IT Information

Zimbra

Receiving a quota warning

• When receiving this message it is important to make sure that all emails in the ‘Old VP emails’, ‘Large old emails’ and ‘Large emails’ folders are deleted if they are no longer required. These searches can be found in the ‘Searches’ section on the left hand side panel

• Also, please ensure that the emails addressed to virtualproof@flashbay.com have been deleted

• Make sure that the Trash can has been emptied

• Once all this has been done, please email itsupport@flashbay.com – subject to managerial approval we will increase your quota

Creating a share of a folder

• Right click on the folder that you want to be shared and select ‘Share Folder’:

• The following box will appear:

• Enter the names of the people you want to share the folder with in the ‘Email’ box

• Select the Role – this determines whether the person the folder will be shared with can only read the folder, edit the contents and/or remove emails from within the folder

• You can also choose to send a message to the user detailing information relating to the share i.e. permissions, what they have been given access to etc.

Searching Shared Folders

To search a shared folder

• In the search bar, use the following format to search for specific emails within a single folder:

in:"[Share name]" search_term

• For example, in the below screenshot a search is being made for all emails relating to Zimbra that are stored in the IT Support inbox

• If you want to search for emails from within a folder and all of its subfolders, enter the search in the format below:

under:"[Share name]" search_term

• For example, in the below screenshot a search is being made for all emails relating to Dell that are stored in IT Support’s inbox, and the ‘Important’, ‘Orders’ and ‘Stephen (Dell)' folders

These two types of search will produce different results, you should experiment to see the effect.

Forwarding Emails

• Go to the Preferences tab and select Mail from the left hand side:

• Scroll down to the ‘Receiving Messages´ section and within the text box labelled ‘Forward a copy to:’ enter the email address of the person you want to receive your emails. Then click on the ‘Save’ button at the top:

Setting up an Out-of-Office

• Go to the Preferences tab and select Mail from the left hand side:

• Scroll down to the ‘Receiving Messages´ section and tick the box next to ‘Send auto-reply message’. Write down the message you want to send out then below that select when you want this message to be sent:

• Then click on the ‘Save’ button at the top:

Blocking Spam Email

• To add an email address to the list of addresses to be blocked, firstly go to the ‘Preferences’ tab then select ‘Mail’ from the left hand side of the window:

• Scroll down to the ‘Spam Mail Options’

• In the text box entitled ‘Block messages from:’ enter the email address that you want to block and click ‘Add’:

• Click on the ‘Save’ button

Setting Up Filters

• It can be more beneficial to split your emails between different folders in order to be able to work more effectively. This can be done automatically once a filter has been setup.

• Do not filter emails that require immediate attention

• Firstly, go to the ‘Preferences’ tab and then select ‘Filters’ from the left hand side of the window. You will see the following:

• A filter can be setup for both incoming and outgoing emails. To add a filter, click on the ‘New Filter’ button – the window below will appear:

• Give your filter a name

• Let’s say you decide to automatically delete all emails that has the word ‘spam’ in the subject line, the window will now look like this:

• Press ‘Ok’ – all emails containing the word ‘spam’ in the subject line will be deleted

• Likewise, this is also the same procedure for any outgoing emails you want to filter

Software

Firefox

2.1.1 Firefox is Running Slowly:

Deleting the Browser cache:

1. Click on the Firefox button in the top left hand corner of the browser:

2. Scroll over the History button then select Clear Recent History:

3. When the Clear Recent History box appears, click on the Details arrow:

4. Untick everything except the Cache option:

5. Click Clear Now

Using PDF preview

1. Click on the Firefox button in the top left hand corner of the browser:

2. Scroll over the Options button then select Options:

3. Click on the ‘Applications’ tab and scroll down Portable Document Format (PDF). Ensure that the action is set to ‘Preview in Firefox’:

A website is blocked

• Certain websites that are deemed inappropriate or irrelevant for work purposes are blocked. When you try to access one of these websites you will see the following message:

• When this page appears and the website is needed for work purposes, email itsupport@flashbay.com explaining your need for access and Netsuite details for the customer/lead in question

• IT will generate a bypass code which will be valid for a period of time that’s deemed appropriate

• When you have been given the code, click on the ‘Admin’ link and a box will appear as below in which you should enter the code:

• Type in the bypass code and press enter. The website should now be accessible

Google Chrome

Clearing the Cache

• Click on the button with the three horizontal bars on at the top right hand corner of the window:

• Select ‘Settings’ and the following window will appear • Within the ‘Privacy’ section, click on the ‘Clear browsing data…’ button:

• Next this window will appear. If you click on the dropdown list you will be given several choices about how much data you want to delete i.e. data from within the last 24 hours or data from the last 7 days:

• Ensure the ‘Empty the cache’ box is ticked and then press the ‘Clear browsing data’ button to delete the cache

Opening PDFs

• PDFs can automatically be opened in Chrome using its built-in plugin. This can be changed if you want to open PDFs in a separate program such as Adobe Reader

• To do this, first type in chrome://plugins in the address bar and you will see the following window (plugins may vary depending on what’s been installed on your PC):

• Look for the plugin called Chrome PDF Viewer – click ‘Disable’

• When this has been done the plugin will be greyed out

FileZilla

Using Filezilla

To Upload Data:

1. Click on the down arrow on the left hand side of the screen

2. Select data.flashbay.com

3. The files on the FTP server will now be listed in the middle pane:

4. Drag the files from your folder containing the files to the FileZilla window. The pane at the bottom of the screen will show the progress of the data upload

To Download Data:

1. Click on the down arrow on the left hand side of the screen

2. Select data.flashbay.com

The files on the FTP server will now be listed in the middle pane:

3. To download a file from the FTP site to your local PC, make sure you select a location from within the Local Site pane:

4. Right click on the file to be downloaded from the list of files and select ‘Download’:

Troubleshooting

Getting a Critical File Transfer Error when uploading a file:

• This can be caused by an incorrectly formatted filename. Remove any punctuation and then retry

Skype

Setting up an Account

Skype is only to be used by team leaders and admin staff – it should not be used for personal contacts

To setup a new account, follow the procedure below:

• Your Skype username should be in the following format:

[Office][Name][Extension]

• Office:

o London = FB

o Shenzhen = TM

o USA = US

• Name:

o First name, or full name if somebody else has the same first name

• Extension:

o Your internal phone extension

• For example:

o FB William 9999

• When Skype has been downloaded, installed and opened, you will see the window below. Click on ‘Create an account’ to get started.

• The Skype registration webpage will appear:

• In the first name text box, enter your display name in the Flashbay format explained above

• Fill out all the details and press the ‘I agree – Continue’ button at the bottom of the page

• When entering the Skype name, it must not contain any spaces or special characters, for example the dollar sign – this will be the name you will use to login to Skype and not the name that will be displayed to other users

Adding Contacts

• To add contacts, firstly click on the icon with the plus sign next to it:

• Then in the search bar on the left hand side of the window enter the name of the person you want to add:

• When you click on the person’s name, an ‘Add to contacts’ button will appear. When clicked, this will send an invitation to the person to add you and when they accept they will appear in your contacts list

Data Preloading

Procedure

• You should only come to IT when you have data on a USB or CD/DVD, or the data that you have is large enough to degrade your PC’s performance were you to download it

• We do not directly communicate with Operations, you have to confirm with them that the data is on the FTP server after receiving IT’s confirmation

If assistance is needed, the procedure is as follows:

1) You download the data and inform IT of its location

2) IT will send you a screenshot of the size and content of the data for you to verify with the customer

3) When the customer confirms that the data is ok IT will upload the data to the FTP server

4) Once uploaded, IT will send you an email asking you to notify Operations attaching the screenshot so that they can check that the data is correct and complete when received.

Security Policies

Zimbra

• It is recommended that you change your password every 30 days – don’t give your password out to anybody.

• To change your password, firstly go to the ‘Preferences’ tab then select ‘General’ from the left hand side of the window:

• Click on the ‘Change Password’ button, the following window will appear:

• Enter the password that you currently have and the password you want to change to twice then press the ‘Change password’ button

Netsuite

• On the Netsuite homepage, scroll down to the bottom of the page and you will see a ‘Settings’ box on the left hand side:

• Select ‘Change password’ and the following page will appear:

• Enter the password you currently have in the top text box and twice enter the password you want to change it to in the bottom two boxes – ensure that your password meets the criteria listed on the right hand side

IMPORTANT – Please ensure you change the default password and change these passwords every 30 days - do not disclose them to anybody else

Malware

It is the responsibility of all Flashbay’s staff to take reasonable measures to protect our network from malware infection. If you suspect your computer has become infected you need to notify the IT department immediately. Malware can spread in a variety of ways, the most common method being via email. Some attachments may have been knowingly sent by someone wanting to infect the computer of the user receiving the email. Do not click on/open any attachments from an unknown source.

If you receive a suspicious email or e-mail attachment, do NOT open it. Notify the IT department immediately. Failure to follow advice from the IT department may present a serious risk to our computer network and will be dealt with in line with the Company’s Disciplinary Policy and Procedure.

Phones

Extension is Unavailable Error

• If, when trying to dial an internal number, you receive an automated message saying that the extension is unavailable, this is because the phone is stuck in ‘do not disturb’ mode

• To fix this, press the ‘DnD’ button as fast as you can about 10 times.

The call quality is Poor

• If you are getting a bad reception on the line, for example crackling noises or other unusual sounds, follow the procedure below:

• Press Menu:

• The following choices will appear:

• Press 4:

• Press 1:

• Press the ‘tick’ button – the phone will reboot

Handset Problems

• If you’re having issues with the phone itself, i.e. the phone has frozen, follow the steps below:

• Press Menu:

• The following choices will appear:

• Press 5:

• Press 3:

• Press the ‘tick’ button

How to Transfer a Call

• Once the call has been received, press the ‘Hold’ button:

• Dial the extension you want to transfer to

• Press the ‘tick’ button

Alternatively:

• Once the call has been received, press the ‘Hold’ button:

• Dial the extension you want to transfer to

• Confirm with the person the call is for whether the transfer should be made

• Press the ‘Transfer’ button twice:

• For health and safety reasons, please do not touch the cables coming from the floorports.