Are you a VIU employee who is receiving a new laptop or desktop? This guide will walk you through the steps you need to take both before and after you receive your new computer.
Need help setting up your computer? The IT department can help! Contact us at ithelp@viu.ca
More information can also be found in our Employee Technology Guide
Before you receive your new computer:
Step 1: Move your files to your VIU OneDrive or U-Drive
Files saved to your desktop, documents, or other locations on the C drive may not be accessible on other computers, and are not backed up. Move any files you need to your
VIU OneDrive or
U-Drive prior to receiving your new computer.
Your VIU OneDrive and U-Drive are the safest places to store documents you are working on, and they accessible on campus or off campus.
Here are some folders on your computer that may contain files you'll want to transfer to your VIU OneDrive or U-Drive:
- Documents
- Pictures
- Videos
- Desktop
- Other locations on the C drive
Option #1: Sync to your VIU OneDrive
VIU OneDrive provides you with 5TB of cloud storage for your work files
Watch the video below for a tutorial on how to set up your OneDrive and transfer your work files. Don't have OneDrive on your computer? You can access OneDrive on the web. Sign in with your VIU email address and password.
Once your files are copied to OneDrive, they will start syncing to the cloud.
- Blue arrows beside your files mean that the file is still in the process of syncing to the cloud
- Green check marks beside your files mean that the file has fully synced to the cloud
Important note: A file that is transferred to your OneDrive will not be available on other computers until it has a green check mark. If you have many large files, this process may take several hours.
Find out more:
Option #2: Copy to your U-Drive
The U-Drive is 10GB of personal file storage attached to your VIU computer account.
Step 2: Sync your browser bookmarks
You may not have access to your existing browser bookmarks on your new computer. We recommend syncing your bookmarks with a Google, Microsoft, or Firefox account before you receive your new computer.
How do I sync my bookmarks?
Step 3: Write down any share drives you are mapped to
You might have to re-map to any share drives you have access to once you receive your new computer. Open File Explorer and write down the names of any share drives you have access to. This will be useful once you receive your new computer. In the example below, the name of the share drive is "its".
Step 4: Write down any calendars and shared mailboxes you have added in Outlook
You might have to re-add any shared mailboxes and calendars have access to once you receive your new computer. Open Outlook and write down both the names of shared mailboxes as well as any calendars in the Shared and Other calendar sections.
Step 5: Put in a request for any non-standard software you need
Contact
ithelp@viu.ca if you have any non-standard software installed on your old computer that you will need on your new computer. A list of standard software that is included on every VIU computer can be found on the
Software at VIU page.
After you receive your new computer:
Step 1: Log in to your new laptop
1. Connect to the Internet (Wired or Wireless)
When you turn on the computer for the first time you will not be able to login to the computer until you connect to a network.
- You can connect a network cable, or connect to a Wi-Fi network by clicking on the globe icon in the lower right corner of the login screen.
- If you are on campus connect to the “VIU Secure” network and sign in with your VIU username (e.g. doej) and password.
- Otherwise connect to your usual WiFi network.
2. Log in to the laptop
Once you are connected to the network, sign-in with your VIU Email Address (e.g. firstname.lastname@viu.ca)
Step 2: Adjust monitor layout
If you are connected to multiple monitors, try moving your mouse cursor from one screen to the other. If you are not able to move it from one screen to the other, you may need to re-arrange your monitors in the display settings.
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Right-click on the desktop, select Display settings
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Scroll down to the bottom of the display settings. Under "multiple displays", ensure Extend these displays is selected.
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Test again by moving your mouse from one display to the other. If you are still not able to move your mouse from one display to the other, continue to the next step.
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Scroll back to the top. Click and hold one of the displays and move it to the other side. Then, click Apply.
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Test again by moving your mouse from one display to the other.
Step 3: Set up your email
Set up Outlook
Open Outlook. Follow the prompts to set up your VIU email.
More information: How do I access my VIU email?
Add your Signature
You will need to re-add your signature. You can usually find a copy of your signature in your "Sent Items" folder.
Add Shared Mailboxes
You may have access to shared mailboxes as part of your role at VIU. Follow the steps below to add them.
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In Outlook, click File > + Add Account
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Type in the shared mailbox address (e.g. department@viu.ca), then click Connect
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Select "Exchange" as the mailbox type
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Y You will be asked to sign in. Click Sign in with another account.
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Clear the shared mailbox email, and type in your own email (e.g. firstname.lastname@viu.ca), then click Next
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If you are prompted for your password, enter it, then click Sign In
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Click Done
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You will need to close out of Outlook, and reopen Outlook before you can start using the email account. Click on the little arrow to the left of the new account to see the folders and inbox.
More information: How do I access shared mailboxes?
Step 4: Set up the VPN
If you will be working off campus, follow the instructions below to set up a VPN connection. VPN is used to establish a secure connection between a computer that is not on the VIU network (e.g. your home computer) and the VIU network using the Internet.
Note: You will not be able to connect to the VPN if you are on campus.
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Open the GlobalProtect agent by clicking on the “globe” icon in the notification area (see screenshots below)
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If you are asked for the portal address, enter vpn.viu.ca and click Connect
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Enter your VIU username (e.g. doej) and password. Then, click Sign In.
Note: Your username will be saved but your password will not. This must be entered each time you connect to the VPN.
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You should now be connected to the VPN.
- To disconnect, open the GlobalProtect agent by clicking on the “world” icon in the notification area, then click Disconnect
Where can I find help with this?
How do I connect to the VPN on Windows?
Step 5: Map to share drives
When you receive your new computer, you may need to re-map to any share drives you have access to.
- Working off campus? You will first need to connect to the VPN: See "Step 4: Set up the VPN".
- Right-click on Start, then click File Explorer
- Click This PC in the left margin.
- Click on Computer tab (top left), click Map Network Drive
- Enter shared drive details:
- Drive Letter selection: It is better to select a drive letter from a letter further on in the alphabet (for example H:).
- In the Folder field, enter the path to the network share. Use the format \\viu.int.viu.ca\shares\firstletterofdrivename\drivename (e.g. \\viu.int.viu.ca\shares\e\example)
- Do not use the older capitan path
- Make sure "Reconnect at sign-in" is checkmarked
- Click Finish
Where can I find help with this?
How do I map to shares on Windows?
Step 6: Connect to VIU OneDrive
Connect to your VIU OneDrive to take advantage of 5 TB of cloud storage for your files.
Where can I find help with this?
Step 7: Install the FindMe print queue
Installing the FindMe print queue will allow you to print to any FindMe printer on campus.
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Local administrator access is required in order to install the FindMe print queue. Temporary admin access can be granted using the Make me Admin application.
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Install the FindMe print queue
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After the printer has been installed, make sure "findme on printserve.viu.ca" is selected as the printer when you go to print.
Step 8: Restore your browser bookmarks
Open your preferred web browser and log in to your Google, Microsoft, or Firefox account to restore your bookmarks.
How do I sync my bookmarks?
Step 9: Check your software
Check your new computer to see if you have all the software you need. If you need any additional software installed, it may be available in the
Company Portal.
Company Portal is an app that allows IT to deliver and update software applications across campus. It also allows you to install a variety of licensed software, updates, and plug-ins on your own computer without having to contact IT for assistance.If the software you are looking for is not in the Company Portal, visit the Software at VIU page for instructions or email ithelp@viu.ca. Be sure to include your computer name and the name of the software you are requesting.
Where can I find help with this?
How do I use Company Portal?
Step 10: Change default apps
You may want to change the default applications that certain files open with. For example, you may want your default browser to be Firefox, your mail application to be Microsoft Outlook, and your PDF reader to be Acrobat Reader.
Where can I find help with this?
Change default programs in Windows 10
Step 11: Log into Zoom
VIUOnline Rooms (Zoom) provides web-based video and audio conferencing system which allows real-time communication between instructors and students. To log into Zoom, follow the steps below:
- Open Zoom
- Click Sign In
- Select Sign In with SSO
- Enter "viu" into the company domain field, then click Continue
- A web browser will open to the VIU login page. Sign in using your VIU username and password.
- You may be prompted to launch the Zoom application. Go ahead and open it. Zoom will now sign you in.
Where can I find help with this?
Zoom Help Center