How to add Security Questions as a second factor in OneLogin


1. From within the OneLogin portal, click on your account name and then click Profile.

From within OneLogin, click on your account name and then click Profile.

2. Click on Security Factors

Click on Security Factors

3. Click on OneLogin Security Questions

Click on OneLogin Security Questions

4. Click on a question you want to use

Click on a question you want to use

5. Type an answer and click Continue. Repeat 4 more times with different questions.

Type an answer and click Continue. Repeat 4 more times with different questions.

6. OneLogin Security Questions has now been added as a factor and will be a selectable option next time you sign in

OneLogin Security Questions has now been added as a factor and will be an selectable option next time you sign in

How to Report Phishing, Spam, & other malicious emails

In ITS, we are committed to providing employees with practical tools to help you report suspicious emails, identify them as malicious, and remove those emails across our systems to protect your employee account and unclutter your inboxes from spam and phishing attempts.

To begin this year, we are excited to announce the launch of a new button integrated into Microsoft Outlook Desktop and O365 Web Mail to report suspicious email. The reporting button is called “Phish Alert” and uses a new platform called “PhishER” to manage reporting.

This sounds great! How do I report a suspicious email?

Reporting suspicious email at SMCCCD has never been more straightforward, using a new button available in your Outlook desktop or web client. For any email you consider suspicious, find the button in your email client (see below for screenshots), and follow the steps.

Outlook Desktop Windows/Mac

Look for the icon in the main toolbar.

Old version outlook:

old version outlook

New Version Outlook:click the “…” (actions), then find Phish Alert from the dropdown list.

new version outlook

Microsoft 365 Add-in Pane

On a specific email, click the “…” (actions) link next to the open email, then find Phish Alert from the dropdown list.

outlook 365
knowbe4 phishing alert in outlook365

Outlook Mobile Android

Look in the response options section of any email.

Phishing alert in Android App

Outlook Mobile iOS

Look in the response options section of any email.

Phishing alert in iOS App

What happens after I report an email?

After you click the Phish Alert button on a phishing email, the following steps occur:

  1. The email will be quarantined from your inbox
  2. The PhishER platform analyzes your email and lets you know if it is likely to be spam, phishing, or a clean email.
  3. The email is forwarded to our Incident Response team where we can review the message
  4. If the IT team confirms the phishing attempt, the malicious email is automatically removed from every inbox across our institution.

We are rolling out a more in-depth video tutorial in the coming weeks, but you can start using the button immediately to report suspicious emails. Please reach out to the ITS help center if you have any questions.

O365 and OneLogin integration

Last Updated 1/21

In order to improve email security and user experience, we are integrating OneLogin with employee O365 email account starting on January 10th, 2022. Latest status, tutorials, and links to other resources will be added and located here.

If you have questions about this integration, or need additional help downloading the Outlook app or signing into the mySMCCD OneLogin Portal, please submit a ticket to our ITS helpcenter.


What does this mean for you?

Instead of signing in through the Microsoft portal, or entering credentials into Outlook desktop, employees will be automatically redirected to OneLogin to sign-in, the same as WebSMART, Zoom, and other District services already integrated with the mySMCCD OneLogin portal. An “Office 365” link will also appear on the mySMCCD Portal, that employees can use to access Outlook Web, Word, PowerPoint, and other Microsoft tools online.


If you are already signed in using an app on your mobile phone, tablet, or using a desktop client, your session will keep you signed in until it expires (this will be variable based on last time you signed in, but may last up to 30 days). Once the session expires, you will be required to sign in – this time, through OneLogin.


What if I don’t use the Outlook app?

After Jan 10th, access to O365 will be restricted to clients using OneLogin authentication. If you use a mobile app or email client other than the official Microsoft Outlook software, it must support up-to date authentication methods.

We recommend downloading the Microsoft Outlook app before January 10th, 2022 to avoid any disruption in accessing your email. Microsoft’s Outlook application is available on Android, Apple iOS, and Windows/Mac operating systems. You can always sign in through the web application, too! 

What if my user/password doesn’t work?

Instructions for resetting your password

Can I use this on Apple Mail/iOS?

O365/OneLogin integration is supported by iOS version 12 or above. If your version of iOS is older, we recommend downloading and using the official Microsoft Outlook iOS app instead.

What if I experience issues reconnecting on a mobile device?

If you experience any issues re-connecting to the native Android or iOS application after the upgrade, remove the Exchange account from your mail app configuration and re-add it. 

Instructions for removing an Exchange account from your device

How to Remove Your Email Account →

Set up Exchange email on iOS →
Note: Make sure to select automatic rather than manual configuration when setting up your account in iOS.

Set up Exchange email on Android →

What if I can’t sign-in using the desktop application?

Using any modern browser (Chrome, Firefox, Edge, Safari, etc.), access to O365 is always available either by visiting the Microsoft O365 portal, or by accessing the OneLogin portal (mySMCCD) and clicking the Office 365link.

If you get stuck accessing the desktop application, reach out to our ITS helpcenter for assistance.

What if I experience issues reconnecting on a mobile device?

If you experience any issues re-connecting to the native Android or iOS application after the upgrade, remove the Exchange account from your mail app configuration and re-add it. 

Set up Exchange email on iOS →
Note: Make sure to select automatic rather than manual configuration when setting up your account in iOS.


Set up Exchange email on Android →

What if I can’t sign-in using the desktop application?

Using any modern browser (Chrome, Firefox, Edge, Safari, etc.), access to O365 is always available either by visiting the Microsoft O365 portal, or by accessing the OneLogin portal (mySMCCD) and clicking the Office 365link.

If you get stuck accessing the desktop application, reach out to our ITS helpcenter for assistance.

What if I access a shared mailbox?

You will be able to sign in to shared mailboxes through OneLogin. If you receive an error while trying to sign-in, please contact the ITS helpcenter to ensure the mailbox account has been added to OneLogin. 

Will I need to sign-in each time?

On the desktop and mobile mail apps, your experience with employee email will show very little difference from before. Your current active O365 session starts on the day you sign-in and can last up to 30 days without requiring re-authentication. You can expect to see a OneLogin sign-in prompt the first time your most recent session expires, and from then on, your connection will remain active without requiring you to re-enter your username and password each time[1] .

[1]On certain occasions, the session does need to be fully renewed and you will once again see the sign-in prompt.

Troubleshooting Tip: If you are on a phone and have issues reconnecting, try removing the mail account completely and adding it back.

Set up Exchange email on iOS →
Note: Make sure to select automatic rather than manual configuration when setting up your account in iOS.


Set up Exchange email on Android →

Will the desktop Outlook be supported or do I have to use the web version?

Yes! Outlook versions 2013 or later support this integration. If you have a version of Outlook older than 2013, we recommend upgrading to a newer version or transitioning to using the web O365 interface.

Request a Zoom Webinar

Does your work-related meeting or event require a Zoom webinar rather than a normal meeting? ITS can help you set one up!

What is a Zoom Webinar?

Webinars differ from standard Zoom meetings in the following ways:

  • Webinars can be broadcast to large audiences of up to 500 viewers 
  • Webinar roles are separated into panelists and attendees
  • Panelists can present using screen sharing, camera, and audio. Panelists can be selected to be hosts and co-hosts of the webinar.
  • Attendees can type questions into a Q&A window and/or chat
  • SMCCCD only has a limited number of webinar licenses for special events

Due to the limited number of webinar licenses available, requests are considered on a case-by-case basis.

Please submit your request form at least five days in advance

Request Webinar →

District Web Hosting

As a District Employee, you receive 1 GB of personal web space, available from anywhere in the world at http://accounts.smccd.edu/yourusername. The username is your email username.

For example, the URL for Joe Mac mac@smccd.edu is: http://accounts.smccd.edu/mac

How to update your Website

Through WebDAV on Windows

  1. Open Windows File Explorer
  2. In the Computer Tab within the top bar, select “Map Network Drive”
  3. Click on the link “Connect to a Web site that you can use to store your documents and pictures”
  4. Go through the “Add Network Location Wizard”
  5. Select “Choose a custom network location”
  6. Put in your WebDAV address for the Internet or network address: https://accounts.smccd.edu/username
    1. Username:  yourusername@smccd.edu
    2. Password: your @smccd.edu email password
    3. You will be prompted to name this location. You can name it anything you want such as accounts.smccd.edu/username

Through WebDAV on Mac OSX

  1. Go to the main menu and pull down the “GO” menu
  2. Select “Connect to Server”
  3. In the Address field enter, https://accounts.smccd.edu/youremailusername
  4. Click “Connect”, and enter:
    1. Username:  yourusername@smccd.edu
    2. Password: your @smccd.edu email password

On the Mac, a hard drive icon appears on your desktop; click it and it opens to show the contents of your faculty folder on the district server. If you do not see the hard drive icon, click Preferences under Finder. In “General”, make sure ‘Connected servers’ is selected.

In some programs, you can edit files right from this window. Just open files with the program used to create them and edit. When you “Save” your work, it’s immediately available for viewing by web visitors to your website.

TIP: If you work directly online, in the WebDAV server window, remember to back up your site to your desktop.

To disconnect, select WebDav hard-drive icon with your username (on desktop) and drag it to the trash. You can also click Finder and then click on the eject button next to the server name.

DreamWeaver

  1. Click on Sites in the toolbar
  2. Click on Manage Sites
  3. Select your site and click on the pencil icon to edit
  4. Click on ‘Servers’ in the left side menu
  5. Select the server connection you wish to change
  6. Click the pencil icon to bring up the connection information
  7. Change the url field to https://accounts.smccd.edu/youremailusername
  8. Save changes and exit. You should now be able to connect to the new location.

If you have any difficulties connecting to your site, please contact the ITS Help Center.

ITS Strategic Plan

ITS Strategic Plan -2019-2024

A five year plan describing the services, technology initiatives, goals and accomplishments of the department of Information Technology Services at the San Mateo County Community College District which includes Cañada College, College of San Mateo, Skyline College and the District Office.

GWAMAIL User Guide

 

GWAMAIL 2.0 is a web based application used to send non-emergency and non-confidential communications to students attending one of the colleges in the district. It replaces an older version that was created in Banner internally by ITS a number of years ago. This version aims to improve upon several aspects of the old system as well as implement new features necessary to better communicate with students.

Features of GWAMAIL 2.0 include:

  • Send Email and SMS to SMCCD students.
  • Clean and fast user interface design.
  • Upload documents and images.
  • Receive notifications and report of sent messages.

You can read the GWAMAIL 2.0 User Guide in PDF format.

Note: The old version of GWAMAIL in Banner will be deprecated on Monday September 24th, 2012.