Work from home

Due to the recent developments, the ZID would like to support you in the best possible way to work digitally without being present in your office. On this page you can find recommendations and helpful tools for working from home.

You can find more informationen about …

Homeoffice video (in German)

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

Please pay attention to IT security, also in the current situation, which involves a lot of stress and changes in work routines. 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 – employees

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:

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.  

 Note

You want to use software for employees on your private device for business purposes when working from home

In License and contract information (login required) you can find out if the required license can be used for business purposes at home or secondary usage and how to make use of it.

Microsoft Office products can be installed on private devices but can only be used for business reasons. Your device has to be registered in the software and asset management system of the University of Vienna. Please ask your IT representative for more information.

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:

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 (head of the unit in cc) or the head of your organisational unit can request access using the form Standard-Verwaltungs-PCs (standard administration PCs, in German) provided by the servicedesk or via e-mail at sd.zid@univie.ac.at.
  • To easily make individual files available to colleagues, the ZID recommends using the u:cloud cloud storage. Add u:cloud via client/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 university 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 WebClient
  • 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 WebClient


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 to your business mobile phone:

  1. Open the OpenScape WebClient via uphone.univie.ac.at.
  2. Follow the steps in the user guide Add new device.


Forwarding calls to an external device:

  1. Open the OpenScape WebClient via uphone.univie.ac.at.
  2. Follow the steps in the user guide Add new device.
  3. Follow the steps in the user guide Determine your preferred device

Use the OpenScape WebClient for outgoing calls to ensure that your private number is not displayed. Follow the steps in the user guide Mit WebClient telefonieren (making phone calls using the WebClient, in German).


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.

Team chat and video conference tools

NameAccess/Link *ParticipantsRecommended forRecording
possible
Participant feedbackUser guides

Jitsi
(Fehler)Jitsi

moodle.univie.ac.at
or:
jm01.univie.ac.at

1–10,
more, if only audio

ext. part. possible **

team meetings, work groups(Fehler)Chat, audio and/or videoDE | EN

BigBlueButton

moodle.univie.ac.at

 

1–100,

ext. part. possible **

seminars, exercises, lectures(Haken) ***Chat (Audio and/or video after notification)Teachers
DE | EN
Students
DE | EN

Blackboard Collaborate

 

moodle.univie.ac.at

1–250 Collaborate,

1–500 Collaborate 250+,

ext. part. possible **

seminars, exercises, lectures(Haken) ***Chat (Audio and/or video after notification)

Collaborate
teachers
DE | EN
Students
DE | EN

Collaborate 250+

Zoom

moodle.univie.ac.at 
or:
univienna.zoom.us

1–300

ext. part. possible **

team meetings, work groups(Haken) ***Chat (Audio and/or video after notification)

Zoom for teachers (test mode)

Zoom for students (test mode)

MS Teams
****

teams.microsoft.com

1–300,

ext. part. possible **

team meetings, work groups

(Haken) ***

Chat, audio and/or videoFAQs

u:stream

zid.univie.ac.at/ ustream/

(Starting streams only possible in course rooms equipped with u:stream)

unlimited,

ext. part. possible **

Streaming tool from the course room(Haken)not integrated – possible via other Moodle tools (e.g. forum)

u:stream service page

Streaming from course rooms

Kaltura

moodle.univie.ac.at

(no upload limit of 250 MB compared to Moodle)

unlimited,

not via Moodle

Video management system(Haken)no, due to no live componentKaltura for teachers - uploading/creating/embedding videos in Moodle

Legend

*) Access to tool via link; for more information on setting up/using the tool see the user guides.

**) External participants:

  • Jitsi, MS Teams: The initiator needs a valid u:account, other participants need an invitation link.
  • Zoom: The initiator needs a Zoom licence of the University of Vienna, which all active employees with a valid u:account will be assigned to through login at univienna.zoom.us. Other participants need an invitation link.
  • BigBlueButton, Collaborate: The initiator has a valid u:account and a Moodle course which the activity will be set up in. Other participants need an invitation link/guest link or they can access via the Moodle course if they are registered for it (u:account needed).
  • u:stream: Link published outside of Moodle.

***) The moderator can record the session. The recording is visible for participants or can be hiden or limited to individual persons. Participants must give their consent.

****) Microsoft Teams via Office 365 Education test mode: 

The currently offered MS Teams version is a test scenario. It will later be replaced by a final, adapted instance (after prior notice). A migration of the test scenario is not planned.

Prepared background images with the logo of the University of Vienna can be downloaded from the photo service website at the intranet.

ZID Helpdesk

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