How To Set Up A Laptop For A New/Different Employee

Once a laptop has been reset and the new start up process is complete, you are now ready to the set up the laptop for the new/different employee, the process/details for which are below.

When the desktop loads

• Delete all the shortcuts on the desktop

• Unpin everything from the taskbar except Microsoft Edge and File Explorer (you can see what they are by hovering over the icons on the taskbar)

• Right click on the taskbar and untick Show Cortana button and Show Task View button

• Right click on the taskbar and hover over Search, and select Show search icon from the dropdown

Pin initial programs to the taskbar

• Settings

• Control panel

Change PC name

1. Search in windows View your PC name

2. Select Rename PC

3. Rename the laptop to match the asset number it is labelled as, or if it is a new device, rename it as the asset number that has been assigned to it in Airtable eg FA-0001

4. If the device is new, label the bottom of the laptop AND the laptop charger with the new PC name using the Dymo label maker (4th largest font size setting)

5. Select RESTART NOW

6. Ensure that the laptop register in the 'Asset, Phone & Key Register' Airtable (click here to view) is updated with the laptops details and who it is being issued to

Uninstall

Go to Settings > Apps > Apps & features and uninstall the following:

• Feedback Hub

• Microsoft 365 - en-us

• Microsoft OneDrive

• Skype

• Weather

• McAfee antivirus and Norton antivirus OR HP Wolf Security (if on the computer) - Very important as we have our own Antivirus software that is loaded by Zylex

• All games (Solitaire, Candy Crush etc...)

Turn off notifications

Go to Settings > System > Notifications & Actions and change the following settings:

• Get notifications from apps and other senders - OFF

• Show me the Windows welcome experience after updates and occasionally when I sign in to highlight what's new and suggested - UNTICK

• Suggest ways I can finish setting up my device to get the most out of Windows - UNTICK

• Get tips, tricks and suggestions as you use Windows - UNTICK

Set the computer to not sleep (for Zylex to install Antivirus software overnight)

Go to Settings > System > Power & sleep and change all drop-down options to Never

Check default save locations

Go to Settings > System > Storage and ensure all are set to Windows (C:)

RESTART LAPTOP

Login with Microsoft account

1. Go to Settings

2. Select Accounts

3. Select Access work or school

4. Select Connect

5. Type in the email address of the Strictly Savvy Office365 account of the employee that the laptop is being issued to

6. Select Next

7. On the Let's get you signed in page, type in the password for the Strictly Savvy Office365 account of the employee that the laptop is being issued to

8. Select Sign in

9. On the You're all set! page, select Done

RESTART LAPTOP

HP Support Assistant (if it is not already installed)

1. Download HP Support Assistant (browser search)

2. Once downloaded, set it to always Show Task View button

Acer Care Center is the equivalent on an Acer laptop

Download Chrome & set as default

1. Download Chrome (browser search)

2. Go to Settings > Apps > Default Apps and under Web browser set Chrome as the default

3. Log into Google using the Savvy Gmail account of the employee that the laptop is being issued to. eg rochellestrictlysavvy@gmail.com

4. Pin the Chrome bar to the taskbar

5. Unpin Microsoft Edge from the taskbar

Link computer to the printer

Go to How To Link You Computer To The Printer for instructions. Set default print colour to B&W in computer settings.

RESTART LAPTOP

Zylex remote software & Antivirus software installs

You must install the Zylex remote software first then request Zylex to install the antivirus software. (Unless we are doing the antivirus installation ourselves, if so instructions are below:)

IMPORTANT NOTE: As of March 2022 Zylex has closed the below site because of cyber attacks linked to the Ukraine/Russia situation. Until resolved, Zylex has provided us a link to a SharePoint site where we can access the installer for the remote software, as well as the installer for antivirus software: https://zylex.sharepoint.com/:f:/g/EqnP2-TXz3NHtjQVj5y7q6oBHnRWS5vEAb0d2-H__ickjQ?e=Thlvii

The link for the remote software installation is usually rs.zylex.nz, but is currently https://rs.zylex.nz:444 until they update their servers.

1. On the main page click on the arrow in the box with Build Installer

2. It will prompt for a password which is zylex123

3. It will then ask you for a Machine name, which you can leave as the default (machine name) 

4. In the Company field put Strictly Savvy

5. Click on download

6. Install the program

7. Once that is done send an email to Zylex  to let them know (support@zylexgroup.com) and they will install the antivirus

NOTE: The computer sleep settings must all be switched to Never so that Zylex can install the antivirus software after hours

Email to Zylex

Subject: Antivirus software install - [PC Name]

Email text: 

Hi Alex,

Zylex remote software has been installed on our new laptop [PC name]. Can you please install the antivirus software?

Kind regards,

[Insert Email Signature]

RESTART LAPTOP

Open Chrome & set it up ready for the employee to use

Log in to the employee's Google account (this becomes their Chrome bar) and pin it to the taskbar. Now we need to set up the chrome bar with bookmarks and extensions that they will need to get started and/or will use everyday

LastPass

Install the LastPass Chrome Extension on the employee's Chrome bar and log in with the employee's account details. This will help us to log in to the accounts created for the employee which will be bookmarked on their Chrome bar

Microsoft Office Suite

Open the employee's Microsoft 365 account on their Chrome bar and bookmark and pin their Outlook account. Once opened we then download and install the Microsoft Office Suite by clicking on the install icon that will appear beside the bookmark star on the right-hand side.

(New Office365 may require you to go here instead https://portal.office.com/account#)

Bookmark accounts on Chrome bar

After Microsoft has been installed then we will open and bookmark the following accounts to the employee's Chrome bar, insuring that the appropriate url/page is used for the bookmark, so that it will launch in the right place:

• Microsoft 365 Calendar (bookmark and pin beside Outlook)

• Harvest (Time tab - bookmark and pin)

• Teamwork (Home tab - bookmark and pin)

• Airtable (create a folder bookmark and then open and bookmark any bases that the employee has access to under that)

• Client Files (create a folder bookmark which the employee can add things to later)

• Internal Files (create a folder bookmark which the employee can add things to later)

• Strictly Savvy website

• Strictly Savvy's Google Intranet

• Strictly Savvy's Skills Matrix Google Intranet

• LinkedIn

• Xero (only for VA's and Global team - not for the Design team)

• Employee's 1:1 Coaching site in SharePoint

Client Chrome Bars

If they already have clients assigned to them, then we add the Chrome bar for each client to the employee's chrome bar and sync the accounts, so that any existing bookmarks for the client are brought over. Once opened, log in to the LastPass extension on each profile using the employee's log in, then pin each profile to the task bar and close them

Teamwork Chat

1. Download the Teamwork Chat for Desktop for Windows and login with the employee's Teamwork account details

2. Pin Teamwork chat to the taskbar

Zoom

1. Download Zoom and login with the employee's Zoom account details

2. Pin Zoom to the taskbar

Adobe Acrobat Pro DC

1. Download Adobe Acrobat Pro DC, making sure to untick the options to install McAfee Security Scan Plus and McAfee Safe Connect first

2. Once installed go to the Control Panel

3. Type Default into the search bar in the top right-hand corner

4. Select Default Programs > Set your default programs

5. Select Adobe Acrobat Reader DC

6. Select Set this program as default

7. Check to see if any of our Abode Acrobat Pro DC licenses have a spare download (2 per license) that the employee can use, and if there aren't any then a new license will need to be purchased - refer to Airtable > Accounts > Internal Subscriptions for details

OneDrive Working files folder

1. Open the employee's Chrome bar and go to their Outlook inbox

2. Click on the 9 circles at the top left-hand side and open OneDrive

3. Select Working files folder

4. Select Sync

5. Download the latest version of OneDrive

6. Attempt sync again

Instructions if above isn't working:

1. Click on Start

2. Select OneDrive

3. Login (account will already be showing in search bar)

4. Click through until it asks you to add the app where you click on Later

5. File explorer will then open showing the OneDrive files associated with the persons account

6. Right-click on the Working Files folder and select Pin to Quick access

7. Move to top of list so it is easy to find

Update Chrome Download Settings

1. Open the employee's Chrome bar

2. Click on the 3 dots at the top right-hand corner and select Settings

3. Scroll down and click on Advanced. You will then be able to scroll down the page further

4. Go to the Downloads section and click on Change

5. Select the employees syncing OneDrive Working files folder and select OK

Dropbox

1. Download the Dropbox app

2. Log in with Strictly Savvy's assist@strictlysavvy.co.nz account

3. Selective Sync - untick all folders leaving only specific client folders that the employee requires

Adobe Creative Cloud Suite (Only for the Design Team)

Check to see if any of our Creative Cloud licenses have a spare download (2 per license) that the employee can use, and if there aren't any then a new license will need to be purchased - refer to Airtable > Accounts > Internal Subscriptions for details

Strictly Savvy Fonts (Only for the Design Team)

Go to SharePoint > Marketing > SSS Fonts, select all 20 fonts, right click and select install

Pin tools and apps to Taskbar

Use the search icon to look for the following tools and apps, and pin them to the taskbar for easy access:

• Settings

• Control Panel

• File Explorer

• Calculator

• Snipping Tool

• Excel (open and sign in)

• Word (open and sign in)

• PowerPoint (if applicable, open and sign in)

Restore sleep settings

Screen:

• On battery power - 5 mins

• When plugged in - 15 mins

Sleep:

• On battery power - 15 mins

• When plugged in - 30 mins

Delete and empty

Delete:

• Shortcuts on desktop

• Downloads

Empty:

• Recycle bin

Change Windows update settings

1. Go to Settings > Update & Security > Windows Update

2. Click on Change active hours

3.  Change Start time to 7am and End time to 6pm

4. Save

5. Go back to the Windows Update page and click on Advanced options

6. Turn on the option to Receive updates for other Microsoft products when you update Windows

RESTART LAPTOP

Run a disk cleanup

1. Use the search icon on the taskbar to look for Disk cleanup and click on Open

2. Click on Cleanup system files

3. Go to the More Options tab

4. Under Programs and Features click on Clean up...

5. Delete any programs you see that the employee doesn't need and uninstall them

6. Go back to the More Options tab and under System Restore and Shadow Copies click on Clean up... > Delete > OK

RESTART LAPTOP

TASK NO LONGER DONE AS LICENSE HAS EXPIRED - KEEPING IN CASE THIS CHANGES

Register laptop/computer with Meraki router mobile device management (MDM - Done after antivirus installed)

1. Open m.meraki.com in a browser

2. Enter our Network ID - 025-099-4809

3. Click the link to Download the Systems Manager Agent and install the downloaded executable

4. Go to Settings > Accounts > Access work or school

5. Click on Enroll only in device management (righthand side in blue)

6. Enter the employee's email address minus .nz eg rochelle@strictlysavvy.co

7. Re-enter the employee's full email address (eg rochelle@strictlysavvy.co.nz) & in the Server box, enter n25.meraki.com

8. Click Connect or Continue

9. Enter our Network ID - 025-099-4809

10. Click register. The device will automatically synchronize with the Meraki Cloud

11. Go to the Meraki dashboard and update the laptops tags and owner details

RESTART LAPTOP