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Frequently Asked Questions

What is the Qualtrics Online Survey Platform?

The Qualtrics Online Survey Platform enables online data collection and analysis in support of program or course evaluation, student or faculty feedback, employee satisfaction, and social research in general. The system obviates the need for a web server, dedicated software, and local data storage by providing an end-to-end solution in which surveys are administered and reported on using a web browser and respondents submit responses via computer or web-capable mobile device. A College-wide license for the platform was obtained and became generally available to all Emory College faculty and staff in mid-October of 2016 (in exceptional cases students may also be granted access). Qualtrics use is generally acceptable for scholarly purposes by Emory College researchers, but consultation with IRB regarding the specifics of your research program and your intention to use the Qualtrics platform is advise. Similarly, those conducting institutional research should review Emory policies on institutional data management and consult with the College’s Director of Institutional Research as necessary. For more detailed instruction, please go to http://help.emory.edu with your Emory credentials, select "How Do I" and enter "KB05412".

How do I change the information that shows for me in the online directory?

Procedure:

All Emory University and Healthcare employees (new or existing) can use the following procedure to change some of their directory information in the Online Directory and the GAL.

Note: If you are a Pre-Start, then you might have to wait until your official start date to get access to make changes.

  1. Go to http://directory.service.emory.edu and look yourself up.Login to MyNetID: https://mynetid.emory.edu/
  • If you are already in the directory and not primarily a student, then you can proceed to the next step and login to MyNetID.
  • If you do not find yourself in the directory or you are a Student or Student/Staff, then you cannot use MyNetID to update any of your directory information.
  1. Follow the instructions on the Identity Self-Service page to locate and display the list of Process Requests that you can make.
  2. Find Personalize Directory Data in the left column and click on it.
  3. If you get a message that your account is frozen for maintenance, then you will have to wait until it is unfrozen. An account is usually frozen when it is being moved. For more information about the status of a frozen account, call the service desk at 404-727-7777.
  4. Change the values as desired and click Submit. Never use the vertical bar (|), also known as a pipe, in any value. Use a forward slash (/) instead.

More Information:

  • The following information can be changed. When entering a value, never use the vertical bar (|), also known as a pipe. Use a forward slash (/) instead.Any data that you choose not to personalize will default to values obtained from the system of record (PeopleSoft/HR for employees).
    • Identifiers – Directory First/Middle, Honorific
    • Job Information – Directory Job Title, Building, and Suite/Room Number
    • Telephone Numbers – Work, Fax, and Cell (view only)
    • Directory Presence – Allow your entry to be visible to people outside Emory or not
  • Building and Suite/Room Number are combined to form the Directory Location.
  • Employees must use PeopleSoft self-service to update their home address and cell phone number. 
  • Allow one business day for all directories in which you have elected to be published to be updated with new values. Time to update varies by directory.
    • The Online Directory and OWA usually update within a few minutes.
    • Allow an hour for Office 365 to update.
    • Allow 24 hours for the Outlook online address book to update.

How do I change my primary email address?

Procedures:

Emory Faculty, Staff, and Students may select a pre-approved email alias from a list that is automatically generated from their legal name and directory name.

  1. Login to MyNetID.
  2. Click on Work Dashboard.
  3. Click Make a Process Request.
  4. Under Process Request Category, select Self Service and click 'Continue'.
  5. Click select an email name.
  6. Follow the directions on the page and click Submit.

More Information:

Terminology

  • You can have more than one email address. You can designate one of the addresses as your "primary" or "Official" Emory email address.
    • Your official Emory email address is the one to which Emory sends official email, and it will be used in certain Emory directories.
    • If you are on Enterprise Exchange (on premises or Office 365), then your official Emory email address will be your "From:" address, the address from which your email appears to originate.
  • Your non-primary email addresses are called email "aliases".
  • The term "Email Name" refers to the part before the @ in an email address. Your email addresses will be of the form emailName@emory.edu.
  • Your netid@emory.edu will always be one of your email addresses, and is not chosen here.

Rules

  • Self-selected names are not available to students (per policy of the Emory Registrar). However, by setting a nickname using OPUS, a student can obtain the option to choose an email name based on that nickname using MyNetID.
  • The ability to request a self-selected name is only available to Emory employees. A self-selected name will be reviewed and removed if deemed inappropriate.
  • Email name selection is not available to sponsored accounts.
  • Pre-approved email names are automatically generated from your legal name and your directory name. Any previously obtained email alias is also available and pre-approved.
  • MyNetID allows you to select at most three email names beyond those already assigned to you from prior aliases.
  • MyNetID does not provide the option to choose your netid@emory.edu as your official Emory email address. You will need to open a ticket to request that.
  • Only @emory.edu aliases can be selected using this procedure. For a @emoryhealthcare.org address, contact your Emory Healthcare Access Coordinator.
  • Email alias selection is not available if the account has been "frozen" for maintenance (which usually is for a mailbox migration to or from Office 365). In that case, the Select An Email Name shows a message to that effect in red.

How do I reset my voicemail pin?

Procedures:

If you are unable to log onto  Unified Messaging with your existing PIN, use these
instructions to reset your PIN.

Note: If you are an Emory University employee, make sure the "Emory University (@emory.edu)" radio button
is selected, and that you are using your NetID and Password to login.  If you are an Emory Healthcare employee,
the "Emory Healthcare (@emoryhealthcare.org)" radio button should be selected, and enter your Emory Healthcare ID and password.

If you are unable to log onto Unified Messaging with your existing PIN, use theseinstructions to reset your PIN.

1. Log onto Outlook Web Access (OWA) - http://email.emory.edu

 2. After logging into OWA, click on the Gear icon in the upper right hand corner of the screen, then under Settings type in Options, it will have a Voicemail Option below click on Voicemail.

3. Once you click on Voicemail it will open Options, General, Voicemail. Choose Reset Pin from list.

4. A window will appear after you click on Reset my voice mail PIN.

5. Choose Yes to reset your Voicemail Pin.

You may be asked to confirm that you want to reset the PIN. Click on OK. It will randomly generate a new PIN.

6. Call your voice mail number (external number: 404-778-7300/internal number 7-7100).

     1. You will be asked to enter your phone extension followed by the temporary PIN provided in the email message.
     2. After you enter the temporary PIN, the interactive voice response system will tell you that your PIN has expired and needs to be changed.
     3. Enter your new PIN when prompted, and remember that it must be 6-digits long and include only numbers.

How do I request a shared departmental email account?

Procedure:

A generic departmental Exchange Email account is an Exchange account that does not belong to a person, but rather provides a department, division, school, unit, office, or workgroup with shared access to Email and Calendar. Later it can be configured to include shared access to voicemail and fax.

  1. Make sure you are authorized to use this procedure.
  • A request for a shared departmental account must come from an Emory University employee who is authorized to represent the University department - for example, a department chair, secretary, or member of local support.
  • Accounts for Healthcare departments and individuals must be made through their Emory Healthcare Access Coordinator, who must submit the request through Lotus Notes.
  1. Go to http://help.emory.edu/ .
  2. If prompted, log in with your Emory NetID and password.
  3. On the left of the page click 'Browse Request Catalog'.

Once you are on the "Service Request Catalog" page:

  1. Under "Network Account", click 'Sponsored Account Request: Person or Department'.
  2. Under "Please select the type of account required below", select 'Sponsored Account for Department (Generic Dept Exchange Email Account)'.
  3. Under "Sponsor Information", make sure the information is correct.
  4. Under "Please Read", click 'More information' and read it.
  5. Complete the form by entering all the requested information.
  • Items with a red vertical bar are required.
  • Click on the blue text next to a triangle for more information and instructions.
  1. On the right at the top of the page, click 'Order Now'.
  2. To complete the order without adding additional sponsor requests, Click 'Submit Order'
  3. To add additional sponsor requests to this order, Click 'Back to Catalog', and return to step 1.

More Information:

  • Departmental Exchange Email Accounts are not meant to be logged into. Instead, the owners of the shared account are granted permission to access the shared account from their personal exchange accounts using local clients (such as Outlook) and OWA.
    • Owners can give others permission to access the Email account using Outlook but not OWA.
    • Owners can configure the shared account to automatically forward email (including voicemail and fax) that it receives to one or more other Emory exchange accounts.
  • To find instructions on granting access via a local client such as Outlook, in the Knowledge base click 'Communications & Messaging', then under Communications & Messaging -> Mailbox click 'View all items', and finally scan for articles on "shared" or "sharing" exchange. There are different articles for different clients.
  • To enable someone to access a Departmental Exchange Email Account using OWA when that access is missing, an owner of the account must open a generic service request ticket with Short Description "Grant OWA access to shared account" and under Details describe what is wanted, giving the netid of the shared account and the netids to be given access. See also KB00184 and KB01838.

How do I reassign a phone to someone else?

Procedures:

Emory Healthcare and University staff can use the following information to request a name change for a phone set.

  1. Using your NetID and password, log into the OIT Shopping Cart & Billing Portal. Click on "Shopping Cart"
  2. Next click "Phone - Other (EC500, Voicemail...)*"
  3. In the subcategories, choose "Name Change on Extension".
  4. If more than one name changed will be requested, change the Qty field with the appropriate amount and then click 'Add' underneath it.
  5. To review the order, click 'View Cart' in the upper right of the screen. Note: If there are missing information from your specific item ordered there will be an X beside "Details".
  6. When everything has been completed, click 'Checkout' at the lower left of summary page.
  7. The "Check Out Information" will ask for other information to complete the order.
  8. Name change on extensions are free of charged but a SmartKey is still required to complete the order. When all pertinent information has been filled, click 'Continue'.

How do I sponsor an account for someone?

Procedure:

Use this procedure to request a sponsored Emory University login account or an Emory access card for use by a person when the person cannot get one as a student or as a University employee. The form can also be used to replace an existing sponsor.

  1. Be sure that the person you want to sponsor meets the sponsorship criteria - see More Information, below.
  2. Be sure that you are a University faculty or staff member with an active Emory University account, and you are in the same Emory University organization or department with which the sponsored person will be working.
  3. Go to http://help.emory.edu/.
  4. If prompted, log in with your Emory NetID and password.
  5. On the left of the page click 'Browse Request Catalog'.

Once you are on the "Service Request Catalog" page:

  1. Under "Network Account", click 'Sponsored Account Request: Person or Department'.
  2. Under "Please select the type of account required below", choose 'Sponsored Account for a Person'.
  3. Complete the form by entering all the requested information about the user you are sponsoring. Items with a red vertical bar are required.On the right at the top of the page, click 'Order Now'.
  • If all that is wanted is an access card (Emory Card) and no login account is needed, please mention that under "Business Purpose for the Account".
  • To avoid creating duplicate accounts, please be sure that the user's name and date of birth are correct.  Please be sure to provide the user’s middle name or initial to make the name more unique.
  • Only request an Office 365 email account if the user cannot use a non-Emory email address.
  1. To complete the order without adding additional sponsor requests, Click 'Submit Order'
  2. To add additional sponsor requests to this order, Click 'Back to Catalog', and return to step 1.
  3. When the order is completed, the sponsor will receive an email with the sponsored account holder's NetID as well as initial password instructions to give the sponsored account holder.  It is the responsibility of the sponsor to provide the NetID and the initial password instructions to the sponsored account holder.  The sponsored account holder should be encouraged to change the initial password using the MyPassword application.  (mypassword.emory.edu/sspr)

 

To  Delete a Sponsored account the Sponsor  of the account can contact the University Service Desk  @, provide the Sponsored account user id then request a ticket for the account deletion


More Information:

Sponsored accounts may be requested for members of the University community who are not sourced from an Emory system of record such as PeopleSoft Human Resources or PeopleSoft Student Administration. Sponsored accounts are intended for use by people who need access to Emory electronic services for Emory business reasons. Holding a sponsored account does not provide access to Library electronic resources.  A sponsor must be an Emory employee who is willing to vouch for the person needing the sponsored account.  The sponsor must also take responsibility for all activity related to the sponsored account.

Examples of kinds of people who are okay to sponsor include but are not limited to:

  • Contractors
  • Vendor representatives
  • Consultants
  • Collaborators
  • Unpaid Interns
  • Emory Adjunct Faculty who will not be employed through Emory HR
  • Visiting scholars, researchers, or faculty who will not be paid through Emory HR
  • Former students and employees whose NetID is no longer active
  • Hubert Department of Global Health visiting faculty
  • Emory Healthcare-only employees
  • Emory Center for Lifelong Learning students who need access to Emory's Blackboard learning management system but who do not already have an active Emory NetID
  • Non-Emory students

Do not submit sponsorship requests for these kinds of people:

  • Emory Faculty, Staff, and Retirees - they already have an active NetID
  • Students admitted to a degree granting program in an Emory school - they already have an active NetID
  • Faculty coming in the fall who need access in the summer to prepare for classes - use prestart instead.
  • New employees or re-hires - use prestart instead.
  • Anyone being hired through Emory Human Resources (HR) whether paid or working without compensation (WOC) - use prestart instead.
  • Anyone who will be on the Emory payroll - use prestart instead.
  • Emory Adjunct Faculty who will be employed through Emory HR - use prestart instead
  • Visiting scholars, researchers, or faculty who will be paid through Emory HR - use prestart instead
  • Visiting fellows (people at Emory on a fellowship) - use prestart instead.
  • Post doctoral fellows (postdocs) - use prestart instead.
  • People hired through Emory Temporary Services (ETS) - use prestart instead.
  • Paid Interns - use prestart instead.
  • Anyone who will not be personally using the account. This includes supervisor access to a terminated employee’s accounts for the purpose of access to the employee's email. Instead, open a ticket requesting that access. See KB02644.
  • A spouse, child, friend, relative, etc., for their personal, non-Emory business, use.
  • Yourself. You cannot sponsor yourself.

Please note that:

  • It is not necessary to provide a smart key when requesting a sponsored account.
  • Former faculty, staff, students, and sponsored accounts will receive the same NetID that they previously had if they can be uniquely identified. Having correct name and date of birth helps with that identification as does having the old NetID specified as the existing Emory identifier. They will also get the same email addresses if the same type of email is requested and the former email information has not already been deleted.
  • Sponsors can renew any of their sponsored accounts at any time by changing the expiration date. The expiration can be at most 12 months in the future from the date the expiration date is changed. See KB00190.
  • If you do not request an Office 365 email account, the user's NetID@emory.edu will forward to their non-Emory email address.
  • Sponsored accounts and their sponsors are notified by email when the sponsored accounts need to be renewed. See NetID Lifecycle. The notices are sent to the NetID@emory.edu of the sponsors and sponsored accounts.
  • See KB00189 for how to sponsor many accounts at once (bulk request). Allow up to two weeks for large requests to be processed.

How do I access Emory College's Departmental share and Personal drive remotely?

Emory College Centralized Disk Storage (CDS)
Instructions for MAC OS X
(March 2015)

Emory College provides Centralized Disk Storage (CDS) to allow College departments, research labs, and faculty/staff to store their data.  To connect to the CDS from a non-Emory network, you must connect to the Emory F5 Edge VPN (Virtual Private Network) first.  Please follow the instructions below, provided by Emory College Computing Support (ECCS). If you are on campus, please skip the first step.

Establishing F5 Edge VPN access:

For Apple® Mac OS® X 10.7.x or later

If you are connecting from off campus, open the application "BIG-IP Edge Client" from your Applications folder. If you do not have this application installed, go to http://it.emory.edu/vpntools/ to install it.

Alternatively, you can open your web browser (Safari or Firefox) and go to the URL https://vpn.emory.edu and follow the steps.  (Note that the first time you go to the VPN website, you will be required to install a browser plug-in).

Connecting to the CDS:

1. Click on the 'Go' menu in the Finder, and select 'Connect to Server'.

2. In the "Server Address" box, type one of the following:

  • Dept. Share: smb://nasn2ac.cc.emory.edu/ECAS-Share
  • Research Share (if applicable): smb://nasn2ac.cc.emory.edu/ECAS-Research
  • Home Folder: smb://nasn2ac.cc.emory.edu/ECAS-Home

Note: Click the '+' to add the address to your Favorite Servers.

3. Click 'Connect'. You will be asked for your user name and password. Enter your Emory NetID and password, and click the 'OK' button. You can optionally check the box "Remember this password in my keychain".

An icon will appear on your desktop for the CDS share you connected to. It should look like the icon below. (The name will reflect the name of the share).

Note: The share might not show up on the desktop depending on your Finder preferences. You may need to change the Finder preferences. To do so, go to "Finder" on the menu, select 'Preferences…', and check the box "Connected servers". This will show any mounted shares on your Desktop.

4. Open the icon for the share and you should now be able to drag and drop files and folders to and from your folder.

If you have any problems or questions, please contact your ECCS team by emailing echelp@emory.edu or by calling 404-727-5757.

Emory College Centralized Disk Storage (CDS)

Instructions for Vista, Windows 7, 8 and 10

(May 2016) 

Emory College provides Centralized Disk Storage (CDS) to allow College departments, research labs, and faculty/staff to store their data. To connect to the CDS from a non-Emory network, you must access the Emory F5 Edge VPN (Virtual Private Network) first. Please follow the instructions below, provided by Emory College Computing Support (ECCS). If you are on campus, please skip the first step.

I.  Establishing F5 Edge VPN access

If you are connecting from off campus, open your web browser (Internet Explorer or Firefox), go to the URL https://vpn.emory.edu , and log in with your Emory Net ID and password.  (Note that the first time you go to the VPN website, you will be required to install a browser plug-in, which requires admin rights on your computer. Please follow these instructions: https://emory.service-now.com/kb_view.do?sysparm_article=KB00837) .

II. Connecting to the CDS

1. Vista/Windows 7: Go to the "Start menu", right-click Computer, and select 'Map Network Drive…'; go to Step 2.

   Windows 8: Go to "Desktop", on the left side of the task bar at the bottom, and click on the 'File Explorer' folder icon. 

    Click on 'Computer' on the left navigation panel. From the menu bar, click on the 'Computer' tab and then click on 'Map network drive'.

    Windows 10: Click on Start menu, right click on File Explorer and click Map Network Drive

2. Choose one of the configurations listed below.  Make sure the "Reconnect at logon" box is checked.

a. Dept. Share: Select Drive letter "S"; for Folder, type:

\\nasn2ac.cc.emory.edu\ECAS-Share

b. Research Share (if applicable): Select Drive letter "R"; for Folder, type:

\\nasn2ac.cc.emory.edu\ECAS-Research

c. Home Folder: Select Drive letter "P"; for Folder, type:

\\nasn2ac.cc.emory.edu\ECAS-Home\YourNetID 

Note: If you are logged in with your Emory credentials on an Emory-owned machine, click "Finish" and go to Step 4.

3. Check the box for "Connect using different credentials", and click 'Finish'.  Enter your Emory NetID in the form of emoryunivad\YourNetID, and your password.  Click 'OK'.

4. Repeat the process for each additional drive you want to access.  

5) Go to "Computer" on your desktop or "Start menu", and you should be able to see your "S", "R", and "P" drive mappings. Double-click to open them and access your data.

  1. Remember that the next time you want to connect to your drives from off-campus, you must establish a VPN connection first, either by going to https://vpn.emory.edu, or by launching the VPN client. Then you can go to "Computer" to access your data.

If you have any problems or questions, please contact your ECCS team by emailing echelp@emory.edu or by calling (404)727-5757.

How do I request access to a Research or Departmental share?

Please ask your direct supervisor or PI to place a request by emailing echelp@emory.edu. Please include which share and folders you need access to.

How to request a user code for departmental copiers?

Email echelp@emory.edu with department and copier location (Bldg and room number).

How do I open a shared calendar or Mailbox in Office 365 email system?

Use this process for both individuval and shared resources calendars.

Procedures:

To open a shared mailbox in OWA:

  1.  Log in to owa.emory.edu
  2.  Click on your name at the top right
  3.  Choose 'Open Another Mailbox'
  4.  Enter the userID, calendar name, or search using the last name of the user
  5.  Click 'Open'


To open a shared calendar in OWA:

  1. Log in to owa.emory.edu
  2. Click the "calendar icon"
  3. Click 'Share' and 'Add Calendar'
  4. Search using userID or last name of user
  5. Click 'OK'

To open a shared calendar in Outlook:

  1. Go to your Calendar in Outlook.
  2. Next, click on 'Open Calendar' on the top toolbar, and select 'Open Shared Calendar'.
  3. Now, click on 'Name', and in the search bar, type the name of the calendar you are attempting to open and double click on it.
  4. Lastly, click 'OK' to open the calendar.


To open a shared calendar in Outlook for Mac or Entourage:

  1. From the "File" menu, select 'Other User's Folder' under "Open"
  2. Enter the NetID of the user whose calendar you are trying to open
  3. Select 'Calendar' for type and click 'OK'

Note: If you have permissions to view a user's inbox, you will do the same but select 'Inbox' for type

To open a shared mailbox in Outlook for Windows please visit KB00182.

How do I view my old mail (archives)?

Windows

Either scroll down below your list of folders in your Outlook or webmail, or click on the small triangle to the left of your name/email address to collapse the list.

In Outlook, you should see "Archive - netID@emory.edu". If the archive folders aren't showing, click on the triangle to the left.

In webmail, you may need to click on "more" if the folders aren't all showing.  Then you should see "Personal Archive – Firstname Lastname". If the folders aren't showing, click on the triangle to the left.

Note that the Inbox, Drafts, and Sent Items archived folders are alphabetized and not at the top of the list.

Mac

On a Mac, you will need to view your archives in webmail, unless you have Outlook 2016 (see below). Log in at http://email.emory.edu. Then look for your list of folders under Lastname, Firstname. You may need to click on "more" if the folders aren't all showing. Then either scroll down to the end of the list, or click the small triangle to the left of your name to collapse the list. Then you should see "Personal Archive – Lastname, Firstname". If it looks grayed out, click on it. Then if the folders aren't showing, click on the triangle to the left.

For Outlook 2016, scroll down below your list of folders, and you should see Online Archive – Emory.  If the archive folders aren't showing, click on the triangle to the left.  The first time you try to view the archive, it may take a bit for the folders to appear.

Note that unlike with your current mail, the archived folders for Inbox, Drafts, and Sent Items are alphabetized and not at the top of the list.