This site provides you with our standard initial setup process for unmanaged Apple devices. It is kept as lean and simple as possible, however if you encounter problems with any of the mentioned steps do not hesitate and contact us via our IT GEO Servicedesk.
Step-by-Step Guide
Step1 - Set a strong password : You will get the UD with a pre-installed user (commonly with your full name) and a temporary initial password, which has to be changed immediately after handover to you! The chosen password has to be strong - here you can find some tips regarding password security: https://zid.univie.ac.at/en/password-tips/
I. Open the System Settings Click on the Apple Icon in the top left corner of your screen And select "System Settings" in the drop-down menu
| II. Navigate to Users & Groups When you are in the submenu of "Users & Groups" go to the information icon next to your account (as shown in the following graphic)
| III. Click on the button "Change" enter the next menu Check again if it is the correct account/username which you want to change the password for and select the Change button.
| IV. Change the initial password into your own secure password First, type in the initial password, that you got provided by us into the field "Old Password". Next type in your new secure password. Finally you can leave a password hint for yourself - it is optional, but in some cases it can be really helpful. Confirm all input by clicking "Change Password"
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Step2 - Activate FileVault Encryption : University guidelines demand that mobile storage devices are encrypted! How to encrypt your harddisk on your Macbook in short: Apple Icon > System Settings > Privacy&Security > FileVault > Turn On. Afterwards you will retrieve a recovery key. Save the recovery key!! E.g.copy it into a document, then print it and keep the document in a save place!! If lost, in a worst-case scenario all data on the device will be inaccessible!
FileVault Activation - Step-by-Step
a. Open the System Settings > Click on the Apple Icon in the top left corner of your screen and select "System Settings" in the drop-down menu.
b. Navigate to "Privacy & Security" > After you have entered the respective submenu of "Privacy & Security" click the FileVault Icon as depicted in the following graphic.
c. Next activate the FileVault via the "Turn On" button as shown below.
d. Now the system should show you your name (if you have an administrator account - default scenario) and will ask for the respective password, which you have created before (see also in Step1). Finally confirm it by clicking the "Unlock" button.
f. You will get asked how you want to set up the data recovery (recovery key OR iCloud account), we recommend to create a recovery key, because otherwise you would have to mix up your personal/private iCloud account (if you even have one) with a device for work. After you have chosen one of the options, please confirm it with "Continue".
g. Next you should get provided a recovery by the system just like the one you can see below. Copy the code and paste it into an empty text file, which you then can print out, as described before. Once you are sure that you have noted the recovery key, proceed by clicking Continue.
h. EXCELLENT! Now the prompt will show you shortly a progress of the encryption and in the end it should look like the graphic shown below. FINALLY, in case you have not printed out the FileVault recovery key already, please do so and maybe make a copy of it. As soon as you printed it out, store it in a safe place (but not near the device) and the copy you can hand in to the working group's (AG's) secretary/assistent.
Step3 - u:print Setup
The ZID has comprehensively explained the steps to configure the u:printer for staff members in a well-presented manner on the following page. u:print user guides Select the guide corresponding to your operating system on this page and follow it step by step.
Step4 - u:cloud https://ucloud.univie.ac.at/
You can access u:cloud through your browser (https://ucloud.univie.ac.at/) or install the u:cloud client to enable data synchronization with your work device. For more details, please visit the following ZID pages.
https://zid.univie.ac.at/en/ucloud/
https://zid.univie.ac.at/en/ucloud/user-guides/
Step5 - Microsoft Office 365
First, you have to order the Microsoft Office 365 user account via the university's software self-service portal https://sam.univie.ac.at/wm - login with u\u:account (e.g. "u\hmustermann18") and your u:account password.
After the login to the self-service portal, click in the left-hand-sided navigation tree on Catalog > Accounts (EN) or Katalog > Nutzer*innen-Konten (DE) and choose the Microsoft 365 Account (A3).
For a more detailed step-by-step guide on the ordering process, please follow the instructions of the ZID on the following page Microsoft365 Ordering Process.
After the order has been placed, the approval of the IT representative and the cost center manager is required. You will be notified by e-mail as soon as the approvals have been granted.
Consequently, your Microsoft account will be created and provided with the corresponding personal licence. Once the Microsoft account and licence are provisioned, you will receive 2 e-mails with the subject Order provisioned and Microsoft account provisioned.
As a next step you need to activate the Microsoft 365 account and a second factor for authentication - more info on that matter can be found here Activating Microsoft 365.
Now you are able to download the Microsoft Office 365 Suite right from the Microsoft 365 Portal and install it on the device.
Step6 - Microsoft Outlook (recommended mail client by ZID) when using Microsoft Exchange
As first step when you are using a Microsoft Exchange account you have to activate the Exchange Service - in order to do this, please tick the checkbox and click the Enter button as shown in the following picture.
Once you have installed MS Office 365 - you are able to use Microsoft Outlook, as stated above it is the recommended mail client by ZID, but not mandatory! We will show you how to configure Microsoft Outlook on your Mac to send and receive mails with your official univie mail address.
First open Microsoft Outlook.
Since there is currently no method to use a Microsoft Exchange account with the latest Outlook client for Mac, we need to switch to Legacy Outlook before proceeding. Follow the steps shown in the screenshot - and afterwards you have to confirm it.
Now you can start with the setup of your mail address. Click on "Get Started".
Now please type in as email address "[yourusername]@univie.ac.at" (e.g. johndoe24@univie.ac.at).
Next, the method "Username and Password" should be chosen per default. As email address type in now your full-length address (e.g. jane.doe@univie.ac.at). The DOMAIN\Username combo should be "d\[yourusername]" (e.g. d\johndoe24). Finally type in your password and as server name please type in the address given in the screenshot.
Well done! Your official university email address is now set up in Microsoft Outlook and you are ready to go!
Step6a - (OPTIONAL - in case you are or have been a student with only an IMAP mail account and want to switch to an Microsoft Exchange account + you need your old e-mails as well)
Coming soon
Step7 - Microsoft Teams
You can download Teams from the following site Microsoft Teams Desktop App - click on the button "Download Teams" (EN) or "Teams herunterladen" (DE), as shown on the screenshot below. After the download, install it, go through the login procedure and presto, you are ready for the next meeting. For more info about Teams can be found here ZID Microsoft Teams.
Step8 - VPN Setup
VPN (Virtual Private Network) is a requirement for using certain IT services of the University of Vienna, such as u:print or the online storage space (as a network drive) for students and u:phone or the share service (as a network drive) for employees, from outside the University. If a service requires VPN, this is indicated in the respective service description on the ZID website.
If you want to know more, please visit the following ZID site VPN (Virtual Private Network). There you will find also user guides on how to install the respective VPN client on diverse operating systems.
These 8 steps are the standard procedure in the initial setup of our unmanaged devices. Nevertheless, if you encounter any issues or you need help with the procedure, we are happy to help! Please do not hesitate and contact us via IT GEO Servicedesk or in very urgent cases write us an eMail >> it.geographie@univie.ac.at.