Remote Working - Zenzero

Working from home

Zenzero is committed to helping our clients stay connected by delivering a range of technologies that allow staff to stay productive when working away from the traditional office environment.

We have helped lots of our customers deploy flexible remote working and collaboration tools over the last few years and these are especially relevant in light of the ongoing Coronavirus (COVID-19) pandemic. We have updated this page to share with you some important advice, answer some of the frequently asked questions we get asked and link to some ‘how-to’ resources. 

We cover things like accessing your organisation’s information when working from home. Running meetings to avoid travelling or visiting customers and suppliers and other remote working techniques. 

The solutions in these examples may not be the same for everyone so if you have a specific question please contact us. 

Remain vigilant

Cyber criminals are using the coronavirus as a money generating scheme.    

The BBC has a news article highlighting some recent email campaigns to watch out for : https://www.bbc.co.uk/news/technology-51838468

Please remain vigilant and make sure you access information from trusted sources such as:

> GOV.UK https://www.gov.uk/government/topical-events/coronavirus-covid-19-uk-government-response

> NHS https://www.nhs.uk/conditions/coronavirus-covid-19/

Since February 2020, the National Fraud Intelligence Bureau (NFIB) has identified 21 reports of fraud where Coronavirus was mentioned, with victim losses totaling over £800k. Ten of these reports were made by victims that attempted to purchase protective face masks from fraudulent sellers. One victim reported losing over £15k when they purchased face masks that were never delivered. Reporting numbers are expected to rise as the virus continues to spread across the world. Action Fraud have also receive multiple reports about coronavirus-themed phishing emails attempting to trick people into opening malicious attachments or revealing sensitive personal or financial information. 

Some of the other tactics identified from victim reports: 

Fraudsters purporting to be from research organisation’s affiliated with the Centers for Disease Control and Prevention (CDC) and the World Health Organisation (WHO) contact potential victims over email. They claim to be able to provide the recipient with a list of coronavirus infected people in their area. In order to access this information, the victim needs to click on a link, which leads to a malicious website, or is asked to make a payment in Bitcoin. 

We cannot stress enough how important it is to be extra cautious if you receive communications from someone you do not recognize that are offering you something that is ‘too good to be true’ or are urging you to click on a link. If you have any questions about the legitimacy of an email please get in contact with us as soon as possible.  

To get in contact with our support team please use: support@zenzero.co.uk if your enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

Windows Users

How to connect to a VPN

These instructions are designed for those who already have a VPN setup on their computer:

1 – Click the ‘Windows’ key, then type ‘VPN’

screenshot of vpn settings

2 – Click on ‘VPN Settings’

3 – You will see a list of available VPN’s that you can connect to. Select the VPN you require and click ‘Connect’.

connect to vpn

Note: You may be asked for a secondary authentication method such as a PIN code sent to you via SMS or alternatively you may need to approve the connection via an app such as Microsoft Authenticator (example below).

MFA VPN

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

Remotely connecting to your PC via Remote Desktop Gateway: Part 1 - do this when at work

Whilst you are still in the office do the following on your work PC…

1 – Click the ‘Windows’ key, then type

2 – This PC

3 – Right click on ‘This PC’ and left click ‘Properties’

4 – Write down your full computer name e.g. 8HLSPN2.Zenzero.local

Remotely connecting to your PC via Remote Desktop Gateway: Part 2 - if you have a Windows PC at home

This is the second phase of the connection process, of which should be followed from a computer running Microsoft Windows in your home environment.

1 – Here you’ll need to get logged into your personal machine, and enter the start menu. However, you need to search for ‘Remote Desktop Connection’ and open this application:

2 – Once you’ve opened ‘Remote Desktop Connection’ you should see a screen similar to the below – This is where you’ll need to populate the hostname of your machine you collected earlier:

3 – To enter the Remote Desktop Gateway server settings, you’ll need to click on ‘Show Options’ in the bottom left hand corner to enable the extra settings and menu’s:

4 – With the extra menu’s now enabled, choose the ‘Advanced’ tab across the top. You should now be presented with a different window. You’ll need to choose ‘Settings’ on this page as seen below:

5 – Within the Settings screen, you’ll need to add your Remote Desktop Gateway address. Alike the below picture, choose ‘Use these RD Gateway server settings’ and populate ‘remote.yourdomain.co.uk’ in the Server name field. If you require assistance finding your remote desktop gateway address please contact us.

6 – Choose ‘OK’ at the bottom to apply these settings.

7 – Finally, return back to the General Tab and press on ‘Save As’. This will allow you to save the settings you’ve just configured as a file, of which people often store on their desktop for ease of access:

                                           

How to test your home network speed

Using in-built Google app:

1- Type network speed test into Google

2- Click the ‘run speed test‘ button

3- The test will take a few seconds to a minute to conduct

4- When the results show the download speed is the most important stat as this will show how good your internet speed is.

Using speedtest.net:

1- Type speedtest.net into Google

2- Click ‘I consent‘ button

3- Click ‘Go

4- The test will take a couple of seconds to a minute

5- The download speed is the most important stat to pay attention to.

Note:

The average speed is between 30-50 megabytes

In rural locations between 10-30 megabytes is normal

Central city locations should expect to see between 50-100 megabytes

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

How to access your email online from a home device

To sign in to Outlook on the web using your work or school account in Office 365:

1 – Go to the Office 365 sign-in page or to Outlook.com.

2 – Enter the email address and password for your account.

3 – Select Sign in.

Note: To sign in to Office 365 using another account, select Use another account the next time you sign in.

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

How to install your company version of Office onto a home device

1- Type into Google ‘portal.office.com

2- Click ‘Office 365 Log in

3- Click ‘Sign in

4- Sign in with your chosen email address

5- This will take you to your organisations sign in page where you will need to enter your work password

6- If you have 2 factor authentication you will receive a notification to approve this log in

7- In the top right corner click ‘Install Office 365 apps

8- Follow instructions on the screen how to proceed with the download.

Note:

Appropriate Office 365 licence will be required

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

Apple Mac Users

How to test your home network speed

Using in-built Google app:

1- Type network speed test into Google

2- Click the ‘run speed test‘ button

3- The test will take a few seconds to a minute to conduct

4- When the results show the download speed is the most important stat as this will show how good your internet speed is.

Using speedtest.net:

1- Type speedtest.net into Google

2- Click ‘I consent‘ button

3- Click ‘Go

4- The test will take a couple of seconds to a minute

5- The download speed is the most important stat to pay attention to.

Note:

The average speed is between 30-50 megabytes

In rural locations between 10-30 megabytes is normal

Central city locations should expect to see between 50-100 megabytes

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

How to tether your mobile data to a laptop device

1- Go to settings on your mobile

2- Click personal hotspot

3- Turn on personal hotspot

4- Then go to your laptop WiFi bar and find your phone name

5- Type in the password when prompted

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

Remotely connecting to your PC via Remote Desktop Gateway: Part 1 - do this when at work

Whilst you are still in the office do the following on your work PC…

1 – Click the ‘Windows’ key, then type

2 – This PC

3 – Right click on ‘This PC’ and left click ‘Properties’

4 – Write down your full computer name e.g. 8HLSPN2.Zenzero.local

Remotely connecting to your PC via Remote Desktop Gateway: Part 2 - if you have an Apple Mac at home

This is the second phase of the connection process, of which should be followed if you have an Apple iMac or MacBook computer at home.

1 – Here you’ll need to get logged into your personal machine, you then need to find and download the Microsoft Remote Desktop app from the Apple App Store. Make sure it’s the one from Microsoft, it’s free so you don’t need to pay for anything:

2 – Once you’ve opened the app you should see a screen similar to the below, click “Add PC”…

…now you can add populate the hostname of your machine you collected earlier:

3 – You also need to enter the Remote Desktop Gateway server settings, click on where it says “No gateway” and then click on the ‘add gateway’ and enter the settings:

4 – Once you have done that check all the settings look right, double-check your PC name and Gateway details then click “Add”:

5 – You will now be able to connect to your work PC, you’ll need to use your work email address and password:

6 – Choose ‘Continue’ and you should be able to get onto your PC.

7 – If you require assistance finding your remote desktop gateway or have other problems connecting please please contact us.

How to access your email online from a home device

To sign in to Outlook on the web using your work or school account in Office 365:

1 – Go to the Office 365 sign-in page or to Outlook.com.

2 – Enter the email address and password for your account.

3 – Select Sign in.

Note: To sign in to Office 365 using another account, select Use another account the next time you sign in.

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

How to install your company version of Office onto a home device

1- Type into Google ‘portal.office.com

2- Click ‘Office 365 Log in

3- Click ‘Sign in

4- Sign in with your chosen email address

5- This will take you to your organisations sign in page where you will need to enter your work password

6- If you have 2 factor authentication you will receive a notification to approve this log in

7- In the top right corner click ‘Install Office 365 apps

8- Follow instructions on the screen how to proceed with the download.

Note:

Appropriate Office 365 licence will be required

To get in contact with our support team please use: support@zenzero.co.uk if you enquiry is not urgent or call 0333 3209 911 if you need urgent assistance. 

Here are a few of the Frequently Asked Questions we get asked about remote working, the solutions in these examples may not be the same for everyone so if you have a specific question please contact your account manager or the Service Desk. 

What if I need to work from home and access my company’s information?

If you work from a company laptop then you can look to use a Virtual Private Network (VPN) to connect to your organisation when you are away from the office. If your organisation has a VPN setup you should be able to remotely access your files and shared drives when you are working from home or anywhere else where you have a broadband connection 

Whilst VPN’s are a good solution for those who have company laptops it is not suitable for workers who have a desktop PC or for those staff that use their own devices. 

If you use a desktop PC in the office there may be an option for you to use your personal / home computer to remotely access your work computer using something known as Remote Desktop Gateway. Remote Desktop Gateway does require your organisation to have an existing server but please do speak to us if you feel that this is something you would be interested in enabling.  

How can I run remote meetings to avoid travelling?

You don’t need to cancel your meetings with clients even when travel is not recommended. You can run remote meetings and conference calls as well as share documents easily with customers, suppliers and others within your business using Microsoft Office 365. 

Most organisations that use Office 365 will have access to an application called Microsoft Teams. Microsoft Teams allows your organisation to use instant messaging, run voice and video conferences and to share and collaborate on documents. Microsoft Teams can be setup to allow external contacts and third parties to join in with communications and meetings – for example you can arrange a conference call with customers and they can dial-in from a normal telephone providing you have the right licenses enabled. Microsoft Teams is included in the basic Business Essentials plan and can be installed on Windows 10, MacOS, iOS, Android devices and can even be accessed in a web browser. There are a number of licensing options so please speak to Zenzero if you want to enable Teams across your organisation.  

If you do not have Office 365 or if you are not sure what you have then please get in contact with us so we can help 

Can I use my company telephone system from home?

Speak to your VoIP provider to see whether or not you can benefit from a ‘softphone’ which is simply an app that can be installed on a smart phone or computer which replaces the desk phone you would normally use. When using a softphone on a computer you may want to use a headset for a better phone experience. For the avoidance of doubt, when using a softphone on a mobile phone this will not use the minutes on the mobile contract but instead the minutes on the business VoIP contract. 

What do I do if I need to print work documents at home?

Please remember that when working from home and remotely connecting to the office, you may not be able to print to your home printer. When connecting to a VPN or Remote Desktop Gateway if you encounter any issues printing, please get in touch with us to see if we can help. Whilst we would always encourage you to work in an environmentally friendly way, if you are advised to work from home, it might be sensible to print any documents you require beforehand.