Remote Working FAQs
How can I access my University email and calendar?
- Log in at https://office365.ncl.ac.uk
- Unless you have already done so, you can set up email on your mobile, laptop or tablet. Visit go.ncl.ac.uk/itservice/email
When you’re using a University supplied, Windows 10 laptop to work remotely, DirectAccess allows you to log in to campus IT services and access your files. It starts-up automatically and runs in the background while you’re working.
With DirectAccess you can:
- Access University IT Services and software
- Access SAP services (scroll down to the bottom of the SAP login pad and select the service you require labelled ‘DirectAccess’)
- Access your University files (H:Drive) and shared drives
Best Practice
- You don’t need to download lots of files to your laptop, DirectAccess allows you to access and edit them in their original location
- If you do need to download large files or data, please do it out of normal office hours so the service isn't slowed for others.
- Please only use one DirectAccess enabled device per person. Using multiple devices has an impact on the quality of the service.
- For the best experience we recommend you use a wired network connection.
Other factors
The number of people in your household accessing the internet for streaming/gaming/other online services may affect your DirectAccess experience.
Can I access Microsoft Office applications (Word, PowerPoint, Excel, OneDrive etc.)?
- Visit https://office365.ncl.ac.uk and sign in using 'userid@newcastle.ac.uk' and your password.
Can I install Microsoft Office on my personally owned device?
- Yes. If you are a student or member of staff, you can install Microsoft Office 365 for no personal cost on up to five devices (laptop, smartphone or tablet). Visit https://services.ncl.ac.uk/itservice/core-services/softwaredeals/office365/
Can I get other software for no personal cost or reduced price?
Discounted and no-cost software are available for your own PC and personal devices:
What if I need specialist software for my work or research?
- The Azure Virtual Desktop Service (AVD) gives secure access to University software, your files and protected websites. It's the best way to access software during teaching sessions and private study. Visit https://go.ncl.ac.uk/itservice/avd
- You may be able to download the software to your own device for no personal cost or at a reduced price: see Software Deals.
- If you have a University Windows 10 laptop supplied by NUIT, you can access SAP by selecting the relevant system labelled with ‘Direct Access’ at the bottom of the SAP logon pad.
- You can access some SAP services over the internet, from anywhere, via the MyWorkPlace Portal
- View your payslip online and view or amend your SAP HR record at http://myapps.ncl.ac.uk
What if I don’t have a University laptop and need access to SAP?
- Please contact the IT Service Desk for advice at https://nuservice.ncl.ac.uk
- Access your home folder (H:Drive) and shared filestore with Filr. See our guides to get started with Filr.
- You can also save files to your Microsoft OneDrive and access them from any device, anywhere.
- Access to Unix Home Folders
- Microsoft Teams is a great way to stay in touch and collaborate with colleagues. All staff and students can create Teams to share files, collaborate on documents, chat in real time and hold online meetings. See our online guides to get started.
- Teams is available to download on Windows, Mac, Linux, Android and iOS.
- Make sure you login with userid@newcastle.ac.uk
What if I need to speak to a colleague?
- With Microsoft Teams chat, you can have private one-on-one or group instant messaging conversations. (Sign in with userid@newcastle.ac.uk)
- Group discussions can be held in Yammer
- Microsoft Teams can also be used to make audio and video calls. See the guide: ‘Start chats and make calls’
- Microsoft Skype for Business allows you to send and receive instant messages with colleagues, make and receive audio & video calls (additional equipment is required for video and audio).
Can I videoconference remotely?
- Zoom enables easy communication and collaboration via mobile devices, laptops and desktop PCs (additional equipment is required for video and audio).
What equipment do I need to work remotely or from home?
- To access most University IT services away from campus, you'll need a PC, laptop or mobile device with an internet connection.
- For desktop conferencing and calls, you'll need a device with a camera and microphone (many laptops and tablets have a camera and microphone built in). Alternatively, you can use a headset and webcam. See recommended hardware.
Can I use a personal device that I own, like my home computer or iPad (or similar)?
- Yes, of course. You can use any personal device with an internet connection. This doesn’t need to be supplied by the University.
Can I request a laptop or other IT equipment from NUIT?
There is currently a lead time for the supply of all IT hardware. If you’ve already raised a request for IT equipment, NUIT will advise on the latest availability from our suppliers and any new process now necessary to get the equipment to you.
Due to the current on-campus delivery/collection restrictions, NUIT will not be able to process new orders for IT equipment and hardware in the usual way at this time. A new process is being established to reflect restrictions imposed by the current Coronavirus/COVID-19 situation, and that will be published in due course. That process will be subject to revision without notice while ever circumstances continue to change.
Please see the full guidance on the purchase of IT equipment and hardware
Desk Set-Up for Home Working
As we adapt to new ways of working, it’s important for us to consider our wellbeing. Occupational Health and Safety Services have created a toolkit of remote working resources, including advice on how to create a comfortable workstation at home supplemented with ideas of how to set up workstations with limited equipment.
There is also a Yammer discussion where colleagues have shared pictures of how they are working at home.
Dell Advantage Programme - additional discounts
For a limited time Dell are offering additional discounts on personal purchases of monitors and accessories. (These discounts are for personal purchases only.)
Remember, when using any University IT service on or off campus you are bound by the Policy on Use of IT Facilities and the terms of our Information Security Policy. As well as the University data protection policy and guidelines.
Complete cyber-security training so that you can spot pandemic themed email scams - https://sway.office.com/uTwXdABOY7pOPFgb
Using your own personal device
- Check the manufacturer's web site for guidance on how to install security updates, enable anti-virus, and enable encryption.
- Do not to upload University data to cloud services other than the University's Office365
- Avoid downloading data to personal devices, however where this is not possible, ensure you remove all data from your personal device when you are ready to return to the University
If you are using data obtained from research data providers or funding agencies, check your data sharing agreement for security restrictions.
If the data is covered by the university NHS toolkit, the data can only be accessed via Direct Access using a University Laptop or using Remote Access Gateway.
- You can log and track requests for IT support online at https://nuservice.ncl.ac.uk
- Visit the IT Service website for information and guides
- Call 0191 208 5999. If you are unable to get in touch with us by telephone, please use the one of the contact methods above and we’ll be in touch as soon as possible.
If you have any further questions or concerns about working at home or off campus, please contact the IT Service Desk for advice.
Return to the Remote and Home Working Toolkit