view, look for the Calendar icon near the bottom left.  You can also access Outlook from your Portal. In your Portal, press the Outlook button to get to the Office 365 version of Outlook where you can view your email and calendar from anywhere. What is OneDrive and how do I use it? OneDrive is the district-supported file backup system that comes preloaded on your work computer. When it is set up, files saved to your Desktop, your Documents folder, and your Pictures folder will be automatically backed up on the cloud. Backing up documents keeps them safe in case your computer gets damaged, and allows you to easily share individual files so you can collaborate on documents with others. To sign in to OneDrive, click the arrow at the bottom right of your desktop, then double click the Cloud icon (it will be greyed out and crossed out if you are not logged in). Sign in with your work email and password. Once signed in, the default settings will be sufficient, so you can simply click Next until it is done. Once signed in, you'll see the OneDrive folder pinned on the left of the folder explorer. Files placed here will sync up automatically. You will also see your Desktop, Documents, and Pictures folders inside of the OneDrive folder. Anything you save in any of these places will be backed up as well. The folder explorer will also have a new Status column next your files. Files with a green check are saved on both your local desktop and on the cloud. Files with blue spinning arrows are still syncing. If something has been syncing for a long time, it could be because the file is in use and you have to close the document first. Files with a cloud icon are in the cloud and aren't taking up any space on your disk, but you can still use them by simply double clicking them. If you right click a file that has been backed up to the cloud, you can now choose to Share it with OneDrive. This will open a window where you can type the email of the people you want to share it with. They will be able to edit it, and changes that they make on their end will sync up with your copy of the file, so you can both edit at the same time to collaborate. What is VMWare? VMWare is software that the district provides to allow remote workers to access their workstation from off site. If you will be working a hybrid schedule and know that you will be working remote, please create a ticket with us to have VMWare set up for you. How do I use my desktop Mitel phone and voicemail? For information on how to use your phone and access your voicemail, refer to our Mitel Phone Overview document. What is MFA and how do I set it up? MFA stands for Multi-Factor Authentication, sometimes also called two-factor authentication. This is a system where, after logging in with your password, you have to verify with a personal code that is sent to you, usually on your smartphone. The district security policy requires that we use the Microsoft Authenticator App to do our MFA. It's a good idea to set up MFA as soon as possible, as the system will eventually lock you out if you do not. For steps on setting up MFA, please refer to our Multi-Factor Authentication Setup Guide. How do I access Self Service Banner (SSB) and for what is it used? (AKA "My Web Services account") SSB stands for Self Service Banner. All WVMCCD employees can access SSB for their personal employment information, such as tax info, pay stubs, leave reporting, time sheets, and more. You can access through a link in your Portal, or by clicking here. Note that to access this page, you must have MFA set up already. Once you load into the page, you may have to authenticate with MFA. After the page loads, you will most likely want the information found in the Employee category. Pictured below is an example of what a fictional employee, Mary Ann's, SSB page looks like.         How do I use Zoom? Zoom should be installed on your work computer by default. If it isn't, please submit a ticket with IS. On your desktop, click the search bar at the bottom left and type in "Zoom" to find the app.  Click the Sign in button Click on the SSO key button. Enter "wvm-edu" as your company domain, then press Continue. Your web browser should open with a sign-in page where you can enter your work email and password. After you sign in, press the Launch Zoom button in your browser, then hit Open if your browser asks you to open the Zoom app. Your Zoom app should reload with you as the signed in user. Now you can join, create, or schedule Zoom meetings. Further Questions Please submit a ticket if you have questions or need further assistance with your desktop computer operation. Here is the get help link Work Orders | WVMCCD

OneDrive Overview About OneDrive is the supported file backup system for the district. It allows you to sync your files to the network so that you can access them from other computers. Files backed up with OneDrive are private by default, meaning that only you will have access to them. It is strongly recommended to always have a backup with OneDrive in case your computer fails. Desktop App The desktop app can automatically back up files placed on your Desktop and in your Documents and Pictures folders. To use it, you'll need to sign into it by clicking the cloud icon at the bottom right of your desktop, near the system clock. The cloud icon will be grey and crossed out if you haven't logged in yet. While signing in, keep all the settings set to the default and simply hit Next until it's finished setting up. Once you're done signing in, you'll have a OneDrive folder appear above This PC when viewing a folder. Files placed in here will be backed up, and your Desktop, Documents, and Pictures folders will be located here. When viewing a folder you will also have a new Status column next your files. Files with a green check are saved on both your local desktop and on the cloud. Files with blue spinning arrows are still syncing. If something has been syncing for a long time, it could be because the file is in use and you have to close the document first. Files with a cloud icon are in the cloud and aren't taking up any space on your disk, but you can still use them by simply double clicking them. If you right click a file that has been backed up to the cloud, you can now choose to Share it with OneDrive. This will open a window where you can type the email of the people you want to share it with. They will be able to edit it, and changes that they make on their end will sync up with your copy of the file, so you can both edit at the same time to collaborate. Online View To access the OneDrive web view, you can go to Office 365 from your portal then select OneDrive from your list of Office apps. Alternatively, you can bookmark this link: https://wvmccd-my.sharepoint.com Select the Files tab on the left to view all of your files. The files you see here will be the same as the files you see in your OneDrive folder from the desktop app. You'll notably find your Desktop and Documents folders here. Your Desktop folder will contain files that you have on the desktop of your work computer, provided you had logged into the OneDrive desktop app on it previously. Files can be downloaded from the web version of OneDrive or edited with Office 365 web apps directly. You can also upload files with the Add New button at the top left, and your computer will later receive files you uploaded automatically to the OneDrive folder from the desktop app.