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Staff Knowledge Base

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Fix Smart Notebook License issue at home

With the latest versions of Smart Notebook, they have changed how the licensing mechanism works.

Because of the change, every so often you will get an error saying the license is not valid.  It cannot be fix globally, the only fix is the following steps below if you get the error.

  • The license screen will appear saying the license is expired.
  • Click on the Enter License button.
  • Click on the one product key in the list to select it, then click on the Manage Selected Product Key… button.
  • Select Repair the product key to enable it again on this computer and click Next.
  • Select Submit request automatically (recommended) and click Next.
  • Click Ok when it says it finished.
  • Then click Finish.

How to install and use VMWare View (Mac)

What is VMWare View?

  • VMWare View is a program used to provide virtual desktops to users both inside and outside the school district.  This gives staff the ability to access their programs and files both at school as well as at home.
  • If you install this on your laptop which you carry with you, if you bring it to school, it will work just like at home.  No additional configuration necessary

 

 

How to Install:

  1. Open a web browser and point it to: https://remote.rocori.k12.mn.us
  • Here you have two options: Install the client, or use HTML access.
    • HTML access uses a simple web plug in and allows you to access a Windows session from your web browser.
    • Installing the Client gives you some additional functionality like passing USB devices through to the Windows session (a USB drive for example).
  • The install walkthrough will tell you how to install the client.  In the How to Use section, it will cover both options.

 

  1. When you click the "Install VMware Horizon Client" button, it will take you to VMware's website to download your client.
  • It will list all of the different versions available.  You will likely want Windows or Mac.  If you are looking to put this on your iPad or Android device, use the respective App store to find the app.
  • Once you have determined the version you need, click on the "Go to Downloads" link.

 

 

  1. Click the blue "Download" button.  When prompted by your web browser, save the install program to your computer.  After it finishes, locate the install file and double click it to being the installation.

 

  1. When you double click the .dmg file, it will prompt you to accept the License Agreement.  Click Agree.

 

  1. To install the client, click and drag the VMware Horizon Client icon onto the Application folder icon in the same window.

 

 

How to use:

  1. Go to your Applications folder and find the VMWare View Client.  Double click on it to run the program.

 

  1. If it is the first time running the client, you might get a confirmation box asking if you want to open the program.  Click Open.

 

  1. If you have never run the program before, it will not have any servers to connect to.  Click the + button.  In the Add Server box, type in: remote.rocori.k12.mn.us
     and click Continue.  If you have run the program before, double click on the cloud icon with the server name below it.

 

  1. Your username and password is the same as the one you use to log into your computer.

 

  1. After clicking Login, it will ask you to pick a desktop.  You may have one or more options.  Unless you know otherwise, double click Staff Access.

 

  1. After double clicking on the Desktop you want, it will connect you to a Windows session and log you in and present you with a Windows 7 desktop.
  • You will find programs like Microsoft Office and Smart Notebook in the Start Menu > All Programs list.  You can also find your network documents as well in the same spots as you do when at school on a regular computer.

 

  1. If you want to connect a USB flash drive or other USB device with your virtual desktop, plug your USB device into your computer.  Move your mouse to the top of the screen to make the menu bar appear.  Click on the Connection menu and then go to USB.  If you only have one options to Start the USB services, click the menu option.  It will prompt you for your username and password for your Mac computer.  This is the same username and password you would normally use when installing a program on your Mac.  After the service starts, you will see all the different USB devices plugged into your Mac available to use in your Windows session.  Click on the device to connect it.
  1. When you are finished, click on the Start menu and select Log off to end your session.

How to install and use VMWare View (Mobile Devices)

Due the wide variety of mobile tablets and phones in the market today, it is difficult to create one document to cover everything in detail.  In this document we will provide some basic setup information that is consistent between all platforms.

The VMWare View app is available for iOS devices (iPads), Android devices, as well as the Kindle Fire.  To get the app for your device, go to your device's specific app store and search for "VMware View Client."  It should come up as the first option. 

It is free so you do not need to pay for it.

  • Go through the process of downloading and installing the app.  Once downloaded, run the app.  When you first run the app, it will ask you to Add a Server.  Tap the button and type in the following for the server name/address: remote.rocori.k12.mn.us
  • If it gives you the option to add a description, you may do so.
  • Once connected, it will ask you to put in your username and password.  This is the same username and password that you use to log into a computer.
  • After typing in your username and password it will ask you to pick a desktop session.  Select the appropriate desktop for you, usually Staff Access.
  • Once connected, you can operate your windows session and have access to different programs like Microsoft Office, as well as access to your network folder.
  • At the top of the client window you might see a few different buttons that look  like a keyboard and laptop track pad.  You can touch these buttons to bring up a keyboard or track pad to assistant with navigating around the screen.  You can also just touch anywhere on the screen and the mouse pointer will move there.
  • When finished, go to Start and then Logoff.

How to install and use VMWare View (PC)

What is VMWare View?

  • VMWare View is a program used to provide virtual desktops to users both inside and outside the school district.  This gives staff the ability to access their programs and files both at school as well as at home.
  • If you install this on your laptop which you carry with you, if you bring it to school, it will work just like at home.  No additional configuration necessary.

 

 

How to install:

  1. Open a web browser and point it to: https://remote.rocori.k12.mn.us
  • Here you have two options: Install the client, or use HTML access.
    • HTML access uses a simple web plug in and allows you to access a Windows session from your web browser.
    • Installing the Client gives you some additional functionality like passing USB devices through to the Windows session (a USB drive for example).
  • The install walkthrough will tell you how to install the client.  In the How to Use section, it will cover both options.

 

  1. When you click the "Install VMware Horizon Client" button, it will take you to VMware's website to download your client.
  • It will list all of the different versions available.  You will likely want Windows or Mac.  If you are looking to put this on your iPad or Android device, use the respective App store to find the app.
  • For Windows users, if you do not know which version of Windows you are running (32-bit or 64-bit), try 32-bit first.  If it gives you an error and will not install, download the 64-bit version.
  • Once you have determined the version you need, click on the "Go to Downloads" link.

 

  1. Click the blue "Download" button.  When prompted by your web browser, save the install program to your computer.  After it finishes, locate the install file and double click it to being the installation.

 

  1. On the Welcome screen, click Next.

 

  1. Check the box to accept the License Agreement and click Next.

 

  1. It should default to IPv4 on this screen.  If you know your home network uses IPv6, change it accordingly.  If you have no idea what this is, make sure it is set to IPv4.

 

  1. Leave the default options enabled and click Next.

 

  1. On this screen, it will prompt you for the default server you want to connect to.  Type in:remote.rocori.k12.mn.us

 

  1. Leave these options as is and click Next.

 

  1. The program by default puts icons for the program on your Desktop and in your Start Menu.  If you want to change this behavior, clear the boxes as appropriate and click Next.
  • The final screen after this is the confirmation screen, click the Install button.  When the install finishes, click Finish.

 

 

How to use VMWare View:

  1. If it is not already running, find the shortcut to VMWare View and double click it.  It will bring up the connection windows.  You should see the server cloud icon with the name below it: remote.rocori.k12.mn.us
  • Double click on the cloud icon to connect.
  • If you do not see the cloud icon, do the following:
    • Click the "+ New Server" button.
    • In the window that appears, type in: remote.rocori.k12.mn.us and click Connect.

 

  1. Once it connects to the server, it will prompt you for your username and password.  This is the same as your computer login.

 

  1. After clicking Login, it will ask you to pick a desktop.  You may have one or more options.  Unless you know otherwise, double click Staff Access.

 

  1. After double clicking on the Desktop you want, it will connect you to a Windows session and log you in and present you with a Windows 7 desktop.
  • You will find programs like Microsoft Office and Smart Notebook in the Start Menu > All Programs list.  You can also find your network documents as well in the same spots as you do when at school on a regular computer.

 

  1. If you want to use a USB flash drive or other USB device with your virtual desktop, plug your USB device into your computer.  At the top of the screen, find the "Connect USB Device" menu and click on it.  It will show you a list of the different USB devices it has found.  Click on your device (such as your USB flash drive).  It will connect it to the virtual desktop and make it available to you.

 

  1. When you are finished, click on the Start menu and select Log off to end your session.

 

How to resize your photos with Fotosizer

Pictures that come off of today's digital devices are very large and take up lots of storage space.  Using a program like Fotosizer, we can shrink them down to a more manageable size while allowing them to still look good on a screen.

You can find Fotosizer by click on the Start Menu > All Programs > Fotosizer > Fotosizer.  If you do not have Fotosizer install on your computer, please submit a help desk ticket.

 

The first thing to do is select what pictures we want to resize.  You have two options: You can either add an entire folder of pictures that you want to resize, or you can add individual pictures.

  • To add a folder, click on the Add folder button and navigate to the folder you want to add and click Ok.  You will see all of the pictures show up in the image list.  If you have your pictures organized in sub-folders, it will dig into them as well.  So if you have your pictures nicely organized it will preserve your work.
  • To add individual pictures, click on Add Images and find your picture(s) you want to add and click Ok.
  • You can also drag folders and files from Windows directly into the program if you want as well.

The next thing is to set the size.  By default it will select the same size as your screen.  For the majority of uses that is sufficient.  Make sure the 'Maintain Aspect Ratio' box is checked.  If it is not checked, your pictures may become distorted.

The final step is to tell the program where to put your resized pictures.  Scroll down to the bottom using the scroll bar on the right.

  • The first part is to tell it where to put the pictures.  You can either put them in the same folder as the original, or tell it somewhere else.  If you want to place them in the same folder as the original, select the option [Same as Original].  If you want to put them somewhere else, click the folder icon next to the menu and find the folder you want to put it in.
    • If you have pictures located in several folders and you want to maintain the same organization, check the box that says 'Duplicate source image folders'.  This option only works if you place the pictures in a folder other then the original.
  • For the output format, unless you know you need to change the type of picture file, leave the Output Format as [Same as Original].
  • For the Filename, you can either leave it as [Same as Original] or create a new different name for it.
    • If you want to create copies, you can click on the menu and select 'Create Copies' which will make new files with the same name and append (Copy) to the end of the name.
    • You can get more creative and select Custom and fill in variables to create your own naming scheme.  You can see all of the different options by hovering your mouse pointer over the blue circle with the white ? in it.

Once you have finished configuring your destination, click the Start button and it will begin processing your photos.  When finished you can click the close button.  If you have more pictures to resize you can go through the process again, or you can click the Exit button to close the program.

Quick Steps

If you want a quick how-to shrink your pictures while overwriting the originals all in one process, follow the steps below:

  • Run the program.
  • Add your pictures to the list you want to shrink.  Either drag a single picture onto the list, or an entire folder.
  • Set your resize.  Leaving at the default should be fine.
  • Under destination settings, make sure the Destination folder setting is set to [Same as Original].  Below that, make sure Output format and Filename are set to [Same as original].
  • Click Start.
  • When finished, your original photos will be gone and in their place will be the smaller versions with the same names.

How to use school email

You can access your e-mail in multiple ways:

  • Mobile Device
  • Outlook Client Program
  • Outlook Web App

Smart Notebook software resources

Technology Issuance Form

If you are issued an iPad, Laptop, or other device, you must fill out of the form linked below.  If you are looking to take a device temporarily out of the district for any reason, you must fill out the form below as well.

Fill out each field, then send it to your building Principal.  After being reviewed by your building Principal, it will be passed onto the Technology Director for final review.

 

Using your phone in your classroom

 

Telephone Basics

To Make and Internal Call: Lift the handset and dial the extension number of the person you want to call.

To Make An Outside Call: Press 9 then dial the phone number you want to call.

Hold: Have the caller on the line and press the Hold key. The button the call is residing on will begin to flash. If you want to exclusive hold the call press the Hold key 2 times. This will make the call unavailable to any other users on your system.

To Transfer a Call: With the caller on the line, press the CNF/TRN key, enter the extension number to transfer the caller an d then hang up. That is when the call will be sent to them.

Speakerphone: Your speakerphone will be activated when you dial an extension number or press a Line key.

  • To go from handset to speaker, press the Spkr key and hang up
  • To go from speaker to handset, simply lift your handset

MIC: This functions as a Mute key. When in Speaker mode you can hear the person, but the can not hear what you are saying.

  • When lit red the MIC is on
  • When not lit the MIC is off

Redial: When you press the Redial key it will call out to your last dialed number. This could be an internal or external number There are 3 settings to the volume control

  • With the receiver down, press the Vol key up or down to adjust the ring volume
  • Press the Spkr key, then Vol key up or down to adjust the speaker volume
  • While in a call, press the Vol key up or sown to adjust the handset volume

Conference Calls: (Max. of 8 parties, max of 6 outside)

  • Have 1st call on the line
  • Press the CNF/TRN key (the caller goes on hold)
  • Access another line and make next call or dial extension number if an internal person, get connected to the 2nd line call (they answer)
  • Press the CFN/TRN key and you will be connected. (To add another person repeat steps)

To Program Speed Dials:

  • With your handset down (on hook) dial#666, your display will read Speed Dial and you will hear 3 short tones
  • Enter Bin number you want to program (100-119 are personal and 200-900 are system) again you will hear 3 short tones
  • Dial 9 plus the phone number you want to program followed by the # key (you will hear 3 longer confirming tones) To store additional speed dials repeat the above process.

To Call a programmed Speed dial number: Press the Spdial key followed by the Bin number you wish to call (100-119 or 200-900).

MSG Key: When you MSG key is flashing this indicates you have new messages in you mailbox.

Optional Keys: You may or may not have these keys on your phone.

DND: This button will put your phone into Do-Not-Disturb. Any call that rings to your extension will forward to voicemail when your DND button is on. To turn on/off DND, press the DND key. When the light is on the DND is on. When the light is off the DND is off.

Park & Pick Up: To park a call with the caller on the line press Park/Pickup and enter extension number you want the call parked for. To pickup a call that is parked from any phone pick up the handset and press the Park/Pickup key, then dial the extension number the call is parked at. You will be connected to the call. If you are at the station the call is parked at the Park/Pickup key will be lit, simply press the Park/Pickup key and you will have the call.

Caller ID: To review call to your station, press Caller ID key. Use your volume control to scroll through the numbers. When a desired number is on screen press the 9 key and then the Caller ID key and the call will be placed to the displayed number.

VM Direct: To transfer a caller directly into a mailbox with the caller on the line, press the VM Direct key, dial the mailbox number and press the # key.

To program a One -Touch button on your phone: Dial #9876, press the key to program, enter the extension number or press 9 and enter the outside number, then press the key you wanted to program again.

To program a DSS key on your phone:

  • Dial #9876
  • Press the Line or Intercom key (if you have multiple line keys you will need to press all of them.
  • Enter 11-18 (these are the options for the rings)
  • Press the same Line key you pressed in the above instructions
  • It is now programmed (you will need to call the extension to hear the selected ring)

Flex and Park and Pickup Buttons

Set Flex key as park/pickup key:

  1. Press 369 and hold (red key) together the phone will beep during the entire process you can continue.
  2. Dial 0 7 on the number pad then push the envelop button.
  3. Press hold (red key).
  4. Pickup handset and then rest it back on the cradle.

Here is how to use the park/pickup feature using the Flex key:

  1. I am using the phone in my office and need to go to the Media Center to continue the phone conversation. I press the Flex key, dial the extension I want the call to go to, and rest the handset on the cradle.
  2. Go to the phone in the Media Center, pickup the handset, push the Flex key, and the call will be there.
  3. If I don't know the extension I want to Flex the call to, press the Flex key, dial your own extension, and put the handset in the cradle.
  4. Go to the Media Center phone, pickup the handset, press the Flex key, and dial your own extension and the call will be there.

Voicemail and Mailbox features

Basic Voicemail operation

Dial 4050 (you will hear Thank you for calling ROCORI Schools), press the * key.  Enter your mailbox number (this is your Extension number) then press the # key.  Enter your password (this is the same as your Extension number + the digits 997) then press # key.  A tutorial will play, once completed you will be asked to record you name, then your greeting and finally to enter your new password.  Upon completion you will hear, “your mailbox is completely set up” you may hang up. To check your messages from outside of the school: Call 685-4185, when you hear (Thank you for calling...) press the # key and follow the prompts.

In your mailbox:

To listen to your messages, press 1:

  • To skip to next message press 1 again
  • To save press 2
  • To delete press 3
  • To forward press 5
  • To reply press 6

To send a new message press 2:

  • Enter the mailbox number and press #.
  • Press # to confirm and begin your message or * to cancel.

To manage your mailbox press 3:

  • For greeting press 1.
  • Enter greeting number 1-7 or # for system greeting.
  • Press 1 To hear the current greeting.
  • Press 2 To re-record, press # when finished.
  • Press 9 to save

To Transfer a caller into a specific mailbox:

If you have a Direct to Voicemail Key:

With the caller on the line press the Direct to voicemail key, enter the mailbox number and press the # key.

If you do not have a Direct to Voicemail key:

With the caller on the line press the voicemail key.  Once the voicemail system answers press the 8 key and enter the mailbox number followed by the # key.  Hang up immediately, the caller is not transferred until you hang up.

To personally leave a message in a mailbox:

Press the Voicemail key.  Once the system answers press 8 and enter the mailbox number of the person you are leaving a message for.  When you are finished recording, press the # key when finished.

MSG Key:

When lit and flashing press the MSG Key, this will take you to your mailbox to listen to your messages. If your message light is lit and you have no messages you can clear the light by dialing #409.