Open Outlook Click on "Outlook" on the ribbon and select "settings..." The Outlook settings window will open, select "Accounts" On the Accounts window, select the + drop down, and "Open Shared Mailbox..." Once you start typing the name of the mailbox a list should appear: Select the email you wish to add then select the Add button:  The mailbox should now appear on the left side in Outlook (you may need to scroll down). Please note that you cannot add a mailbox you do not have permission to access.

Adding users to Existing groups in Adobe Admin This is to guide users that manage thier sites groups and users. Normally teachers that would be teaching the class or someone designated as the site lead for this would do this activity. 1. Login to the Adobe Admin Console.   Adobe Admin 2. Click on User Groups in the toolbox in the middle of the page.  3. From the new options that appear, click on add Users or remove 4. A New window where you will Search the name of the user you would like to add to a group with their stpaul.k12 address the start of the address is sufficient  I.E. student001 Limit of  10 user per this method at a time Click save and the users will be added     5. To remove users just check their box and click remove. 6. To enter multiple students at once or remove multiple students at once click the 3 dots to the right and Add users by CSV or Unassign users by CSV. 7. Once in the Add users by CSV you can click on Download CSV template and Current users to get a list that you can modify or use the attached sample. 8. Using the linked sample, you will have to change/input info to make it work for you see the below screen shot for reference. Campus should be able to output most of this and you would just add the domain to it.

Google Meet changed the location of where to Join a meeting with a code. Click the keyboard next to your initial and it will bring you to a bar to enter the code.

You must be logged in to see all these options. Please use the Login button in the upper right corner if your screen doesn’t look like this one! MAIN SCREEN Search Bar: does what it says—searches solution articles, service items, and tickets Announcements: IT-related news—major service outages, Freshservice upgrades and new features, etc. Four large buttons Browse help articles: linked to Solutions database Report an issue: linked to Incident form Request a service: linked to the Service Catalog Approve requests (not currently used) Pauli-bot (chat bot feature) in lower right corner – Big plans for this, coming soon! MENU BAR Upper left corner menu includes Solutions, Tickets, and Service Catalog Bell lists Freshservice notifications Upper right corner has User Profile, Pauli-bot, and Announcements We strongly encourage folks to complete (or correct) their user profile. INCIDENTS VS. SERVICE REQUESTS In Freshservice, the Incident form is a single form for reporting everything that goes wrong. However, not everything you need comes through this form—only incidents. Read this to learn more about incidents vs. service requests. Service requests happen via the Service Catalog. REPORT AN ISSUE (aka THE INCIDENT FORM) Who needs service? (You can request assistance for someone else; use their email address instead of your own.) Category is a tree structure, containing subcategories and items. Do your best to find the most specific correct option; we’ve included a link to see the entire tree at a glance (including hidden categories). Correct categorization will allow us to get your issue to the right people, and resolved, as quickly as possible! Subject etc., is the subject line of your ticket. Description etc., is the body of your ticket. Additional fields include Location, Room, and Availability Other fields and information appear contextually E.g. if you’re having network issues, we’ll ask what kind of network and how extensive the issue is The panel on the right will show available solution articles that may help you solve the issue without submitting a ticket, or guide you to provide the information we most need to resolve the issue quickly. As you type information into the subject line and body, Freshservice looks for keywords, searches the solutions, and returns any relevant information in this area. REQUEST A SERVICE (aka THE SERVICE CATALOG) The Service Catalog lists standard IT-related requests. Think of it like a restaurant menu: instead of asking for a drink, appetizer, main course, and dessert, you use these forms to ask for new hardware, software upgrades, account changes (including privilege changes and some password resets), and so forth. Service catalog categories are just a list, not a tree. You can see each of them listed underneath All Service Items; Academic Applications is one. By design, they aren’t the same as the Incident category tree. Each category holds one or more service items, and each service item is specifically built to ask only the specific information we need from you to accomplish the task(s). Again, do your best to find the most specific correct service item. Using the right request will allow us to get your work to the right people, and resolved, as quickly as possible! We encourage you to browse and explore the different offerings and smart forms, and to ask Field Services folks for assistance. In some cases, we’ve combined multiple service items from the old system into a single smart item in Freshservice. For example, the Staff Computer item replaced four old items, and uses smart form logic to ask the necessary questions for each case. Our service catalog remains a work in progress. We don’t have all the options that you may have used in the past prepared right now, and we will continue to expand the menu of specific service items. We also have plans to make it more appealing visually, as we acquire rights to pictures and icons we can use in the catalog. We look forward to reading your suggestions regarding Freshservice! You can provide them here! BROWSE HELP ARTICLES (aka THE SOLUTIONS DATABASE) Like the Service Catalog, the Solutions Database has categories for its articles. It’s currently organized by team instead of by topic. One type of information it does have are referrals to other SPPS units. For example, Human Resources has no agents or workgroups that use Freshservice, and if you need assistance with HR-related matters, all we can do is refer you to them. The information on how to contact HR with your issue directly is one of our most important articles—and we have others like that one available. Our solutions database is very much a work in progress. Please be patient with us as we flesh it out with information you can use!

Please keep in mind the following services and options available to you to protect yourself from cybersecurity threats: Email Filters Our email filter is constantly scanning for threats such as visible and noticeable at-risk phishing scams, spam, malware, phishing, ransomware and malicious emails. Example: A prominent political candidate is asking you for donations by clicking on external link Ability to Report Phishing/Spam/Malicious Emails For more subtle emails that may bypass SPPS email filters, any employee with an SPPS email account can report an email by following these steps. This feature empowers our employees to protect themselves. Piggybacking & Resource Sharing Piggybacking is a social engineering attack allowing an unauthorized person to access a restricted area or system. It can be physical or electronic and can involve unauthorized wireless network access, following an authorized person through a secure checkpoint, or stealing login credentials. To avoid piggybacking, staff are encouraged to never share passwords, use badges allowing others to enter secure areas, and not allow other individuals to enter secure areas with personal credentials. Cell Phones Employees can block unwanted phone calls or texts as needed. Instructions for how to do this can be found here. Communications Technology Services works with the Office of Communications to send district communications regarding scam emails. Additionally, communications regarding various cyber security tips and topics are shared with staff regularly via email and The Bridge newsletter. Training Technology Services has revised our cyber security course regarding social engineering and general Internet safety. Please sign up for Cybersecurity Best Practices: 2024-25 in PowerSchool to review comprehensive cybersecurity best practices and recommendations from Technology Services for the school year 2024-25. Multi-Factor Authentication (MFA)/OKTA Reminder SPPS rolled out multi-factor authentication for SPPS email accounts before May 1, 2024. This additional layer of security not only helps mitigate unauthorized access to SPPS user information and district platforms, it is also a requirement of our cyber insurance policy. Over time, we plan to onboard current tools into Okta to further enhance your security. New tools that require an SPPS login will also be properly vetted to ensure OKTA, Single Sign-On (SSO), and general Multi-Factor Authentication (MFA) capability. Integrating additional platforms will require no new efforts from SPPS users or contractors already registered with Okta MFA. Technology Services follows Board Policy 520.00 regarding the appropriate and acceptable use of technology resources to maintain the security of the district’s technology resources. International travel This is an update about International Travel and a process that is already in place regarding a new International Travel service request template in the ticketing system that you can submit if you would like to access work accounts while traveling abroad. You can find this option by searching for "International Travel" on the Service Desk website. Information on this topic can also be found in the Accounts/Access category in the ticketing system. If you need assistance accessing any district services, please Submit a Ticket or call 651-603-4357 (HELP).