CECG has moved to a single Microsoft platform for the provision of services. Key benefits include: Integrated Communications via Teams combining chat, video calls and file sharing in one platform. Application integration including SharePoint, OneNote and OneDrive providing a seamless workflow. Real-Time Collaboration where Teams / SharePoint allows multiple users to work on documents simultaneously, improving efficiency and reducing email clutter. Enhanced file sharing allowing control over permissions and access. Microsoft Office suite interaction Most importantly, centralised backup of data ensuring that nothing is lost in the event of device / storage failures. Google Drive is no longer endorsed by the CECG Executive Leadership team. It can still be used and is supported by ICT. There is no current end of life date for the Google Suite of applications, however ICT recommends that staff commence the process of transferring personal data to OneDrive. Service Areas / Schools are advised to contact ICT for assistance in transferring data from Shared Google Drives to SharePoint or Teams. Step 1: Log into Google Drive Log into your Google Drive account. Go to “My Drive”. You will see your files and folders. Make sure you know where the files you want to transfer are located. Step 2: Download the Files to your computer Select the files or folders you want to transfer and download them to your computer. You can download individual files by right clicking and selecting “Download”. For multiple files or folders, hold down the “CTRL” or “Command” key while clicking on each item you want to download, then right click and select “Download”. Your computer will create a zip file containing all your selected files. Once downloaded they can be found by opening File Explorer (Shortcut CTRL E) and selecting Downloads. Step 3: Unzip the files Once the files are downloaded, you will need to unzip the file. Simply right-click on the zip file and choose “Extract All” or “Unzip”. The files unzip into the Downloads folder or you may want to choose a different location. Step 4: Open OneDrive Open your OneDrive application. This can be found by clicking on your Windows Start button in the system tray and typing in OneDrive and clicking Open, or alternatively, OneDrive will be visible in Windows Explorer. Step 5: Upload the Files to OneDrive Finally, upload the files you downloaded from Google Drive to OneDrive. You can drag and drop files directly into your OneDrive folder or right-click file(s), select OneDrive and click “Move to OneDrive”. Make sure you have a good internet connection because the upload time will depend on the size of the files and your internet speed. After you’ve completed these steps, your files will be safely stored in OneDrive. You’ll be able to access them from any device with internet access, just like you did on Google Drive. The transfer process is a great way to ensure your files are where you need them to be. Hints and Tips Make sure you have enough space on your computer to download the files from Google Drive. Check your internet connection before starting the transfer to avoid any interruptions. Consider transferring files in batches if you have a lot to move, to make the process more manageable. You can tackle the job over a period of time, rather than all at once. Keep your Google Drive files organized to make it easier to find what you need to transfer. Double-check that all files have been uploaded to OneDrive before deleting anything from Google Drive. Look at this as an opportunity clean up your digital workspace and ensure files are exactly where you need them to be. Frequently asked questions Can I transfer files directly from Google Drive to OneDrive without downloading them to my computer? No, currently there is no direct way to transfer files between the two services. You will need to download them to your computer first. Will my files be deleted from Google Drive once I transfer them to OneDrive? No, your files will remain in Google Drive until you decide to delete them. Transferring files to OneDrive is just making a copy. How long does the transfer take? Transfer time will be dependent on the size of the files, how many files you are transferring and your internet speed. It could take anywhere from minutes to several hours. It is recommended that transfers are done in batches, so you aren’t tied up for long periods of time. Acknowledgements The base information for this document is courtesy of Kermit Matthews who specialises in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices. The rest has been adapted to meet CECG requirements.

Part 1: Install Clevershare App If you already have the Clevershare app on your laptop, skip to Part 2. Click on the start menu and type Company Portal. Click on the Company Portal icon. Click on Clevershare, then Click Install If you encounter issues installing, contact the ICT service desk for assistance to install. Part 2: How to wirelessly share your screen Look at your Clevertouch screen, Tap the Clevershare icon A 6 digit code will be dislayed On your laptop, open the Clevershare app. Type the 6 digit code If you are prompted to enter a device name, click Save. If you want you can enter a friendly name before clicking save, but do not need to. Click Confirm if Prompted Click the Start button under Screen Share You can now choose one of the sharing options below. Click Desktop to mirror your whole screen Click Extend to have the Clevertouch act as a second display, you can drag windows onto the Clevertouch while still working on your main screen. Click Any of the screens under the window section to share only a specific window, for example to only share your google chrome window. Click the Mirror button once you have made a selection A mirroring request will be displayed on the Clevertouch board - Click Accept Your selected content can now be displayed on the Clevertouch screen

Staff Device Program Before you start Connect the power adapter to a power outlet and then plug the adapter into your laptop's charging port. Ensure you have your mobile phone with you. Ensure you are in the office / school and have access to CECG Wi-Fi. Initial Set-up Turn on the device Enter your email address: firstname.lastname@cg.catholic.edu.au when prompted Hit Next. You will be promoted to complete Multi-Factor Authentication (MFA) via OKTA. Enter user name: firstname.lastname and hit Sign in. When prompted select your preferred MFA Option. The device will then complete the user portion of device provisioning. This can take up to 15 minutes. DO NOT DISCONNECT FROM POWER UNTIL COMPLETE. You will be prompted to set up Windows Hello (facial recognition or Fingerprint) and a six (6) digit PIN. Follow the prompts to complete. Next Steps Zscaler Sign into Zscaler – go to Start Menu, type in Zscaler in the Search bar and select Open. Type in your email address and click “Login”. Your browser will automatically open on the OKTA Dashboard page. You will be prompted with the below. Tick always allow checkbox and select Open. The device will be registered with the Zscaler service. Close the browser window. Company Portal The Company Portal application allows you to securely access CE applications and resources on your device. The following link provides details on how to open --->How to Use Company Portal. Use the Company Portal to install your Printers, previously approved applications (such as Visio, Adobe Creative Cloud) and non-standard applications such as Google Chrome. Microsoft have removed Outlook Classic with effect January 2025. Windows Activation You may notice a message on your desktop advising that Windows is not activated. This message will go away in time, however, there is an application available in Company Portal named “Activate My Machine” which can be installed to register immediately. Recommend you do this. Printers You will see an application with the name -Copiers. Open and install the printers for your site. OneDrive You will be automatically logged into OneDrive. If you aren’t, please follow the instructions available on the ICT Portal -----> One Drive Install and Login. This document will help you setup Known Folder Move to see your backed up files and folders if you don’t have them already. -----> Known Folder Move If you have current files in your Google Drive, ICT recommend transferring to OneDrive. Instructions on how to complete are available on the ICT Portal ------> How to transfer files from Google Drive to OneDrive : CECG ICT Service Desk Clevertouch Information on Clevertouch Panels are available on the ICT Portal -----> Clevertouch for Intuned Devices Outlook Open Outlook via the Search bar. It will take a little time to open and copy your mail across. Teams Open Teams via the Search Bar and click the "Spruce Up" button. Hints and Tips Single User These devices have been designed for a single user. In the event that someone else signs in on the device, they will not have full access to systems and tools. If the device is no longer required, please log a request via the ICT Portal to have it returned to the spares pool. Key Applications and Platforms Intranet: https://intranet.cg.catholic.edu.au/Pages/Home.aspx Note: You will be asked to sign in with your Email Address and Password every time you open a new Window – Please refer to these instructions https://cgcatholic.freshservice.com/support/solutions/articles/75000139789 Microsoft 365 Apps: Outlook, Teams, OneDrive, SharePoint, Word, Excel, PowerPoint Email & Calendar: Outlook New Collaboration & Communication: Microsoft Teams File Storage & Sharing: OneDrive (Personal Storage) and SharePoint (managing and sharing files for teams) Payroll: ESS via Intranet home page or Link: Self Service : Login SALT Compliance Training: Salt - CECG CE Directory: CEO Staff CE Directory Battery Optimisation The new device can prolong battery life when disconnected from power by: Limiting background activity Reduce screen brightness Shortening screen timeout Disabling some visual effects This can be enabled by selecting the Power Indicator in the System Tray and enabling “Energy Saver”. Settings can be further modified by opening "Settings" and selecting the System, Power and Battery section. Display Settings You will need to set up you external monitors when connecting your device for the first time. Type in Settings in the Search Bar and select Display. Here you can arrange monitors to best suit your preferences. You can also set your screen “Scale” and “Resolution” (use recommended settings or specific preferences) and Screen “Orientation (Landscape or Vertical). IT Support & Assistance Self-Service Portal: https://cgcatholic.freshservice.com/support/home Phone Support: 1300 232 448 IT Helpdesk Contact: service.desk@cg.catholic.edu.au Office Hours: [Monday – Friday, 8:30 AM – 5 PM] excluding National Public Holidays

The following article provides instructions on a simple way to complete a screenshot. This isn't the only possible method but is a very simple one to follow. Open the "Snipping Tool" by typing in Snip in the search bar at the bottom of your screen. Hit Enter or Select "Open". Alternatively, at anytime, you can press the Windows logo key + Shift + S to start a snip. The below window will open. Select the Type of Snip: Click on "New" to choose the type of snip you want (rectangular, free-form, window, or full-screen). Capture the Screen: Drag the cursor to select the area you want to capture. The screenshot will be taken and displayed in the Snipping Tool window. If you need to open an area, you can delay the "Snip" by 3, 5 or 10 seconds to allow you sufficient time to bring what you want to copy to the screen. Edit and Save: You can annotate the screenshot if needed. To save, click on the save icon or press Ctrl + S. Use Additional Features: You can also use the ruler and protractor tools for precise measurements if needed. For more detailed instructions, you can refer to the official Microsoft Support page - Snipping Tool.

Objectives The Classroom Device Program key objectives are to: Provide Schools with guidance on recommended device life, maximum device life (4 years) and provide related services. Operationalise a Technology Lifecycle Management program (TLM) to provide standardised provisioning, break-fix and end of life services for all end user hardware across the CECG system. Ensure all devices meet the minimum security and operational requirements. Remove all end-of-life devices from the environment that can no longer receive security patches and updates. While recommended, ICT will not enforce replacement of devices at the end of the 4-year lifecycle. Hardware support from CE ICT will not continue past 4 years. Software support will continue to be provided until such time as the software is no longer supported by the software vendor or the device no longer performs to a standard that allows for effective management of the device. Benefits ICT have worked closely with our vendors to provide standardised pricing for commonly purchased items. Pricing will be updated quarterly and items will be able to be ordered directly from a catalogue which will be available on the ICT Portal. Fixed quarterly pricing which will: Improve budgeting cycles Shorten the purchasing timeframe by removal of requirement to obtain quotes having to raise purchase orders each time. Easy financial approval to expend school funds via the Service Request workflow. ICT managing the ordering and delivery process. Staggered depreciation allocation over a 4 year period. How is it Funded? Classroom devices are funded via Source 2 (School Budget). Purchases will be capitalised and the funds deducted from the schools bank account at the time of acquisition. The Technology Lifecycle Management Service will be charged as an Inter entity charge and will appear in the school's operational budget under account 39209 – Payment to CEO at time of acquisition. A depreciation charge will be monthly in line with current accounting practice and a budget will be allocated by Finance to match. For most Classroom devices this is for a period of 48 months. What is the pricing for devices? Pricing for devices is available on the ICT Portal. What does the pricing include? The pricing is inclusive of the device and any detailed accessories as well as the Technology Lifecycle Management service to cover the cost of operating the program. Examples of what is covered by the Technology lifecycle service: Pre-provisioning, break-fix and end of life service including e-waste charges. Repairs to devices that are not covered by warranty. Shipping of hardware to and from locations as required. Maintaining pool devices at relevant ICT staff locations. Procurement of replacement accessories such as power adapters as required. Note: The Technology Lifecycle Management service ceases to apply once devices are more than 4 years old. Will CE ICT provide support for devices throughout the lifecycle? CE ICT will provide support for both hardware and software over 4 years. Devices older than 4 years will only receive software support e.g. automated software patches. CE ICT will maintain a pool of spares which can be deployed at short notice to cover for faults and breakages. Can I add and remove devices from the classroom fleet? There will be no opportunity to hand a device back over the lifecycle, however, schools can add to their fleet to meet their operational requirements at any time. Does the school retain ownership of the device after 4 years? Yes, there is no payout cost at the end of the 4 years and the school can continue to use the device until the software operating on the device is no longer supported. The school must follow the e-waste processes once the device is retired. It is strongly recommended that devices are replaced every 4 years. How do I order devices? Devices can be ordered by accessing the Hardware Catalogue which is published on the ICT Portal. Details of the workflow are provided below. Any further queries can be directed to the CE ICT Team by raising a Request via the ICT Portal. Step # Summary Description Owner # Start A requirement for a new device(s) has been identified. School 1 Raise Request via ICT Portal Requestors can find the Hardware Catalogue on the ICT Portal. Pricing is negotiated with the vendor and updated quarterly. Classroom devices incur a one-time Technology Lifecycle Management Charge which is added to the total. School 2 Enter Financial Approver The request has a field to enter the Financial Approver for the Service Area / School. Type in the name and select from the drop down list. Select “Place Request”. The request will generate an Approval Request which will be sent to the nominated Financial Approver. School 3 Review Request The nominated Financial Approver will review the request. They need to ensure they have appropriate financial delegation to approve the purchase, confirm the request has a legitimate business need and that there is budget available for the purchase. Financial Approver Decision Approved? If yes, go to 4. Request reviewed If no, go to End procedure Financial Approver 4 Request Reviewed The ICT Service Desk will review the request to determine whether it meets the Classroom Device Program rules. For Example, laptop types for staff cannot be purchased under the CDP. ICT Service Desk Decision Meets CDP Rules? If yes, go to 5. Deploy Devices If no, go to 12. Advise Requestor ICT Service Desk 5 Deploy Device(s) The Technical Support Officer (TSO)will deploy the device(s) to the requestor location TSO 6 Update Freshservice Asset Management The IT Service Management (ITSM) tool will be updated detailing Assigned User and Location TSO 7 Provide Details to Finance An extract from the ITSM tool will be sent to Finance. TSO 8 Capitalise devices against Locations Finance will enter details into the CECG Asset Register and capitalise purchase against the nominated location Finance 9 Deduct Purchase Price from School Bank Account The purchase price of the devices will be deducted from the School Bank account Finance 10 Technical Lifecycle Management Service charge The One-Time Technology Lifecycle Management Service will be charged to the School’s Operations Budget (Acct 39209) Finance 11 Monthly Depreciation set up Monthly depreciation charge will be set up to be charged to the schools operations budget for the lifecycle of the device (48 months) Finance 12 Requestor Advised Should the request be rejected the requestor will be advised. At Financial approval – a reason for rejection must be entered when rejecting at approval phase. ICT Service Desk – The ICT Service Desk will notify the requestor should any request not meet the CDP rules and why the request does not. Go to End Procedure Auto Process / ICT Service Desk # End End Procedure All actions have been completed, and the Service Request will be closed

How to Access Your Organization's Outlook Email on a Personal Device Install the Outlook Application: Go to your App Store (Apple) / Play store (Android), download and install the Outlook application on your personal device. If you already have the app, you're good to go. Add Your Account: Open the app, tap on Add Account, enter your organizational email details, and hit Add Account. Authenticate: When prompted with the message "Please authenticate," click on Open Authenticator. Login: You will be redirected to the Catholic login screen. Enter your organizational username and password, then hit Sign In. You will be prompted to verify your identity. Verify Identity: Select Get Push Notification in Okta Verify Authenticator app. A message will be sent to your Okta app to verify your identity. Approve the notification. Apply Policies: You may see a screen with a message about applying organizational policies. You can choose to hit Maybe Later. Enable Notifications: If you want to turn on notifications, select Turn On. Otherwise, choose No Thanks. If you are still having issue with the set-up, please reach out to us on CECG ICT Service Desk 1300 232 448 Please click here to Access your Ticket

Introduction This document is intended for anyone who is having their laptop upgraded and finds that some things haven’t transferred with the upgrade, even if you followed the instructions in the Staff Device Program - User Guide | Knowledge Base | CECG ICT Service Desk. This document provides procedures for transferring several features and settings in the Microsoft Office suite that may not have been included in the transfer. This document focuses mainly on Word, as this is where you are most likely to have features to transfer. However, the procedure for transferring Word’s Quick Access Toolbar works with only the most minor changes for Excel, PowerPoint and Visio – refer to the section Other Microsoft Office apps. Word Word Quick Access Toolbar Word’s Quick Access Toolbar (QAT) is positioned by default above the ribbon. It’s a place you can add icons for all your favourite commands, styles and macros. The image below shows how mine looks, as it’s currently set up. If you have added any favourites to your QAT in your old laptop, you will need to follow the procedure below to have them appear in the QAT in your new laptop. The procedure below also works for another kind of customisation you may have performed in Word if you’re adventurous – creating your own groups of commands on the ribbon. Follow this procedure to copy across both your own QAT and any customisations you have made to your ribbon at the same time. 1. On your old laptop, open any Word document. 2. Select File > Options > Customize Ribbon. 3. In the dialog box that opens, click the Import/Export button. 4. In the drop-down that opens, select Export all customizations. 5. Word displays a Save dialog box in which the File name field is populated with the filename Word Customizations.exportedUI. Browse to any folder on your OneDrive where you can save the file, then press Save. 6. Now move to your new laptop, open Word and, as before, select File > Options > Customize Ribbon. Word displays a dialog box like that shown in step 3. 7. Click the Import/Export button and this time select Import customization file. 8. A File Open dialog box opens. Browse to the same OneDrive folder into which you saved the file Word Customizations.exportedUI. Select that file and click Open. 9. A message now warns you that this procedure replaces everything on both your QAT and your ribbon. Click Yes to proceed. 10. Your QAT and your ribbon should now look like they did on your old laptop. Autocorrect Autocorrect entries are of two types: unformatted and formatted. The unformatted ones are stored in files with the extension .acl, while formatted ones are stored in your Normal template (Normal.dotm). Follow the steps below to transfer the unformatted autocorrect entries. If you have any formatted autocorrect entries, you will need to copy your Normal.dotm across too, as described in the section Normal template. 1. On your old laptop, press ⊞+R (this means press the Windows key and R together), then in the Run window that opens type %userprofile%\AppData\Roaming\Microsoft 2. In the File Explorer window that opens, double-click on Office. 3. In the folder that opens, select all the files listed that have an extension .acl. 4. Open any folder in your OneDrive and copy all these .acl files into it. 5. Go to your new laptop and open the same OneDrive folder. 6. Press ⊞+R, then type %userprofile%\AppData\Roaming\Microsoft 7. In the folder that opens, double-click on Office, then copy the .acl files from the OneDrive folder into the Office folder previously opened. Auto text and building blocks Auto text is saved by default into the Normal template Normal.dotm but can also be saved in other templates. If you have auto text entries saved in Normal.dotm, use the procedure given in Normal template to transfer the Normal template across. If you have auto text entries saved in other templates that are not in OneDrive, then you will need to transfer those templates to your new laptop or move them into a folder that is inside OneDrive. Building blocks are saved in special templates called Building Blocks.dotx and Builtin Building Blocks.dotx, and you will need to copy these to the new laptop. To do this, follows these steps: 1. On your old laptop, press ⊞+R, then in the Run window that opens type %userprofile%\AppData\Roaming\Microsoft 2. In the File Explorer window that opens, double-click on Document Building Blocks. 3. Next double-click on the folder 1033 and then open the subfolder 16. Note. The folder 1033 is language-dependent and represents the language English-US. The folder 16 could be dependent on the version of Word. 4. Copy the 2 files Building Blocks.dotx and Builtin Building Blocks.dotx into any folder in your OneDrive. 5. Now go to your new laptop and repeat steps 1 to 3 to open the folder labelled 16. If there are already files called Building Blocks.dotx and Builtin Building Blocks.dotx in the folder, rename them in case you need to recover them. 6. Go to the folder in your OneDrive into which you copied the files in step 4, and copy those files into the folder 16 just opened. Normal template If you have many features that haven’t transferred, you will most likely need to copy your Normal template across. To do so, follow these steps: 1. On your old laptop, press ⊞+R (this means press the Windows key and R together), then in the Run window that opens type %userprofile%\AppData\Roaming\Microsoft 2. In the File Explorer window that opens, double-click on Templates to open the Templates folder. The folder that opens should contain your Normal template, a file called Normal.dotm. 3. Open any folder in your OneDrive and copy Normal.dotm into that folder. 4. Now go to your new laptop and again press ⊞+R and type %userprofile%\AppData\Roaming\Microsoft in the Run window. 5. In the window that opens, double-click on Templates to open a Templates folder like that shown in step 2. If there is already a file named Normal.dotm in the folder, make a copy and save it under another name, as you will be overwriting the original file, and you may need to recover the original if there is an error. 6. Open the OneDrive folder into which you copied Normal.dotm and copy Normal.dotm into the Templates folder. If a message asks you if you wish to overwrite a file already there, click the OK or Yes button. 7. Any future documents will now be based on the Normal.dotm file you have just transferred, and any features or settings should now be available on the new laptop. Other Microsoft Office apps Quick Access Toolbars The procedure for transferring the Word QAT (Word Quick Access Toolbar) works almost identically for Excel, PowerPoint and Visio if you replace ‘Word’ everywhere in the procedure with ‘Excel’, ‘PowerPoint’ or ‘Visio’, as appropriate. The name of file used for the export in step 5 of that procedure will have been assigned accordingly too: namely to either Excel Customizations.exportedUI, PowerPoint Customizations.exportedUI or Visio Customizations.exportedUI (instead of Word Customizations.exportedUI).