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:

• Make sure that an up-to-date virus scanner is installed on your device and that both the virus scanner and all other software and the operating system are up-to-date.
• Most services require an Internet connection that is fast and stable enough.
• You also need an active u:account with all necessary permissions for the relevant service.

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

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, we recommend setting 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 secure password manager (in German).
• When making telephone calls while third parties are present, please make sure that you protect personal data and confidential internal information.
• Make sure to use a visual cover while working and while third parties are present. Your screen should be protected from being seen by third parties. Activate the lock screen when you leave your workplace (Windows: Ctrl+L).
• Security on websites: Only enter your u:account password to log in to services and websites of the University of Vienna (in German). Check the URL of websites, in particular, if you receive them via e-mail.
• Only install software from trusted sources or following the recommendations from the University of Vienna. If you install applications on mobile devices, only use the pre-installed app stores.

For further information, please see IT security – tips for users.

If anything looks suspicious, check if your suspicion is reasonable by taking the following steps:

• Check whether you can find further information on the ZID websites, the website of the University of Vienna or other reliable websites that you know.
• Enter distinctive keywords into a search engine. Often, common types of fraud are already documented on the Internet.
• If appropriate, check with the source or appropriate institutions. Only use contacts that you already know or that you gathered yourself. Never use the sender address from the e-mail that seems suspicious.

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, you should 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
• OpenScape WebClient (u:phone), please also see telephony – u:phone: Forwarding calls

You have to 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 (installing and setting up software)

Software

All active employees of the University of Vienna can obtain fee-based software licenses via the self service portal of the ZID. You can find a list of available software via the ZID website at Software for employees.

Ordering and obtaining software

You can obtain software as usual:

1. Order the required software via your IT representative like before 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

During emergency operation, employees of the University of Vienna can still order hardware via the u:shop hardware.

• Make sure to order only the most necessary hardware and prioritise them with multiple orders during the current situation.
• You can send delivery notes of received deliveries as scan, (mobile phone) photo or in writing to einkauf.zid@univie.ac.at. 
• Only fully received deliveries of goods and completed services will be approved for payment.

Due to the current situation worldwide, there may be large price fluctuations, quickly changing product availabilites and extended delivery times. We apologise for any inconvenience.

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.

• Online storage space and Share server of your organisational unit. Please use the following user guides to add the online storage space or Share 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 form allow VPN access provided by the servicedesk.
• 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
  Requirements: Installed u:cloud software and/or u:cloud app
• If you want to send files in an e-mail, you can use the ACOnet FileSender to send large files of up to 150 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 the 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 the 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.