Welcome to RRU.

You may be overwhelmed learning all the new systems and usernames and passwords. 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
We strongly recommend you go through all the info on this page, but if you are in a hurry, please read the “(must read!)” sections as a bare minimum.

1 Your RRU Login (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 Setting up your RRU computer for the first time
4 Email address (must read!)
5 Additional Resources
- 5.1 Employee Orientation to RRU
- 5.2 Office 365
- 5.3 Avanti Payroll System
- 5.4 Printing on Campus
- 5.5 Copying or Scan-to-email on Campus
- 5.6 Specialized Equipment
- 5.7 Remote Desktop
- 5.8 WiFi on Campus
- 5.9 Other accounts
- 5.10 Computer Services Knowledge base

Your RRU Login (must read!)

You have one RRU Login that you’ll use to access resources.

Note: If you are also a student, you will have a different RRU Login to use when accessing student resources. The information below ONLY pertains to your role as an employee.

Depending on which resource you’re using, you may be required to enter your RRU Login 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:

RRU Login Short Form

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

like: dbrown or d1brown

(technically called a Security Accounts Manager (SAM))

Logging into an RRU Computer
RRU Library
If you need to reset your password
SurveyMonkey

RRU login Long Form

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))

Professional and Continuing Studies Moodle if you are teaching or facilitating a non-credit or prerequisite courses
Undergraduate and Graduate Studies Moodle if you are teaching or facilitating a credit program
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

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 name 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 from your supervisor. If you cannot find a copy of this username or passphrase, please contact your supervisor.

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, talk to your supervisor.

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, Remote Desktop (for staff only) and Office 365 (currently only for people outside Canada, but soon coming to all accounts). You need MFA to access any Microsoft resource as well as any resource that use Microsoft to authenticate like Avanti, Zoom and many others. In the near future MFA will also be required to log into Moodle.

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.

Setting up your RRU computer for the first time

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. Use your RRU Login (long form) to log in when prompted. (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 using the long form of your RRU Login. 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 using the long form of your RRU Login. 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.

RRU resources are available on RRU laptops as long as their is an internet connection, regardless of their location.

Please note that these laptops reboot automatically every Wednesday to install updates and refresh resources.

Email address (must read!)

An email address was created at the same time as your RRU Login. 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 RRU Login 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 your RRU Computer - This is the primary way you will read your email. It should be working if you followed the instructions above to setup your new computer.

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.

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 RRU Login (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.

Some RRU email going to Hotmail, Outlook, MSN and Live.ca accounts, including RRU passphrase reset and RRU Login 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.

Additional information regarding email can be found on our https://royalroads.atlassian.net/wiki/spaces/ITKNOW/pages/5834376 page.

Additional Resources

Employee Orientation to RRU

This course will help orient you to the culture and philosophy of RRU and serve as a just-in-time resource that can be leveraged as an internal learning tool, interactive space, and place to provide feedback.

Office 365

We offer you a copy of Office 365 that you can install on up to 5 computers. This license is subscription based and only works while you have an active account at RRU.

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

You can find information to set this up on your personal computer here - About Microsoft 365 for RRU employees, contractors, 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/.

MFA must be setup to access this service outside Canada (and coming soon for inside Canada).

Avanti Payroll System

Some accounts, like Avanti for pay information, can take a couple of days to setup.

Please make sure you are following this procedure to log into your Avanti account.

If you are feel you are logging in correctly but you are getting an error, then contact Payroll for a timeline on when your account will be accessible.

Printing on Campus

When on campus, you can print to any RRU printer from any RRU computer. You cannot print from a personal laptop.

To Print:

Log in to any RRU computer with the short form of your RRU Login (i.e. d1brown) and password
A printer should be setup by default. (The printer name is the physical location of the printer). If you do not see a printer, you can install with these instructions. Or you can contact Computer Services at the phone number listed below
You have unlimited printing, however you will see the amount of printing during the fiscal year in the PaperCut print balance window. This is for informational purposes only. Costs for printing can be found here.

Copying or Scan-to-email on Campus

To use the printer to Copy or Scan-To-Email, you must log into the Printer

On the LCD display on the copier, enter your resource ID number and your PIN
- If you do not have a PIN, click on the button that says No PIN
- You'll be asked to enter your PIN once and then again to confirm. Use something you'll remember easily and please do not use your bank PIN or anything else that valuable.
Now, you're set up. Click Log in to access the copier, scan or fax features.

Specialized Equipment

RRU provides Laptops, laptop dock, monitor(s), keyboard and mouse as standard equipment to all Staff and Faculty.

Specialized equipment for ergonomic or health reasons can be arranged through the Human Resources department.

Additional web cameras or headphones can be purchased through the department’s consumable budget.

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 configure Remote Desktop on your personal computer.

WiFi on Campus

RRU offers free wifi access on campus. Please see the following page for details on how to connect your mobile device or laptop to the RRU wifi.

Use the long form of your RRU Login (d1brown@royalroads.ca) to access wifi.

WiFi at RRU

Other accounts

It may be necessary for you to register for services that are outside of RRU or managed separately. In some cases, Computer Services will create the account and in other cases you will create accounts that are separate from your RRU Login.

For a complete list of all possible logins and other accounts, including those mentioned above, please see https://royalroads.atlassian.net/wiki/spaces/ITKNOW/pages/5840838.

Computer Services Knowledge base

This site contains a lot of answers to questions you may have during your time ant RRU and provides a way for you to open a ticket for technical assistance. You can find this site at https://computerservices.royalroads.ca. You must login to see all the content and we recommend you log in now. You should only have to log in once.

IT-Services Knowledge Base

Getting started: logging in, email, and accessing resources (staff, faculty)