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UA Accounts FAQ

Your student account becomes available as soon as the registration process is completed. Please note that registration is considered "completed" when your information is entered into the University of Alaska's Banner Registration system - not when you submit your paperwork. This is true even if your application is submitted online.

To activate your new account you will need to find your username and set a password in ELMO (Easy Login Maintenance Option), also referred to as Login Help. While account activation allows immediate access to most UAS resources, it can take up to 24 hours for your class discussion boards to become available.

Your UAS Username is a unique identifier automatically set up for you when you register for UAS courses. The username will be used with UASOnline, Email, campus computers, and more.

To find your username, please visit the ELMO (Easy Login Maintenance Option).

To set your initial password, as well as reset a forgotten password, please visit ELMO.

  1. Your account will expire if you stop taking classes for a semester or more. If you sign up for new classes your account will be reactivated when the registration process is completed. Please note that registration is considered "completed" when your information is entered into the University of Alaska's Banner Registration system - not when you submit your paperwork. However, if you register online as a previous student, account reactivation is immediate. 
  2. If you believe your account should be active and ELMO shows it to be inactive, please contact the Helpdesk for assistance.
  3. If you are not currently enrolled but completing coursework from a previous semester, please contact your academic department to arrange an account extension.

Did you know it is possible to view course sites and syllabi before you register? Simply visit UASOnline and search for classes in the Course Homesites box. 

Accounts remain active until 8 weeks after the last day classes for which you are currently registered. This gives you time to move needed materials, notify contacts of an address change, et cetera. When you sign up for new classes your account will be reactivated when the registration process is completed. Please note that registration is considered "completed" when your information is entered into UAS internal systems, not when you submit your paperwork. However, if you register online as a previous student, account reactivation will be immediate.

If you pre register for the next semester, as many students do, your account will remain active throughout your time at UAS.

In order to extend an expired account refer to the options listed on the Account Extensions page.

Creating DocuSign

Envelopes are great for sending out unique documents that needs to be signed once or twice at most.

  1. Log in to DocuSign
  2. Start an envelope by clicking on the "New" drop-down menu on the Home or Manage page
  3. Select the "Send an Envelope" option
    DocuSign New button. Click New and select the first option directly under New.
  4. Press the "Upload" button and select the document you wish to send
    Select the blue Upload button to choose a document.
  5. Add the Name and Email of the recipient's you wish to sign your document. Note that you can set a signing order if necessary by clicking the check box above the recipient list
    Click the text box and type out the name and email address of the recipient you are sending the document to.
  6. Click Next
    • If you've uploaded a fillable PDF you can choose to Assign to a signer to automatically convert the content
  7. Add the fields you'd like to be filled out or signed. Fields can be customized using the menu on the right
    Multiple customization choices located on the right side of the DocuSign screen
  8. When complete, click Send
    Yellow send button next to the Back button. Select this to send the Envelope.

Templates are great for documents that will need to be sent out multiple times, such as registration forms or request forms.

To create a Template:

  1. Log in to DocuSign
  2. From the Templates page click on "New" and select the "Create Template" option
    Select Templates at the top of the screen and then click the New button. Then select Create Template directly under the New button.
  3. Enter a name and description for your template
    Click the text box and enter a name and description of the Template.
  4. Add the file you wish to have signed with the "Upload" button
    Select the blue Upload button to choose a document.
  5. Add at least one role to your recipient list: you can customize this to a generic recipient (to set when the template is used) or a specific recipient (such as a department that's always a part of the process)
    Select the text box and add the signers Role, Name, and Email address respectively.
  6. Press Next to set signing fields
    Yellow Next button. Select this to continue to the next step.
  7. Add the fields you'd like to be filled out or signed. Fields can be customized using the menu on the right (fields explained)
    Multiple customization choices located on the right side of the DocuSign screen
  8. To finish your template press Save and Close
    Yellow Save and Close button. Select this when you are finished making changes to save your document and close out of it.

PowerForms are forms that can be accessed and signed through a secure URL that can be linked on websites and emails. This is great for documents used often by a lot of people. Only accounts with the correct permissions can create PowerForms. If you need to create PowerForms contact your administrator.

To create a PowerForm:

  1. Log in to DocuSign
  2. Navigate to the Templates page
  3. Select the Template you have already created and wish to use
    The templates tab. Select the blue button to use your premade template.
  4. Click the "Use" button to the right of the Template and select "Create PowerForm"
    Selecting the blue use button brings up a menu. Select the
  5. Fill out the PowerForm Summary with the Name, Email Subject and Instructions for the signer on how to complete your form
  6. Click "Create" to finish and create your PowerForm
    Yellow create button. Select this to finish your PowerForm.
  1. Locate (or create) a fillable PDF, with fields to be filled out by the signer
  2. Log in to DocuSign
  3. Access the Template tab
  4. Create and name a NEW Template
    From the New button menu, select Create Template
  5. Upload your fillable PDF
    Upload a document to the envolope
    • You will see a notice that form fields have been found.
      Form fields found notification
  6. Add at least one Recipient Role
    Add at least one role to sign the document
  7. Click the Next button in the upper or lower right
  8. In the Manage PDF form field data, select Assign to: and select your initial Role from the dropdown list, then click Confirm
    Assign the detected PDF fillable fields to a signer role
    • After processing, you should see all the PDF fillable fields in Docusign format
  9. Adjust fields as necessary for Required, Added Text, Formatting, etc
    • Click Recipient Preview in the upper right to view the current template
      Customize the required fields to the document
  10. Click Save and Close to lock in the settings
    Save and Close button

Your fillable Docusign Template can now be sent to your intended recipients, or be used to generate a PowerForm.

Submitting DocuSign

  1. Click review document in the email sent to you
    DocuSign notification that someone has sent you a document to review and sign.
  2. Click Continue
    • If this is your first time filling out a form, you must accept the terms and conditions
      DocuSign record and signature disclosure agreement. Check the box and press Continue.
  3. Review the document. Click on the start button to walk through each field that needs completing. Required fields are highlighted in red, while optional fields are highlighted in gray. Click on each field to accept or customize it
    Start button. Click to start signing.
    Optional and required fields. Fill out as necessary.
  4. Click Finish
    Finish button. Click to complete signing.

A notification email will be sent when the document is completed.

  1. Follow the link to the online form
  2. Enter your full name and email address. Make sure to follow the instructions provided
  3. Click Continue
    • If this is your first time filling out a form, you must accept the terms and conditions.
      Click on the check box on the left and then select Continue to accept the Record and Signature Disclosure.
  4. Review the document. Click on the start button to walk through each field that needs completing. Required fields are highlighted in red, while Optional fields are highlighted in gray. Click on each field to accept or customize it
    Yellow Start button. Select this to begin
    DocuSign fields. Select the correct text box and enter in the appropriate text.
  5. When you've entered all the necessary information, click the Finish button
    DocuSign Finish button. Select this to complete your submission.

Make sure you have claimed a UA DocuSign account. To claim your UA DocuSign account, go to https://www.alaska.edu/oit/servicecatalog/#id-206 and choose the "Request a DocuSign Account" button.

  1. Log in to DocuSign 
  2. Click New and select "Send an Envelope"

    DocuSign New button. Click New and select the second option labled
  3. Choose "Upload" or "Get from Cloud" depending on where your document is saved. Select the form to sign, and click Sign
    Select the blue Upload or the Get From Cloud button to choose a document to be signed.
  4. Click Continue
    • If this is your first time filling out a form, you must accept the terms and conditions
      Click on the check box on the left and then select Continue to accept the Record and Signature Disclosure.
  5. Add the fields you'd like to fill out or sign. Fields can be customized using the menu on the right
    The customization menu located on the right side.
  6. Click Finish from the top menu
    DocuSign yellow Finish button. Click this to complete your custom settings.
  7. Add the recipient(s) you'd like to receive the signed form. You must include a Full name and Email Address. Click +ADD RECIPIENT to send to addition addresses. You can also choose to customize the email Subject and Message fields
  8. Click Send and Close
    Fill out in the correct text boxes the Full Name and Email Address of those recieving the document.

Email FAQs

General Information

Every account created at UAS is given a UA Google email address: username@alaska.edu. This is your official email address for University activity. 

You have several options:

  1. UA Google webmail can be accessed from the MyUAS ribbon at the top of every UAS webpage. To will automatically connect if you are already logged into the Single Sign On or prompt you if you are not authenticated. You can also connect by going to UA Google.
  2. Configure Outlook to connect to UA Google. See the UA Google Access section for more information.
  3. Set up an alternate Email Client. See the OIT Supported Clients page for more information.

Simply update your Email Destination in ELMO:

  1. Sign into ELMO
  2. Click change beside Email Destination
    If you have not yet set this, it will ask you automatically
  3. Set your preferred mail address
  4. Click Save Settings
  • UA Google is the standard email, accessible at http://google.alaska.edu.
  • Other will redirect to any other account you enter (personal email address).

From this point forward, all mail you receive at any University address will redirect to your preferred address. All incoming emails will still be copied to your UA Google inbox. We recommend testing the forward function by sending your UAS account a test message. (Keep in mind that a typo in this process could result in either bounced or misdirected/lost email messages.)  

In ELMO, simply change your Email Destination to UA Google. This will change the redirect to UA Google, instead of a personal account. 

First, run the Google Suite Sync tool. Go to the Start Menu > All Programs > G Suite Sync > Set up G Suite Sync user. If you do not see google apps sync, download it here: G Suite Sync.

Enter your UAUSERNAME@alaska.edu and click Continue. Click Allow when prompted in your browser. Click Create Profile.

When completed, you will be prompted to select a profile when Outlook opens. By default, this is named "USERNAME@alaska.edu - Google Apps." A Synchronize Status window will appear, displaying the status of Outlook connecting with the Google server. This may take some time, depending on the amount of email present.

Yes. Mac Mail (or Stamp Mail) is the recommended client for accessing your Google mailbox on a Mac.

  1. Open up Mac Mail.
  2. On the tool bar, click on Mail and then Preferences
  3. Go to the Accounts tab across the top of the window.
  4. Click the + button on the bottom left of the widow
  5. Select the Google mail provider and click continue
  6. Sign in with your username@alaska.edu
  7. Sign in with your UA credentials.

Access to department email accounts is typically managed through the Group Security Manager tool. Ask your department's admin assistant about who manages that email account.

Webmail

Once you've logged in to Google webmail, you can access any delegated accounts you have access to by clicking your profile button in the upper right (by default, an image of your first initial). This will populate a list of all of the delegated accounts you have access to. If you do not see one on the list, please contact the email account manager and confirm both that you have access, and that the account has been migrated.
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Outlook (PC)

After configuring Google Suite Sync in Outlook, you can add additional delegated accounts through GSSMO.

  1. Exit Outlook
  2. Start > All Programs > G Suite Sync > Add account for delegation
  3. Select the Outlook Google profile
  4. Enter the account in which you have delegate access (typically UAS_account@alaska.edu)
  5. Click OK

The delegate account will now be added to your Outlook Profile.  

Vacation messages can be added and removed from the webmail interface. Simply follow these steps: 

  1. Log into webmail (http://google.alaska.edu)
  2. Click on the Gear icon in the upper right
  3. Select Settings from the drop menu
  4. Locate Vacation responder along the side
  5. Set the First day (and optionally Last day)
  6. Edit your vacation message
  7. Click the button to turn Vacation responder ON
  8. Click Save Changes

To remove Auto-reply or Vacation message, simply click the button to turn Vacation responder OFF.

Email passwords are the same as any other UAS password. To change your UAS password, go to Login Help (ELMO) and reset the password for all your UAS computer accounts.

To have your email automatically know the recipients address with only typing their name, you’ll need to be connected to the LDAP server. Here are the steps to connect to the UAS and UA Statewide LDAP services in Outlook. It is not currently possible in Google Webmail.

  1. Open your Outlook Google profile.  
  2. Select the File menu at the top of your window.
  3. Under Account Information, click "Account Settings," then select "Account Settings..." from the option choices
  4. In the Account Settings window, select the "Address Book" tab, then click "New..."
  5. Choose "Internet Directory Service (LDAP)", then click "Next" at the bottom of the window.
  6. For Server Name, enter ldap.uas.alaska.edu 
  7. Click both check boxes, and enter your UA credentials
  8. Click "Next" at the bottom of the window.
  9. Restart Outlook when prompted.

Any change made either Google or Outlook will need to synchronize before it shows up on the other side. If Google Apps Sync is in the middle of a large batch of synchronizations, this may take some time. We recommend making all of your settings changes in Google, as not all changes in Outlook will spread to Google. In the event Outlook is taking too long to sync, close the program and reopen it.

Contacts in Google are accessible through the webmail interface.  (Outlook users should use LDAP.)

  1. Log in to UA Google
  2. Click the Mail drop list in the upper left
  3. Select Contacts

This page lists all of the contacts created by your account. 

These "bounced back" email errors occur when messages can not be delivered to an email account. This message will usually explain why the message was undeliverable and who the recipients were. If this is not clear, please forward the message as an attachment to the Helpdesk (uas.helpdesk@alaska.edu). We will be happy to help resolve the problem.

To forward a single message as an attachment, go to Message > Forward as... > Attachment. 

Students will want to use the syntax of username@alaska.edu as the address to give out. 

Employees will be given a username@alaska.edu and first.last@alaska.edu alias that will be received at their primary Email Destination and in their UA Google inbox. Personalized email aliases can also be created in ELMO: log into ELMO's alias page. From here, review your alias options, and click the Activate button for any you would like to use. If there are additional addresses you would like to use, please contact the Helpdesk. Please note: once activated, these aliases will be permanently assigned to your UA email account. 

Users with existing username@uas.alaska.edu accounts will still receive emails sent to these addresses. Employees with existing first.last@uas.alaska.edu vanity addresses will also receive mail sent to this address. Initially, these addresses are configured as their names are stored in the university information system (Banner), but can be altered to fit preferred names (Tom vs Thomas, etc). Please contact the Helpdesk for information about configuring this setting.

Google Webmail

  1. Click the Gear icon in the upper right
  2. Select Settings from the drop menu
  3. Locate Signature from the list of options
  4. Click the button beside the text field
  5. Enter the text of your signature
  6. Click Save Changes at the bottom of the page

Outlook

  1. From a new email, select the Insert tab
  2. Click the Signature button, and select Signatures from the menu
  3. Click New to make a new entry
  4. Enter a name and click OK
  5. Select Test from the top box, and enter the text of your signature in the bottom box
  6. Click OK

Google Mail recognizes that the incoming message is identical to the copy in your Sent Items and ignores the duplicate. This is a part of Google's threading feature in the web client when you post a reply, your reply is threaded in with other's responses. This is a system feature and can not be disabled.

Sent emails can always be views in the Sent Items label.

UA Google doesn't actively update from the directory. It needs to be updated directly, and this will occur when a Username Regeneration request is placed in UA Online. Please note that doing this mid-semester can interfere with active courses.

Google has unlimited space. However, messages are limited to 25 Mbs each. If you need to send larger attachments, you can use Google Drive. If Google detects an attachment that's too large, it will automatically use Drive.

You can grant other people access to your Google email inbox. Please be aware that this grants them full control over your account.

From UA Google:

  1. Click the Gear icon in the upper right.
  2. Click "Settings".
  3. Click the "Accounts and Import" tab.
  4. Locate “Grant access to your account”.
  5. Click "Add another account".
  6. Enter the other individual’s @alaska.edu account.
  7. Click "Next Step >>"
  8. Click "Send email to grant access".
  9. An email confirmation will be sent to their account.
  10. Upon the other individual clicking the confirm link, there is up to a 30 minute processing time.

You can share your Google calendar with others and designate the level of access from view only to full access.

From UA Google:

  1. Click the Google Apps icon in the upper right.
  2. Click "Calendar".
  3. Click the Gear icon in the upper right.
  4. Click "Settings".
  5. Select the "Calendars" tab.
  6. Click "Shared: Edit settings" for the calendar
  7. Under Share with specific people, enter the person's email address (e.g. username@alaska.edu).
  8. Select the appropriate level of Permission Setting.
  9. Click "Add Person".
  10. Repeat steps until all people are entered.
  11. Please also review the "Share this calendar with others" setting.
  12. Click "Save".

Google has a tool that allows you to delay outgoing messages. This means that after you hit Send, you've got a frame of time to cancel the message and make changes.

From your Google Settings, under the General tab, check the Enable Undo Send box. You can customize how long Google saves your message: 5, 10, 20, or 30 seconds.

Google Delay Outgoing Messages Settings

Google's Conversation View is designed to keep all emails on the same subject together. It does this by filtering up to 100 email with the same or similar Subject lines into one Conversation. This can cause difficulty if you have similar conversations at the same time.

To turn on or off Conversation View:

  1. Log in to UA Google
  2. Click the Gear icon in the upper right
  3. Select Settings
  4. From the General tab, scroll down to Conversation View
  5. Select the button to turn the Conversation View On or Off
  6. Scroll to the bottom of the screen and click Save

Spam

Spam refers to unsolicited emails with the intent of gathering information from the recipient. It may come in the form of advertisements, personal requests, solicitations, offers, prizes, or a myriad of other options. 

What you can do to avoid being caught by spam:

  • If you don't know if an email is sincere, ask. Your coworkers and the Helpdesk may be able to guide you.
  • Always check the sender and recipient information on suspicious emails. Spam may have strange or false email addresses listed.  
  • Don't provide confidential information through email, if it can be avoided. 
  • Never reply to a clearly fraudulent email. This gives the spammer information about you.
  • Never click "unsubscribe" unless the message is from a trusted source. This gives the spammer information about you.

To release a legitimate message marked as spam, drag the message from the Junk/Spam folder to your Inbox. You can add the sender’s email address to your list of “Safe senders."

In webmail, select the spam message(s) and click the Not Spam button.  

Mail in your Junk folder will be automatically deleted after 30 days.

Fileshare FAQ

You can connect to a department fileshare on any campus computer by Mapping a Network Drive
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Windows 10

  1. Open a new File Explorer window by pressing the Windows key + E, or clicking the File Explorer icon in the taskbar:
    Where to click for to open File Explorer
  2. In the sidebar, click This PC
    Where to click to in the sidebar in File Explorer
  3. From the top menu, select Map network drive
    • If you don't see the full menu, click Computer
      Map network drive
  4. Fill in the Folder: field, by typing the server name (ex. \\berling) and the fileshare name (ex. \scratch disk$) combined, you'll see: \\berling\scratch disk$
  5. Check the box to Reconnect at logon, and click Finish
    Folder Path

Windows 7

  1. Right-click on Computer in the Start Menu, and choose Map Network Drive
    Map Network Drive
  2. The drive letter will auto-select the next available letter.
  3. Fill in the Folder: field, by typing the server name (ex. \\berling) and the fileshare name (ex. \scratch disk$) combined, you'll see: \\berling\scratch disk$.

    Map network drive 2
  4. Check the box to Reconnect at logon, and Finish


Once the fileshare has been mapped from your account on a particular computer, you will be able to get back to the fileshare through the Computer option.

To connect to your department fileshare:

In the Folder field, type in \\jun-campusfs01\fileshare_name$, then click Finish.
Note: replace "fileshare_name" with your departmental fileshare (its, admissions, etc)

To connect to your UASHome directory (aka: Z: drive):

In the Folder field, type in \\uashome\users$\username, then click Finish.
Note: replace "username" with your campus username (ex: cjbennett)

To connect to your synched files on your computer:

In the Folder field, type \\sync-al\files$\computer name\username, then click Finish.
Note: replace "computer name" and "username" with your specific information

This describes how to map a campus fileshare on your Apple OS X machine. Mapping your account allows you to access any files that you have stored on the network.
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In the Finder, click on the Go menu, select Connect to Server.

Mapping Drive on Mac

To connect to your department fileshare:

In the Address field, type in smb://jun-campusfs01/fileshare_name$, then click Connect
Note: replace "fileshare_name" with your departmental fileshare (its, admissions, etc)

To connect to your UASHome directory (aka: Z: drive):

In the Address field, type in smb://uashome.alaska.edu/users$/username, then click Connect
Note: replace "username" with your campus username (ex: cjbennett)

To connect to your synched files on your computer:

In the Address field, type in smb://sync-al/files$/computer name/username, then click Connect
Note: replace "computer name" and "username" with your specific information

Google has provided an app through which you can connect to network fileshares.

  1. Access the Chromebook using your @alaska.edu address
  2. Connect to the UAS network (not UAS Guest)
    Network access from Chromebook
    • If you are not on-campus, you can use VPN to connect to our network
  3. Download the "Network File Share for Chrome OS" app: https://goo.gl/2Ug2xf
    Network File Share for Chrome OS
  4. Run the app
  5. Enter the path of the fileshare into the Share Path field
    • Ex: \\jun-campusfs01\its$
  6. Check the "My file share needs a password" checkbox
  7. Enter UA\username and your password
  8. Check the "Store credentials" checkbox
    Mount fileshare via Chromebook
  9. Click the Mount button

Your UA fileshare will now be accessible through apps installed to your Chromebook. Please note that Chromebooks do not have a file explorer. You will instead need to access your documents through apps such as Google Docs, Sheets, etc.
Folder Directory on Chromebook

Absolutely. 

Simply contact the helpdesk with a request to specify permissions to the particular folder in question. We'll need to know which fileshare & folder (ex: \\berling\its$\Helpdesk\Professional Staff\) and what access (read/write/both) should be granted to that directory. 

Google Resources FAQ

Access

Google applications can be accessed in several ways.

  • On the main UAS website, log into the menu at the top of this page and either select my Email from the personal menu, or clicking the pop-up menu (My UAS Icon). 
  • Go straight to your UA Google inbox at google.alaska.edu

Once you have accessed your email inbox or any other Google app, you can connect to other apps by clicking the app menu in the upper right:

Google Apps Menu

UA Google accounts have to be considered active at all times, in order to better manage workplace accountability.

Calendar

Personal calendars can be adjusted by their owner. From Google Calendars:

  1. In the left navigation bar, locate the calendar you wish to share access to.
  2. Click the arrow beside the calendar.
  3. Select Share this Calendar.
  4. Under Share with specific people, search for the person.
    • (You can look up UA people by name or email address.)
  5. Select the Permission Settings you want to grant them.
  6. Click Save

Resource Calendar access is managed through the Group Security Manager tool, but calendars can be set to public so that people within the university can access free/busy content.

You can see the calendars you have access to through Google Calendars. On the left navigation bar, you can see My calendars as well as Other calendars that have been shared with you. You can use the search field in Other calendars to add additional UA Google calendars, such as calendars for coworkers and Resource Calendars. You can search these calendars either by name or email address. By default you will be able to tell when a calendar is free or busy, without any details about specific events. If you are using Outlook, it will match your currently available calendars next time it synchronizes.

When you edit an event in Google Calendar, an option to Add guests appears on the right. Enter the name or email address of the people you wish to invite and click Save. You will be asked if you'd like to send invitations to guests. They will receive an email to confirm their attendance. They can choose Yes, Maybe, or No, and will automatically be added to their Google Calendar based on their answer. You can confirm their status by looking at the event in your own calendar.

When editing a specific event, you can select from Googles color options in the Event color field, with the first color being the default for that calendar. You can customize each calendar in the Calendar Settings drop-down menu with a wider variety of color options.

Yes, Google and Outlook both allow viewing and editing of several calendars simultaneously. Click the box next to each calendar on the left My Calendars menu to toggle on/off each calendar.

Google has a handy resource called Appointment Slots (more information on Google's website). This allows you to set specific time frames where people can schedule their own time to meet with you. From Google Calendars:

  1. Select the start of your appointment time frame.
  2. In the top of the event window, click Appointment slots.
  3. Select the calendar you wish to place it on from the drop-down menu.
  4. Select the appointment duration: you can set it as one slot, or divide into equal increments.
  5. Click Edit Details and fill in any remaining details.
  6. Provide the Appointments link your audience.

You can access your Google Calendars in Outlook through Google's G Suite Sync for Microsoft Office (formerly GASMO). This program automatically synchronizes Outlook with your Google account, including Email, Contacts, and Calendar. For more information, see the UA Google Access section of the Email page.

You can access your Calendars through your Google account, though specifics vary by device. Webmail access is available in your browser, or you can connect via various apps. Specific instructions for various devices can be found in the Mobile section of the Email page.

On the left navigation bar, locate and select the calendar you wish to remove. If you don't want to see it now but intend to use it later, click the box on the left to remove it from the calendars present. If you want to remove it entirely, click the arrow for the drop-down menu, and select Hide this calendar from the list.

Google allows you to edit either a single event, or all the repeated entries. In Google Calendars, you can edit Only this instance, All following events, or All events in the series. In Outlook, you can edit the Occurrence or the entire Series, respectively.

Yes, you can connect to the same list of calendars on any supported device. 

iPhone:

  • Go to Settings > Accounts and Passwords > Add Account > Google
  • Under Enter your email, use your username@alaska.edu, click Next
  • Enter your UA Username and Password
  • Click Save
  • Select  Turn Calendar sync on
  • Go to the Google Calendar for iPhone page to pick which calendars you want to sync with your UA Account (you will be prompted to log), then click save. 
    • Calendars won't appear right away, but will gradually appear within a couple minutes as background processes complete. 

Android: 

Step 1: In the App Drawer

    • In Android 2.3 and 4.0, tap on Accounts & sync 
    • In Android 4.1, tap Add account under the Accounts category 
    • Click Corporate
    • Enter your email address and password
    • The dialogue may expand asking for similar settings. Confirm your username and password are correct. 
    • Select which services to sync, then tap done

Step 2: In the Calendar App itself 

    • tap on the menu icon to bring up a dialogue with the calendar items to display
    • tap the boxes next to the calendars you want to display
    • If managing multiple accounts tap Calendars to sync to bring up complete list of accounts available. 

Apple has created a built-in tool within Calendar to subscribe to active calendars:

  1. Open Calendar
  2. Select File
  3. Choose New Calendar Subscription
  4. Enter the URL of the calendar you would like to add:

Please note that this method is intended for use in subscribing to published calendars, and is hence read-only.

To create a link to additional Google calendars:

  1. Open a browser
  2. Access the calendar in Google Calendars (calendar.google.com)
    • You can add Google Calendar by either searching for them in the Search for people field on the left, or by clicking the +GoogleCalendar button from the calendar's web page
  3. Enter the Settings menu by clicking the gear icon in the upper right
    • Alternatively, you can click the menu that appears when you mouse over the specific calendar and select Settings
  4. Select the specific calendar you wish to add
  5. Scroll down to the Integrated calendar section
  6. Select the Public address in iCal format
  7. Copy this address
  8. Enter the address into Apple Calendar using the instructions above

You'll need to visit your iPhone's Settings app to subscribe to active calendars:

  1. Open Settings
  2. Select Passwords & Accounts
  3. Select Add Account
  4. Choose Other
  5. Select Add Subscribed Calendar
  6. Enter the URL of the calendar you would like to add:

Please note that this method is intended for use in subscribing to published calendars, and is hence read-only.

Fileshare

Google Drive is a Google-provided tool to store, edit, and collaborate on personal documents online. UAS provides the Google Fileshare tool, which allows departments and group to control access to specific Google Drive locations from a centralized tool: Group Security Manager.

No, there is not a size limit to what you can place on a Google Fileshare.

Creating new folders inside a Google Fileshare is the same as in Google Drive. Click the New button in the upper left, and select Folder. Enter the name of the folder and click Create. This creates a new folder inside the fileshare that shares the same access permissions. An automated process will change the Owner listed on the folder to match the fileshare's setting.

All files stored on Google Drive are saved to Google servers, not UAS servers. This includes Google Fileshares. Be aware of this when choosing where to save your files.

Google is great for sharing and collaborating, but it is not a good storage location for sensitive information. Consider if your document contains personal data or materials that should not be released to the public, in accordance to FERPA regulations. For more information, check out the Google Guidance document.

Everyone granted access to the Google Fileshare can view, copy, and edit documents. If you want to provide special read-only access to particular people not within the group, you can share using standard google sharing techniques.

Google Fileshares are designed with current University groups in mind. Access is tied to University accounts, and not designated for outside use. Instead, you can create and manage your own Google Drive folders which do not require authenticated access.

Management

Access is managed by adding and removing people from a group. This group access is managed by someone within the department through the use of Group Security Manager through UAS Online.

Creating a Resource Calendar or Google Fileshare allows account access to be controlled from a central location. Multiple resources can be managed in the same location, or even the same list of people, and will update according to UA account status.

Fill out and submit the Google resources Request Form. The IT Helpdesk will contact you about your request.

You can grant other people direct access to your personal calendars. You can grant specific individuals various levels of control, from hiding all details to creating and editing all your events.

Administrator access can be granted to multiple individuals in Group Security Manager. Having several individuals as admin allows you to control the workload and cover availability.

Being granted admin access does not grant access to the content. From UAS Online, go through Group Security Manager and add yourself to the User list.

Accounts are set to automatically expire after a certain amount of time. Every night, an automated process extends all active accounts by a day. As long as the account is still considered active, they will still have account access.

For more information, check the Accounts page.

Network FAQs

Most newer laptops have both, and nearly all desktops will have Ethernet. Check the specifications of your particular computer model.

You can update your operating system, install and update anti-virus software (you can even use the same security software as the UAS campus!), and be cautious about programs from emails or the Internet.

LOCATIONEQUIPMENT
Lodge 

2 Cisco AIR-CAP2702I

Banfield6 Cisco AeroNet LAP1142N lightweight, centrally-managed Access Points, also has wired ports 
A Building

3 Cisco AIR-CAP2702I

B Building

3 Cisco AIR-CAP2702I

C Building

3 Cisco AIR-CAP2602I

D Building

5 Cisco AIR-CAP2702I

E Building

4 Cisco AIR-CAP2702I

F Building

7 Cisco AIR-CAP2702I

G Building

3 Cisco AIR-CAP2702I

Freshman Dorm  

20 Cisco AIR-CAP2602I

Virtual Private Network FAQ

In this situation, you may see an error message similar to "VPN Connection terminated locally by the Client. Reason 403: Unable to contact the security gateway."

This error is most commonly caused by the use of an incorrect or expired password.

Try logging into another UAS tool such as webmail or UAS Online - if your password works in these locations, try the VPN again.

If none of these locations work, use ELMO to reset your password.

Though there are some explanations that this error may be linked to the existence of multiple styles of network connections, in our case, it is commonly that a password has expired. Please update your password at ELMO and try connecting again.

There are a number of places you can check to try to track down this issue. First, verify that the computer did not go into standby or hibernate. These can interrupt your network connection when Cisco AnyConnect expects a constant link to the VPN server.

If wireless is in use, perhaps you have moved to (or are in) a location with low or nonexistent wireless signal, and the VPN might have dropped as a result. Further, it's possible a bad network cable or problem with the router or Internet connection could have caused this drop.

After you've successfully connected your computer to the VPN, you have access to campus resources such as fileshares. Sometimes you will be prompted to log in when you try to access these resources. You may receive an error message such as "The user name or password is invalid". In the User Name field, enter UA\usernameThis tells your computer to ask the UA system for your credentials, instead of your local computer. 

Non-Virtual Computers FAQ

If you have an older computer that is not keeping pace with your everyday tasks, you can ask your department to purchase a new computer. The University of Alaska System has contracts with Apple and Dell that provide deals on our recommended hardware. Once your computer has arrived, you will need to fill out a Build Form requesting an employee virtual or employee non-virtual build for your new computer. With that completed, the Helpdesk will reach out to you to schedule a time when we can place the standard UAS software (or build) onto the computer, as well as any specific software you need. 

Windows and Mac computers are both supported by UAS. ITS will make every effort to place the employee build on departmentally purchased computers, but cannot guarantee that it will work with every device. 

The University of Alaska has contracts with Dell and Apple which allow us to purchase computers at a discounted price with enterprise level support. UAS ITS cannot guarantee support for other computer brands or those purchased from other vendors. Please visit the Office of Information Technology’s Current Hardware Recommendations webpage for Dell and Apple purchasing links.

IT provides software support for Mac computers. While we do not have a Mac build, we can provide certain UA licensed software. For a list of software available please see the software catalog.

The primary user of a computer is given full administrator rights on the machine. This means you have the ability to install any programs you have legally acquired.

IT is able to install programs that we control the license for, and can assist you installing any additional software.

When your computer is being built by our technicians, it will be assigned to an individual. This person, the primary user, will be granted full administrative rights to the machine. If there is no primary user for the machine, an administrator should be requested in the build request form. 

If you have been issued a computer by your department but it hasn't been rebuilt, please contact the Helpdesk. We can remotely grant you administrator rights to your primary workstation.

Phones FAQ

From your on-campus phone, press the Messages button, or dial 5555. Follow the prompt, and enter your PIN, followed by the # key.

From off-campus, or a personal phone, dial 796-5555. Press *, enter your 4-digit phone extension, followed by #. Then, enter your PIN, followed by #.

You'll also receive an email notification when you get the email. This will include both an audio file and link to the Webmail Inbox: http://uas.alaska.edu/pub/voicemail. Just log in using your UA credentials. We recommend using Firefox, as it supports all functions.

The Unity Voicemail system can be access via the web utilizing your campus credentials**, so resetting the PIN is straightforward. 

  1. Visit the Unity Assistant (in Internet Explorer)
  2. Sign in with your credentials
  3. Click on the Password menu
  4. Select Change PIN
  5. Enter a new PIN
  6. Save your changes
  7. You're done! Sign into voicemail with your new passcode. 

**For those who utilize a shared account (I.E. general shared accounts like Helpdesk, Financial Aid, or others) please contact the Helpdesk for assistance. 

Alternate Greetings on Unity Voicemail

Sign into Voicemail and follow these steps:

  1. Press 4 for Setup Options
  2. Press 1 for Greetings
  3. Unity will share your currently set greeting
    • Press 1 to re-record a new standard greeting, OR
    • Press 2 to enable Alternate Greeting
      1. This ENABLES your alternate greeting and give you option to configure it
      2. You will be prompted to set an end date
        • Press 0 for Later Today
        • Press 1 for Tomorrow
        • Press 2 for two days for now
        • ... and so on ... 
        • Press 9 to set Month and Day
      3. Press 2 for no end date
    • It will then play your current alternate greeting
      1. Press 1 to re-record your alternate greeting
      2. Press 2 to turn off your alternate greeting

To transfer to a voicemail account, press the transfer button, dial asterisk+extension ('*6400' for the Helpdesk), and immediately press transfer again (if you wait, you will begin to hear the voicemail for the dialed extension).

Some PC users have noted that even though the volume is turned up all the way that they still cannot hear the message well. To reach the maximum volume, double click on the 'Sound' icon near your clock (it looks like a small speaker). At the next screen you should see the system Volume Control (image below). Simply increase each slider to the maximum and try again. Likely, it will be the Wave slider that will make the biggest impact. If this does not increase the volume loud enough for you, remember you can still check your voicemail via your phone.

wave volume control

Why yes there is! Take a look at our web worksheet for the functions available on your phone!

Currently, the system default is to provide a quiet beep over the conversation through the handset. If you would like the second line to ring audibly on your phone set, it can be configured to do other things like ring once, ring, or flash. Use the Call Manager tool to configure your phone behaviors. Contact the Helpdesk if you need any clarification or assistance. 

Provided phones are within the same call pickup group, when you hear a phone in your area ringing, simply pick up your handset, press the ‘More’ button, and then choose ‘PickUp’. Phones can be assigned pickup groups through your office Telephone Manager. (And, if needed, new call pickup groups can be created by contacting the Helpdesk.)

In the case that is too cumbersome, if you have a free line (button along the side of the phone display), it can be programmed to “speed dial” the PickUp functionality.

With the way the phone system works, when the call is “redirected” it is, in actuality, your line calling out. So, it happens to be that the caller ID is correct, albeit misleading.

Note: The new Cisco phones on campus can be fowarded to an external (non-campus) line, however, the behavior is essentially the campus line placing a call on the callers behalf so while you can tell that the call is coming from your campus phone, you will not be able to tell who is going to be on the other end of the line. 

First and foremost: call the line! Depending on what happens with your call, you can then know how it’s currently acting, and subsequently make requests to assure that it performs as desired. These changes can be made by your telephone manager. It’s likely that you’ll want to change which voicemail account is affiliated with the line. Additionally, you can choose to forward the phone using the ‘CFwdALL’ soft button on the phone.

In most cases your department Cost Center Clerk is the point-person for adjusting phone settings through the Telephone Manager. If you cannot determine the right person in your department to talk to, please contact the Helpdesk to find out which staff are affiliated with a particular phone line.

Email notifications from Cisco can be managed as any other email. If they have been deleted, they can be found in Trash (Google mail) or Deleted Items (Outlook) folder. Email notifications can be moved from these folders into different storage locations. 

Voicemail in the Cisco Web Inbox is automatically deleted after two weeks, and cannot be retrieved. 

The Unity voicemail system has the ability to change the speed of playback. 

While listening to a message, use the following commands to change the speed of playback: 

- to slow down playback

6 - to speed up playback

The red voicemail indicator light on your phone is connected to your voicemail inbox. This can be accessed online in the Cisco Web Inbox. You can also call in my pressing the Messages button on your University phone, or dialing 5555. These two inboxes are tied, changes to one will affect the other. Once all voicemails have been listened to the light will clear. Voicemails will automatically be deleted after 14 days, but will remain in your email. 

Listening to the voicemail through the email notification will not affect the red light.

You can forward your work phone number to any outside line through the Self Care Portal, as long as you have internet access.

  1. Log in at uas.alaska.edu/pub/selfcareportal
  2. On the left menu, select Call Forwarding
  3. For your phone line (7966XXX), check the box for Forward all calls to...
  4. Enter your full cell line in the format: 81907xxxXXXX
    • The number 8 is necessary to dial out of campus (ex: 8 1 907 777 7777)
  5. Click the Save button at the bottom

You can turn off call forwarding by unchecking the box from step 3. 



You can also forward your calls using the softkey on your phone, if you're still on campus.

  1. Hit the CFwdALL key on the Cisco phone
  2. Enter your full cell line in the format: 81907xxxXXXX
    • The number 8 dials out of campus, then the standard 1-907-your phone here
    • Your phone will now state that it is forwarded to 81907xxxXXXX

You can turn off call forwarding by hitting the CFwdAll button again.

There are currently five ways you can conduct an audio conference call without revealing a personal phone number.

  1. Dial *67 before dialing a phone number to conceal your personal phone number.
    • On many smartphones, you can use #31# instead.
  2. Schedule Zoom meetings with phone as audio options enabled.
  3. UA Google accounts have the ability to make calls outside of UAS.
    1. Open Google Hangouts either going through Gmail or going to hangouts.google.com
    2. Click the Phone Call button
    3. Enter the phone number you wish to call
    4. When done, hit the end call button
  4. Use Conference Now.
  5. Use Two Rivers Conferencing through OIT.

UAS Online Portfolio FAQ

  1. Sign into UAS Online and click the View Portfolio link on the front page.

  2. Go to any UAS Online course and click the Portfolio link on the navigation bar.

  3. Click on the Portfolio: View link from a class list. This link will only appear once content has been added to a portfolio for that course.

Choose a page in your portfolio to have the blog, then go to Manage Page and Content Setting, finally check the box to Display a weblog.

Go to the page, click the Manage Page link in the upper right. In Content Settings: Current Items, click Browse. You will then see a list of all of the items that have ever been added to any your portfolio pages. Find the item that was removed and click the Add button.

To create a thumbnail when uploading your images, in Options for Images, choose Version to Display = Small and Click-to-View = Enabled. When the attachment has been added, preview your posting to see how it will look. The initial image will be small, and when someone clicks on it, a new window will open with the original size of the image.

A forum is a place on an ePortfolio page where you and others can engage in discussions.

To add a forum to any portfolio page, simply go to Manage Page, then Content Settings and Forum Settings, and check the box to Display a Forum on this page.

As explained in the Forum Settings, "People with General Access can view content and Reviewers can post."

By default, for course portfolios, all participants in the class are reviewers. For non-course portfolios, no one is a reviewer.

To add a reviewer go to Manage Page, then Access Settings, and put the usernames of the people you want to review in the Reviewers text box.

Uploaded items added to a page can be shared between pages. Pages in the portfolio system can be copied within the system.

From the UAS Online main page, click the Browse Portfolios link. You can check out what's new, what's popular, or search for something interesting. As a participant in a course, you will also be able to view and comment on the portfolios of your fellow students from the class list.

By default, portfolios pages are viewable by others but the person would need to know how to get to it. In the "Manage Page" option, you can restrict the access settings.

Within your portfolio, choose Manage Page and click the Publish button. It's a good idea to give your page a good title and description, otherwise it will be difficult to search for.

Go to PUB (Personal URL Builder) at https://uas.alaska.edu/pub to create an easy address for any of your sites.

By default all portfolio pages are viewable by anyone, so double-check the following setting: Go to Manage Page, Access Settings, and set the General Access to unrestricted. This will ensure that anyone you invite will be able to view the page.

Portfolios are accessible by anyone with access, so they will be able to view it. Send them a method to access it, such as a custom link or searching instructions.

Virtual Computers FAQ

A virtual machine is a customizable computer designed to be accessed from a variety of locations. It works in a similar manner to non-virtual computers, but is located on UAS servers. Employees can access their virtual machine on any computer with a VMware license and an internet connection.

It differs in several ways: virtual machines are independent of hardware, VMware can be installed on any computer that follows our license agreements, and they offer greater flexibility than physical machines. ITS also has the ability to add or reduce the server's memory, add or remove a processor, add a virtual disk, or increase an existing disk size by shutting the VM down and changing its settings. There is also a snapshot feature that lets you save the state of the server in case you need to restore it later on.

There are many benefits to using VMware.

  • Virtual Machines are independent of hardware. They are accessed through VMware, which can be installed on any computer that follows our license agreements.
  • Consistent work environment across multiple devices on one profile.
  • VMWare is fully compatible with older machines that may independently have issues with newer software.
  • ITS can rapidly deploy a common, supported desktop environment across the network.
  • Updates can be managed centrally, ensuring that all virtual computers are consistently up to date.
  • Central management of each standalone workstation across the entire virtual environment.
  • Users connecting to a virtual desktop can have full access to all features of that VM without impacting the other virtual desktops or the host server.

Virtual machines are not for everyone. If your job requires you to travel or you are frequently away from a stable internet connection, virtual machines are not well suited for you.

  • An internet connection is required. Loss of internet results in disconnection from your virtual machine. This results in no loss of data.
    • If your job requires you to travel or you are frequently away from a stable internet connection, virtual machines are not well suited for you. 
  • Audio output via HDMI is currently unavailable. This is primarily a concern for folks making frequent presentation or lectures.
  • Hardware settings (like battery) can't be changed from the virtual environment. This limits your external customization (but you still have control outside of the virtual space).
  • Virtual machines do not recognize internal disk drives. You will need to use an external disk drive.
  • External monitors may require additional configuration.

Horizon View can be installed on most versions of Windows, Mac OSX, and Linux.

Yes, we can create a virtual machine for you. It will be a standard Windows 10 Virtual Machine; we do not currently have a Mac OS virtual environment. Any VM we create will be accessible from any university-purchased computer with VMware installed, Macs included.

Yes! VMware software can be run from a wide variety of devices. UAS is licensed to access our virtual machines from any UAS owned or leased Microsoft or Apple computer.

It is recommended to not only disconnect from the VM, but also log out. 

  • In Stratodesk, these options are located on the VMware bar on the Connection menu, where you can either Disconnect or Disconnect and Log-off.
  • In VMware Horizon Client for Windows, these options are available in the VMware bar at the top of the screen on the Options menu. 

What's the difference?

  • Disconnect: stop viewing your VM. It will remain running on the server. You can return to your VM, in the same state you left it.
  • Disconnect and Log-off: stop viewing your VM. All programs will close and you will be logged out. When you next access your VM, you'll start fresh. 

If you encounter any issues while accessing your VM, call the UAS IT Helpdesk at 907-796-6400 for immediate assistance.

Employee Virtual Machines save your changes unlike the student Virtual Builds.

Blackboard Collaborate Ultra FAQ

In Collaborate Ultra, make sure your browser is up-to-date. We recommend Chrome or Firefox for best performance. Check your browser preferences to see if anything is being blocked.

Check out Blackboard Support for a wide variety of troubleshooting tips: https://help.blackboard.com/Collaborate/Ultra/Participant/Support

Blackboard Collaborate webmeetings are an active connection between you, the instructor, and your entire class. If you are unsure if your internet connection will be capable of handling the webmeeting, you should check the system requirements.

If your instructor uses Collaborate Ultra, there isn't a minimum speed recommendation. Instead, it's based on what material is being presented by the Instructor. For more information, see Blackboard's Knowledge Base article.

Zoom requires a stable internet connection to function. That connection needs to be a minimum of 600kbps up/down. They recommend a broadband connection, wired or wireless (3G or 4G/LTE). You can see more about the official recommendation at a href="https://support.zoom.us/hc/en-us/articles/201362023-System-Requirements-for-PC-Mac-and-Linux">https://support.zoom.us/hc/en-us/articles/201362023-System-Requirements-for-PC-Mac-and-Linux.

When accessing a Collaborate Ultra session for the first time, you'll be prompted to run an Audio Test. First, your browser will ask permission to use your microphone, which you should Allow. Select your microphone from the dropdown menu and make some noise. If your microphone is recognized, the black bar above the menu will react, filling in with purple. Click the "Yes - It's working" button to move onto the Camera Test. If the microphone isn't recognized, make sure any external cables are plugged in, or try selecting another option from the list. 

If you skipped the Audio Test, you can always get back to it by 1) Clicking the Collaborate panel from the lower right, 2) Clicking the gear icon for the My Settings menu, then 3) Clicking "Set up your camera and microphone".

Collaborate Ultra Microphone Check

Please note: if your browser doesn't recognize any microphone input at all, check your OS settings. In Windows 10, this is located in Settings > Privacy > App permissions: Microphone. Make sure "Allow apps to access your microphone" is set to ON. 

As with the automatic Audio Test, first time access to a session will prompt to run an Camera Test. First, your browser will ask permission to use your Camera, which you should Allow. Select your camera from the dropdown menu, and confirm you show up in the preview above. Click the "Yes - It's working" button to move onto the Camera Test. If the camera isn't recognized, make sure any external cables are plugged in, or try selecting another option from the list. 

If you skipped the Camera Test, you can always get back to it by 1) Clicking the Collaborate panel from the lower right, 2) Clicking the gear icon for the My Settings menu, then 3) Clicking "Set up your camera and microphone".

Collaborate Ultra Camera Check

Please note: if your browser doesn't recognize any camera at all, check your OS settings. In Windows 10, this is located in Settings > Privacy > App permissions: Camera. Make sure "Allow apps to access your camera" is set to ON. 

If you're having trouble connecting to your webmeeting, check if your instructor allows you to call in by phone.

Collaborate Ultra: After clicking into the Course Room or Session, look at the Dial In section. Call in using the dial in number, and follow the prompts.

An instructor's permission is required to permit presenting to a class. Moderators and Presenters roles have the ability to share files or their applications/screen. Participants roles do not have the ability to do so, but Moderators can upgrade you to a Presenter role.

  • To upload content, open the Collaborate panel menu from the right, select the Share Content tab, and click Share Files. Click on Add Files, or drag and drop. Valid files include common image formats (such as JPG and PNG), Powerpoint presentations (PPT and PPTX), and Adobe documents (PDF). Once uploaded, select the file and click Share Now. If the file has more than one page, select the starting page to begin sharing.
  • To share directly, open the Collaborate panel menu from the right, select the Share Content tab, and click Share Application.

For more information, check out Blackboard's Presenting in Session page.

Zoom FAQs

Any active UA account can claim a Zoom account:

  1. Go to alaska.zoom.us
  2. Click the Sign in button to configure your account
  3. Sign in using your UA credentials
  4. Follow any prompts to set up your account

Once claimed, you can always get to your account configuration and access meetings at alaska.zoom.us.

Yes! Once you've claimed your Zoom account, you can reserve Live Training from Zoom at zoom.us/livetraining. Alternatively, you can watch pre-recorded sessions at any time an the Zoom Help Center

You can also check out Zoom's Help Center at support.zoom.us. Here you can find tutorials, status updates, and tips for much of Zoom's functionality.

If you already have a Zoom account associated with your UA email, you should still claim your account. Once you have signed in, you will be asked to migrate your account to the UA domain. 

Please note that if you have any paid features, these will not be migrated to the UA domain. If you have any questions, please contact the VCS office

The Zoom app is is preferred option for hosting and joining Zoom meetings. The app is more stable and enables additional features, such as Virtual Backgrounds. Web access through your browser is simple and quick, but comes with some limits to functionality. 

You can find installers for all supported devices on the Zoom Installers page

Once you are in a meeting, most of the controls are at the bottom of the window. Here's a quick reference guide for what they all do:

Zoom Meeting Interface guide
Modified from an image provided by OIT: https://www.alaska.edu/files/oit/ZoomMeetings-Interface-Web.jpg

Buttons (from left to right)

ButtonFunction
Audio Mute/Unmute toggle buttonMute/Unmute & Menu: Mute or unmute your microphone. Click the arrow to adjust or test your audio settings
Camera Start/Stop toggle buttonStart/Stop Video & Menu: Start or stop your camera's video. Click the arrow to adjust video settings and virtual background.
Invite Participants buttonInvite: Send invitations by email, organization (Contacts), or room system.
Manage Participants buttonManage Participants: The host can manage other participants' audio, camera, sharing privileges, and status.
Share buttonShare & Settings: Share your desktop, programs, or other content. Click the arrow to adjust your sharing settings.
Chat buttonChat: Chat in-meeting with the room or with individuals.
Record buttonRecord: Record the meeting either to your computer or to Zoom's cloud storage. Please note that cloud recordings are maintained up to one year.
End Meeting buttonEnd Meeting: Exit the meeting. The host can also end the meeting for all participants.

Some other features you may see

ButtonFunction
Polling buttonPolls: Send questions to your participants and view the results.
Closed Captions buttonClosed Captions: Live subtitles written by a participant or 3rd party service. Click the arrow for options and settings.
Breakout Rooms buttonBreakout Rooms: Split the participants into independent small groups. You can also manage content and membership.

You can grant other accounts the ability to schedule meetings for you ahead of time. 

First, make sure both you and the scheduler have claimed a Zoom account at alaska.zoom.us.

  1. Sign in at alaska.zoom.us
  2. Access Settings from the left navigation menu
  3. On the Meeting tab, go to Schedule Privilege
  4. Click the + button next to Assign scheduling privilege to
  5. Enter the email address of your scheduler
  6. Click the Assign button

From this point on, your scheduler can create meetings on your behalf using the Schedule tool.

To schedule a meeting on behalf of someone else, first sign into your Zoom account at alaska.zoom.us.

  1. Click Schedule a Meeting in the upper right
  2. Fill in meeting descriptors (topic, duration, date, etc.)
  3. Select the drop-down menu in the Schedule for section
  4. Choose the email address you are scheduling the meeting for
  5. Click Save
  6. Copy the invitation and send it to attendees

As the meeting Host, Zoom provides two methods to record a meeting: Local or Cloud recording. If you don't see either of these options when hosting a meeting, check your settings at alaska.zoom.us.

To start the recording:

  1. Open up the Zoom meeting.
  2. From the bottom menu options, click the Recording button.
    Zoom Record button and selection
  3. If prompted, select where you'd like to record: Local or Cloud.
    Zoom More button and recording selection

When you (as a host) start a recording, you have the option of recording either:

  • Record to the Cloud: this saves the recording to your Zoom account. Please note that cloud recordings are maintained up to one year. You can log into alaska.zoom.us to see how long the recording will be available, and to download it to a permanent location.
  • Record to this Computer: this saves the recording to local directory. You will have 3 files: Mp4 audio/video, M4a audio, and M3u organizer.

To access a cloud recording:

  1. Log in at alaska.zoom.us
  2. From the left menu, select Recordings
  3. From the top menu, click Cloud Recordings if not already selected
  4. Search the appropriate time frame for your meeting (it defaults to 1 month)
  5. Click the Topic link for your meeting
  6. You can either:
    • Play the meeting in-browser
    • Download the files
    • Copy a shareable link
  • Please note that recordings in cloud storage are only maintained for one year. Recordings can be saved locally or downloaded from cloud storage during that time frame. 

To access a local recording:

  1. Open the Zoom app
  2. Click the Meetings button at the bottom
  3. Click the Recorded button at the top
  4. Locate your meeting from the list
  5. Using the buttons on the right you can:
    • Open your meeting location
    • Play Video (and audio)
    • Play Audio only (no video)
    • Delete (this is permanent!)

To change where your local recordings are saved:

  1. Open the Zoom app (this can't be done from the web)
  2. Click the Gear icon in the upper-right to open your Settings menu
  3. From the left menu, select Recording
    • The location field shows where you are currently saving your local recordings
    • Click the Open button to access the file directly
  4. Click the Change button to browse for a new folder

Both the Host and Scheduler will receive an email notification when the recording has been processed. While both can share the recording, it will only show up the listed recordings for the Host.

A local recording can always be placed in a location easily accessible by multiple people, such as a fileshare.

Zoom allows you to set up a static image that displays instead of an inactive camera. To set this up:

  1. Log in at alaska.zoom.us
  2. Access your Profile
  3. Click the Change link under the blank profile icon to the left of Your Name
  4. Click Upload in the lower left and select the image from your computer, noting the limited size of 2MB
  5. Click Save in the lower right corner

Starting in your next meeting, your profile image will appear whenever your camera is inactive.

Zoom provides a wide variety of tools to allow you to customize how you want to make your meetings secure. These settings can be found in one of two places, during the initial scheduling of the meeting, and in the Settings tab at alaska.zoom.us. We have listed these settings and what they do below to best help you find what kind of security you need for your meeting:

  • Encryption - All Zoom traffic is encrypted. For more information, see The Facts Around Zoom and Encryption for Meetings/Webinars.
  • Waiting Rooms - This feature ensures that all participants that attempt to join the room must be manually granted access. No one gets in without a Host's approval.
  • Join before Host - If this feature is OFF, then no one can access the room until the Host is ready.
  • Lock the Meeting - Once all participants have joined the meeting, the Host can lock the room to prevent anyone else from joining.
  • Recording control - Hosts can always record meetings, but can control what participants can do with those recordings, such as: view, record, and even download.
  • Only Authenticated Users - To prevent random attendees, select the "Only authenticated users can join meetings" option to limit unexpected visitors.
  • Meeting IDs - Each scheduled meeting has a unique ID for each meeting. This expires after 30 days to limit access afterwards. Instant meetings can use a unique ID, or your Personal Meeting ID. Please note that once your PMI is given out, that meeting can always be accessed.
  • Microphone and Camera Control - The Host has the ability to mute microphones and disable cameras for participants, either universally or selectively.
  • Password Required - Limit access to any meeting behind a password. Invited participants will automatically receive the password.
  • Screen Sharing & Whiteboard - Limit screen sharing to only the Host, or open it to all participants.

Zoom has many recommendations for How to Keep Uninvited Guests Out of Your Zoom Event.

In Zoom, you will need to follow the link provided by the host or instructor. Then, you will be prompted to download the Zoom app or to run the meeting in the browser. This happens every time you join a meeting.

If this is your first time joining a Zoom meeting, you may need to manually choose to access it via the Zoom app.

Zoom requires a stable internet connection to function. That connection needs to be a minimum of 600kbps up/down. They recommend a broadband connection, wired or wireless (3G or 4G/LTE). You can see more about the official recommendation at https://support.zoom.us/hc/en-us/articles/201362023-System-Requirements-for-PC-Mac-and-Linux.

When accessing any Zoom meeting, you'll be prompted to select whether to use Computer Audio or Phone Call. If you didn't select Join with Computer Audio, Zoom will not be able to use your microphone. If you closed this window, you can get back to it by clicking the Join Audio button in the lower left corner. 

If you need to make sure things are working, or if you encounter trouble being heard after connecting, click the arrow next to the Mute button and select Test Speaker and Microphone. The wizard will take you through selecting and testing your speakers and microphone. 

If you're accessing Zoom in a browser, make sure to Allow microphone access when prompted. If you don't, you'll need to go through your browser's settings to allow microphone access. 

Please note: if your computer doesn't recognize any microphone input at all, or gives you the error "Failed to detect your microphone, check your OS settings. In Windows 10, this is located in Settings > Privacy > App permissions: Microphone. Make sure "Allow apps to access your microphone" is set to ON.

Zoom Microphone not detected in Windows 10

To set up your camera in Zoom from within a meeting, click the up arrow by the Camera icon, and select Video Settings (you can also get to this menu from your App profile). In the Camera dropdown menu, select your preferred camera. A preview windows will display the camera output above. Simply click the Camera icon in the meeting to connect this camera into the meeting. 

If the camera isn't recognized, make sure any external cables are plugged in, or check your OS settings. In Windows 10, this is located in Settings > Privacy > App permissions: Camera. Make sure "Allow apps to access your camera" is set to ON.

Zoom does not have the ability to present content inside the meeting. Instead, participants can click the Share Screen button to select either a full display or a specific application to share. This will then be visible to all other participants. The Host can manage this ability.

If you're having trouble connecting to your webmeeting, check if your host or instructor allows you to call in by phone. Most Zoom rooms are automatically configured with a call-in number, which you can access by clicking the arrow next to the microphone icon and selecting "Switch to Phone Audio...", and following the prompts. 

From the link on your Blackboard Course site, you will be presented with the Zoom controls. Instructors will have scheduled meetings that will be visible in Upcoming Meetings. Click the Join button to the right of the meeting to enter. You can then choose either to Open in the Zoom app or start from your browser. You will then automatically placed in the meeting, and be prompted for audio setup. 

Hosts (and Instructors) have several options to secure Zoom session to prevent access by non-students. If you join the room and see a message that says "Please wait, the meeting host will let you in soon" or "Please wait for the host to start this meeting", then your session is configured to make it harder for unnecessary individuals to access your course. Just wait for the host to get ready before they start the meeting.

Zoom allows you to set up a static image that displays instead of an inactive camera. To set this up:

  1. Log in at alaska.zoom.us
  2. Access your Profile
  3. Click the Change link under the blank profile icon to the left of Your Name
  4. Click Upload in the lower left and select the image from your computer, noting the limited size of 2MB
  5. Click Save in the lower right corner

Starting in your next meeting, your profile image will appear whenever your camera is inactive.

Zoom limits each individual to only be able to host one meeting at a time. However, you can use the app to join additional meetings hosted by other individuals. To turn off (or back on) the ability to join simultaneous meetings:

  1. Log in at alaska.zoom.us
  2. Access your Settings
  3. In the In Meeting (Basic) section, locate the Join different meetings simultaneously on desktop&<
  4. Click the button on the right to toggle this function On/Off

Please note:

  • To access additional meetings after the first, you will need to use the web interface at alaska.zoom.us
  • Your microphone and camera can only be active in one meeting at a time. When you want to be seen and heard, make sure to activate your audio and/or camera in the correct meeting. 

All Zoom meetings require a Host. If the host is not present and authenticated, participants will be prompted to claim the session by entering the Host Key. Only the correct Host (or Alternative Hosts) can use their Host Key to claim the meeting.

If you don't know your Host Key, log in at alaska.zoom.us and access your Profile. Your Host Key will be listed at the bottom of the list.

 

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