All Club Prophet support is accessed at the Club Prophet website.
Configuring Office 365 on a PC
Penn State’s relationship with Microsoft allow the use of Office 365 and all of its applications by all faculty, staff, and students on work machine and personal machines. You may download and use these applications on any device you choose (up to the limit of the subscription) as long as you are employed by the university.
Athletics-issued PCs
On all machines issued by the Athletics department, Microsoft Office will be installed and automatically updated for you. The most popular software packages will be installed directly (Outlook, Excel, Word, Powerpoint, etc.) on all machines. There are also web versions of these applications that can be found here. If there is a piece of software in the Office 365 suite that you require that is not pre-installed, please contact us.
Personal PCs
As mentioned above, the subscription model that Penn State has chosen for its employees includes the ability for you to install and use Office 365 on personal devices as long as you are employed with the university.
Download the Office 365 Suite
To download the software to use on your personal PC, navigate to the Penn State Office 365 page.
Click Login at the upper right. Use your Penn State WebAccess credentials.
Once logged in, you may click any of the web application links listed to launch them in a browser. This is often enough for people to work adequately. However, you may install the full versions of these applications by clicking the Install Office button at the upper right.
Choose Office 365 apps to install the suite of applications. Download the small installer and run it.
The setup will install the applications to your local PC.
Upon opening any of the applications for the first time, you may be prompted to log into the software. When asked, provide your Penn State email address and log into WebAccess when prompted.
Your software is now ready to use.
Adobe Creative Cloud Software
Penn State has coordinated with Adobe to provide the entire suite of Creative Cloud products for use by staff, faculty and students. The software is tied to your employment or enrollment status and is therefore able to be acquired through a very simple process.
Athletics-issued machines have the Creative Cloud application already installed on it. Athletics employees first are required to submit a request to Penn State IT for access to the Creative Cloud products.
Requesting Creative Cloud Access
Employees who wish to use the Creative Cloud products must submit a request for the software to become available on their account. To do so, simply navigate to the PSU Adobe Page and click “Sign Up for Free”.
Once you are approved to use the software, you may proceed to log into the Creative Cloud application and download the software you desire.
Installing Creative Cloud Software
The Creative Cloud applications does not require administrator access to download or install the software on your computer. This allows you to add and remove any of the programs you desire without the need to contact Athletics IT for assistance.
To begin, open the Creative Cloud application.
Sign in with your @psu.edu email address. When prompted, choose “Company or School Account”.
Once logged in, click on Apps in the top toolbar. From there, you can pick and choose the individual software packages you would like to use by clicking Install. Once finished, the software is available for use.
I need to purchase some software. How do I go about doing this?
Contact us with the name of the software package you would like, including how many machines on which it will be used. We will coordinate with you afterwards with more information.
How do I get my photos off my cell phone?
Most Android-based cell phones, such as the Samsung Galaxy series of phones, store their camera’s photographs in a folder called DCIM. To get to this folder, follow these steps:
Connect your phone to your PC by the USB cable.
Under Computer (or This PC on Windows 10), find the connected device.
Navigate to the DCIM folder on this device. It may be located under folders called “Internal Storage” or “SD Card” if you use an external card for storage. Each phone will be different in this regard.
Copy the photographs you wish to save to another device.
Navigate to the other device, such as a flash drive, and find the folder you wish to save them into and click Paste.
How will software be updated on my computer?
Athletics uses a software package called IBM Endpoint Manager to handle software updates on our Windows machines. Updates are pushed at 1am each morning if necessary. We urge that you do not leave any files unsaved overnight. If you have any questions, please contact us.
Some software on Macs will auto-update. Most will require us to visit your machine to update. Contact us if you require an update.
System Updates
Windows updates are delivered by internal servers as well. When connected to the Athletics VPN, Windows will attempt to download any updates required. If a computer has been away from the Athletics network for more than ninety days, updates will be downloaded from Microsoft directly and forced to install. This behavior cannot be changed.
MacOS updates are delivered automatically by Apple. Operating System updates are only allowed to be applied by administrators. Many software packages require a testing period before being compatible with the latest macOS release and we therefore urge a waiting period before we apply them to user machines.
Annotating Using Zoom
Not only can you share your screen using Zoom, you can annotate over the top of your content. Think whiteboard!
Here are the steps to easily Share and Annotate in Zoom:
Sharing the Video/Powerpoint
Open the Video, PowerPoint, or other document to share.
Host or Join a Meeting in Zoom.
Click Share Screen.
Select Share Computer Sound if applicable and click “Optimize Screen Sharing for Video Clip”.
Select the Video, Powerpoint, or other content and click Share. Others in the meeting can now see your shared content.
Annotating/Whiteboarding
If you are the host of the meeting, click Annotate on the Meeting Controls.
As a Guest click View Options – Annotate.
More information, including animated images to show you how to do this, can be found here.
Scanning Documents to OneDrive Using Your Phone
If you’re on an iPhone, open the App Store and download the OneDrive app to your phone. If you’re using an Android device, do the same through the Google Play Store.
Opening the OneDrive app, you will be asked to sign in. Enter your @psu.edu email address to sign in. Complete the sign-in through WebAccess.
In the OneDrive app, tap Scan. This may appear as a camera icon in Android. If you are prompted to Allow the camera or OneDrive to access audio and video, select Allow.
Select Document.
Place your document on preferably a dark background. The camera will draw a blue line around the document’s edges. Hold the camera still and click the white button to take the picture of the document. The application will straighten out and scale the image to appear flat.
If you require multi-page scanning to add more pages to your scanned document, tap Add, then scan your next document.
Once you’re done editing your item, tap Done (or the checkmark on Android devices), enter a file name, then tap Save (or the checkmark on Android devices).
Find the scanned document on your OneDrive (you may be prompted to share the latest scan) and tap the three dots to open a menu to share. You may share this document to other users through OneDrive or you may share it through Teams. Sharing through requires you to have the Teams app installed on your device.
Sharing OneDrive Files
Sharing documents stored on OneDrive is as simple as clicking the share button next to the file you wish to send.
Sharing Through OneDrive
Click the three dots next to the file and click Share.
In the box that pops up, you have a few options on how you wish to distribute the file. It defaults to sharing a link with other individuals. Click the arrow to expand the options. The other options can limit how and when individuals can manipulate the document you are sharing, including password-protecting it. Hitting apply, you will be asked for enter names or emails of people of the recipients.
Sharing Through Teams
Click the three dots next to the file and click Share.
Choose Teams at the bottom to share to a specific team in Microsoft Teams.
The Teams app will open on your phone.
You can either share the document through a chat or to a Channel.
Select Channels and search for the channel where you want to upload. All Athletics channels begin with “ICA”. Type in ICA and the channels will begin to populate. Find your channel and click it.
Select the Files tab in Teams and click the plus sign to add new file.
Select your scanned document for upload.
Tip: You may access OneDrive and Teams from your PC by logging into https://office365.psu.edu. Sharing files from your PC may be easier than from your cell phone.
Tip: Using OneDrive and Teams from your PC allows you to drag files directly into the browser window for easy sharing.
Microsoft Teams
Teams provides a chat space for colleagues to share and discuss ideas both through threaded chats and integrated video and voice conversations via Skype. Working alongside other Office 365 applications, Teams can bring in documents or projects from other applications to be viewed and discussed.
Teams acts as a central communication hub for Penn State staff and students. It can be used for chatting, both one on one and group chats, sharing files, and simple screen sharing. Teams is installed on every Athletics-issued device. If you are using a personally owned computer, you may download Teams and install it. It can be found here. It is also available for all cell phones through the device’s app store.
Once logged into Teams using your PSU email address, Intercollegiate Athletics houses a department-wide Team for all to use called ICA-ALL. All staff have access to this channel and can utilize it as they wish. Each department has its own private channel for its own staff and can be used in any way the department wishes.
A quick user’s guide for how to use Teams can be found here.
Cisco Jabber
With Cisco Jabber, faculty and staff can bring their Penn State phone number with them when they are away from their office. Supported Cisco Jabber services include audio/video calling, instant messaging, and voicemail.
Cisco Jabber is considered a feature enhancement to the enterprise telephony service offering and is provided at no additional charge as part of your administrative telephone number (on up to three devices). Cisco Jabber is licensed for Penn State knowledge workers (based upon the roles: faculty, staff, employees, and emeritus).
For more information on how Penn State utilizes Jabber, see their FAQ on the product here.