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Facility Services Employee Reference

This page provides useful information for Facility Services personnel.

Time clocks

• Clock in and out times for employees on a particular day (allow 15 seconds for the page to display)
• A history of clock in and out times for a particular employee
• How to clock in/out

Documents, Forms, Memos, and Websites

• UNO Administrative Forms & Memos
• University Office Supplies catalog
• Kyocera KM-4035 User Guide
• Grainger Industrial Supplies / Catalog
• Holiday Schedules: 2007-2008, 2008-2009, 2009-2010
• State Pre-Employment Application (SF-10)
• State of Louisiana Office of State Purchasing and Travel

Facility Services Network Printers

There are a number of printing devices available for printing work-related information. To print to one of these devices, your computer logon account must have security access, and you need to add the printer to your computer as follows:

1. Click the Start button, then Settings, Printers and Faxes, Add Printer. The Add Printer Wizard window should appear. Click Next.
2. Select the option “a network printer…” and click Next.
3. Select the option “connect to this printer…”, and for the name, type in one of the following printers underlined below, not including what’s in ():
   • \\spool-01\PPS-PR-004 (HP DesignJet 800 42-inch color @ Ron O’Rourke)
   • \\spool-01\PPS-PR-005 (Kyocera Mita KM-4035 in BH west wing hall across from 251)
   • \\spool-01\PPS-PR-006 (HP laserjet 1320N work order printer in BH 101 Housekeeping)
   • \\spool-01\PPS-PR-007 (Kyocera Mita KM-4035 in BH 222)
   • \\spool-01\facsrv-pr-002 (HP laserjet 1320N work order printer in Central Plant)
   • \\spool-01\facsrv-pr-003 (HP laserjet 1200 printer in BH 101 Housekeeping)
   • \\spool-01\facsrv-pr-004 (HP laserjet 1022N printer in BH Stockroom)
   • \\spool-01\facsrv-pr-005 (HP color laserjet CP4005 printer in BH 222)
4. Click Next.
5. Choose to set the printer as the default printer if this is the main printer you will be using.

If you find you can't print to a device and you believe you should have access to it, contact your department's information technology specialist.

Printer Troubleshooting and Maintenance

Streaks when printing usually mean something is stuck in the printer (such as a piece of sticky-label) or the toner is running low. Check the printer for stuck objects, it there is none, remove the toner, gently shake it, and replace it. If the problem continues, try a new toner.

Streaks when scanning or copying usually mean the glass is dirty. See here on how to clean the glass.

Computer Software

UNO has licenses to install software, such as Microsoft Office and Windows, on campus computers. Currently, Facility Services supports the following software:

• Microsoft Office 2003, Microsoft Office 2007 (recommended, however the Office 2007 menu has been replaced by a tab and ribbon structure in Word, Excel and Access, and will require some time to become familiar with the changes)
• Microsoft Windows 2000, Windows XP (recommended), Windows Vista (currently not recommended, installed only as necessary to run specific applications)
• Trend OfficeScan antivirus (see the UCC section below)
• TMA Systems (Facility Asset Management Software)
• Adobe Acrobat Reader (allows viewing PDF files, no license required)
• Adobe Acrobat Writer (a license needs to be purchased - as an alternative, Office 2007 applications include a free "Save As PDF" add-on to create Adobe Acrobat PDF documents by clicking the Office button, Save As, and selecting PDF as the file type - if this is not available, contact your department's information technology specialist to install it on your computer)

The University Computing & Communications (UCC) department

• UCC home page: "University Computing and Communications is a comprehensive Information Technology service organization providing support for Academic Computing, Administrative Computing, Instructional Media, Servers and Networks, User Training and Support, and Telephony."
• Help Desk home page: "The UCC Help Desk is available to all UNO faculty, staff, and students with questions and/or problems concerning any of the computer systems supported by University Computing and Communications."
• The UCC Help Desk phone is 280-HELP (4537).
• For log-on problems including forgotten passwords and account lockout, contact the UCC Help Desk.
• For help using your work computer, printer, software, or other computer-related issues, contact your department's information technology specialist or the UCC Help Desk.

Tips for Reducing Your Exchange Mailbox Size

Your email account is associated with storage space on the UNO email server computer. This space is called a mailbox and contains all emails, notes, etc. which appear in Microsoft Outlook. Every mailbox has a limited storage space, and if you don't remove items from your mailbox, eventually you will run out of space and will begin to receive messages from the email system saying your mailbox storage space has been exceeded. The easiest way to solve this problem is to remove items that are no longer needed. Delete unneeded items from your Inbox, go through your Sent Items and delete emails from there, and continue deleting items in other folders to free up storage space, and empty your Deleted Items folder (right-click it). Large attachments within emails can be saved to your computer or I: drive so that the email can be deleted from your mailbox. If you find you can't do any more cleaning and need all items in your mailbox, you can use storage space outside the server by creating one or more "personal folders" and moving some of your email from your mailbox to personal folders. To create a personal folder:

1. In Outlook 2003/2007, select New from the File menu.  At the bottom of the resulting menu list is the option to create a new "Outlook Data File"
2. When Outlook Data File is selected, a list of data file types appears.  Select Office Outlook Personal Folders File (.pst) and click OK.
3. After clicking the "OK" button, you will be able to browse to the location on the hard drive where the new personal folder file will be created.  A convenient location to place the file is in the "My Documents" folder, however this will not protect your personal folders from being lost if your computer crashes, so you should place the file in your I: drive. Note that you can change the name from "Personal Folders(1)" to any other legal filename.
4. After deciding on a location for the new personal folder file, click the OK button to start customizing the .pst file.
5. You can give the personal folder file a new Service Name. This name will appear in the Folder List automatically.
6. In order to add this new folder to the Outlook Shortcut Bar, select File, select New and then select Navigation Pane Shortcut…a window will open prompting for the item for which the shortcut will be created.
7. To access the shortcut to your Personal Folder, click on the Shortcuts button in the bottom left corner of the screen. All of your shortcuts will be displayed.  You can click on the Personal Folder shortcut to access the newly created Personal Folder.
8. In this case, the folder labeled Personal Folders (new) is the destination of the shortcut. Once that folder is selected, click OK to add the shortcut to the Outlook bar.  Alternatively, if the Folder List is viewed, it can be selected and dragged to the Outlook Bar if it is being viewed.

For questions or comments regarding information on this page, please contact the Facility Services Web Administrator.

--- this page was last updated on January 7, 2008 ---