Employee workstation: ICT support for employees

Short link for this page: utwente.nl/workstations.

UT Workstations support, installations and updates for employees. 

Windows UT workstations

LISA offers three types of Windows UT workstations:

  • UT workstation
    You can order a Modern Workplace here
    Order now

    Only notebooks will get a UT Modern Workplace installation and are suited for hybrid working. Home delivery will be an option soon, our hardware supplier has already provided the required UT installation.

    The Windows Known Folders (Desktop, Documents and Pictures) are directly linked to your OneDrive for Business environment of the University of Twente.

    The UT Modern Workplace only needs an active internet connection, no matter where the workplace is (home, office, on the road etc), to be kept up to date in order to work with the University of Twente environment safely and with the correct settings.  

    The UT Modern workplace consists of Microsoft 365 Enterprise (Office 365, Windows 10/11, Enterprise Mobility + Security).

    SOFTWARE

    A small set of software is already installed on a UT Modern workplace.

    • Office 365
    • Teamviewer
    • eduVPN
    • Software Center (UT-licensed software) 
    • Printers (Follow-Me)

    Additional software can be found at the Notebook Service Centre.

    Freeware applications like Acrobat Reader can be downloaded via the website of the supplier.

    DATA STORAGE

    There are different types of storage available. Data can be stored on the M- or P-drive; this is storage is on campus (managed by UT). Cloud services are also available such as OneDrive for Business, Surfdrive, etc. Please, take care of how and where you store your data. Not all of these solutions are suitable for confidential data. For more information, contact the Service Desk ICT.

    SECURITY

    LISA is responsible for the security of the UT Modern workplace. Defender for Endpoint and Bitlocker are examples of applications meant to secure the computer. Defender for Endpoint is the anti-virus and anti-malware software. Bitlocker encrypts the system drive of the computer to prevent a data leak in case of computer loss. More information: Cyber Safety.

    TIPS/ADVICE

    • Quick reference guide: Windows 10 / Windows 11
    • To keep your workstation in a good condition it is advised to restart your workstation regularly. The advice is to restart it at least once a week.
    • To activate Microsoft Office 365, logon with your UT e-mail address and password.
    • Type in the start-menu 'Default app settings' to change the default web browser or the program PDF-files are opened with.
    • Your Bitlocker key is stored in Azure AD. As the owner of the device, you will find the Bitlocker Key on: https://myaccount.microsoft.com/device-list
    • Change your password (ICT account) via https://selfservice.utwente.nl/.
    • For more ICT manuals, please visit the LISA service portal. More information about installing a variety of software can be found here. 
  • The UT managed workstation
    You can order a UT managed workstation here
    Order now

    UT managed workstations are desktops, installed with Windows 10.

    SOFTWARE

    A small set of software is already installed on a UT managed workstation.

    • Office 365
    • Teamviewer
    • eduVPN
    • Software Center (UT-licensed software) 
    • Printers (Follow-Me)

    Additional software can be found at the Notebook Service Centre.

    Freeware applications like Acrobat Reader can be downloaded via the website of the supplier.

    DATA STORAGE

    There are different types of storage available. Data can be stored on the M- or P-drive; this is storage is on campus (managed by UT). Cloud services are also available such as OneDrive for Business, Surfdrive, etc. Please, take care of how and where you store your data. Not all of these solutions are suitable for confidential data. For more information, contact the Service Desk ICT.

    SECURITY

    LISA is responsible for the security of the UT Modern workplace. Defender for Endpoint and Bitlocker are examples of applications meant to secure the computer. Defender for Endpoint is the anti-virus and anti-malware software. Bitlocker encrypts the system drive of the computer to prevent a data leak in case of computer loss. More information: Cyber Safety.

    TIPS/ADVICE

    • To keep your workstation in a good condition it is advised to restart your workstation regularly. The advice is to restart it at least once a week.
    • To activate Microsoft Office 365, logon with your UT e-mail address and password.
    • On the taskbar there is an icon 'Mail', that application cannot be used for the e-mail at the UT. Always use Microsoft Outlook.
    • Type in the start-menu 'Default app settings' and it is possible to change the default web browser or the program PDF-files are opened with.
    • You can change your password (ICT account) via https://selfservice.utwente.nl/.
    • For more ICT manuals, please visit the LISA service portal. More information about installing a variety of software can be found here.
  • The customized UT workstation

    Little support can be offered by the Service Desk for bespoke workstations. The support is mainly supplied by 2nd line and possibly 3rd line supporters. LISA and the administration unit that has the bespoke workstation will always enter into a separate contract for bespoke work each year.

    In any case, the following workstations are considered to be bespoke workstations:

    • workstations in faculty PC rooms;
    • workstations that have not been purchased through the standard UT procurement process;
    • workstations that on account of safety requirements are not connected to the UT network in a standard manner;
    • workstations that, on account of educational or research requirements or because of the software to be used cannot be managed in an automated manner (In any case, Active Directory, Desktop management client and Antivirus client are required);
    • workstations that are not able to use the standard supporting operating systems;
    • workstations that do not fulfil the minimum hardware requirements of the standard supporting operating system.

Manuals

VIDEO UNBOXING AND INSTALLING Windows (MANAGED)

  • Modern workplace Window 10: quick reference first time log on

    QUICK REFERENCE 1ST-TIME LOG-IN TO NEW UT MODERN WORKPLACE  

    1. After powering on the notebook for the first time, choose and select United States-International and answer yes in “Is this the right keyboard layout”.

    2. Choose Skip in “Do you want to add a second keyboard layout” or you could choose an additional keyboard here if this applies to you.

    3. It is mandatory to connect to the Internet first, for example, use WIFI or a docking station connected to the network.)

    4. For the first login use your employee UT e-mail address and enter your password. (you might receive an MFA message, which in that case you have to approve through the authenticator)

    5. On the first login, your user profile will be created and this profile is provided with the latest settings and policies and you will also receive administrator rights on the workstation. this process may take several minutes. Please wait patiently until the Windows desktop appears.

    6. After the Windows desktop appears, a number of installations and policies may become active in the background in de next 15 minutes. You can already use the workspace in the meantime (For example the installation of Software Center which after a few minutes becomes available in the Windows start menu)

    7. If Onedrive does not already automatically sign in, sign into Onedrive with your UT e-mail address . The Desktop, Pictures and Documents folders will be redirected to your University of Twente OneDrive a few moments after logging in.

    8. The advice is to use eduVPN (Institute Access) so that you always have full and secure access to University of Twente resources.

    9. Before using Outlook, it is also best to connect to eduVPN first (see 8.) Should the following screen appear (often the case if VPN is not used), enter your password and check the box “Remember my credentials”  and press OK. This screen may appear multiple times. Please enter your password each time and check the box “Remember my credentials”.

    10. It can sometimes happen after a restart that you see the following similar message. Then click on this message and on the next screen click on “fix now”. In most cases this has to do with the account needing an MFA approval.

  • Modern workplace Window 11: quick reference first time log on

    This is a quick reference for the first time log on to a UT Modern Workplace Windows 11  

    To setup your new device, please follow the steps below.  

    1. After powering on the notebook for the first time, choose and select United States-International and answer yes in “Is this the right keyboard layout”. 

     

    2. Choose Skip in “Do you want to add a second keyboard layout” or select an additional keyboard layout. 

    3. It is mandatory to connect to the Internet first.  

     

     4. For the first log on, use your employee UT e-mail address and enter your password (you might receive an MFA (Multi Factor Authentication) message, which you have to approve).

    5. During the first log on, your user profile will be created and is provided with the latest settings and policies (note that only the first account to log on will have administrator rights). This process may take several minutes, please wait until the Windows desktop appears. 

    6. After the Windows desktop appears, several installations and policies may run in the background in the next 15 minutes. You can already use the workspace in the meantime (for example the installation of Software Center which after a few minutes becomes available in the Windows start menu.) 

    7. If OneDrive does not already automatically sign in, sign in with your UT e-mail address. The folders ‘Desktop’, ‘Pictures’ and ‘Documents’ will be redirected to your University of Twente OneDrive a few moments after logging in. 

    8. When you are not on Campus, you need to connect through eduVPN (Institute Access) whenever you need to access to University of Twente resources (e.g. P: or M: drive, or web apps). 

    9. After a restart you occasionally can see the following or a similar message. If so, click on this message and on the next screen select “fix now”. In most cases you need to approve an MFA sign in request.

  • Modern workplace: reinstall by end user

    REINSTALLING UT MODERN WORKPLACE BY END USER

    Please make sure that important local data is backed up before performing these steps, the device will be completely erased. The folders desktop, documents and pictures are also stored in Onedrive (make sure you are signed in and sync is on for these folders), however you are responsible for all local data.

    • Open the Company Portal app from the start menu

    • If the following question appears, select Corporate Device > Done

    • Select Devices from the menu on the left

    • Click the THIS DEVICE icon

    • Select Actions and the Reset

    • Select Reset

    • After a while, the device will automatically reboot and will have a full reinstall. After the reinstallation, log in again with your @utwente.nl account. It is also possible to reset the pc through the Microsoft manage portal: https://portal.manage.microsoft.com/. Please note that your device needs to be powered on and is connected to a network.

WINDOWS 11 FAQ

  • What if my system is not compatible with Windows 11?

    The process of offering the update or not is determined by Windows itself through an algorithm based on AI (Artificial Intelligence). This means that we cannot determine in advance whether you will receive the update or not.

  • What are examples where the update is likely not offered?
    • If your UT sticker starts with "UTWKS" instead of "UT" or if your computer is from before 2017, the chances are high that your computer is not compatible due to the age of the CPU, and you will probably not be offered the update.
    • Additionally, we have chosen not to offer the update to computers with the LabVIEW program at this time, as older versions may not be compatible with Windows 11.
    • "Specials" such as "laboratory or measurement systems" that were previously communicated to LISA regarding specific preferences regarding Windows update times will not be offered the Windows 11 update.
    • Computers currently running a special version of Windows 10 (Long-Term Servicing Branch) will not be offered the Windows 11 update.

MAC (managed) UT workstations

  • MacOS UT workstation
    You can order a managed MacOS Workplace here
    Order now

     

    All MacOS devices that are ordered will be managed by the University of Twente and are suited for hybrid working.

    The MacOS UT workplace needs an active internet connection, no matter where the workplace is (home, office, on the road etc), to be kept up to date to work with the University of Twente environment safely and with the correct settings.

    SOFTWARE

    Necessary software will be installed during the installation of your MacOS UT Workstation.

    • Office 365
    • Teams
    • eduVPN
    • Follow-me (printer)
    • Microsoft Defender

    Additional software can be found in the Self Service application or on the Notebook Service Centre website.

    Freeware applications can be downloaded via the website of te manufacturer/supplier.

    DATA STORAGE

    There are different types of storage available. Data can be stored on the M- or P-drive; this is storage is on campus (managed by UT). Cloud services are also available such as OneDrive for Business, Surfdrive, etc. Please, take care of how and where you store your data. Not all of these solutions are suitable for confidential data. For more information, contact the Service Desk ICT.

    SECURITY

    LISA is responsible for the security of the MacOS UT Workstation. Defender for Endpoint and FileVault are examples of applications meant to secure the computer. Defender for Endpoint is the anti-virus and anti-malware software. FileVault encrypts the system drive of the computer to prevent a data leak in case of computer loss. More information: Cyber Safety.

    TIPS/ADVICE

    • Quick reference guide: MacOS UT Workstation
    • To keep your workstation in a good condition it is advised to restart your workstation regularly. The advice is to restart it at least once a week.
    • To activate Microsoft Office 365, logon with your UT e-mail address and password.
    • FileVault key is stored in the enterprise environment, if needed contact the Service Desk ICT.
    • For more ICT manuals, please visit the LISA service portal. More information about installing a variety of software can be found here.

MANUALS 

Video unboxing and installing Mac (managed)

  • MacOS UT workstation: Quick reference first time log on

    This is a quick reference for the first time log on to a UT MacOS workstation.

    To setup your new device, please follow the steps below. 

    1. Turn on your Mac, set your language, country or region, and connect to Wi-Fi. 

    2. Choose your language. This sets the language for your Mac. To change the language later, open System Settings, click Language & Region in sidebar, then choose your options. 

    3. Set your country or region. This sets the format of dates, currencies, temperature, and more for your Mac. To change your settings later, open System Settings, click General in the sidebar, click Language & Region, then choose your options. 

     A screen in Setup Assistant showing options to select a user’s country or region.

    4. Turn on Accessibility features.  View accessibility options for Vision, Motor, Hearing, and Cognitive abilities, or click Not Now. 

    5. Connect to a Wi-Fi network. Choose your Wi-Fi network and enter the password, if necessary. If youʼre using Ethernet, you can also click Other Network Options and follow the onscreen instructions. You need an additional Ethernet adapter to connect the Ethernet cable to the USB-C port on your MacBook. 

    6. If you are at the University of Twente, choose the eduroam Wi-Fi network (login with your UT account and accept the radius certificate). To change the Wi-Fi network later, open System Settings, click Wi-Fi in the sidebar, then choose a network and enter the password, if necessary. 
     
    7. Register your system in the UT environment. Use your UT e-mail address and password to log in. 

    8. If you have not activated MFA (Multi-Factor Authentication) yet, you will be asked to do so. For more information, see: http://www.utwente.nl/mfa
     

    A computer screen shot of a sign in

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    9. Enable Location Services. Choose whether to allow apps like Maps to use your Mac’s location. To change your Location Services settings later, open System Settings, click Privacy & Security in the sidebar, then click Location Services and choose your options. If you don’t enable Location Services, you see a screen to choose your time zone. 

    10. Create a computer account. Enter your password again to create your local user account.  

    A sign in front of a sign

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    Note: This step appears if you have a MacBook or an iMac / Mac mini with a paired Magic Keyboard with Touch ID. 
     
    11. Set up Touch ID. You can add a fingerprint to Touch ID (the top-right button on your keyboard) during setup, which you can use to unlock your Mac, authorize purchases with Apple Pay, and sign into some third-party apps. Follow the onscreen instructions to set up Touch ID. To set up Touch ID later, or to add additional fingerprints, open System Settings, then click Touch ID & Password in the sidebar. To add a fingerprint, click + and follow the onscreen instructions. 

    12. Software and settings. Choose the desired software configuration here. For most users the “Recommended” option is suitable. 
     

    A screenshot of a computer

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    When the software installation is completed, the system will restart after 1 minute. 

  • MacOS UT workstation recommendations

    Email

    The recommended email client is Outlook, as it provides the best support for shared calendars and mailboxes, among other features.

    Cloud storage

    The recommended storage location for documents and images is OneDrive. [Link: https://www.utwente.nl/en/service-portal/hardware-software-network/data-storage/ms-onedrive]. Using iCloud for storing documents and images is discouraged. This is because the storage space is limited (5GB) and the UT does not have a data processing agreement with Apple.

    iCloud

    If you wish to use iCloud, it's advisable not to use a personal account for this purpose. It's better to create an iCloud work account with an email address on the @utwente.nl domain.

    OneDrive Backup 

    It's possible to automatically back up standard folders such as the desktop, documents, etc...

    1. If you haven't already set up OneDrive on your computer, click on the OneDrive icon in the Dock or start the application from the Applications folder.
    2. Click the OneDrive cloud icon up in your Menu bar, click the three dots  to open the menu, and select Preferences.
    3. Go to the Backup tab.
    4. Select Manage Backup.

    To back up a folder, choose a folder with no backed-up files and select Start Backup. If you want to stop backing up a folder, select Stop Backup and confirm your request.
    Note! When you delete a file from a location that OneDrive is backing up, it will go to the OneDrive trash (available online) and not to the local trash on the Mac.

    Change Password.

    Because the password of the local computer account is synchronized with the password of your UT account, it is not possible to change it directly.

    To change your password, use the “Change Password” function from the menu bar:

    Note: If you change the password in this way, you will not only change the password you use to log in to your Mac, but also for all other UT services linked to your UT account such as Outlook and Teams.

     You can also reopen the info sheet that was shown during the first use via the UT icon in the menu bar: UT icon > Actions > Open the info sheet

  • MacOS UT workstation: reinstall by end user

    Open Settings

    Select General and click Transfer or Reset

    Click Erase All Content and Settings, enter your password and select Unlock.

    Click Erase all Content & Settings. The workstation will restart.

    If the device is not connected to the internet (a network cable), you will be asked to connect to WiFi to complete the process. If connected to the internet, it will be indicated that the device has been activated and will restart.


MAC (mananged) FAQ

  • I cannot assign values to columns that fall outside the window in web applications.

    This issue occurs because scrollbars are not visible, so they cannot be used to reach the columns. Use the following solution:Open "System Preferences" and go to "General"; Check the box marked “Always” under "Show scroll bars".

  • The use of Java and Flash-based websites regularly leads to issues on a Mac.

    Do not use Safari and switch to a different browser.


Here is a summary of the steps to order workstations:

  • Steps
    • Ask permission and work order number

      Check with your manager if your work requires a mobile workstation. After getting permission, get a work order number from your manager/secretariat.

    • Order your products

      Use selfservice.utwente.nl to order your products: workstation Windows/MacBook, phone, tablet, subscription (SIM card). Enter the work order number you have received for payment. 

      Please note: Preferably, orders should be made by the device's user. That way, the device is linked to the right person in the system, and the department's ICT contact person (usually the office manager or technician) can view all the devices linked to the department's employees. If you cannot order from the Self-Service Portal, please ask your department's office manager for support.

    • Approval by department

      The person responsible for the work order number will receive your request and needs to approve it. The order will automatically be sent to the supplier. 

    • Registration of device

      The Service Desk ICT will register your device in the UT system. It will receive a unique UTxxxxxx ID. Your department's ICT contact person will see the device or subscription in their dashboard (CI Inventory in the Self-Service Portal).

    • Delivery of your order

      Products ordered via the LISA Self-service portal can only be delivered directly to your office or via the service desks CFM of the building where you work.

      Note: Please make sure that your workplace details are properly registered.

      Adjust workplace data?
      Click here
    • Workstation installation

      To set up your workstation, please take a look at our unboxing video's above or follow to the manuals.

Updates UT workstations

All UT Managed Workstations (Windows/MacOS) are a network of workstations managed by the ICT organization (LISA). Below you will find everything you need to know about updates for these workstations.

  • Windows workstation

    There are two types of Windows updates: quality updates and feature updates. Quality updates are released monthly to fix errors and security issues. Feature updates are new versions of Windows 10/11 released once a year in the second half of the year.

    Quality updates

    Quality updates are mandatory for all Windows 10/11 clients and are offered through Microsoft Endpoint Configuration Manager (MECM) or online through Windows Updates for Business (WUfB). Workstations in education receive updates through MECM, while the majority of all UT-managed workstations receive updates through WUfB.

    Feature updates

    In addition to security updates, most UT-managed workstations also receive feature updates through WUfB. After 30 days, the update is offered on a voluntary basis, and after 60 days, it becomes mandatory.

    Update procedure for Microsoft 365 applications

    All updates for Office applications that are logged in with a UT account are managed from the Microsoft 365 Apps Admin Center. If users choose to ignore the update notifications and do not install the update within five days, Office will automatically close.

    Specials

    Different arrangements apply to special workstations (such as lab PCs). Updates for these workstations may take place at different times or may be done manually in consultation with the administrators.

  • MacOS workstation

    Apple delivers both updates and upgrades. An update is a newer version of the currently installed macOS, for example; update from macOS Ventura 13.5 to macOS Ventura 13.6 and an upgrade is a major new version of macOS with new name, such as an upgrade from macOS Ventura to macOS Sonoma.

    The update can be postponed by an hour, a day or until the end date. After that period you will receive a new notification to update your device.

    • If an update or upgrade is not compatible with your Mac, it does not appear in Software Update.

    Update procedure for Microsoft 365 applications

    All updates for Office applications that are logged in with a UT account are managed from the Microsoft 365 Apps Admin Center. If users choose to ignore the update notifications and do not install the update within five days, Office will automatically close.

    Specials

    Different arrangements apply to special workstations, for example in a Lab environment. Updates for these workstations may take place at different times or may be done manually in consultation with the administrators.

Contact

All UT students and employees with questions, problems, requests for information or reports regarding ICT are welcome at the Service Desk ICT on the ground floor of the Citadel building (entrance at O&O square)

Servicedesk ICT (Citadel building)
Servicedesk ICT (Citadel building)

Visit us: 8.30 - 17.00 on weekdays (location)
Call us: 8.00 - 17.30 on weekdays

Post address: University of Twente, T.a.v. Servicedesk ICT, Postbus 217, 7500 AE Enschede

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