Working Remotely (Best Practices)

Drake ITS supports tools and processes to help you keep working even if you can’t be on campus. Whenever possible, use your Drake-owned computer, but if you need to use a personal device, you can access myDrake and Teams using any Internet browser.

To prepare to work remotely, be sure you have the following:

• Your Drake-owned laptop, or a personally-owned Windows or Mac computer (including power adaptor)
• A reliable Internet connection
• Access to Microsoft Teams (via the desktop app on your computer or from myDrake)
• A headset or headphones with a microphone to use for virtual meetings (a webcam is helpful too, but not required)
• Access to any virtual apps and/or desktops needed for your role
• Individual files backed up to OneDrive cloud storage (see below for more information)

myDrake is Drake's campus portal, a website serving as a launch pad to access other sites, online tools, and organizational content. You can access myDrake and all of its connected sites/tools including email, Self Service, Microsoft Teams, and Blackboard Learn, from anywhere with a web connection by visiting my.drake.edu. myDrake can be used on all Internet browsers on computers, tablets, and mobile devices.

• Using myDrake for Faculty & Staff (How-to)

Everyone with a drake.edu email account has access to Microsoft Teams. Microsoft Teams combines tools and resources such as group chat, calendars, and file sharing into one location using the Microsoft 365 platform.

You can access Teams from the My Teams button in the Commonly Used Apps section of myDrake. From there you can access shared files and any personal files backed up to OneDrive. When you use Teams online, you can create, update, work collaboratively on, and save documents directly to the cloud regardless of what device you’re using. Microsoft Teams also has apps for iOS or Android devices.

Additionally, you can use Teams to hold virtual meetings, either as part of a Team or an individual or group chat, no matter where everyone is located.

NOTE: To participate in a Teams meeting, ITS recommends using the Teams desktop app, the web version of Teams in a Chrome or Edge browser, or the app for your iOS or Android mobile device. Some Teams functions don't work as well in Safari, Firefox, or Internet Explorer.

• Logging into Microsoft Teams (How-to)
• Getting Started with Microsoft Teams (FAQ)
• Using Chat Functions in Microsoft Teams (How-to)
• Holding Virtual or Hybrid Meetings Using Microsoft Teams (Best Practices)
• Meetings and calls in Teams (from Microsoft)
• Share your screen in a Teams meeting (from Microsoft)

If you haven’t already started using OneDrive to back up your files, follow the instructions below to ensure you have cloud access to your important documents.

• Getting Started with OneDrive (FAQ)
• Configuring OneDrive on a Mac (step 1 of 2)
• Configuring OneDrive on Windows (step 1 of 2)

Access your Drake email from myDrake by going to the My Email button in the Commonly Used Apps section. You’ll be able to use your email and calendar through the online version of Outlook. Additionally, you can chat and share files individually, or in groups, with anyone at Drake (or who uses Teams) through the chat function in Teams.

• Using Chat Functions in Microsoft Teams (How-to)

ITS requires multifactor authentication for most campus systems In order to protect sensitive information. You're encouraged to set up multiple methods. See the instructions below to add get started, add back up methods, change your default method, or reset your MFA options.

• Getting Started with the Microsoft Authenticator app (How-to)
• Clearing your Multifactor Authentication Settings (How-to)
• Setting up Additional MFA Options or Changing your Default Option (How-to)
• Using MFA Without Cellular Service or While Traveling (How-to)

With Teams calling, you can use your office extension to place or receive calls using either your computer or your cell phone (using the Teams app) no matter where you are.

• Using Microsoft Teams for Phone Calls and Voicemail (How-to)
• Using Advanced Calling Features in Microsoft Teams (How-to)

Azure Virtual Desktop (AVD) hosts virtual apps and desktops to provide anytime, anywhere access to academic and administrative services normally only available on the campus network, including:

• Banner Admin Pages
• Pyramid Analytics
• Mapped files including those on Z, P, or T drives
• Certain test websites

You can request AVD access by submitting a Virtual Apps/Desktop Request.

ITS has created an AVD application to access Banner 9 Administrative Pages.

All users of Banner 9 Administrative Pages have access to this application. The use of AVD allows you to work remotely and removes the requirement of using a Virtual Private Network (VPN) while still maintaining the security of the Banner system. For AVD installation instructions, see the guides in this ITS Knowledge Base category.

NOTE: If you've already installed AVD, you don't need to reinstall it.

Looking for information on teaching or advising at a distance? See Preparing for Distance Teaching and Advising (Best Practices).