Quick User Guide. The KLZ Home Page

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1 Revised June 2014 Secure Online Communication Zone Quick User Guide This quick user guide provides the basic information that is needed for users to get the best experience from using KLZ. It explains the minimum software requirements and browser settings that are required and how to configure MS Office desktop applications. What is KLZ? KLZ is an online suite of tools that gives you everything you need to communicate and collaborate with your school community from teachers, students and managers to parents, governors and school partners. KLZ provides: l Microsoft l Lync for online chat l SharePoint for sharing information l Parent and text messaging service l SIMS access l Learning Management System (LMS) The KLZ Home Page You can access , calendar and contacts from any laptop or PC that has an internet connection or via your smartphone device. To go to the KLZ Home Page, type into your browser s address bar and use your login and password issued by your school s KLZ Administrator. To access areas such as click the tile. PC Software Requirements Recommended Configuration: Windows 7 or Windows 8, Internet Explorer 10 (32 Bit), single install of Microsoft Office 2010 or 2013 Minimum Configuration: Windows 7, Internet Explorer 9 Microsoft Office 2007 Your PC or laptop needs to be kept fully up-to-date with software updates and security patches to get the best performance and features from KLZ. Unsupported from April 2014: Windows XP, MS Office Browser & MS Office Compatibility 2 Adding KLZ to Compatibility View 2 Adding KLZ to Trusted Sites 3 Setting up MS Outlook Setting up MS Lync KLZ Usernames & Passwords 5 Logging in Correctly 6 Setting up and Lync on Mobile Devices 6 Working with Apple MACs 6 Where to get support

2 Configuring your web browser for the best KLZ experience Browser and MS Office Compatibility You need to be using the 32 bit version of Microsoft Internet Explorer (IE 9 or later) to get the best experience from KLZ. Adding KLZ to Compatibility View in Internet Explorer In your internet browser select Tools (or Alt + T on your Keyboard) from the Menu Bar and select Compatibility View Settings. Type in klz.org.uk into the Add this website field and click the Add button. Microsoft has added functionality to support other browsers so that you can use the latest versions of Google Chrome or Mozilla Firefox. However, for optimal compatibility, we recommend you use Internet Explorer. Trusted Sites and Compatibility View To ensure that KLZ works effectively you will need to ensure that the website address is listed in Windows Internet Options as a Trusted site and KLZ is set to compatibility view. Adding KLZ to Trusted Sites in Internet Explorer: Then Close to finalise your changes. Click onto the Security tab and click onto the Trusted sites icon. Further click onto the Sites button and you will get a list of all the sites that are currently trusted. In your browser access the settings menu and select Internet Options. 2 In the empty address bar you need to enter *.klz.org.uk, remove the tick from the Require server verification box and then click on the Add button to add KLZ into your list of trusted sites.

3 You can use the web version of but if you want to use Microsoft Outlook here s how to set it up. Setting up Microsoft Outlook 2013 Desktop Application Note: If you want to configure Outlook to connect to KLZ so you can send and receive your , then you need to be using Microsoft Outlook 2007 or later. If you are on Windows 7, click on your Start Menu All Programs Microsoft Office Outlook If you are on Windows 8, ensure you are on the Start Screen and Type Outlook and select Outlook You will be presented with a welcome screen for Outlook Click Next and then Next again on the Add an Account Screen. You are then prompted to add your KLZ credentials (accountname@klz.org.uk). Please fill them in as displayed below, replacing the details with your KLZ Login credentials, Then Click Next. Assuming you have entered the correct login credentials you should get a box similar to the one displayed below with 3 green ticks. Your KLZ Account is now successfully setup, clicking finish will finalise the setup and Launch Outlook (Please be aware that if you have a large number of s on your KLZ Account, depending on your internet speed, these may take a few minutes to download to your local Outlook client). 3

4 You can use the web version of Lync but if you want to use the application here s how to set it up. Setting up Microsoft Lync 2013 Desktop Application The Lync 2013 desktop client software is recommended and is now a free download from Microsoft. Download from: If you are on Windows 7, click on your Start Menu All Programs Microsoft Office Lync If you are on Windows 8, ensure you are on the Start Screen and Type Lync and select Lync details.aspx?id=35451 Lync will launch and ask you for a Sign-in Address Enter your Username@klz.org.uk and click Sign In. The Lync Program will then ask you for your KLZ password, enter this and click Sign In again. If you have entered the correct KLZ credentials you will then be asked if you would like Lync to save your sign-in information, if this is a workstation that you work on day to day then click Yes to continue the setup process. Alternatively in the situation that you are only using this workstation temporarily click No and Lync will continue to sign in, but will not remember your credentials for next time. You have now successfully setup Lync

5 KLZ Username, Passwords and Secure Password Policies KLZ Username Your KLZ username has to be unique. The format of a KLZ username is; the first five letters from your surname followed by the first initial of your first name and ending with a number to uniquely identify you if there are any duplicate names, followed For example; Bob Smith may end up with a username of smithb01@klz.org.uk. A second user with the name of Barbara Smith would then be allocated a username of smithb02@klz.org.uk. Usernames are created from the information held in SIMS. If William Jones is usually known as Bill Jones then please make sure that the preferred first name field in SIMS says Bill. This will mean that the username will be created in the format jonesb01 rather than jonesw01. Passwords and Secure Password Policies There are two different password policies for KLZ users; a simple password and a strong password. Primary pupils can use a simple password with a minimum of four characters. The strong password policy is enforced where KLZ is used to access SIMS. The strong password policy requires that passwords: l are changed every 90 days. l are a minimum of 6 characters in length. l must contain at least 3 out of the 4 different character type requirements: n An upper case letter. n A lower case letter. n A number. n A special character: ~!@#$%^&*_-+=` \(){}[]:;"'<>,.?/ n Passwords cannot contain the username or parts of the user's full name that exceed two consecutive characters. n For example, if your account name or full name is jamas then you will be allowed a password which contains ja but not jam as consecutive characters as part of your password. n Each time a user updates their password it should be unique to ensure that your account is kept secure and that the password update does not fail. n For example, if you have used Example1 and Example2 for your last two password updates, attempting to update your KLZ Account Password to Example3 will fail and issue you with an error message stating that the password update failed. Important Even if your account is only subject to the simple password policy, it is recommended that users follow the principles of the strong password policy and change their passwords regularly. Passwords should never be written down or shared between users. Logging in Correctly At the KLZ login screen there are two radio buttons offering a choice of private or public computer. Choose the private computer option only where you are the sole user of the device or PC and if you access sensitive information covered by Data Protection. The public computer option is intended for use on shared or public access computers as it will sign you out automatically after 10 minutes and has additional security features forcing you to enter your login and password again to access documents. Whilst this is frustrating it will ensure that you comply with Data Protection Legislation. Pupils using IT suites and accessing nonsensitive information can use the private option. 5

6 Setting up and Lync on Mobile Devices KLZ will work with most brands of smartphone so long as they support Exchange Active Sync (EAS). (KLZ will not work with Blackberry devices). The settings that you may be prompted for are: Username: your full KLZ username ending Password: your KLZ password Domain Name: KLZ Server address: portal.klz.org.uk There is also a Microsoft Lync 2013 mobile device app available for Windows Phone, iphone, ipad, Android and Nokia Symbian devices. The app allows access to contact lists, user presence information, Instant Messaging and conference participation whilst on the move. Our passion in EiS Kent is to make a real difference in education and Working with Apple Macs ultimately Apple supports the main Microsoft products used in KLZ but there are some constraints. KLZ does work with Apple Mac OS X. The Safari internet browser is supported for SharePoint and OWA but there are some limitations where KLZ interacts with Microsoft Office. The latest version of Microsoft Office for Mac (2011) can be used with KLZ and supports synchronising personal , calendars and contacts. Microsoft Lync is supported in OS X. children's lives by providing innovative solutions and outstanding support services. SharePoint calendars are not supported on Apple OS X. KLZ Remote Apps features are not currently supported on Apple OS X. Recommended Configuration: Apple Mac OS X 10.9 Mavericks, Office for Mac 2011 Service Pack 3 (or later) with Lync for Mac 2011 Minimum Configuration: Apple Mac OS X Snow Leopard, Office for Mac 2011 Service Pack 3 (or later) with Lync for Mac Where to get support If you get stuck with any aspect of using KLZ then there are various support options available. 1. KLZ support pages within the SharePoint portal: 2. Telephone the EiS Kent Service Desk on The Service Desk operates Monday to Friday between 08:00 and 17: the EiS Kent Service Desk for support at support@eis.kent.gov.uk info@eis.kent.gov.uk 4. For more in depth support, advice or guidance you can contact the EiS Kent Service Desk as above and ask for the KLZ team to arrange for a free KLZ consultancy visit. Tel: Fax: EiS Kent The Shepway Centre Oxford Road Maidstone, Kent ME15 8AW 6