New staff

IT Onboarding: 10 Simple Steps to Get Started

Once your paperwork is complete, and our People team have finished their checks you are all set. You’ll need your University/Staff ID number which you will find on your contract or your staff card before you begin.

Follow the steps below to get everything up and running.

Step 1: Activate your University IT account

Get started by activating your IT account and creating a password in IT Account Manager. You can find your University/Staff ID number on your contract or your new staff card.

Within the IT Account Manager, you will find your IT username, email address and your eduroam username (you will use this to access the campus Wi-Fi).

You can also set up Duo multi-factor authentication, update your details, and add account recovery information.

Completing this step early will help you avoid delays on your first day.

Tip: Once your University record has been created by our People team, we’ll invite you to complete IT Account signup via a welcome email. This is when you can activate your account and create a password you will use on our IT system.

Step 2: Set up Duo Multi-Factor authentication

Duo Multi-Factor Authentication helps keep your University account secure by providing an extra layer of security to your password. Duo is required when logging into many University websites and applications.

You can set up Duo by logging into the IT Account Manager and clicking the 2-factor Duo tab. We recommend you install Duo on a mobile device you have handy day-to-day. If you encounter issues, or don’t have a compatible device, our IT Support team will be happy to help.

Step 3: Collect your University laptop

Every member of staff is provided with a standard laptop, which will be set up and ready for you to get started. If you have any specific needs, please speak to your line manager as soon as possible as non-standard lead times are longer. You will be sent collection information for your laptop as soon as it is ready, this is normally from one of our self-service lockers in the Alan Turing Building.

If you are unable to collect your laptop yourself, you can make the necessary arrangements with your line manager for someone else to collect it on your behalf.

Please note that you must return any University IT equipment when you leave, including laptops, phones, and accessories. Your manager and IT Services will support you through the process.

Tip: we are unable to set up your laptop before your IT Account is ready so please ensure you have completed all the necessary paperwork with People Services.

Step 4: Connect to University Wi-Fi

Eduroam is the University's secure Wi‑Fi service, it uses your account password and a different username format of username@manchester.ac.uk to connect (eg a123bc@manchester.ac.uk where a123bc is your username).

You can set up eduroam on all your devices, it is available in lots of places outside of The University of Manchester, including other University campuses in the UK and overseas, NHS hospitals and even some airports. Once you've set it up, your device will connect automatically whenever you're on campus or in a location with eduroam turned on.

Tip: If you are having problems setting up eduroam on your phone, download the Geteduroam app from the appropriate app store and follow the instructions.

Step 5: Logging into your laptop for the first time

When you have collected your laptop, turn it on and sign in with your University email address and password. We have already installed Outlook, Teams and Office apps on your laptop for you, simply open the apps to get started. Additional applications can be installed through the Company Portal which can be found on your desktop or through the search bar.

Tip: Your email address can be found in the IT Account Manager.

Step 6: Access your email and calendar

You have your own University email account and you will be added to the University address book automatically. Simply open Outlook on your laptop and your email will already be set up for you.

You can find your email address in the IT Account Manager or by simply clicking on your profile icon in any Microsoft application on your laptop.

Your email and calendar are also available through https://outlook.office.com/mail/ and you can use the Outlook app to set them up on your mobile device.

Top tip: In your inbox you will find a Welcome email with useful information, helpful links, and everything you need to get started in your new role.

Step 7: Your Microsoft 365 Tools

From day one, you'll have access to a range of Microsoft 365 tools to help you work, collaborate, and stay connected, including:

  • Outlook for email and calendar
  • Teams for chat, calls, and meetings
  • OneDrive for your personal work files
  • SharePoint for team collaboration
  • Word, Excel, and PowerPoint
  • Microsoft 365 Copilot for Artificial Intelligence (AI) powered tools to boost productivity
  • Telecoms for calling, campus phone lines, and mobile devices across the University.

You can access these tools anytime, anywhere, and on any device, making it easy to work and collaborate across the University.

Tip: You can find more applications in the Company Portal, simply type Company Portal in the search bar of your laptop.

Step 8: Connecting securely with Global Protect (VPN)

When working away from campus, you may need to connect to the University's Global Protect Virtual Private Network (VPN) to access some systems and applications. A VPN creates a secure connection to University systems and services, helping you work safely from anywhere.

Global Protect will already be installed on your laptop and you should see a message saying it is Connected every time you login. It normally just sits in the background keeping you safe.

For further information we have an article on how to install Global Protect and another on which systems require a VPN.

Tip: Global Protect connection requires your laptop to be up to date, please make sure you install updates when prompted and restart your laptop regularly.

Step 9: Accessing University Services remotely and for third parties

The University provides remote access to a range of IT services to help you, and those who you work with, access Services effectively from any location.

We have extensive advice on Remote Access covering:

  • Accessing University systems and applications remotely
  • Connecting to a University computer from off campus
  • Using Research IT services
  • Requesting access for external collaborators and third parties

Step 10: Need IT help? Start with Connect

Connect is your one-stop shop for IT support. You can use it to:

  • Report an issue
  • Request access to IT tools and software
  • Find answers and step-by-step guides
  • Get in touch with IT Services

Use the Connect portal to log your request!

If you are having trouble with your IT Account and can’t log a request in Connect, our helpful team are also at the end of the phone on 0161 306 5544 and at our In Person IT Support Centre.