University services interrupted by a power outage at a Rutgers data center on the evening of Thursday, January 18, should now be operating normally.
Systems used for student registration and related services were temporarily unavailable starting at about 1:10 p.m. this afternoon due to technical issues. The problem was corrected, and student systems were accessible within about an hour.
We apologize for any inconvenience this may have caused.
Apple has released new software, iOS 11.0.1, to resolve problems with sending email from Rutgers Connect and other Office 365 accounts. We advised users of Rutgers Connect to delay upgrading to iOS 11 last week because of this issue. Now that the issue has been addressed, we recommend upgrading to iOS 11.0.1 on your iPhone or iPad, as the latest version offers enhanced features and security improvements.
Please note that the latest version of iOS is not compatible with some older iPhones and iPads. Information about iOS 11, including a list of compatible devices, is available here:
If you have any questions or concerns, please contact your departmental IT support or the Help Desk:
An issue has been discovered with Apple’s soon-to-be-released iOS 11 and Rutgers Connect. This issue affects the ability to send email from your phone using the built-in email application on iPhones and iPads once iOS 11 is installed. The Outlook app is not affected.
At this time, we are advising users to delay installing iOS 11, which is due to be released tomorrow, until further notice. Apple and Microsoft are aware of the issue. We will notify you once the issue has been addressed.
If you have any questions or concerns, please contact your departmental IT support or the Help Desk.
Update: OIT has confirmed that NetID service activation and other related services have been restored.
MyRutgers portal issues are ongoing and being worked on with the highest priority. In the interim, please use the following direct links to commonly used services:
Rutgers Connect email: https://connect.rutgers.edu
Scarletmail Email: http://mail.scarletmail.rutgers.edu
Financial Management System: https://ecbg.fs.us2.oraclecloud.com/homePage/faces/FuseWelcome
We will provide an update as soon as possible.
We apologize for the inconvenience.
On Wednesday, July 19, 2017, the OIT Help Desk will be switching to a new phone system. When calling the Help Desk at 848-445-HELP (4357) you will hear a new automated voice and new menu options.
This new system will allow us to better serve the community with improved comprehensive menu options and enhanced capabilities such as scheduling a call back during periods of high call volume.
We welcome your feedback! Please call in at 848-445-HELP (4357) or email firstname.lastname@example.org with any questions, comments, or concerns.
Built on the feature-rich Office 365 platform, Rutgers Connect offers a wide variety of tools to increase productivity and streamline user experience. This article will discuss three of these tools – Mentions, Templates, and Forms – and detail the ways in which they can assist with day-to-day tasks.
With a constant influx of email from colleagues, departmental mailing lists, University newsletters, automated notifications, and more, it’s easy for a message to go unnoticed for some time as its recipient reads through his or her inbox. Often this is perfectly fine; not everything needs to be attended to immediately. Other times, however, this is not the case, and an individual needs to be made aware of something as soon as possible. Office 365 provides a handy tool to ensure that happens: Mentions.
When composing an email, users can highlight the message for a specific individual. This marks it in the recipient’s inbox on OWA (Outlook Web App, located at connect.rutgers.edu) with a colorful, eye-catching @ symbol and lets him or her know that it requires prompt attention. An example of what such a message would look like is shown below.
Although emails containing Mentions are not marked with an @ symbol in the desktop application for certain operating systems, such as Windows 7, they still stand out in another way: they can be filtered for in the Mentioned user’s inbox. This also works in OWA. The images below demonstrate this filtering in the desktop client and OWA.
To use Mentions, the sender must include the recipient’s name in the format “@FirstName LastName” (without quotation marks) and then choose the appropriate person from the drop-down list of University affiliates with that name. It is important to note that Mentions are only available for use in OWA and Outlook 2016; older versions of Outlook do not support this feature.
For more information, please see Microsoft’s article on Mentions.
Some types of emails may be sent very frequently; a department administrator might routinely request access to some service for each new employee every time one is onboarded, or a manager might regularly ask their direct reports for status updates on projects. It often seems that the same words are being rewritten every time, which can grow tiresome very quickly. But Office 365 provides a solution: email templates.
Users can create templates for the various types of emails they send frequently, and then use them as shortcuts in the future. Examples of the template interfaces in OWA and in Outlook 2016 are shown below; the icons which lead to them in each client are highlighted.
Microsoft Forms is a component of Office 365 which allows users to create, share, and respond to (as the name suggests) forms. It’s well-suited for a variety of purposes; a professor could give her students a quiz, a department hosting a luncheon could send out a form with menu options and a yes/no plus-one question, a group which presented at a conference could ask attendees for feedback, or administrators of some particular service could run customer satisfaction surveys.
Several types of questions are supported: multiple-choice, text/free-response, rating, and date. Form creators can place restrictions on responses, such as requiring a positive number as an answer to a free-response question, which ensures valid responses (for example, if asking how many party members a reservation is for, neither “0” nor “Smith” should be accepted). In the case of quizzes, multiple-choice questions can be auto-graded while other types of questions must wait for review by the form creator.
The designer menu for an example form is shown below.
Creators have a variety of options to choose from when sharing their forms. One method of sharing is “share to collaborate”, allowing others to edit the form and view responses; another is “share as a template”, allowing others to create their own version of the form and make changes to the design but not to examine submissions for this particular instance of the form. The most common way is “share to collect responses”, which grants no administrative privileges but allows users to see the form and submit responses. This type of sharing can be limited to individuals within Rutgers or open to anyone with a link to the form. (Technically, “share to collaborate” can also be made open to anyone with the link, but this is not recommended.)
Once the form is shared and responses are gathered, creators and collaborators can view them in summary as well as in detail. Below is an example of the first viewing option, which provides statistics about each question rather than individuals and their responses.
More detailed results are available in several forms. The full list of responses matched with the corresponding participants, submission times, and more is visible through the “Open in Excel” option. “Review answers” allows for viewing responses by participant rather than by question, and “Details” next to each question displays individual responses only for that question, as displayed below.
The Forms portal is accessible from Rutgers Connect through the Office 365 App Launcher (the “waffle” in the top left corner) or directly at forms.office.com. Users interested in learning more may wish to visit the Microsoft website and read What is Microsoft Forms?, which explains how to get started using the various features of Forms.
Author: Rae Clarke
Stay tuned for upcoming articles discussing additional Office 365 features! If you have any questions, comments, or suggestions regarding the Rutgers Connect article series, please write to email@example.com.
This article is an introduction to OneDrive for Business, a key component of the Office 365 suite of services which provides secure storage and backs a broad set of features such as Office Online.
The Technology behind OneDrive for Business
OneDrive for Business is a different product than the consumer-grade OneDrive. As it is built on top of the SharePoint Online technology, it benefits from the more advanced intranet-targeted features available in SharePoint.
Each file stored in OneDrive for Business is automatically under version control; whenever a user uploads a new version of the same file in the same location, the previous file is archived. Previous versions can be retrieved, and information about each version’s upload time and editor are available for review.
All files and folders stored in OneDrive for Business can be shared with any other University members using Rutgers Connect with various levels of permissions, including read-only, read/write, etc. Files and folders can also be shared with external users, such as students not using Office 365 or users completely external to the university, but these external shares must be read-only and the recipient will need to authenticate when accessing the shared data. Anonymous sharing is not permitted. If more extensive collaboration is required with users external to Rutgers Connect, responsible parties should consider creating guest accounts for the external collaborators.
OneDrive for Business is covered by the HIPAA Business Associate Agreement signed by Microsoft as well as all other legal frameworks covered in our software agreement. For more details about these legal frameworks, please see our previous articles on Security and Trust . Please note that while OneDrive for Business is HIPAA-compliant, users handling sensitive information should continue to use any dedicated systems already in place and approved for such use.
Each Rutgers Connect user is allocated 1 TB of OneDrive for Business storage space. This storage is subject to a number of limitations; for example, there are maximum file name lengths and certain characters and file type extensions are prohibited. Additional information regarding syncing restrictions can be found here.
Please note that at this time this 1 TB storage allocation cannot be expanded. If users need additional storage, they can contact their local IT support or the OIT Help Desk for alternate arrangements.
Ownership of OneDrive for Business storage segments is not limited to individuals. Office 365 Groups can also have a OneDrive for Business storage allocation, which defaults to 100 GB but can be extended as needed upon request. OneDrive for Business storage in Office 365 Groups behaves exactly like its equivalent user storage; it can be shared, edited, or accessed in the same ways. However, it is owned by the group rather than any one individual who might retire or change employment assignments or responsibilities.
Like all Rutgers Connect components, data stored in OneDrive for Business is doubly encrypted at rest, benefiting from both disk-level encryption and file-level encryption. For more information about the Office 365 encryption and security mechanisms, please see our article, Rutgers Connect Security and Trust Part One: The Office 365 Platform Security.
Using OneDrive for Business
OneDrive for Business can be accessed and used directly via the web interface of Rutgers Connect, which allows users to upload, delete, and update files or share OneDrive for Business stored information with other users. This is the recommended method of interaction for most users.
OneDrive for Business can also be made available directly on a user’s desktop or laptop like a network file system through the use of the OneDrive for Business synchronization client. Files synced in this manner are also available for offline use and will automatically re-sync to the Office 365 cloud services when connectivity is available. These files remain subject to the limitations mentioned earlier. Additionally, if a large number of files are synchronized, a significant amount of local storage may be used to cache the cloud-hosted data.
When using the latest versions of Microsoft Office associated with Rutgers Connect, collaborative editing of documents is also supported. In both desktop and web versions of the supported Office tools, users can collaboratively work on the same documents, see the changes being made as they happen, and chat with other editors currently accessing the file they are working on.
All OneDrive for Business data can also be accessed through the OneDrive mobile application available to all users enrolled in the Mobile Device Management component of Rutgers Connect. Rutgers Connect users may access their own data as well as data shared to them by other users on their mobile device; additionally, they may edit and modify this data if the mobile version of the appropriate software has been installed on their devices. For example, users may use the mobile version of Excel to edit a shared spreadsheet from anywhere in the world. Office applications for mobile devices are available to all faculty and staff users of Rutgers Connect as part of their Office 365 license.
OneDrive for Business Usage Recommendations
While the advanced features and generous storage allocation of OneDrive for Business might be attractive for all types of use, some particular aspects of its implementation make it not ideal for some uses.
Due to its double encryption and version control, OneDrive for Business is not suitable for storing data which is accessed or modified by other applications. For example, do not use OneDrive for Business to store email files that you plan to access live in Outlook or research data that is going to be directly accessed by statistical software. You can certainly store this type of data in OneDrive for Business for the purpose of backups, transfers, or archiving, but if you plan to use it in other applications you should first download it to local or network storage.
While it may be tempting to backup whole desktops or servers to OneDrive for Business, this use is also strongly discouraged due to the performance implications of encryption and version control. Additionally, while the number of files that can be stored is very large, full system backups may exceed those limits.
It is also advisable to use Office 365 Groups OneDrive for Business storage allocations for files or data that are used by multiple users or are business critical. Individual storage allocation is bound to the license of individual users and may become unavailable as users leave the university or change employment roles, whereas the storage allocations of Office 365 Groups can remain under the management of individual units or departments indefinitely.
Authors: Vladimir Gabrielescu, Elizabeth McMillion, Rae Clarke
If you have any questions, comments, or suggestions regarding the Rutgers Connect article series, please write to firstname.lastname@example.org.
As of approximately 4:00 P.M. on Monday, June 5th, 2017, WebReg issues have been resolved.