1.1. Register an Android Device with Intune Company Portal

Steps for Intune Enrollment of Personally owned Android devices and Outlook App installation

1. Open the Google Play Store, search for the “Intune Company Portal” app and click Install [OR] you can also scan the below QR Code to directly install the app from the Google Play Store.

    [OR]    

               

2. Open the Company Portal app and complete the sign-in process

Click SIGN IN.

 

3.      Enter your evergreen email address and then click Next. Enter your password and then click Sign in.

    

 

4.      Enter your 2 Factor Authentication code and click Verify or approved your external Microsoft Authenticator.
   

5.      Click BEGIN.

 

6.      Click CONTINUE after reviewing what data can be accessed on your phone.

 

7.      If prompted, click Agree to set up a work profile.

 

 

Note: Not all Android devices support a work profile.

 

8.      The Company Portal setup process will take a few minutes to complete.

9.      Click CONTINUE when prompted.

 

10.  When setup is completed, click DONE.

 

 

11.  This window just confirms that your new work profile is now set up. If you see this window in your setup, just click on “GOT IT” button.

 

12.  Now you will be landed on the page below where you will be able to see your Work Profile listed. At the bottom of the page, you will see “Open the badged version of Google Play to get apps suggested by Evergreen” click “Open” and you will be able to see all the allowed apps.

13.  The Android apps allowed by Evergreen will be found in this pane. You can start by installing “Outlook” from the list of apps.

 

14.  After the outlook is installed, click “ADD ACCOUNT”

 

15.  On the next page, input your Evergreen email address “username@evergreen.ca” and click “CONTINUE”

 

16.  It will now ask you to Add another account. You need to click on “MAYBE LATER” at the bottom left corner.

17.  You will now land in your Evergreen Inbox which will look something like the below image. However, it will not yet download your emails actually unless IT team validates your Work Profile at their end and approve it. At this point, you will get an Email from Microsoft Outlook mentioning that your mobile deivce is temporarily blocked (Device access state:Blocked). It is the part of process and window for IT to validate your Work Profile before your outlook access can be enabled for the Mobile device.

1.2. Set Up an Android Device with Evergreen E-mail

NOTE: Before following the steps outlined below, ensure that you finish the steps outlined in Register an Android Device with Meraki MDMS article and received confirmation from Evergreen I.T. Services.

You have three options when accessing your Evergreen email from your Android device. You can use the built in mail app, the Outlook app, or you can use the web version of Outlook. Below are the instructions on how to use each:

Outlook

1. Go to the Google Play Store and search for "Outlook".

2. Download the app and open it.

3. Enter your Evergreen email address and password.

4. Wait 1-2 minutes and your emails should begin to populate .

If you see a message saying that your administrator has blocked access please contact I.T.

Outlook through the web

1. Open your web browser (Google Chrome, Firefox, etc.)

2. Go to https://www.office.com/

3. Sign in with your Evergreen email address and password.

4. Select "Outlook" from the list of applications shown.

Android mail app

The instructions below are generic and might differ for your particular version of Android.

1. From the Applications menu, select Email. This application may be named Mail on some versions of Android.
2. Type your full email address, for example hpotter@evergreen.ca, and your Office 365 password, and then select Next.
3. Select Exchange account. This option may be named Exchange ActiveSync on some versions of Android.
4. Enter the following account information and select Next.

• Domain\Username Type your full email address in this box. If Domain and Username are separate text boxes in your version of Android, leave the Domain box empty and type your full email address in the Username box.

NOTE:   On some versions of Android, you must use the domain\username format. For example, if your email address is hpotter@evergreen.ca type evergreen.ca\hpotter. Your username is your full email address.

• Password Use your network password (Windows/Citrix).

• Exchange Server Use outlook.office365.com for your server name. (If you can't connect, try m.outlook.com — not recommended)

5. As soon as your phone verifies the server settings, the Account Options screen displays. The options available depend on the version of Android on your device. The options may include the following:

• Email checking frequency The default value is Automatic (push). When you select this option, email messages will be sent to your phone as they arrive. We recommend only selecting this option if you have an unlimited data plan.
• Amount to synchronize This is the amount of mail you want to keep on your mobile phone. You can choose from several length options, including One day, Three days, and One week.
• Notify me when email arrives If you select this option, your mobile phone will notify you when you receive a new email message.
• Sync contacts from this account If you select this option, your contacts will be synchronized between your phone and your account.

6. Select Next and then type a name for this account and the name you want displayed when you send e-mail to others. Select Done to complete the email setup and start using your account.

NOTE:   You may need to wait ten-to-fifteen minutes after you set up your account before you can send or receive e-mail.

2.1. New User Remote Setup

2.2. Add a shared mailbox folder to your Outlook (web version)

1. Go to https://www.office.com/ and login with your Evergreen email and password. Once signed in, select Outlook from the list of apps to open your personal mailbox.

     2. In the left menu, right click Folders > Add shared folder.
    

     3. Enter the email address and click "Add". You should now be able to expand the shared mailbox folder from the menu on the left.

     Note: You may need to scroll down to find the mailbox folder. If you can't find the folder, try the above steps again or contact IT.

2.3. How to Setup Sharp Printer in Evergreen Devices

Follow the below link :-
Evergreen Sharp Printer Setup

2.4. How to select your default PDF viewer (Windows 10)

     1. Search for "default" in the windows search bar at the bottom left, select "Default apps" from the list of options.

     2. Scroll to the bottom of the page and select "Choose default apps by file type".

     3. Scroll down to the file type named ".pdf" and select the box beside it to choose your PDF viewer. By default you will be using Adobe Acrobat Reader unless you have been provided a license for Adobe Acrobat DC or Adobe Acrobat Pro.

Please contact IT for support if you don't see any of the Adobe applications or if you have any questions.

2.5. How to set the automatic reply for a shared mailbox

Below is a step by step guide on how to open other mailboxes while using the web version of Outlook:

1. Go to https://www.office.com/ and login with your Evergreen email and password. Once signed in, select Outlook from the list of apps to open your personal mailbox.

      2. Click on your profile picture at the top right and select "Open another mailbox"

      3. Enter the name of the mailbox and select it, click "Open" and the mailbox will appear in a new tab.

         4. Once the mailbox is open, select the settings icon in the top right followed by the the option to "View all Outlook Settings".   

         5. Go to Mail > Automatic replies and select the option to "Turn on automatic replies". You can now specify what message you want to be automatically sent out. Make sure to click the save button at the bottom once     everything has been entered.

2.6. How to delegate access to your personal Outlook calendar (Desktop version)

 How to assign access

1. Select "File" in the top left corner of Outlook followed by the drop-down menu labeled "Account Settings". Within this menu you will need to select "Delegate Access".

2. Select "Add..." on the right side of the menu and search for the user you wish to delegate access to.

3. Choose which access you wish to give from the "Calendar" drop-down menu. Uncheck the box labeled "Delegate receives copies of meeting-related messages sent to me". Once finished, select "Ok" at the bottom to finish assigning access.

How to open the calendar

1. Inside the calendar tab in Outlook, select "Open Calendar" located on the toolbar. Select "From Address Book..." from the drop-down menu.

2. Select the calendar you wish to open. Once selected, make sure to click "Ok" at the bottom. The calendar will now open and you will be able to perform actions based on the permissions that you were given in the first half of this guide.

2.7. SAGE Permissions

Download and open the PDF to view the various permission levels within SAGE:

2.8. How to set a mailbox rule through the Outlook web version

1.  Go to https://www.office.com/ and sign in with your Evergreen email and password.  Once logged in, select Outlook from the list of apps. This will open your personal Evergreen mailbox.

2.  Skip to step 3 if you are applying the rule to your personal mailbox. To open a different mailbox, select the profile picture icon at the top right and choose "Open another mailbox". Enter the address of the mailbox and select "Open".

3.  Click the settings icon and chose "View all Outlook settings".

4.  Go to Mail > Rules and select "Add new rule".

5.  You will be presented with a couple options: naming the rule, the condition that triggers the rule, and the action that will happen once the condition is met. The example I have below will take any email with "Urgent" in the subject line and mark it as high importance. An exception to the rule can be made by selecting "Add an exception". Make sure when you are done creating the rule to save it.

If you have any questions please feel free to contact itservices@evergreen.ca

2.9. How to setup a Zoom meeting

This is a guide on how to setup and configure a Zoom meeting.

1. Book out the zoom resource in your calendar by setting up a appointment/meeting with zoom@evergreen.ca. 

2. Once the resource is booked, an email outlining some steps on how to connect to zoom along with the account credentials will be sent to you.  

NOTE: Please ensure the time block you book out is available or your request will be declined.

3. Go to  https://zoom.us/ and click "Sign in" on the right side. Credentials can be found in the acceptance email sent to you.

4. Go to the meetings tab and select "Schedule a New Meeting". If a meeting was already created you can skip to step 6.

5. When creating a meeting you must ensure that you specify a name (topic), date and time, and meeting duration. Below is a list of settings you can configure and a brief description of what they do:

- Whether the meeting will be recurring or happen only once.

- Select “Required” next to registration if you want users to have to register before they are able to join the meeting.

- The "Video" section allows you to enable/disable the use of webcams in the meeting. By default both the host and participants are set to off.

- The "Audio" section lets you specify whether you want all participants to only use a telephone or computer audio. By default both are allowed.

- “Enable join before host” will allow participants to sit in the meeting before the host.

- Select to "mute participants upon entry" if you want all users who join the meeting to have their audio automatically muted.

- The “Enable waiting room” option will allow users to sit in a meeting queue until the meeting starts.

- "Only authenticated users can join" ensures that all attempts to join the meeting are denied unless the user was invited.

- Recording the meeting automatically will start a recording as soon as the meeting starts. Optionally, there is an option to start a recording manually once the meeting has started (See step 8 to learn how to record manually).

Once complete, select save at the bottom of the page. You will now be returned to the meetings tab.

6. To enter the meeting, select start/join. This will download Zoom if you don't have it on your computer yet, if you do then it will open up the meeting immediately. 

If the meeting doesn't open, contact IT.

7. You will be presented with the option to use your computer audio or a telephone. If you are using a telephone, make sure the country is set to Canada and then dial the number displayed on screen. An automated voice message will then prompt you to enter your meeting ID and password which are listed below the phone number. If you are joining with your computer audio, select to "Test speaker and microphone. Select your preferred devices and ensure they are functioning. 

8. The bottom bar of the meeting window will allow you to do the following:

- The “Join Audio” button will allow you to modify your audio settings.

- To utilize a webcam, select "Start Video".

- Select the invite button if you want to send an invitation to participants.

- “Manage Participants” will display all the users currently in the meeting.

- Select "Share" and select the application you want to display to the participants in the meeting.

- Chat allows you to view and send messages in the meeting.

- Record will allow you to create a video of the meeting, you have to option to save it locally to your computer or to save it to the cloud.

- Divide the meeting into smaller sessions by selecting "Breakout Rooms". The participants will be automatically divided up unless you specify it manually.

- "End meeting" will either end the meeting for everyone or you can choose to let the meeting stay open and leave.

For any additional assistance regarding Zoom, please contact itservices@evergreen.ca.

2.10. Add additional mailboxes to your Outlook

1. Select "File" at the top left of your Outlook

     2. Select "Account Settings" and from the drop down menu select "Account Settings".

     3. In the email tab, select "Change...". 

     4. Go to More Settings... > Advanced.

     5. Select "Add..." then add the email address for the mailbox.

     6. You can now close everything and open the new mailbox by clicking the small arrow next to it.

Contact IT if you encounter any issues opening the mailbox.

2.11. Setup Projector (Meeting Room 1, 2, and Blakes Room)

Below is a step by step guide on how to setup the projector in the meeting rooms:

— Follow the list below to ensure all the required cables are plugged in to the back of the digital interface box (black Panasonic box in the corner of the room) from left to right:

1. Power cable
2. Digital link cable (plugged in to the slot labeled Digital link)
3. VGA cable (Blue in colour and can be plugged in to the slots labeled Computer 1 and Computer 2)
4. HDMI cable (you can plug it in to the ports labeled IN 1 and IN 2)

— Turn on the box by pressing the power button. A green light will appear when it is on.

— Select the input based on where the cables are plugged in on the back. HDMI 1/2 and Computer 1/2 on the front are In 1/2 and Computer 1/2 on the back.

— Point the remote at the projector mounted on the ceiling and press the power button to turn it on. Once you see the Evergreen logo being projected, point at the projector and press "Digital Link".

Try these troubleshooting steps if you encounter any issues:

1. Please make sure all the cables shown in the first step are fully plugged in to their appropriate slots. 
2. Make sure the digital interface box is powered on and the correct input is selected on the front. Remember to match the input with where it is plugged in on the back.
3. Make sure to point the remote at the projector and click "Digital Link".
4. Press the windows key (between Ctrl and Alt on the bottom left of the keyboard) and the P key together. You will see a box pop up on the side of your computer screen with some options. From these options select "Duplicate".
5. Make sure the cable is properly plugged in to your laptop.

If the projector still does not work or any of the cables are missing, please contact I.T. 

3.1. Register an iPhone/iPad Device with Intune Company Portal

Steps for Intune Enrollment of Personally owned iOS devices and Outlook App installation

1. Open the App Store on your iOS, search for the “Intune Company Portal” app and click Get [OR] you can also scan the below QR Code to directly install the app from the App Store.

     [OR]  

 

2.      Open the Company Portal app and complete the sign-in process

Click SIGN IN.

 

               

3.      Here you might get routed through the Microsoft Authenticator App by itself to validate your Evergreen account, in that case steps for you shall be less. Otherwise, if you are prompted with the below screen then enter your Evergreen email address and then click Next

 

4.      Enter your password and then click Sign in.

 

5.      In the process, next you would have to enter your 2 Factor Authentication code and click Verify or approve your Authenticator app (if not already prompted before Step 3.)

 

6.      Turn ON the notification for this application. Allow and click Ok

 

7.      Next, you will be redirected to the screen displaying the steps the enrollment will take you through in the entire process of setting up an Evergreen Work Profile. Click Begin

8.      Click CONTINUE after reviewing what data can be accessed on your phone.

 

 

9.      Click CONTINUE when prompted on this and similar upcoming windows.

 

10.  Allow downloading management profile and once the profile is Downloaded click Close.

       

11.  Click Continue on this screen to the Company Portal.

 

12.  Process will now tell you that your Download of the Profile is now complete. Click Continue

13.  At this point in the process, it may ask you to start a Security Delay depending on the security requirements. If it is a requirement for your device to complete this process, then click on Start Security Delay and it would have to be completed before you can install the management profile. If you are not prompted for a Security Delay, then you can proceed with the next steps.

                  

 

14.  In the Company Portal app, the enrollment process should now provide you with instructions on how to install the “Management Profile” on your iOS device. Please follow the instructions to install the same and once finished re-open the Company portal app.

Below is how the install will look on an iOS device.

 

         

 

 

 

           

 

 

 

 

 

 

 

 

15.  When you re-open the Company Portal app, you will be prompted to select a category for your device. Please select only the Personal here as shown below and click Continue.

 

16.  You shall now see the progress showing ‘Install management profile’ as complete. Click Continue.

17.  It shall now start the final steps in the process which is ‘Checking device settings’. Once it is completed, you will see all the steps marked green. Now you can click on Done
           

 

18.  Post that you will see your device details which is now enrolled with Intune MDM. From here you can click on the Apps listed below left corner.

19.  Here you will be able to view only the apps which are Approved by Evergreen under MDM. From here install Outlook app

 

20.  Next, you shall be prompted for “App Management Change”. The Outlook App is allowed as a part of Intune MDM service which is required to be managed by Evergreen IT because it would handle and store corporate data. If you Agree to this, then click Manage and you will get the below message, just click OK

       

21.  Outlook Installation: Click Install when you see the below pop up and you will eventually land in your Evergreen Inbox which will display “Downloading Your Messages”. However, it will not yet download your emails actually unless IT team validates your Work Profile at their end and approve it. At this point, you will get an Email from Microsoft Outlook mentioning that your mobile deivce is temporarily blocked (Device access state:Blocked). It is the part of process and window for IT to validate your Work Profile before your outlook access can be enabled for the Mobile device.

 

             

 

 

3.2. Troubleshooting Network Connectivity

What if I know the password, but the network won’t accept it?

In iOS: Tap Settings > Wi-Fi >  > Forget this network. Then try to rejoin.

Still can’t connect? Reset your Network Settings:

Tap Settings > General > Reset > Reset Network Settings. This also resets Wi-Fi networks and passwords, cellular settings, and VPN and APN settings that you’ve used before.

See more details here:   https://support.apple.com/en-ca/HT204051

4.1. How to setup your I.T. Account

How to change your password and setup Citrix

1. Go to https://remote.evergreen.ca and enter the username and password you were given in your welcome package.

2. You will see a message telling you that your password has expired and prompt you to enter a new one. The new password must follow the criteria outlined below:

- Must be at least 10 characters long

- Contains at least 1 uppercase, lowercase, number, and a special character

- Can't contain your first or last name

- Must not be easy to guess (Evergreen123!)

3. Once logged in, you will be given the option to download Citrix Receiver. Follow the instructions outlined in the installer to complete the installation.

4. After Citrx is installed, right click the Citrix icon at the bottom right (Windows) or top right (Mac) and select "Check for updates". This will ensure that Citrix is using the latest version. Note: The Citrix icon for Windows may be hidden in the icon tray (see image below).

5. Go back to https://remote.evergreen.ca and you should be presented with a page containing an icon of a computer monitor. To launch Citrix, click the computer monitor icon and the program should open. If you receive an error message, attempt to open it again as the program sometimes fails to launch on the first attempt. If you continue to get error messages, contact itservices@evergreen.ca and include a screenshot of the error you are receiving.

6. Once Citrix has launched, you will have access to the Q: drive which contains Evergreen's library of documents. To access the Q:, click the folder icon on the bottom toolbar within Citrix.

7. Select This PC from the options listed along the left side. Double click the drive labeled docs or Q:.

8. Once you are done using Citrix, click the windows icon located at the bottom left of your Citrix window. Select the profile picture icon and click Sign out. Exiting out of Citrix using any other method may cause it to close incorrectly and cause errors when you open it again in the future.

 

How to access your email

1. Go to https://www.office.com/ and login with your Evergreen email and password. 

2. Once signed in, select Outlook from the list of apps to open your personal mailbox.

 

4.2. Change password while connected to Citrix

1. While connected to Citrix, click the drop down menu at the top of the screen and select "Ctrl + Alt + Del".

2. A list of options will appear, select "Change a password".

3. Make sure your password meets these requirements:

— Minimum of 10 characters long

— Must contain at least 1 uppercase, lowercase, number, and special character

— Can't contain your first or last name

Contact IT if you encounter any issues or have any questions.

4.3. How to use Cisco AnyConnect

This guide will show you how to access Evergreen's VPN service, Cisco AnyConnect. This software will create a secure connection to Evergreen's network, providing you access to company resources while working remotely. Only laptops provided by Evergreen can access this service and the use of this software on personal devices is prohibited. Additionally, this software cannot be used while connected to  Evergreen's network on-site. The steps below will walk you through how to connect: 

1. Click the arrow at the bottom right of your desktop and double click Cisco AnyConnect. Optionally, you can search for the program in the Windows search bar. Contact IT if you can't find the software.

2. Select the settings icon at the bottom of the window.

3. Go to preferences and uncheck "Block connections to untrusted servers" then close the window.

4. Select the address bar and enter "216.208.185.70" then click "Connect". 

5. You will now be prompted to enter your login info. The username will be the first letter of your first name followed by your last name.

Please contact IT if a VPN password has not been provided to you.

6. A window will appear notifying you that you are connecting to an untrusted server, select "Connect Anyway".

7. A dialog box will now appear at the bottom of the screen confirming your connection. If the dialog box does not appear you can confirm your connection by opening up Cisco AnyConnect and it should say "Connected".

8. To terminate the VPN connection, right click on the Cisco AnyConnect icon and select "Disconnect".

Please contact IT if you have any questions or experience any issues connecting to the VPN. 

4.4. Install Citrix Receiver & Connect to Citrix Server

If you regularly work remotely and would like to access work documents hosted on Evergreen on-premise servers, you need to use Evergreen's remote access servers (a.k.a. Citrix servers). This article explains how to setup Citrix receiver on your personal device to utilize remote work capabilities.

Step-by-step guides

We have created short videos for 3 major browsers to show you how to setup Citrix. Please note that depending of the version of the browser you are using the steps may differ.

After Citrx is installed, right click the Citrix icon at the bottom right (Windows) or top right (Mac) and select "Check for updates". This will ensure that Citrix is using the latest version. Note: The Citrix icon for Windows may be hidden in the icon tray (see image below).

 

Internet Explorer (PC) version 11.674.15063

Google Chrome (PC) version 62.0.3202

Safari (Macintosh) version 11.0.1

These videos show how to install Citrix Receiver, a component which is required to be installed once to access Citrix servers. Once installed users simply go to https://remote.evergreen.ca and logon to their desktops as explained in these videos.

PC users also can add their account information to Citrix Receiver and connect through it without using a browser as explained in Connect with Receiver.

 

Internet Explorer

If you don't see the video below, click here to access it directly on Office 365 Video portal

 

 

Google Chrome (PC)

If you don't see the video below, click here to access it directly on Office 365 Video portal

 

 

Safari (Macintosh)

If you don't see the video below, click here to access it directly Office 365 Video portal

 

 

Connect with Receiver

If you don't see the video below, click here to access it directly Office 365 Video portal

 

4.5. Check other mailboxes from the web version of Outlook

Below is a step by step guide on how to open other mailboxes while using the web version of Outlook:

1. Go to https://www.office.com/ and login with your Evergreen email and password. Once signed in, select Outlook from the list of apps to open your personal mailbox.

      2. Click on your profile picture at the top right and select "Open another mailbox"

      3. Enter the name of the mailbox and select it, click "Open" and the mailbox will appear in a new tab.

          



4.6. Check E-mail Remotely

Go to https://www.office.com/ and login with your Evergreen email and password. Once signed in, select Outlook from the list of apps to open your personal mailbox.

4.7. How to change your password remotely

The article explains how to change your account password using Citrix or through the VPN (VPN is only available on Evergreen devices).

    Citrix

1. Go to the link https://remote.evergreen.ca
2. Log in using your current username and password.
3. Go to the top right corner and click on the drop-down menu next to your name and select "Change Password" then press continue.
4. In the next window, enter your old password and the new password and press OK.
5. If done correctly, it will say that the password was changed successfully. Please restart the browser after this step.

    VPN

     1. Connect to the VPN by using Cisco AnyConnect or by clicking the Internet icon at the bottom right, selecting "Evergreen VPN" and pressing "Connect". You will be prompted for credentials, these can be found in your documents folder or on your desktop inside a text document labeled "VPN Login/Info".

     2. Once connected, press CTRL + ALT + DELETE and select "Change Password" from the list of options.

     3. Once completed, you should see a screen confirming that your password has been changed.

 

Note: It will take your Outlook 15-20 minutes to sync the changes. During this time you may be logged out or have limited email access.

If you encounter any issues changing your password, please reach out to itservices@evergreen.ca.