The most recent updates from OCIO, ODEE and Enterprise Security can be found at https://it.osu.edu/about-us/news
IT Service Desk is available at the BuckeyeBar during business hours and by phone at 614-688-4357 (HELP) around the clock to help you solve technology problems. When it’s time to purchase new parking passes, we generally get numerous requests for password resets. We are here to help if you need it, but often users can fix problems more quickly on their own if they have the correct information. Below are solutions to some of the most common problems.
Forgotten Passwords and User Names
- Forgotten username: If you forget your username, find it by clicking “Forgot Username?” on the login page. You will need to supply certain information about yourself so you can be located in the Identity Vault. See “Forgotten Ohio State Username or Password” for more information on how to locate your username
- Forgotten password: If you forget the password that goes with your Ohio State Username, you can reset it by clicking “Forgot password?” on the login page. You have two options:
- You can reset your password by receiving a SMS text message on your phone (SMS is “Short Message Service”). If you already receive Buckeye Alert text messages, then you’re set up to use this option. Follow these simple steps to use SMS password reset.
- Your second option is to respond to the Security Questions you established when you first opened your account. Giving the correct responses allows you to access the password reset feature. See “Forgotten Ohio State Username or Password”for more information on how to reset your password.
- Password change: Your password must be changed roughly twice a year, at least once every 180 days. You can change it by logging in and clicking “Change My Password” in the left navigation bar. See my.osu.edu: Ohio State Username Password for more information on how to change your password.
Your Ohio State username and password is synched to the following resources:
- BuckeyeLink (students)
- Buckeye Mail (students)
- OSU Wireless
- Carmen (online learning)
- Transportation and Parking (parking permit registration)
- And many more
If you have read this article and are still experiencing difficulties, please contact the IT Service Desk online or by phone at 614-688-4357 (HELP).
As part of our Office 365 Transformation Roadmap, we are implementing email improvements throughout the current academic year. Two upcoming enhancements are a new and improved landing page for logging in to email and new URL rewrite security to protect you to from malicious links in emails.
In addition to login access, the new page also provides information and resources about Office 365 applications. To go directly into email, click the link on the upper right corner, under the “Log in to Office 365” button that reads, “Log in to Outlook.”
After we make the update on Dec. 7, the first time you log into Outlook on your desktop or laptop computer, you may see an Autodiscover prompt as Exchange reestablishes communication with our servers.
If you see a prompt like this one, check the “Don’t ask me about this website again” checkbox and click “Allow.”
Cybercriminals often send messages and links to websites that look legitimate, even to the discerning eye. The messages may use our logos, contain valid addresses and incorporate other legitimate information. URL Rewrite is our newest addition to our toolkit for identifying messages that could infect your computer with malware or direct you to phony websites that steal your credentials.
URL Rewrite protects you by rewriting URLs in emails from external users message (for example: https://urldefense.com/v3/__http://fakesite.net__;!Qax5OMzm). If the URL directs you to a malicious site, you will receive a warning message. URL Rewrite only works on incoming messages and will not affect messages that you send. For more information, visit our Knowledge Base.
If you believe a URL has been blocked unnecessarily or believe a fraudulent website has not been blocked, please contact the IT Service Desk. This feature goes into effect on Dec. 4. You don’t need to do anything to take advantage of this security feature.
If you need assistance with email, contact the IT Service Desk for support:
Some of our users have recently reported seeing a widely-used Username and Password scam that cybercriminals are using to extort money from recipients. Our email security software has been stopping these messages and sending a follow up notification that a malicious email has been contained. But cybercriminals change tactics regularly, so we wanted you to be aware in case a message gets through our defenses.
Why is this happening?
In most cases, cybercriminals purchase a username and password – possibly on the dark web. When contacting the target, the criminal often does not provide the current password but a previous password used in services outside Ohio State.
However, if a criminal can provide an accurate password used in the past, it is an excellent scare tactic and is often successful in acquiring money or information from a target. A legitimate password makes the threat seem legitimate.
Usually, the cybercriminal attempts to extort money in exchange for not sharing the password with others and/or uses that data to impersonate you on sites that use that password. The attached screenshot is an example.
If you receive this type of threat, do not engage with the sender. Instead:
- Immediately change your password on any site where the exposed password was used.
- Do not use the same password on multiple sites.
- Find out if any of your accounts have been compromised by visiting
- Consider using a password manager to help create and store passwords. Password managers assist in generating and retrieving unique complex passwords, potentially storing such passwords in an encrypted database or creating them on demand.
A common email security tip warns recipients against replying to emails from senders that they don’t recognize. For that reason, we want to make you aware that we are changing our IT Service Desk email.
- The address is currently this: IT Service Desk – Office of the Chief Information Officer <firstname.lastname@example.org>
- It will change to this: Service Desk – The Ohio State University <email@example.com>
This communication validates that firstname.lastname@example.org is a legitimate email being used by Ohio State for university business. You may start seeing emails sent from this address in November.
You’ve likely received messages about changes to our email system over the last few months. All of these changes are part of a thoughtful, comprehensive and important journey to provide all faculty, students and staff with the tools and resources to effectively communicate and collaborate in a mobile and secure way.
We know how critical email is to the teaching, learning and the work of the university. We also know that any changes can feel very uncomfortable, no matter the long-term benefit. Below we take a look at where we’ve been, what we are doing now and where we are headed.
Where We’ve Been
In 2009, the university email posture was akin to a wild west of technology. Our organizational ability to collaborate and communicate was stifled by hundreds of unique email systems, each with distinct settings and standards. Faculty and staff did not have uniform email addresses or a shared calendar system. Due to the technical and organizational change impact of transitioning to a single email system, the transition took five years. Since then, we’ve made significant progress in adding tools and resources that have dramatically improved our ability to operate as a modern, collaborative university.
Where We Are
We have successfully implemented the Office 365 suite of tools. It is comprised of many services and features that allow us to collaborate, share, organize and improve upon the work we are doing together through one consistent experience. Last year’s migration to Exchange Online was our first step in a journey to begin utilizing more of the Office 365 service offerings. Since the conclusion of the Exchange Online migration project, we have been rolling out additional services and features across the university that integrate or extend our capabilities.
Offerings currently available: Office Online which integrates with Box and Canvas, Office for Mobile, Teams for group collaboration, OneDrive for file storage, Bookings for appointment scheduling, Find Time for determining the best time to meet.
What’s Happening Now
We are currently in a year-long transition to a single application for university email and the addition of BuckeyePass/Duo to Office 365. At the conclusion of this transition, you will have:
- A single, trusted mobile and desktop application for email access that is fully integrated with a suite of collaboration tools used by all faculty, staff, and students at the university. Individuals can make this transition at any time before May 22, 2020
- Secure collaboration and data sharing tools that will provide the ability to share S4 restricted data via all Office 365 tools, which is critical to mobile collaboration and our standing as a level-one research institution.
- Fewer spam and phishing emails, because we will be able to better detect and trap malicious emails before they get to your inbox.
In order to do this, we’ve been following a transition journey of standing up new tools that can get us to this future state, and then retiring tools that will not be part of our future plan.
A Single, Trusted Mobile and Desktop App for Email
What: There is a 2-step process to get to a single, trusted mobile and desktop app for email. First, we will retire Boxer and Workspace one. Second, we will transition users of non-Outlook mobile and desktop email applications to Microsoft Outlook.
- Step 1: Effective December 1, 2019, the university will no longer support Boxer and Workspace One (AirWatch) for mobile email delivery. Individuals currently using these applications must transition to the Microsoft Outlook mobile app prior to December
- Step 2: Effective May 22, 2020, Microsoft Outlook will be the only mail application for accessing Ohio State email. All users can make this transition at any time before May 22.
Why: There are over 50 commonly used mail access applications available online, each with different features and vulnerabilities. At the university, we manage over half a million email accounts for faculty, staff, students, and groups. Monitoring all of the potential weaknesses of hundreds of thousands of accounts across a myriad of applications dilutes our ability to monitor and respond to risks. By coming together under a single, widely available application, we are able to more confidently secure your information, guard university data and protect the email environment from risks. In addition to providing the security needed to protect important data, the Microsoft Outlook app provides additional benefits:
- Integrates with the university’s existing email system and other Microsoft Office 365 applications.
- Provides the ability to layer in additional security features over time – supporting teaching, learning, and research functions at the university.
- Allows you to easily search and find files, contacts and emails.
- Offers functionality that is very similar to Outlook, which you may currently use to access email online, so there’s less of a learning curve when you begin using the Microsoft Outlook app.
Secure Collaboration Tools and Data Sharing
What: Beginning in May, you will use BuckeyePass/Duo to access all Office 365 tools (including Outlook email, Teams, Word, PowerPoint, Excel and others). We have worked hard to balance security with ease of use. We’ve tried to limit the number of times and situations in which you must use BuckeyePass. Here are the basics:
- Mobile: On your mobile device, you should expect to use BuckeyePass/Duo when you first install/use an app, after you change your password, or if you haven’t used the app for 90 days or more.
- Desktop: The experience is the same as mobile, except if you are in the habit of logging out and shutting down your computer at the end of the day, the next time you restart and log in to your computer, you will use both BuckeyePass/Duo and your username and password to log in to your Office 365 applications.
- Online: If you check your email online through buckeyemail.osu.edu (students) or email.osu.edu (faculty/staff), then you will use both BuckeyePass/Duo and your username and password to log in.
Why: Once we’ve moved to a single email application and put in place additional tools to dramatically reduce malicious spam and phishing emails, the use of BuckeyePass/Duo will allow university faculty, students and staff to share and collaborate securely with all types of university data. This allows you to more seamlessly do your job, and allows the university to better support the teaching, learning, and research that is ever more mobile and digital – without putting critical data at risk.
We know that change during the school year is difficult and we’ve listened to your feedback. As such, we moved the implementation date of BuckeyePass/Duo to May 22, 2020 which is after grades are submitted but before schedules change for the summer.
Fewer Spam and Phishing Emails
What: With the move to a single email app, we are able to put in place controls that can identify and trap malicious emails before they make it to your inbox. Every month we block hundreds of thousands of spam and phishing emails from our email system. However, bad actors are becoming increasingly sophisticated about the emails they send, making it much more difficult to distinguish a legitimate message from a fraudulent one. Even the savviest among us has fallen for a phish. The controls we intend to add have been proven effective at other universities.
Why: Bad actors want data and they use email as a means to infiltrate the systems of organizations like Ohio State. Everyone who has an email address is a potential doorway into our systems and the sensitive information we store within them. This is a concern across higher education due to the type and quantity of data universities manage – it is not unique to Ohio State. Across the country, compromised email has affected everything from student loans to tax returns, payroll and research data.
What’s On the Horizon
Over the next year, we will be working on a number of additional changes and enhancements to the Office 365 suite, as well as some changes to increase security.
- New Office 365 Tools: We will be adding Flow for workflow automation and Power BI for creating interactive visualizations and business intelligence. You can find more details on the Office 365 page.
- Transition to Teams: Teams is a powerful collaboration tool that combines the best of Skype chat with the features people love about tools like Slack. It is fully integrated with the rest of Office 365 and will help us to communicate and collaborate.
We have an approach for how to move forward; however, we will be working with university leaders, DELIT, IT Partnership Council members, and advisory audiences to understand impacts, address concerns, and determine appropriate dates for implementation.
Microsoft is making changes over the next several months that will affect users that access Outlook on the Web (OWA). Here’s a summary:
- Non-Supported Browsers Will Have Reduced Functionality in Outlook on the Web: Beginning August 8, Microsoft is making changes that may cause users to encounter issues if they are accessing Outlook.com and OWA using browsers that do not meet the minimum requirements. Update older browsers for the best Outlook experience; a list of supported browsers that work with Office Online is posted on Microsoft’s Support Office site.
- New Interface for Outlook on the Web: In July, Microsoft began rolling out an updated user interface for OWA. It will roll out to all users by the end of September 2019. Visit Microsoft online to try out the new OWA interface.
- Outlook for Windows Updated Shared Calendars Model: Microsoft is improving shared calendars in Outlook for Windows. If you are interested in trying the new features before they become part of the default experience, Microsoft has added a new checkbox in the File>Options settings dialog for Office 365 Exchange Online mailboxes. Use this option to turn on the preview for a single Outlook profile. Follow these step-by-step instructions to turn on the preview.
Microsoft will continuing to make changes to improve Outlook and to make it easier for customers to connect.
Collaborate, communicate, and customize with this Office 365 application
Microsoft Teams is now available to all faculty, staff, students, and guests at The Ohio State University. Teams brings together people, conversations and content, integrating the tools that teams need to collaborate more easily. It is a cloud application that seamlessly integrates with other Office programs, some familiar and some new.
Teams allows you to share assets like calendars, files and email, too. For example, you can use Planner to collaborate on project plans seamlessly, in real-time. Read more about Planner in Microsoft Teams here.
Managing Your Office 365 Team
- Access Microsoft Teams on the Office 365 Login Page by visiting office365.osu.edu.
- Click on “Log in to Teams.” Log in with your Ohio State username and password.
- In the Teams application, find the Team name in the left column
- Click the ellipses (…) to the right of the Team’s name and choose Manage Team
- In the top right, click Add member, search for the person you want to add, and click Add
- Assign the new addition the appropriate role and access. Roles default to “member,” but if the person you are adding should be an owner, click the down arrow to the right of the name and choose Owner. You can switch someone from Owner to Member here as well.
- To remove someone from the Team, find the name in the Manage Team page, then click the X to the far right of their name
Learn more about the features available in Microsoft Teams and check out the ways other users interact with Teams to improve collaboration in the classroom and the workplace. The initial roll out of Teams will include all features EXCEPT Voice/Calling and Video/Conferencing. These features are included in Skype for Business.
Linked below are some other helpful resources for Microsoft Teams information.
- Learn how to use MS Teams
- Slack vs Microsoft Teams: Read a full comparison of Slack and Microsoft Teams
- What is Microsoft Teams?
- Frequently Asked Questions
The Ohio State University Wexner Medical Center has NOT approved Microsoft Teams for use by medical center employees.
If you need assistance with Microsoft Teams, contact the IT Service Desk for support:
The latest tool in Ohio State’s eLearning toolset has arrived! Introducing CarmenZoom, an enterprise-wide web conferencing tool that allows you to video chat with your colleagues, collaborate virtually on a research project, host remote office hours with students, work together on class projects and more. Check out the Getting Started Guide in the ODEE Resource Center for an overview of the tool.
CarmenZoom has been configured for academic use, and it will be integrated with CarmenCanvas beginning this autumn to better support instructor and student communication.
All faculty, staff and students at Ohio State have been given Pro accounts with Zoom which allow for meetings up to 300 participants, 180 days of cloud storage for recorded meetings and automatic closed-captioning for recordings. Please contact email@example.com if you feel you need advanced webinar functionality.
Zoom is replacing CarmenConnect as Ohio State’s official academic web conferencing solution. If you had been using Connect to host meetings and webinars, now is the time to give Zoom a try! Also, if you have recordings or files in Connect that you’d like to keep, those must be exported before October 31.
*Please note, CarmenZoom is not intended to be a replacement for Skype for Business, which should be your default tool for communication for university business.
POSTED BY RANDI HONKONEN ON JUNE 4, 2019
The Office of the Chief Information Officer (OCIO) has been continuously working to improve wireless connectivity at Ohio State. Hundreds of access points have been added throughout the academic year, and the Wireless Expansion project has even more work planned for this summer.
A major area of focus for the expansion project is a group of academic buildings that house high-capacity classrooms on Columbus and regional campuses. With thousands of students receiving common technology kits as part of the Digital Flagship initiative, it is even more imperative that our classrooms and labs are able to keep students connected.
Before autumn semester, these high-capacity classroom buildings will house 415 new access points (APs), which is nearly a 60% increase in the number of APs that existed previously at these locations. This expanded coverage is on schedule to be completed before our next wave of Digital Flagship students arrive on their respective campuses for the first day of class.
Ohio Stadium is getting a boost as well. A whopping 1,850 APs are scheduled to be installed over the summer and into early fall semester. These new APs will support ticketing, the press box, the main bowl of guest seats, suites and club rooms, the concourse and outdoor areas. The goal is to complete all bowl access point installs before the first home game, with the remaining areas gradually completed early in the season.
In addition to academic buildings and sports venues, the Wireless Expansion project is also targeting outside spaces. OCIO’s wireless engineers are currently in the design phase for nearly 100 light pole access points that will help boost coverage outside the walls of the classroom. The iconic Oval on Columbus campus is included in this wave of AP installs, with plans for its completion by the start of autumn term.
The Wireless Expansion project will continue through Summer 2020, so look out for more updates as well as connectivity in new places! If you ever encounter wireless issues at Ohio State, please remember that your feedback helps OCIO continue this valuable work. You can submit a ticket to the IT Service Desk online at go.osu.edu/it or by calling 614-688-4357 (HELP). If you provide specific information about where you are and what device you are using, those details are very helpful in diagnosing the issue.