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Basic Staff Mac Setup

Top Tips

  • Make sure to run Apple's Software Update and also Microsoft's Office Updater
  • Install the Root Certificate to the 509 Anchors chain. See Root Certificate
  • Double-check all mail settings after the user has logged in, because you can't set the special mailboxes without them logging in to the mail server. See Mail Config Text.

Steps to get a new mac ready for the user's data:

  1. For brand new systems, fill in the on-screen registration as ITS Dept, and use the college address and the main ITS phone number, and itspurchase as the email address. Do not create a trial .Mac email account. Set the network setting to use the wired port, and do not have it do any special settings.
  2. For the primary account, use "ITS" as account name and "its" as the short name. Leave the password blank until setup is complete.
  3. Plug in a network cable, and run Software Update. (It may start automatically before you have a chance to run it)
  4. Write down the MAC address and get a staff member to manually netreg the system. (If you know the intended user, write down their user name as well.)
  5. Put a barcode sticker on the system and fill out the Assets record.
    • Fill out all the parts of the top of the Assests form if known, e.g. if you know which staff user will get a computer, fill them in as primary user. In addition, use the Notes field to describe the main system parameters: type of processor, amount of RAM, hard disk size, optical disk capability. For Dell computers, put the "Service Tag" in the "Serial Number" field, as the Service Tag is used by Dell to track hardware support contracts.
    • The bottom panel of the Asset form should be filled in for computers. The purchase date and vendor let us track how old the equipment is. Use the primary wired ethernet port for the MAC address field, and put any the MACs of wireless or other ports in the notes area.
    • Set the "College Owned" field to Yes or No.
    • MS LICENSE TRACKING If you install MS software, check the boxes for XP or Office so we can count how many licenses we actually use.
  6. Install MS Office.
    • Throw away the Office Trial Edition folder from /Applications
    • No key needed, it is built-in.
    • Update Assets to show an Office Install
  7. Install Filemaker 6 if needed.
    • The site license number is on the CD
    • The organization name must be exactly "Simon's Rock College" as the number is keyed to this.
  8. Install Firefox, and add to the Dock.
  9. Add printers if you know where the computer will be located.

User Accounts

  • If the user has an existing Mac, you can use /Applications/Utilities/Migration Assisant to automagically transfer all their stuff. In this case, DO NOT create an account for them first, because the migration assistant will copy their full account; it can not merge their old account into their new one.
    • After the Migration Assistant is done, confirm that they can log into their old account, and then add Office and Filemaker to the Dock.
    • Also check their mail settings, and, after they log in to mail, make sure the special Sent, Trash, and Drafts mailboxes are in the right place.
  • If they are don't already have a Simon's Rock Mac, create an account for them and make sure Office, Filemaker, etc are on the dock, and set up their mail. Have them enter their mail passwords so they can connect to the server, and be sure to keep sent mail on the server, and mark the special Sent, Trash and Drafts folders. Also enable junk mail filtering.

Mac Security

Open System Preferences > Sharing. On the sharing tab, uncheck any file sharing or remote access services. On the Firewall tab, be sure the firewall is started.

When giving the computer to the user, make sure they create a password for their account (via System Preferences>Accounts). If they really don't want to use a password, they can set the system for automatic login (using the "Login Options" item at the bottom of the accounts panel). Even so, having a password keeps their machine from being wide open on the network if the enable file sharing in the future.

Mac User Settings

Most files in their home folder, the /Users/username directory, also called ~. (Note that this file is always named with the accounts "short name" which does not change even when the account is renamed. Check System Preferences>Accounts to be sure which files go with which account)

General files are in ~/Documents, iPhoto uses ~/Pictures, iTunes uses ~/Music, etc. ~/Desktop is the user's desktop. The ~/Library folder has program settings.

  • Mac Mail: Copy ~/Library/Mail and ~/Library/Preferences/ to the cooresponding spots on the new mac, and the new copy of Mail will do the right thing when you start it. (If their old setting was POP, look also for previously downloaded attachments on the old mac).
  • Safari: Bookmarks in ~/Libary/Safari
  • IE: Favorites are in ~/Library/Preferences/Explorer
  • Firefox: ~/Library/Application Support/Firefox