Setting up your new Staff or Faculty Account

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Welcome to RRU.

This page is designed to help you understand the different accounts you will use in your role and to assist you in accessing all the RRU services available to you. As always, if you have any questions you can contact Computer Services using the contact information at the bottom of this page.

(We don’t bite)

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(Must Read!) RRU Computer Account

You have one RRU account, but it can appear as multiple accounts due to the different formats required to log in to different services.

SAM (Academic Account) vs UPN vs Email address

SAM (also called the Academic or Computer account - Looks like d4brown) - this is the username consisting of your preferred name + last name (and possibly a number) - Used on sites ike:

UPN (or User Principal Name - Look like d4brown@royalroads.ca) - this is your SAM account + @royalroads.ca. This makes the UPN look like an email address, but it is not used in this way. It uses the SAME password as your SAM account. It is used to log into sites like:

Anything relate to Microsoft like Sharepoint sites and RRU email
On campus RRU wifi
Payroll (Avanti)

Email Address (looks like Douglas.4Brown@royalroads.ca) - This is your full name (and possibly a number). With very few exceptions, you rarely ever really use this email address to log in.

How will I know which username format to use?

In most cases we try to give an example of the username you should be using however the simple rules is- if the site is a Microsoft managed site with a login that looks like this, you should be using your UPN.

All others use your SAM unless otherwise directed.

Your initial passphrase

By now you should have received your username and passphrase from your supervisor. If you cannot find a copy of this username or passphrase, please contact your account supervisor.

You may change or keep it, as you wish.

How can I reset my passphrase?

If you cannot remember your passphrase is, you can reset your passphrase on our web site here. You MUST know your staff ID number. If you do not know your staff ID number, you can get that from your supervisor.

Click for bonus Info: How did we come up with your username and email address.

The username is created using the first initial of your Preferred Name + your last name.
(IE. Student name Douglas Brown becomes dbrown.)
If the username dbrown has been used previously, then the last name is preceded with a number. Therefore the system will check the availability of d1brown. If that is taken, it increments upward until the system finds an unused username (IE. d4brown).

Second the email address is generated based on the username.

Using the example above, Douglas Brown, username d4brown, will get an email address of Douglas.4Brown @ Royalroads.ca.

We cannot changed the name except in very specific circumstances. This includes legal name change or of the username is offensive. If the username is offensive, then the username is incremented by 1 number.

Setting up your RRU computer or the first time

Click here if you received a new RRU computer

If you have been provided with an RRU computer, there can be some initial setup required. We recommend the follow steps in this order:

After you have logged in for the first time we recommend you wait about 4 minutes to allow the computer to configure the network and check for updates
After the 4 minutes has passed, we recommend that you first open Microsoft Word. It should prompt you to login. You need to use your UPN username. (You might get an error after setting up your Office account. Ignore this error)
Close Word, and open Outlook
It should connect and show your email. Please allow a couple of hours for everything to sync.
Now open Microsoft Teams and log in to Teams. (UPN again). On the confirmation screen, remove the check mark beside “manage this device” and click the link in the bottom right (“…only this device…”) and you should be logged in.
Now open Microsoft OneDrive and log in. (UPN again, see a pattern?). On the confirmation screen, remove the check mark beside “manage this device” and click the link in the bottom right (“…only this device…”) and you should be logged in.
OneDrive will sync your old desktop (if you had one) with your new desktop. Allow a couple of hours for all files to be sync’d. If you are a brand new staff/faculty, the sync should take less then a minute.
If you require additional links or software, please confer with your supervisor.

MFA and Webmail access

All RRU official correspondence is sent to your RRU email account. There are a few ways to access your RRU email account. (a couple methods require a mobile device)

RRU Computer - If you are provided with an RRU computer you will be able to access your RRU email through the Outlook application pre-installed.

Personal computer or 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.

Another method is to log into our Webmail page. In order to access this webmail account you must first setup MFA.

Once you have MFA setup, you can now log into RRU Webmail with your UPN.

Can I forward my RRU email to a personal account?

No you cannot forward your RRU email to a personal account except in very specific situations.

Additional Resources

Office 365

We offer you a version of Office 365 for home use. This license is subscription based and only works while you have an active account at RRU.

You can find information to set this up here - About Office 365 for RRU Staff, Faculty and Students

We also offer an online version of Office 365. You can access this online version of Office 365 at https://www.office.com/ . You will also use your UPN to access this account.

Computer Services Knowledge base

This site contains lots of key information along with a way to open a ticket to contact us. You can find this site at https://computerservices.royalroads.ca. You must login to see all the content. We recommend you log in now. You should only have to log in once.

Remote Desktop

Remote Desktop is a tool you can use to connect to RRU resources on a personal computer that would not normally be available to you. As with Webmail, you MUST first setup MFA, and then you can /wiki/spaces/ITKNOW/pages/5837595.

Other accounts

Although we try hard to make everything work with one RRU computer account, there are situations where you must register for services that are managed separately. For a complete list of all your possible logins and other accounts, please see /wiki/spaces/ITKNOW/pages/5840838