Skip to main content

IT Onboarding Guide for New Employees

Welcome to the Team!

This guide will help you get set up with all the tools and systems you need to hit the ground running. Follow the steps below to ensure a smooth onboarding experience.

1. Setting Up Your Laptop

  1. Log In with Temporary Password

    • Turn on your laptop.

    • Use the temporary password provided to log in.

  2. Set Up Your Personal PIN

    • Navigate to Settings > Accounts > Sign-in options.

    • Follow the steps to create a new PIN for logging into your laptop.

  3. Restart and Test

    • Restart your laptop and log in using your new PIN.

2. Update Your Office 365 Password and MFA

  1. Log In to Office 365

  2. Change Your Password

    • Follow the prompts to update your password to something secure.

    • Tip: passwords with phrases and special characters tend to be more secure.

  3. Set Up Multi-Factor Authentication (MFA)

    • You’ll need a second method to verify your identity.

      • Install the Microsoft Authenticator app on your phone (if prompted).

      • Follow the steps on the screen to complete the setup.

Security Reminder:

  • Your password and MFA credentials are critical for protecting company data.

  • Never share your password or MFA codes with anyone.

3. Using Outlook Email and Signatures

Your Outlook email has been set up for you by IT, including your company-standard signature. Here’s what you need to know:

  • Accessing Email: Use the Classic or New Outlook app on your laptop or log in via outlook.office.com.

  • Managing Emails: Organize emails using folders, flags, and rules to stay on top of tasks.

  • Calendar: Use the integrated calendar for scheduling meetings, setting reminders, and sharing availability with your team.

  • Company Signature: Your email signature includes your name, job title, and contact information. If you need edits, please contact it@malahatnation.com.

Tip: Regularly check your calendar and emails to ensure you don’t miss important updates.

4. Using Slack for Communication

Slack is our primary communication tool for team collaboration. IT has set up your Slack account for you. Here’s a quick overview:

  • Direct Messages (DMs): Send private messages to teammates for quick questions or discussions.

  • Channels: Channels are group conversations organized by team or topic. Post updates, share files, and collaborate in relevant channels.

  • Threads: Use threads to respond to specific messages and keep discussions organized.

  • Notifications: Adjust your notification preferences to stay updated without getting overwhelmed.

  • Profile: Your profile includes your name, and job title, already set up by IT. We highly suggest uploading a professional profile picture to familiarize other staff :)

Tip: Use Slack to share files, ask questions, and stay connected with your team throughout the workday. For conversations that require a paper trail, email would be recommended.

5. Using Microsoft Office Tools

The Microsoft Office suite is essential for daily work and collaboration. IT has already set up your account, and here’s what you need to know:

  • Outlook: Manage your emails and calendar efficiently.

  • Teams: Collaborate with your team using chats, calls, video meetings, and file sharing. Teams is a great space for both quick updates and in-depth discussions.

  • OneDrive: Your personal cloud storage for saving and accessing files securely from any device.

  • SharePoint: Access shared team folders, documents, and resources for collaboration across departments.

  • Word, Excel, and PowerPoint: Tools for creating documents, spreadsheets, and presentations.

Tips for Success:

  • Use OneDrive to save your files and ensure they’re backed up.

  • Collaborate on documents in Teams and SharePoint to avoid sending multiple file versions.

  • Get comfortable with Outlook Calendar to schedule and manage meetings effectively.

6. Alarm System PIN

  1. Choose a 4-Digit PIN

    • Provide a 4-digit PIN to your manager or IT team.

  2. Using the Alarm System

    • You’ll be shown how to arm and disarm the office alarm system.

    • Use your PIN to disable the alarm when entering or leaving the office.

Important:

  • Keep your PIN private and secure.

  • Do not share your alarm PIN with unauthorized individuals.

7. Introduction to Dash Tools

  1. Access Dash

  2. Tools and Resources Overview

    • Sas'qets Database: Use this internal database tool to view and update internal records.

    • Microsoft Planner: Use this Microsoft app to organize tasks.

    • Malahat Docs: Access guides, manuals, and internal resources.

      • Departmental Folders: Browse folders for team-specific documents and projects.

        • To sync department folders to your File Explorer, please refer to the first few lines of this documentation.

  3. Identify Relevant Tools

    • Your manager will let you know which tools you’ll need for your role.

8. Spam Email Awareness

To ensure your email security, familiarize yourself with the following guides:

  • Identifying Spam Emails: Learn how to spot suspicious emails to protect yourself and the company.

  • Proofpoint Quarantine Digest: Understand how our spam filtering system works and how to manage quarantined emails.

Security Reminder:

  • Be cautious of unexpected emails, especially those asking for personal information or credentials.

  • Report suspicious emails to IT immediately.

9. Final Steps

  • Test that:

    • You can log into all required tools and systems.

    • Your email and Slack are working correctly.

    • MFA and passwords are set up properly.

  • Ask questions! If anything isn’t clear, reach out to IT or your manager for help.

Welcome Aboard!

We’re excited to have you on the team. If you have any questions or need further assistance, don’t hesitate to reach out to the IT team (via it@malahatnation.com or Slack) or your manager. Let’s get started!

No Comments
Back to top