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How to work remotely

As it’s likely many of you may need to soon work remotely for the first time, we’ve pulled together some useful information to help you get started.

One key thing to remember though is that if you haven’t already setup Multi Factor Authentication, now is the time to do it. You won’t be able to access most Hutton services including email from home if you haven’t already set it up, and you must do this whilst physically onsite in Dundee, Aberdeen, or BioSS Edinburgh. See How do I setup Multi Factor Authentication (MFA)?

Another thing to be wary of, is that in times such as this there may be people looking to exploit the situation to trick you into falling for phishing scams. If you receive an email from somebody you know and something doesn’t look right (such as an unusual email address or unexpected request), please err on the side of caution and raise a Service Desk request or try to verify it’s them through a known phone number or colleague of theirs.

Accessing your email

From your institute laptop

Open Microsoft Outlook as normal. As long as you have an internet connection new email will arrive and can be sent. You don’t need to be connected to Pulse Secure to access email.

From your mobile device

If you’ve an Apple device (such as an iPhone or iPad), or an Android device you can use the Microsoft Outlook app to access your email.

Accessing your Hutton email from a mobile device

From your home computer or any internet browser

From any device (including a mobile device if you don’t want to use the app) you can access your email in your internet browser by going to the website and entering your Hutton email address and password.

Calling someone

From your own mobile or landline phone, making a normal call

If you need to call someone at work, you need to know their extension number which can be found via your email. Just search for their name in the search bar on the mobile app or website, or via the Search People option in Outlook on your institute laptop.

Once you have that, see Phone numbers used at each site for how to turn that into the full direct dial number.

If the person you’re after doesn’t have a direct dial, you can phone reception on 0344 928 5428 and they may be able to put you through.

From your institute laptop only if you have a Hutton phone number

If you’ve installed Cisco Jabber (you can install it from Software Center) you can use it to make phone calls from your institute laptop as though you were at your desk, and you can search for anyone in the Hutton address book to quickly call them.

You will need to be connected to Pulse Secure for this. See How to use Jabber for more information.

From any device if you have a Hutton phone account

Webex Teams allows you to make phone call from either the Webex Teams app on a PC/Mac (available in Software Center or from Webex's website on a home laptop), or from your mobile device by downloading the Webex Teams app. You can also even use it in your internet browser as long as it’s a modern browser such as Firefox, the new Edge or Chrome.

Whichever you pick, just look for the phone icon down the left hand side, and either search for someone or enter a phone number you want to dial, remembering to dial 9 for an outside line. You’ll be asked to choose how you want to connect by audio, and then it will dial the person.

Holding a meeting (1:1 or as many as you need)

Your meetings can still go ahead but virtually, whether it was a 1:1 with someone or a large meeting, and Webex is available for this wherever you or those you want to meet with are. A Webex meeting can be as big as you need it to be with hundreds of participants possible, and they can join from any computer whether they have Webex installed or not, from a mobile device with the Webex app, from most video conference equipment, by phone call or from Skype for Business.

You can book a Webex to start immediately or anytime in the future, and you may want to make use of your Personal Meeting Room for those you are regularly meeting with so that they can reach you at the same address each time.

Webex have produced a guide called Best practices for working remote and you can point those outside of the Hutton to that page, or our own instructions on the external Hutton website.

Accessing your files

From an institute laptop

As long as you connect to Pulse Secure you should be able to continue to access network drives such as your group & project drives, and the S drive.

From any device

If you’re using OneDrive as your home drive, you can access your files from any device by either going to OneDrive from your internet browser, or from the OneDrive app on your PC, Mac or mobile device.

There is no access to network drives such as your group & project drives, and the S drive, from a non-institute laptop.

If you have a project on Engage you can continue to access those files from any device by going directly to Engage

If you need to share files with somebody externally, our File Transfer service is also available at File Transfer service

Accessing the Hutton Service Desk

You can access the Service Desk from anywhere, or any device. Just go directly to the Service desk

Use the search to see if there is a answer to your question already, and please do raise requests rather than emailing individuals directly to ensure that those available see your request.

Accessing Connect or eBis

From an institute laptop, you can access Connect or eBis as normal if you’re connected to Pulse. From a home computer, just go to Extranet services first and you’ll be able to access Connect or eBis from there.

Accessing Cascade

You can access HR’s Cascade system from anywhere by going directly to >Cascade.

Accessing Engage

You can access our project collaboration site Engage directly at Engage.

If you’ve got any questions about the above advice, please search on the Service Desk or raise a Service Desk request.


Printed from /staff/services/workingremotely on 07/04/20 08:54:04 AM

The James Hutton Research Institute is the result of the merger in April 2011 of MLURI and SCRI. This merger formed a new powerhouse for research into food, land use, and climate change.