Welcome to RRU. As a supervisor or committee member you will be working with an RRU student through their capstone journey; this could be a MRP, thesis, or dissertation. In the role you will be assigned an RRU account that you will use to access to various RRU resources throughout this time.

We don't want technology to be a challenge. We've designed this page to help you navigate the various IT information and RRU resources available at RRU and invite you to contact us at any time if you have questions. Our contact information is found at the bottom on this page.

We are the Computer Services team and we are here to help!

Tips:

Bookmark this page for easy reference
Right click on the linked pages in this article to open the links in a new tab so you do not lose your place

1 Your RRU Computer Account (must read!)
- 1.1 How will I know which username format to use?
- 1.2 What is my passphrase?
2 Setting up Multi-Factor Authentication (MFA) (must read!)
3 Email address (must read!)
4 SharePoint access
5 Additional Resources
- 5.1 Office 365
- 5.2 WiFi on campus
- 5.3 Computer Services Knowledge base

Your RRU Computer Account (must read!)

As committee member or supervisor, you have one Academic Account that you’ll use to access resources.

Depending on which resource you’re using, you may be required to enter your Academic Account in one of two formats. No matter which format you use, the password will be the same.

Format	Use this format to log into sites and services like:

Format

Use this format to log into sites and services like:

Your first initial + (maybe a number) + your last name + @royalroads.ca

like: dbrown@royalroads.ca or d1brown@royalroads.ca

This is NOT used as an email address at RRU

(technically called a User Principle Name (UPN), this is the long form of your Academic Account)

Anything related to Microsoft, like Outlook (or Webmail), Word, Excel, PowerPoint, SharePoint, etc. while you are enrolled in a credit program
On campus RRU wifi

Your first initial + (maybe a number) + your last name

like: dbrown or d1brown

(technically called a Security Accounts Manager (SAM), this is the short form of your Academic Account)

If you need to reset your password

How will I know which username format to use?

Look for prompts on the login screen that tell you which format to use.

However, a simple rule is: if the site is a Microsoft managed site with a login that looks like this, you should use the long format (i.e. d1brown@royalroads.ca).

All others use the short format (like d1brown) unless otherwise directed.

The username is created using the first initial of your preferred name + your last name.
(i.e. for a student named Douglas Brown, the username would be dbrown.)
If the username dbrown has been used previously, the last name is preceded with a number. Therefore the username would be d1brown. If that is already used, the system tries d2brown and so on, until it finds an unused username (i.e. d3brown).
The email address is generated based on the username. Using the example above for Douglas Brown, username d1brown, the email address will be: douglas.1brown@royalroads.ca.

We cannot change the username except in very specific circumstances, such as a legal name change.

What is my passphrase?

By now you should have received your username and passphrase via email. If you cannot find a copy of this username or passphrase, please contact computer services and we can forward another copy.

You may change or keep it, as you wish.

How can I reset my passphrase?

If you cannot remember your passphrase, you can reset your passphrase on our web site here. You MUST know your Resource ID number. If you do not know your resource ID number, you can get that from your RRU contact or Computer Services.

A passphrase is another word for a password however it encourages a sequence of words or other text rather then a single word to control access to a computer system, program or data. A passphrase is similar to a password in usage, but is generally longer for added security. The passphrase at Royal Roads can also contain spaces, numbers and special characters.

Passphrase => Password

Setting up Multi-Factor Authentication (MFA) (must read!)

Royal Roads University has adopted Microsoft 365 MFA for Webmail, and Office 365 (currently only for people outside Canada, but coming soon to all accounts).

MFA uses a mobile device to “authenticate” your account. The Microsoft Authenticator application uses minimal data (~<2mb over 3 months) and does not access your personal or private information on your device.

You only have to set this up once and it will work for all the applications listed.

As this procedure is a little longer, we have setup a page all it’s own. Please go here for detailed instructions to setup MFA.

Please do not delay setting up MFA.

Email address (must read!)

When your account was created, we automatically created an email address for you. Email addresses at RRU are in the format: preferred-name.last-name@royalroads.ca and may contain a number, like “douglas.1brown@royalroads.ca”.

With few exceptions, you rarely use your email address to log in to RRU resources.

This looks similar to your Academic Account except that your name is spelled out. Many people confuse these two.

There are a few ways to access your RRU email account. (a couple methods require a mobile device)

Outlook on any RRU Computer - When you log into an RRU computer on campus, you can setup your RRU account to use Outlook.

Mobile device - You can setup your email account on a mobile device using the default mail application or using your own email software. You can find instructions to setup this account here. (Forwarding must be turned off to get email on your mobile device)

Webmail access - Once you have MFA setup, you can now log into RRU Webmail at https://outlook.office.com/. (You will also use your long format of your Academic Account (d1brown@royalroads.ca) to log in to this account, not your email address)

Please note that the max file size your RRU email account can send/receive is 20mb uncompressed regardless of you access your email. Also note that PDF/JPG/ZIP documents are compressed so anything over 12-15mb (total) of these file types will probably be too big.

No you cannot forward your RRU email to a personal account except in very specific situations. Please contact Computer Services for additional information.

One thing I recommend. We are aware that some RRU email going to Hotmail, Outlook, MSN and Live.ca accounts, including RRU passphrase reset and academic account activation emails, are going directly into SPAM folders or not arriving at all for staff/faculty and students that are using Microsoft email accounts like Live.ca, Outlook.com and Hotmail.com among others. If you are concerned you are missing an email, please check your Junk Email folders.

We also strongly suggest that you add “royalroads.ca ” domain to the Safe Sender's list in your account.

Please see this page for instructions.

SharePoint access

RRU uses two SharePoint sites (Thesis Manager SharePoint and Dissertation Manager SharePoint) to track a student’s milestone document approvals. In your role, you will be required to assist the student in completing their dissertation/thesis and provide your approval of their milestone documents. To do that you will be notified from the SharePoint site when the document is ready for review. Then to review and approve the document you will need to log into the SharePoint site (link will be provided).

At this time, you should be able to simply click on the link and then sign in with the long form of your RRU account.

MFA must be setup to access this service outside Canada (and in the future, inside Canada).

Additional troubleshooting tips can be found on the following page - Unable to log into Sharepoint

Additional Resources

Office 365

We offer an online version of Office 365. You can access this online version of Office 365 at Login | Microsoft 365.

You will also use your long format of your Academic Account (d1brown@royalroads.ca) to access this account.