Information and Reference Desk: Technology

Guest Wireless Access	Common Problems with VDIs
Printers, Credits & Troubleshooting	Network Drives
Copier/Scanner Instructions

Guest Wireless Access

Please note that wou-guest-open is not a secure wireless network – there is no encryption. Others could potentially “see” passwords and other information. This is similar to some “coffee house” networks. A user does not have to download any software or have the laptop checked for security software or operating system updates before accessing the wou-guest-open wireless network. You should inform guests about the unsecure nature of this network.

 PATRON LOGIN STEPS:

• Open the network connections and select ‘wou-guest-open’.
• They will be directed to a log in screen.

• Have them select “register for WOU Guest Wifi”.
• It will ask them to supply their name, email address, and phone number.
• Then they must read through the terms and conditions. It must be scrolled completely to the bottom for the “accept” button to appear.
• Once they have read and accepted them, the “register” button becomes active and they can select it.

• A message will be sent to their email and as a text message containing their username and password. These will become active shortly after submission (it may take a few moments).
• To ensure the security of their information, guest users should make sure that the Network Location for ‘wou-guest-open’ is set to ‘Public Network’

 

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Table of Contents

Adding & Selecting Printers Print Credits Pamphlet Printing Bypass Printing

Loading Paper Paper Jams Low Ink Printing from Personal Laptops

 

 

ADDING PRINTERS

The current print server names are: '\\fuji' for all public printers, and '\\threesisters' for all staff printers (including the Community Users printer at the Info Desk).

To add a printer, type in the server name in the computer search bar at the bottom and press 'Enter'

When the list of printers pops up, navigate to the desired one (e.g. Lab-HLRefWest). Double-click on it and the printer will be added after a moment. If the user has already opened the print menu in the software they're using, they'll need to close out of the menu and re-open it to see the new printer.

 

Choose a Printer:

The VDI workstations in the library will have 'Print to PDF' as their default printer. This tends to be confusing for students who are printing for the first time. Show patrons how to select a printer in the library (Lab HL-Ref, HL-Color, HL-Alcove, or HL-108).  The color printer debits more than the black and white (color = 5credits, B&W = 1credit).

 

Checking Print Credits:

Print credit balance will be shown on the patron's Portal page. From there, they may also purchase additional print credits if they do not have enough to complete their print job. 

 

Pamphlet Style Printing:

To print a double sided document with both sides oriented like a pamphlet, select your printer and then click 'Preferences' or 'Properties'. There is an option under single-sided or double-sided printing that says "Flip on Short Edge". Select this option and your document will print with tops to tops and bottoms to bottoms.

 

Printing on Custom Paper:

In the print dialog, after choosing your printer, click 'Printer Properties', 'Select by Tray',  and choose 'Bypass Tray'.

Hit 'OK' to close the pop-up menu and 'Print' to initiate the custom print job.

Go to the set of printers you've chosen for manual feed printing. One of them will have an on-screen prompt to insert paper in the manual feed tray. Open the manual feed in the front and place the custom paper face up. The printer should grab the paper and start printing automatically.

 

NOTE: we do not provide cardstock, or any other alternate paper types. Patrons must bring their own.
 

Loading Paper

1. Open the tray needing paper.
2. Take out a new ream of paper, unwrap it, and load it into the paper tray. If the tray was empty, the entire ream should fit inside. 
3. Make sure that all the paper guides are adjusted and push the tray back in.
4. The printer will ask you to verify the size of the paper you put in it (8.5x11). Click 'Ok' and the printer will return to its normal state.
5. Recycle the ream wrapper.

 

Printer jams:

There are only two places for a paper jam to occur: the paper load tray, and the rear cover.

If a jam occurs in the paper tray, you'll need to remove the tray then gently pull the paper out of the rollers.

If the jam is located in the rear, release the rear hatch and gently pull the paper out of the rollers.

 

 

Ink low / Ink out:

UCS checks the printers periodically to make sure that ink levels are okay. If you see an ink low/out message, notify your supervisor so that they can keep an eye on it, or email toner@wou.edu with the printer's ID number and which toner is needed. The ID number can be found on the right side of each printer.

 

Printing from Personal Laptops

Due to security concerns, UCS has disabled the ability to map personal laptops to any of the print servers. If a patron would like to have something printed, they can access a browser version of the VDI client at https://wouvdi.wou.edu/. This will allow them to print any materials saved on their H:drive, an email address, Google Drive, etc., to a library printer.

Alternatively, if the patron uses the software version of VDI (available for download at https://wouvdi.wou.edu), the patron will have the option to connect their "local resources" to the VDI client when signing in (see below). If they choose 'Allow', then all files saved locally on their laptop will be accessible for viewing, editing, printing, etc.

 

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Make a Copy

Scan to Email

To Make a Copy:

1. If screen is black, press ‘Energy Saver’ button at top-right of pad.

2. Select “Copier” on the home page.

3. Place change in the coin box. The cost is $0.10 per page.
4. Lift the cover.
5. Place the document face-down on the glass aligned with the upper left corner.

6. Close the cover.
7. IF THE DOCUMENT IS ONE-SIDED
   1. Press the green “Start” button.
   2. Repeat the process for any other pages.
8. IF THE DOCUMENT IS DOUBLE-SIDED
   1. Select 2-sided on the bottom row on the touch screen 2-2.

2. Press the green “Start” button.
3. Lift the cover.
4. Flip the document to the second side.
5. Close the cover.
6. Press the green “Start” button again.
7. The copy will now print.
8. Repeat the process for any other pages.

 

9. IF THE DOCUMENT IS A NON-STANDARD SIZE (I.E. PASSPORT OR PHOTO ID)
   1. A message will pop up saying that the copier could not automatically detect the document size and prompt for a manual choice. Choose 8.5x11.

10. When all pages have been copied, press the button on top of the coin box to dispense change.
11. Press “Home” on the machine to return to the home page.

 

To Scan to Email

1. If screen is black, press ‘Energy Saver’ button at top-right of pad.

2. Select “Scanner” on the home page.

3. Choose “manual entry” and input the email address to which you wish to send the scans.

4. To Scan from the Document Bed.
   1. Lift the cover.
   2. Place the document face-down on the glass aligned with the upper left corner.

3. Close the cover.
4. If the document is not 8 ½ x 11, select “Scan Settings” on the left side, then select “Scan Size” and choose the appropriate size for your document.

5. Hit OK, then press the green “Start” button.
6. If you would like to scan more pages on the same document, place the next page on the glass, close the cover, and push “Start” again.
7. When all pages have been scanned, press the “#” key to send.

 

5. To Scan from the Document Feed
   1. Place the document(s) in the feed tray.

2. The tray will rise automatically.
3. Press the green “start” button when ready to scan.
4. The documents will send automatically after the last page is scanned.

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Finding and Restoring Lost, Missing, or Deleted Files

Campus network users can now find deleted or lost files themselves without requesting assistance from UCS. The process is called Snapshot. A how-to tutorial for doing so on both Macs and PCs is at 
https://www2.wou.edu/nora/woutv.video.viewer?pvideoid=108
Basically, the user goes to H:\~snapshot (on a PC) or
Connect to Server--> smb://homek.wou.edu/kincanj/kincanj/~snapshot
with username changed and the letter "k" changed to first letter of username (on a Mac).

If the file still doesn't show up, try this technique: If someone has downloaded something from the internet and then saved without specifying the location- check this path to find the missing file: 
C:\Documents and Settings\"user name"\Local Settings\Temp. The "Local Settings" folder is often hidden, so if you don't see it- navigate to the "user name" folder (specific to each user), go to: Tools >> Folder Options >> View >> Hidden Files and Folders >> and make sure "Show hidden files and folders" is selected. Alternately, you can just copy and paste the path from above into the address bar within My Computer (but be sure to replace "user name"). This is computer-specific, so you'll have to try this on the computer where the patron was working. 

Mapping Network Drives that don't Automatically Show Up

In Windows
To map a network drive, go to My Computer -> Map Network Drive -> indicate the drive letter you need to map to -> type the address in the Folder blank -> Finish.

In Mac

1. In the Go menu on your Mac, choose "Connect To Server". This should pop up a box where you can put in an address.
2. Type in the address for either your private drive or your web drive, (common addresses are below). 
3. An icon should appear on the desktop; click on it to get to your files.

Addresses

The most common drive addresses follow:
H: WINDOWS - \home(first letter of username).wou.edu\(username)\(username) (example for username bthornton06: \homeb.wou.edu\bthornton06\bthornton06)
H: MAC - smb://home(first letter of username).wou.edu/(username) (example for username bthornton06: smb://homeb.wou.edu/bthornton06)
I: \groupj.wou.edu\groupj\library_media_services
K: \class.wou.edu\class
X: \xdrive.wou.edu\xdrive

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Here are the solutions to some of the most commonly encountered/reported issues with computers. Use these tips to help you diagnose and fix basic problems with a computer station.

 

No Internet Connection (Network connection lost. Waiting for connection)

This is due to a problem with the ethernet cable. To resolve, try these steps:

1. Make sure the ethernet cable (yellow or white) is securely plugged into the back of the VDI unit and at the wall.
2. If cable is secure but message remains, unplug the ethernet from the wall outlet and try the port next to it.
3. Reset the VDI stations by holding down the power button for a couple of seconds. The unit will power off and the screen will go black. Press the power button again to turn it back on and wait for the unit to return to the login screen.

If unsuccessful, then the cable may be broken and need to be replaced. Report it to your supervisor so they can arrange a replacement.

 

Screen is black (Displays message stating that no HDMI or Display Port signal is detected)

There are a couple reasons this may happen, including a disconnected, misaligned or broken video cable.

1. The computers use either an HDMI or DisplayPort cable. Check the connection at the VDI to make sure the cable is fully seated. Disconnect and reconnect if necessary.
2. Gently tip the monitor forward so you can see underneath it. Check the connection at the monitor to make sure it is fully seated. Disconnect and reconnect if necessary.
3. Reset the VDI stations by holding down the power button for a couple of seconds. The unit will power off and the screen will go black. Press the power button again to turn it back on. The 'no signal' message will display again but should disappear after a few moments if a video signal is detected.

If unsuccessful, report the issue to your supervisor so they can arrange a replacement from UCS.

 

No Mouse or Keyboard Input

A previous user has likely disconnected the mouse and/or keyboard from the VDI computer for some reason.

1. Check the USB connections on the suspected device to make sure that it is plugged in. If the device is plugged in, try plugging it into another USB port to see if that resolves the issue.
2. If both devices are not functioning but are plugged in, the issue may be with the VDI unit. Reset the VDI station by holding down the power button for a couple of seconds. The unit will power off and the screen will go black. Press the power button again to turn it back on. Once it returns to the login screen, test the mouse and/or keyboard to see if it functions again.

If unsuccessful, report the issue to your supervisor so they can arrange a replacement from UCS.