December 2011


Keeping Software Up-to-date - Why, What & How
Not Yet Scanned Your Computer / Notebook? ACTION NOW
Standard Disclaimer and 75th Anniversary Logo for All Staff E-mails
Setting up Smart Phones / Mobile Devices to Access Your E-mails
Update on New Staff E-mail Project – Microsoft Office 365 for Education
January Staff IT Training Programmes

IT Services Survey Lucky Draw - Are You the Lucky One?


While counting down to the new year, check out if you are the lucky one to welcome 2012 with a fabulous gift -  

As an annual exercise to collect users' feedback, a staff and student survey respectively on IT services was conducted in November/December. To encourage response, one iPhone 4S, one iPad 2 and one Galaxy Tab 10.1 are available to the respondents as lucky draw prizes.

Over 5700 respondents completed the electronic questionnaire and provided us with many useful suggestions and feedback on our services.

Click HERE to see if you are one of the lucky winners.

A big THANK YOU to everyone who had responded to the surveys! We count on your continuous support!




Keeping Software Up-to-date - Why, What & How


You may have heard similar statements from your IT support people and you may have a question -

Why do I need to update the software? They are still running fine and I’m happy with them!

Read through this article for the answer and also for some handy tips to keep your software up-to-date and secure.



Keeping your software up-to-date is essential to maintaining your security and privacy. It is because bugs or weaknesses do exist in software and vendors will regularly provide software updates, i.e. patches, to fix these bugs.

If we do not apply patches, malicious users may exploit these software bugs to attack your computers and hence your valuable data may fall onto malicious attackers’ hand. 



Basically, you need to keep all the software components on your computer up-to-date. For your easy understanding, the following diagram illustrates the major software components on a computer or mobile device like iPhone and iPad:



No idea on how to check if your software are not current and hence require updates? Here are some handy tips for you:  

Operating Systems

  • Some software vendors have embedded auto-update feature in their software. For example, operating systems like Microsoft Windows, Mac OS X and Android have already included the auto-update feature for checking and updating the system automatically.
  • To make the auto-update feature of your operating systems more effective, you can configure to apply the updates at a specific time of the day when your system will be powered on and connected to the Internet. Some updates require rebooting before they take effect. Therefore, when you are prompted for a reboot after applying an update, restart your system without delay.
  • For Apple iOS devices like iPad or iPhone, it does not come with an auto-updating tool. You need to connect the devices to iTune for updating.


  • It is not an easy task for a layman user to keep track of the update status of the applications installed on his / her computer. Some tools are available on the Internet which could help. Secunia’s Personal Software Inspector (PSI) is a good one which can list the update status of your installed applications as shown below and give you some recommendations:


Browser Plug-ins

  • Browser Plug-ins are some tiny software applications that enhance the functionalities of your web browser, e.g. Adobe Flash Player and QuickTime, etc. These software applications are often missed out in the software update process. Vendors have developed some tools to help users to check the plug-ins’ versions.
    • Mozilla provides a web page ( which can help you list out the patching status of the plug-ins.

    • QualysGuard also provides a similar tool named Qualys’ Brower Check.

And of course, our Help Centre is always at your service - call our service hotline at 2766 5900 if you need help!




PolyU Connect for Students - Auto-forwarding of Campus E-mail (for STUDENTS) ALREADY Disabled


Do you know -

Effective from 1 November 2011, PolyU Connect has become the University’s official communication channel with students?
Effective from 23 December 2011, all auto-forward settings in the Campus E-mail (students only) to any other personal e-mail account, such as yahoo mail, gmail, Hotmail, etc. have been DISABLED!


USE PolyU Connect -the only official University e-mail Communication Channel with Students

Login your PolyU Connect account at least
once a day to avoid missing important
University notices and messages.




Not Yet Scanned Your Computer / Notebook? ACTION NOW


The University SAM exercise needs YOU!

Since the commencement of the SAM exercise in early November, over 7,700 university PCs / notebooks have been scanned.  

The exercise is scheduled for completion by the end of December. According to the SAM database, however, some colleagues have not yet scanned computers/notebooks.

If you are among one of them, ACTION NOW ( to scan your computer and submit the scanning results.

Your cooperation is needed for your departmental SAM Manager to complete the exercise by reviewing the scanning results and resolving any unclassified software items found on the departmental PCs / notebooks.



Standard Disclaimer and 75th Anniversary Logo for All Staff E-mails


As recommended in the PolyU E-mail Usage Policy, all e-mails related to PolyU business, including replies and forwarded messages, should contain a standard disclaimer of the University.

After wide consultation, the standard e-mail disclaimer of the University has been defined as below:

With effect from 1 January 2012, this standard disclaimer will be appended to the end of each e-mail message sent from the staff Novell GroupWise system, and also to the new staff e-mail system to be implemented in 2012.

In addition, as part of the publicity activities for the University’s 75th Anniversary, the following anniversary logo will be added to the end of all staff e-mails also starting from 1 January 2012:



Setting up Smart Phones / Mobile Devices to Access Your E-mails


Many colleagues will use different kinds of smart phones / mobile devices to access their GroupWise or Campus E-mail account.

If you would like to make use of the PolyU WiFi service to retrieve your e-mails within campus, please setup the POP3/IMAP connection to your e-mail account as below:


  • GroupWise Incoming E-mail server:
  • Campus E-mail Incoming server:
  • GroupWise/Campus E-mail outgoing server: (authentication by NetID & NetPassword is needed)

Please consult your ISP for the outgoing server setup for off-campus connection.

For assistance, please contact the ITS Help Centre at 2766 5900.




Updates on New Staff E-mail Project – Microsoft Office 365 for Education


MS Office 365, targeted to be launched in April 2012, will replace the two current e-mail systems for staff, Novell GroupWise and Campus E-mail.


Here is the update of the project:

The design of the PolyU-wide Active Directory, which is necessary to provide account provisioning and management services for Office 365, has been finalized. We are now setting up the pilot environment to verify the design.
The Office 365 production site is now ready for use. If you would like to try out the new e-mail system before the roll-out, send us a request, via your Departmental CLO (Computer Liaison Officer), for a trial account. Please note that the trial accounts are for testing purpose only and are not intended for storing sensitive data. Please contact Simon Suen of ITS (Ext. 7718, e-mail: for details.
Upon its launch, Office 365 Exchange will use “” as the default e-mail domain. It means that Office 365 Exchange will replace the current Campus E-mail System at its launching date and will become the official communication channel for all PolyU staff. 

We are now formulating the migration strategy to facilitate a smooth switch-over to Office 365. The followings are some of the SUGGESTED arrangements:

  • The migration exercise will be carried out by department starting from May 2012.

  • ALL GroupWise online messages will be migrated on the server side and will be transparent to users.

  • On-site engineers will visit individual deparments to assist users to:

    • setup the Outlook profile for accessing the Office 365 Exchange mailbox;

    • install the self-service migration tool;

    • migrate the GroupWise archive messages of the last 24 months and provide guidelines for users to archive the remaining messages if necessary; and

    • connect the converted archive message mailbox to the Outlook client for easy viewing of the archive messages.

  • All migrated users have to switch to using Office 365 Exchange and all new messages sent to their GroupWise accounts will be automatically routed to Office 365 Exchange.

During the transition, there will be some technical limitations:

  • The busy search function of GroupWise / Office 365 will not be able to search across both e-mail systems. This may affect the setting up of appointments across departments during the migration period.

  • Due to the 25MB per e-mail size limitation in Exchange, any GroupWise online messages over 25MB cannot be migrated to the Exchange mailbox. Users have to either remove such messages or archive them as offline messages first.

The migration strategy is an important element of the project and suggestions/comments from all colleagues are most welcome. Please contact Ernest Yu of ITS (Ext. 7940, e-mail: for discussions or further information.


Stay tuned to 'Get Connected’ for more updates!



January Staff IT Training Programmes


Training Workshops

You may view the full list of workshops offered in January and make online enrolment via the Staff IT Training Workshop Enrolment System. You will be notified instantly of the enrolment results.


Online Courses

  January Online Courses


Access 2007: Level 1, 2, 3 & 4

  Access 2007: New Features


Acrobat 9.0 Pro: Level 1 & 2


Excel 2007: Level 1, 2, 3 & 4


Excel 2007: New Features

  Excel 2007: VBA


GroupWise 7.0 Level 1-1: Using GroupWise E-mail


GroupWise 7.0 Level 1-2: Organizing E-mails and Address Book in GroupWise

  GroupWise 7.0 Level 1-3: Using GroupWise Calendar and Resources
  GroupWise 7.0 Level 2-1: Exploring Advanced Mail and Message Features


GroupWise 7.0 Level 2-2: Exploring WebAccess, Rules and Access Rights


PowerPoint 2007: Level 1 & 2


PowerPoint 2007: New Features


Project 2007: Level 1 & 2


Publisher 2007


Security Awareness (Part 1): Protecting Information and Countering Social Engineering


Security Awareness (Part 2) : Maintaining Computer and File Security


Security Awareness (Part 3): Promoting E-mail Security and Proper Responses to Security Incidents


SharePoint Designer 2007: Level 1 & 2


What's New in Visio 2007


Windows Vista : New Features


Word 2007: Level 1, 2 & 3


Word 2007: New Features


Please click here for the detailed description of each course. To enrol, please complete and return the web-based proforma reply and you will be informed of the enrolment results in early January via e-mail.

Enquiries: 4566