Viterbo Helpdesk Technology FAQ

Recommend Use of a Flash (USB) drive

(Storage, General) Permanent link

Recommend Use of a Flash (USB) drive

Your Flash-drive can be plugged in to ANY available USB slot on a PC or MAC.
Once plugged in to a USB slot, your 512MB USB Flash-drive will do a one-time setup. Once this is done, you
can open your “My Computer” and the Flash-drive will appear as the next available drive letter…. On my

computer it is drive E: as appears below.

Flash Drive My computer
Once your Flash-drive appears in the “My Computer” window, you can save anything to the Flash-drive by drag/drop between open windows or r use the File/Save/Save As” from within programs such as Word, Excel, Access, etc.
* Do NOT leave your Flash Drive plugged in for extended periods of time (i.e. Computer goes into SLEEP mode or Overnight) as this can DAMAGE the Flash Drive or cause Data loss!
** To avoid accidental data loss the Flash-drive MUST be stopped before you remove it from the USB slot.

To stop the USB Flash-drive
1. While the Flash drive is plugged in, there will be an icon in the tray (next to the Window’s time - typically in the lower right corner of the screen).

Flash Drive Tray Icon
2. Double left-click the icon to bring up the “Safely Remove Hardware” screen.
3. Be sure “USB Mass Storage Device” is selected, and click Stop.
4. The “Stop a Hardware device” screen will appear…be sure “USB Mass Storage Device” is still selected
and say OK.
5. The green light on your Flash-drive should go out. It is now safe to remove the Flash-drive.

Flash drive Safely remove

What is my Viterbo University Name and Password?

(Passwords) Permanent link

What is my Viterbo University Name and Password?

You are provided with a unique username and password that provides you with access to our online and on-campus technology services.
Your Viterbo Username
Employee Accounts follow the rule of “first initial”, “middle initial”, “last name”
Example: Jason E. Smith –

Student accounts follow the rule of "first inital" "middle intial" "first 4 letters of your last name" followed by a randomly generated number. To look up your username using the links below.

On-Campus students:

Off-Campus students:

Your Viterbo Password
Your default Viterbo password will consist of the last four digits of your Social Security Number, followed by the two-digit month and two-digit day of your Date of Birth.
Example: SSN: 123456789 Birthday: 09/20/1983 Password then would be: 67890920
You will use this username and password to access a variety of University systems and services, including email, Moodle, VitNet, and computer labs, printing, etc.

How do I access my Viterbo University Email account?

(Email) Permanent link

How do I access my Viterbo University Email account?

Viterbo University provides a Web Outlook Client for all users.
To access your email account, navigate to the Viterbo University homepage and click on the “my VU” button. From the “My VU” age, click on the envelope icon as illustrated on the first page of this document, and then follow the instructions to log into your email account. Direct Link:
If you log into our email system using Microsoft Internet Explorer you will encounter a website similar to the one shown below:

Outlook Webclient
You may use this website to check for new mail, to reply to and forward existing messages, or to start new messages. Near the pper right corner of the screen you will see a button labeled, “Options”. You may use this button to change your email signature, enable junk mail filtering, or to change your Viterbo password.

Faculty and Staff will also be able to use the Outlook Desktop Client on their University provided computer.

How do I change my Viterbo password?

(Passwords) Permanent link

How do I change my Viterbo password?

Passwords must be 8-characters and contain at least one number and one special character. Changing this password changes for all accounts (PC Logins, Email, Moodle, Printing services, and VitNet).
Faculty/Staff: New accounts cannot change passwords, until after you begin work (so we can set up your PC).
If On-Campus: Log in to your office computer (Ctrl-Alt-Del) and once logged in press a Ctrl-Alt-Del again. Click the “Change Password” Button.

If Off-Campus: Log in via Outlook Web ( using Internet Explorer only, click on the “Options” button. On the page that follows, click on the “Change Password” button. Once you have done this, you should see a page similar to the one shown below.

Change password - OWA screen

After you have filled in the boxes asking for your old and new passwords, you must press the “Save” button, located near the top of the page, to save your new password.

I received an e-mail from a friend that looks like it's a virus! What do I do?

(Email, Viruses and Malware) Permanent link

I received an e-mail from a friend that looks like it's a virus! What do I do?

You receive an e-mail from a trusted friend and colleague. It contains information, or has attached a file, for which your friend has asked your advice. You double click the file, or follow the advice. Boom! You've just been infected with a virus. Did your friend do this intentionally? No! In fact, your friend had no idea you received this email! Most likely, your friend isn’t even the one who SENT the e-mail in the first place.
This is typical of the most recent epidemic of virus programs.

How do they work?
Basically, they come attached to an email (or as text), they ask you to do something like erase a file or click a link, or you open the attached file, and they go to work on your system. They write to your system registry (the program that tells your operating system where all of your settings can be found), attach themselves to your address book and then send themselves out as a new email without your knowledge. When the virus sends itself to others in your address book, it “masks” who the e-mail originated from with someone else’s e-mail address from your address book… So even though the e-mail originated from your computer…. It“looks” as if it came from someone else… This is nearly impossible to track down. We can only hope the person who has the virus finds out, and takes care of it. The best thing for you to do if you receive an e-mail like this from an unknown person, is to forward it on to If you do know the person the e-mail appears to be from, ERASE it. If you do open the e-mail attachment, and a virus warning appears, the most important thing to look for is that the notice says “Quarantine Succeeded”.. Your Norton Anti-Virus succeeded in catching the virus. To prevent infection, it is extremely important that you have anti-virus software on your computer and keep it updated regularly (minimum once a month). When your subscription runs out for free updates, renew it - it will be worth the price!!!

  • Norton Anti-VirusOne of the most popular anti-virus programs is Norton AntiVirus made by Symantec. Norton AntiVirus has a "Live Update" feature built into the software allowing the user to automatically update their protection by simply choosing Live Update from within Norton Anti Virus. For specific instructions on how to use Live Update, visit Symantec's stepby- step tutorial
  • McAfee VirusScanMcAfee has an "Online Update" version of their software which you can subscribe to for a small annual fee, in addition to their "boxed" software. To update the boxed software, visit McAfee's site for instructions on how to unzip and install the updates.
  • Where to Buy Anti-Virus Software?If you don't already have antivirus software loaded on your computer you should purchase one to ensure the system will not be infected. The two best known anti-virus products on the market are McAfee VirusScan which also has an Online Version and Norton AntiVirus. These should both also be available at your nearest computer software retailer (such as Best Buy or Office Depot).
  • Think you're infected?If you think you're infected, you can visit one of the sites listed above for information about the virus you think you may have (this is also a good idea to do when you receive one of those common hysterical e-mail spams warning you that life as we know it will soon be over because of the latest virus hoax.) Three good places to go for virus information are the Symantec Antivirus Research Center, Hoaxbusters at the U.S. Department of Energy's Computer Incident and Advisory Committee's web site, and McAfee's Antivirus pages.

Additional Help

Free Anti-Virus/Anti-Spyware - Microsoft Security Essentials.
For Spyware only: or
For Computer Cleanup:
For Speeding up PC: Auslogics Defrag -
Still have a virus? Check out the Norton Anti-Virus FIX page to download removal tools…Download Removal Tool

Help Desk does offer limited hardware/software laptop repair free of charge - Stop by with your laptop, power-cord, and any recovery CDs you may have.

If you have a current active Warranty on your laptop, then the 1st route is to contact the manufacturer for any repair work.

If you still have questions, don’t HESITATE to cal the Help Desk. 796-3870.

Adding Viterbo email to Outlook 2007/2010 for PC, and Outlook 2011 for Mac.

(Email) Permanent link

Adding Viterbo email to Outlook 2007/2010 for PC, and Outlook 2011 for Mac.

To configure Outlook for Viterbo E-mail on your Home PC

  1. Open your Control Panel
  2. Double-click the Mail icon to open it
  3. Click on the E-Mail Accounts… button

Configuring Outlook Mail Setup

4. Click on New… to setup a new account

5. Enter in the Microsoft Exchange server box
Enter your own username in the User Name box

configuring outlook Change email account

NOTE: If at any time during this process you are asked to log into your e-mail account, be sure to put exchange0\ before your username as domain is required (don’t forget the zero character and ‘\’after exchange).
For example: exchange0\username followed by your password as shown below

Configuring outlook Connect to
You may be asked to login several times as a connection is made – it may be slow as it syncs up at first

6. Click the More Settings… button after entering your username

7. Under the Connection tab, put a check mark in the Connect to Microsoft Exchange using HTTP box
8. Click on the Exchange Proxy Settings… button

configuring Outlook Microsoft Exchange More settings
9. Enter once again as shown below. Check the other settings.

configuring outlook Proxy Settings
Give it a few minutes to download and sync up with all of your mailbox items.

Best Practices - Backing up to a USB drive

(General) Permanent link

Best Practices - Backing up to a USB drive

The best way to backup files to the USB Drive is to open two windows.

 Backup to USB Icons
Open the source (My Documents) and target (USB drive) in two separate windows on an empty Desktop. You may need to re-size each window so they fit as seen below in the example.
You can then select all files in the My Documents window by doing a Ctrl A, or Edit/Select All Files. Right click over the selected files (highlighted in blue or grey) and continue to hold the click down while you drag the
files to the USB drive window (you will see a ghosted image of the files as you drag them). Once the mouse cursor is over the USB drive's window, release the right click. You will then get a small menu asking what
you’d like to do with the files…. Left click to select “Copy Here”. The files will copy to that destination (the USB drive).
This is called a right-click drag/drop. I prefer RIGHT click drag drop because when you release the click, it gives you the menu option so you can select what it is going to do When doing a LEFT click drag/drop… it
may actually MOVE the files when you release the click (no menu).. which is NOT what you want to do. So always RIGHT click drag/drop so you get the menu to select “copy here”.
If you have a large amount of documents on your Desktop, you can either right-click drag/drop these files to the Flash card window… or copy the entire “desktop” folder to your flash card…. The desktop folder is located in
My Computer, Local C drive, Documents & Settings. Within the Documents & Settings folder is a folder named with the user’s username (i.e. CEGILBECK), and within this folder is a folder called “Desktop”…. Once
you’ve browsed to this folder in the My Computer window, simply right-click drag/drop this folder to your Flash card window… All contents of your Desktop (including icons, shortcuts, etc) will be copied to your Flash
Source - My Documents Target Removeable Disk (USB drive)

 Backup to USB windows
* Here is an example of files that have been right-click drag/dropped from the My Documents Window to the Removable Disk (USB drive) window as it would appear on the desktop with the two windows open. You can
see what the menu looks like which appears once releasing the right-click drag/drop over the Flash Card window. Note that I have selected “Copy Here” on the menu.
** Note also that you can see the “ghosted images” of the five files behind the Copy Here menu. Once Copy Here is selected by left clicking that option, the five files will be copied to the Flash Card.
*** Please call me with any questions, or if you need further help. –Chad 3870

How do I keep my mailbox clean?

(Email) Permanent link

Best Practices - Keeping your Mailbox Clean

It is a good practice to clean out your e-mail folders occasionally. This reduces the overhead on both your PC and the E-Mail system and may speed up the process of accessing your e-mail by limiting the number of items that need to be loaded when you access your account. Since each item takes up space in your mailbox, removing some will also free up more space for new messages.
The following Outlook E-mail folders need to be managed on a regular basis so that they do not collect mail messages indefinitely:

  • Inbox - (New messages collect here over time)
  • Sent Items - (Copies of sent messages will collect here indefinitely if not deleted)
  • Junk E-mail - (Outlook may move junk messages here which should occasionally be deleted)
  • Calendar - (Items older than six months can be automatically removed by running "auto-archive" occasionally)
  • Deleted Items - (Any message deleted from other folders will be moved and stored here until you empty this folder)

 Managing email - folder list

Messages in your Inbox, Sent Items and other folders can be deleted when they are no longer needed or when there are too many to keep track of.
Merely click the unwanted messages to select them and click the "Delete" button denoted with an ‘X’.

 Managing email - Delete button
This will move your messages into the "Deleted Items" folder to give you a chance to be sure before removing them for good. You can then empty the "Deleted Items" folder by choosing "Empty Deleted Items Folder" on the "Tools" menu or by right-clicking on the "Deleted Items" folder itself and choosing "Empty Deleted Items Folder" on the menu that appears.
Your "Junk E-mail" folder can be emptied occasionally by right-clicking on it and choosing "Empty Junk E-Mail Folder" from the menu that appears.
Junk E-mail items will not be moved to the "Deleted Items" folder. They will be deleted instantly.

Removing Multiple Messages Quickly
For folders that do not have an automatic “Empty” option like the “Deleted Items” and “Junk E-Mail” folders it may be cumbersome to try to delete messages one at a time. It may sometimes be necessary to remove large amounts of messages to clear up space in your account.
This can be done very quickly by using the shift-click technique in which you click the first message to be removed and then hold down your “shift” key while clicking a message further down in the list. This will select all of the messages between the top message and the bottom message. The whole group can then be deleted as one batch.
Remember, your computer and the e-mail server have to process each message you delete so it is usually good to limit the number of items you delete at one time to a few hundred so that you don’t tax your computer. If you try to delete several thousand messages at one time your computer may seem to slow down while the items are being processed and may become unresponsive.
You can see the number of mail messages a folder contains by clicking the folder in your “Folder List” and then looking in the lower left corner of the program window.

 managing email - number of items
If a folder contains 1000 messages and you want to remove them all, but would like to do it in smaller groups to avoid bogging down your PC, you could click the first message, then scroll half way down the list and shift-click a message to select approximately 500 messages. You could then delete the 500 selected messages. The remaining 500 messages could be removed by clicking the top message, shift-clicking the bottom message and clicking the “Delete” button.
Remember to empty the “Deleted Items” folder when you are sure it is safe to permanently delete the messages.

Removing Messages by Date
It may be advisable to first sort messages by date (They are generally in this order to begin with.) and then try to delete all messages older than a certain date using the shift-click technique.
It may be good to only keep the last several months worth of messages. Since a date and time are listed on each message, you can sort them by date to easily remove old messages. If your message list is not already in chronological order, you can click the column header labeled “Received” to sort them. Clicking several times will put them in reverse order.
Once messages are sorted by date, it is easy to use shift-click to select messages of a specific age to be deleted as a batch.
Again, be sure to empty the “Deleted Items” folder to permanently remove deleted messages.

How do I access my Viterbo University VitNet Account?

(VitNet) Permanent link

How do I access my Viterbo University VitNet Account?

You will use your Viterbo VitNet account to perform a variety of tasks related to your work at Viterbo University. Pay Stubs, Vacation/Sick Time, Tax Information, and department budget info (if allowed access).
Students use their VitNet account to check final grades at the end of each semester, and to enroll in classes before each semester. They also can check on financial aid status, produce a transcript, or check their class schedule for the current semester.

Logging into your VitNet Account
To access your VitNet account, navigate to the Viterbo University homepage, click on the “my VU” button, and then click on the VitNet icon, as illustrated on the first page of this document. Direct Link:
Once you have successfully logged into VitNet, you will encounter a window similar to the one shown below. Use the red “Employees” button to gain access to your VitNet options.

 Vitnet access - Vitnet menu

For detailed instruction guides on VitNet usage:

How do I access my Viterbo University Moodle Account?

(Moodle) Permanent link

How do I access my Viterbo University Moodle Account?

1. Go to or directly to
2. Click on the Moodle log

 Moodle access - Moodle Login

3. Enter your login information in the login block (same as email and VitNet).

4. Once Moodle opens, you will see a list of your classes.

5. Click on the name of your class.

 Moodle access - course list

How do I stay safe online?

(Viruses and Malware) Permanent link

How do I stay safe online?

We recommend the following for keeping information in your Viterbo Account and other Online information safe.

1) Log out of a public computer.

2) Have a password on all Mobile Devices.

3) Create Secure Passwords and Change them regularly.

4) Keep your computer protected by running operating system, Quicktime, Java, and Adobe update regularly.

5) Have a virus & spyware scanner that is running and automatically updates.

Where are the Wireless areas on campus & how do I connect?

(Network) Permanent link

Where are the Wireless areas on campus & how do I connect?

Wireless is available in the following locations on campus:

  • Brophy Center (Dahl School of Business)
  • Fine Arts Center
  • Mathy Center
  • Murphy Center
  • Nursing Center
  • Reinhart Center
  • Student Development Center
  • Student Union / Hawk's Nest
  • All Residence Halls / Apartments

To Connect to Wireless, view available wireless networks on your device, and connect to "VITERBO-STUDENT".

Once connected, open Internet Explorer (or any other browser), and use your email username/password to log in.

What are the email server settings for my phone or email client?

(Email) Permanent link

What are the email server settings for my phone or email client?

Most phones you will need to choose “Exchange Active Sync” or“Corporate Sync” to get the correct path to set up Viterbo email. IMAP and POP3 will not work.

If adding from on-campus, be sure to connect to the VITERBO-STUDENT Wireless Network first, open a browser and log in on your phone (same as with a laptop). This will speed up the connection when adding an account, and in some cases won’t work until you do this step.

Iphone, Windows, Andriod, Droid, HTC, and Samsung




Choose “work” for account type.

“Outlook Web URL” is also sometimes listed as type.



What are the personal computer specifications for connection to the residence hall network?

 Permanent link

What are the personal computer specifications for connection to the residence hall network?

The university is pleased to provide network services for connecting your personally owned computer to the Internet. The following on-campus residence halls and apartment facilities have network service ready for your arrival:

  • Bonaventure Hall
  • Marian Hall
  • McDonald Terrace
  • Rose Terrace
  • Saint Claire
  • Treacy House

We recommend the following minimum specifications for your residence hall connection to the campus network:

  1. Pentium 4 – 2.0 GHz (for a PC) or G5 processor (for a Mac).
  2. 2 GB RAM.
  3. Windows XP or MAC OS 10.0.
  4. Ethernet compatible 10/100 Network Card with RJ-45 port / Wireless (802.11b/g).
  5. Cat-5 patch cable if using cabled access (10 - 15 feet recommended).
  6. Microsoft Office 2007 Professional (for a PC) or Microsoft Office 2008 (for a MAC) [for compatibility with campus computer labs].
  7. Internet Explorer 7.0 (8.0 preferred).

Please keep in mind that these are “minimum”specifications; more powerful computers with newer operating systems (e.g., Win 7 Professional, Mac 10.6) are preferred and will provide a higher level of performance. Contact your local computer professional if you need assistance in putting together a system that meets these specifications.

Please note that CD-R/CD-RWs written on your personal computer may not be writable on Viterbo’s computers and vice versa. All CD-R/CD-RWs, though, should be readable by both systems. We highly recommend that you acquire Flash Drives for storing your projects and assignments. A 4 MB flash drive should cost under $20 from most computer suppliers. The Viterbo Library has 4MB SanDisk Flash Drives available for purchase for the cost of $10.00.

All computers on campus use Microsoft Office 2007 Professional. If you are still using Microsoft Office 2003, or Mac Office 2004, you’ll be able to exchange ‘most’ files (in both directions) without problems. Always be sure to “SAVE AS” and choose Word 97/2000/2003 format (.DOC) if this is the case, especially if going from 2007 on campus, to 2003 at home.

There is a discount for Microsoft Office 2010 Pro, Mac Office 2011, and Windows 7 available to students at or

In order to receive a network connection, students must sign and abide by the university’s network policies. Network support is provided from the campus network to the wall jack in the residence hall/apartment room.

Wireless access is available in all Residence Halls/Apartments.

If you have any questions regarding these specifications, or need other information/help:

Contact the Help Desk at:

Phone: 608-796-3870

In Person: Murphy Center Room 301

Are there any software or hardware discounts available to me as a student?

 Permanent link

Are there any software or hardware discounts available to me as a student?

While Viterbp IIT doesn't sell or support any particular software or hardware, you'll find below some resources for your use.

How is Student Printing handled at Viterbo?

 Permanent link

How is Student Printing handled at Viterbo?

Viterbo allows an allotment of free printing units to all Viterbo students, after the allotment has been used students can not print until they add additional printing units to their account. To manage this process, Viterbo employs a print management software on all public access computers. When you print you'll be asked to supply your Viterbo username & password and a display of how much printing "charges" will be deducted from your account.

The details of the print management software are as follows:

How much of a prepaid paper allocation will I receive per semester?
Students with 1-11 credits: 21 paper units per credit (at a value of $0.06 per paper unit, for a total of $1.26 per credit)
Students with 12 credits and greater: 250 paper units (at a value of $0.06 per paper unit for a total of $15.00)
If you do not use up your entire paper unit allocation, unused paper allocations will carry over from the Fall to Spring semester.
There will be no carryover into the summer term or the following academic year. There are no adjustments based on your major, class level, or the types of courses you are taking.

How much will it cost each time I print?
(1) paper unit ($0.06 per page) for black and white laser printing.
(3) paper units ($0.18 per page) for color laser printing on 8.5 in X 11 in. paper (Library 115).
If printing from a duplex printer (4515x), back-to-back copies will be $0.02 less per two- pages. So rather than $0.12 for two separate copies, it would cost $0.10.
(9) paper units ($0.54 per page) for color inkjet printing on 11 in X 17 in. paper (Mac Lab)
(25) paper units ($1.50 per square foot) for inkjet printing on the plotter (FAC 440)

What if I run out of paper units when I need to print?
The print management software will not allow you to print a partial job if you do not have enough remaining paper units to complete the job. Each time you attempt to print, the system will indicate how many pages you will use (which are not reported as paper units) and how much it will cost you. You should always be able to know your available balance by clicking on the desktop icon “Printing Account Balance” and entering your account information.

How do I buy more paper units?
Additional paper units may be purchased at the circulation desk of the Todd Wehr Library and are available for immediate use on any of the networked lab computers across campus. The library maintains extensive open hours, so obtaining paper units can occur at any time the library is open. The same carryover policies apply to purchased units, as applies to prepaid.

How do I obtain credit for pages with poor printing quality?
You may obtain a credit for up to ten paper units per occurrence for printed pages with poor quality. You are responsible for watching the printing process and mitigating any losses due to poor printing, so poor printing in increments larger than 10 paper units will not be reimbursed. When you are seeking to obtain credit for poor quality printing, you are required to bring along the specific pages that did not print properly. You may bring those pages either to the Help Desk (MC 306) or the Library circulation desk.

What if I use my own paper?
There is no type of print savings or credit if you should choose to use your own paper in the printer. Your account will continue to be charged back at the same rate.

What if I change the number of credits I am registered for?
The number of prepaid paper units you are allocated will be determined based on the credit load you are registered for at the beginning of the semester. If you change your credit load at a later point in time, there are no changes to your paper unit allocation.

How do I report problems or ask questions about the print management software that is not addressed in this document?
Please contact the Help Desk at 796-3870 or email us at

How do I access my Viterbo Voicemail form off campus?

(Phone) Permanent link

How do I access my Viterbo Voicemail form off campus?

  • Dial the external voice mail phone number: 608-796-3940 (or your own 10 digit extension)
  • Press the * key when voice mail answers
  • Enter your ID (extension), then press # key.
  • Enter your password, then press the # key.

Let's Say I wanted to link to a Video explanation/demo for this topic.

Site Name