Work from home

Device

If you have no mobile device, you can use a private device, provided that you have one. The occupational health physician team recommends using a screen of at least 14″ size as well as an external monitor when using a laptop.

Requirements for all services:

• Up-to-date virus scanner, software and operating system on your device
• Internet connection that is fast and stable enough
• Active u:account with all necessary permissions for the relevant service

Please also note the Data Protection Guideline and Code of Conduct as well as the Betriebsvereinbarung Homeoffice (company-level agreement teleworking, in German, login) of the University of Vienna.

IT security tips

For working from home, the ZID recommends the following security measures:

• If possible, use a device provided and maintained by your employer.
• If you use private devices, set up a separate user account for university purposes.
• Never write down your passwords so that third parties can read them. The ZID recommends using a password manager.
• When making telephone calls while third parties are present, please make sure that you protect personal data and confidential internal information.
• Your screen should be protected from being seen by third parties. Activate the lock screen when you leave your workplace (Windows: Ctrl+L, Mac: control+command+Q).
• Only enter your u:account password to log in to services and websites of the University of Vienna. Check the URL of websites, in particular, if you receive them via e-mail. More information: IT security tips on e-mail
• Only install software from trusted sources. If you install applications on mobile devices, only use the pre-installed app stores.

Videos, quizzes and further information: Using IT securely, IT security tips for users

u:account password

If you have forgotten your u:account password or cannot log in using your current password, you have to request a new password:

Form Requesting a new password

As soon as the requested new u:account password has been activated, you will receive a notification via e-mail. Subsequently, change the new u:account password.

VPN

You need a VPN connection to be able to access the following services:

• Online storage space, please also see Storing and sharing data
• Share, please also see Storing and sharing data
• Using u:phone in the browser, please also see telephony – u:phone: Forwarding calls

You have to set up multi-factor authentication and install a software on your device to be able to establish a VPN connection.

Requirements:

• Up-to-date operating system: Windows, macOS, Linux, iOS, Android
• Internet connection
• Permission to install the VPN software

To the VPN user guides (setting up second factor for multi-factor authentication, establishing a VPN connection)

Software

All active employees of the University of Vienna can obtain fee-based software licenses via the service Software for employees.

Ordering and obtaining software

1. Order the required software via your IT representative or by yourself via the self service portal, if you are entitled.
2. After successful order and approval you will receive an e-mail letting you know that the software is available. Additionally, you receive the serial number in case the software is not used with a personal login. 
3. In Obtaining software you can find out how to receive the software.
   Automatic installation for centrally managed PC (notebooks) via Deployment tool is only possible through a VPN connection. The ZID cannot guarantee a smooth installation with larger software packages.  

Hardware

Employees can order their IT workstation equipment online via the u:shop hardware (for business procurement only).

E-mail service

There are different possibilities for sending and receiving e-mails:

1. You can use a locally installed e-mail program or an e-mail app. For instructions on how to install these, please read the e-mail user guides.
   Requirements: Internet connection, installed e-mail program or e-mail app
2. In your browser via Webmail and/or via Outlook Web App (OWA) if you manage your e-mails with Exchange.
   Requirements: Internet connection, browser

Set up an out-of-office message if you cannot be reached by e-mail:

• Activating out-of-office messages
• Examples of out-of-office messages (login, in German)

Storing and sharing data

You can access your files and the familiar drives and folders in the university network from home.

• Online storage space and Share: Please use the user guides for online storage space to add both services as a drive on your device.
• If you work in university management, in a service unit or a central support unit, you can also access files on the administration file server via VPN at \\fs1.uv.univie.ac.at\daten\. On standard administration PCs this is usually the Y drive. Access to it is not automatically permitted. The IT representative can request access using the servicedesk form VPN-Zugriff auf Verwaltungs-Share erlauben (allow VPN access, in German).
• To easily make individual files available to colleagues, the ZID recommends using the u:cloud cloud storage. Add u:cloud via software/app or use the service via ucloud.univie.ac.at in your browser. To the u:cloud user guides
• If you want to send files in an e-mail, you can use the ACOnet FileSender to send large files of up to 250 GB.
• Save files on the u:wiki to edit them collaboratively.

Telephony – u:phone: Forwarding calls

You have different possibilities of forwarding calls from your u:phone device to your business mobile phone or an external device:

• on the u:phone device
• via u:phone in the browser (OpenScape Web Client)
• in urgent situations: via permanent call forwarding

Requirements: active u:phone PIN and/or an active business mobile phone.

You can find the relevant user guides here:

On the u:phone device

Forwarding calls to your business mobile phone: 

1. Press *21*90+5-digit extension (for example: *21*9014699) and then the OK button on your device.
2. You will hear the following announcement: Das Merkmal ist nun aktiviert (The feature is now activated).

Forwarding calls to an external device:

1. Press *21*0+phone number (for example: *21*00664xxxxxx) and then the OK button on your device.
2. You will hear the following announcement: Das Merkmal ist nun aktiviert (The feature is now activated).

Via u:phone in the browser (OpenScape Web Client)

Requirements:

• You have a valid u:account UserID and password.
• You have a World Premium or Local Premium profile.
• Outside the data network of the University of Vienna you need a VPN connection.
• You have to accept the u:phone Terms of Use (in German, Login) first.

Forwarding calls:

1. Open the OpenScape Web Client via uphone.univie.ac.at.
2. Follow the steps in the user guide setting up call forwarding.

Use the OpenScape Web Client for outgoing calls to ensure that your private number is not displayed. Follow the steps in the user guide making a call.

Via permanent call forwarding

In urgent situations, the u:phone team can set up permanent call forwarding. Please write an e-mail to uphone@univie.ac.at and specify your extension as well as the number to which you want your calls to be forwarded.

ZID Helpdesk

If you have any questions about the ZID services and university-specific IT problems, please contact the ZID Helpdesk.