Tech Welcome

Welcome to Sun Bum from your local IT team.

Employee Resource Site.
The information in this guide (and a whole lot more!) can be found on the Employee Resource Site found at the following link. You will need to log on with your Office 365 username and password.
https://sunbum.sharepoint.com/sites/SunBumEmployeeSite
Manage/change your passwords.
Sun Bum has a password manager called Keeper. This is available to all employees. It has both a browser add-on and an app for Windows and Mac. It is not uncommon to keep a master password list in an Excel or Word document. If you do this, please, please, please, password protect this document. If you need help with doing this, feel free to ask helpdesk@sunbum.com.

There should be very few instances where you have to share a password outside of Keeper. If you do need to share a password, do not do this in email. You can use text message or Teams chat.

It is recommended that you change any passwords from the ones you were given. The password can be the same on all these accounts to aid in recall of the password, but it should include at least one capital letter, one number, and be at least 8 characters long. Here are the instructions for changing a few of these…

Passwords can be compromised in a variety of ways by hackers. For this reason, you should always enable Two Factor Authentication (2FA) for any electronic login, when available. This usually takes the form of sending a text message with a code for validation purposes.
- Change password for Microsoft Office 365 applications (i.e., Outlook, OneDrive).
  1. https://account.activedirectory.windowsazure.com/ChangePassword.aspx
- Change Password on Windows Laptop
  1. Press Ctrl + Alt + Del, and select Change Password
- Change Password on Macintosh Laptop
  1. On your Mac, choose Apple menu > System Preferences, then click Users & Groups.
  2. Click Change Password.
  3. Enter your current password in the Old Password field.
  4. Enter your new password in the New Password field, then enter it again in the Verify field.
  5. For help choosing a secure password, click the Key button next to the New Password field.
  6. Enter a hint to help you remember the password.
  7. The hint appears if you enter the wrong password three consecutive times, or if you click the question mark in the password field in the login window.
  8. Click Change Password.
- Microsoft Dynamics Great Plains
  1. Please select User Preferences - > Password
Spam, Phishing, and Text scams and marketing/sales emails.
Our corporate email filter is called Proofpoint. You will get a report at 3PM PST each day with a list of any emails that the filter found suspicious. This filtering isn’t always perfect, with some junk or phishing emails getting through, and some legitimate emails getting blocked. Review the report and choose from the various options described there. If you need help, reach out to helpdesk@sunbum.com.

Sun Bum also sends test phishing emails out to employees through a third-party testing company. These will not appear in Proofpoint.

If you are suspicious that any email is a test or attempted phishing, please look for the “Catch Phish” tray option in Outlook and select the “Email Analysis” option.

In your first week at work you will also likely receive an urgent text message from our CEO, Cynthia Herrera, asking for some kind of assistance…ONLY THIS WON’T REALLY BE CYNTHIA. A scammer will find your phone number and current place of employment online (LinkedIn, resume, somewhere), and match that with a known list of company CEOs. They will then try to get you to buy gift cards and mail them somewhere, or some other of the many different scams.

Do not respond to unsolicited marketing or sales emails, and certainly do not send anyone other people’s contact info in response to sales marketing emails.
Admin by Request.
Admin by Request is an application that allows users with a Standard Account to obtain admin permissions to be able to install applications or make changes to their computer that would require those permissions. Below are the links to the instructions based on your OS.
- Windows Device Instructions!
- MacOS Device Instructions!
File and folder names.
Apple Operating Systems will let users name files and folders with just about any character and with any length. Windows computers have a few more restrictions. To make file and folder names work well across different devices please see these rules.
1. Do not use the following characters in file and folder names: \ /: *? " < > |.
2. Do not use spaces at the beginning or end of file and folder names.
3. File and folder names must start with alphanumeric characters (a-z or 0-9) i.e., no files starting with symbols like $ # @ etc.
4. Please do not give files and folders names longer than 30 characters, and the total length of folder and file paths should not be longer than 250 characters.
Make a computer reboot part of your weekly routine.
A weekly reboot of your computer can help you avoid some technical issues. Working for weeks on end without a reboot can cause system instability and lost work. Please make this part of your weekly routine.
Familiarize yourself with the Office 365 website and tools.
Web versions of the Microsoft Office applications and OneDrive (cloud storage) are available on the Office website. Outlook Web Access (OWA) is a particularly useful tool to know. Surf over to the following link to learn more…

https://www.office.com

Each user of Office 365 gets 1 TB (1000 GB) of online storage through OneDrive. This is accessible through a web interface, or you can download the OneDrive sync client to automatically synchronize directly between your Mac, Windows, and mobile devices.

In addition, you can set up a SharePoint website for yourself or your team. OneDrive will sync these files to your whole team. Talk to IT for more details

And don’t forget about the settings page…

https://portal.office.com
Chat and Web Meetings.
Sun Bum uses Microsoft Teams for chat and web conferencing. It should automatically start when you log onto your computer. If you are prompted for a username and password, please use your Office 365 credentials.

Please add a photo of yourself to your profile in Teams. If you haven’t done this already, you will see your initials in the upper right corner of the application. Then click on your initials that appear after that. It can take a while for that photo to start appearing in internal emails and Teams meetings.
Test scanning documents to your email address.
When at the office, you send scanned documents to yourself by selecting the Email option on the printers. You should find your email address already listed in the Address List on the printers in all four buildings.
If Sun Bum provided you with a mobile phone.
1. Your phone plan has the following features.
  - Unlimited calling and texting to and from the U.S., Mexico, Canada, and Puerto Rico
  - Mobile hotspot/tethering reduced to speeds up to 600 Kbps on 4G LTE & 5G Nationwide and 3 Mbps on 5G UWB after 50 GB of data/line/month
  - Unlimited 5G UWB Included w/ 4K video streaming in 5G UWB area
  - Unlimited 4G LTE data with network management after 100 GB/line/month
2. When traveling internationally, please let helpdesk@sunbum.com know a day or so before hand. In most cases, a travel pass can be added (paid for by Sun Bum) that will give you unlimited calling and text, with limited data per day in your destination country. Team members have bought a hotspot device from a local vendor when traveling abroad and needing much more mobile data for social media posts and other data intensive tasks.
3. It is recommended that for company provided phones, you install the Outlook app. The OneDrive and Teams apps may also be something to consider. You may want to install one or more of these on a personal smart device as well, but please ensure you enable pin or other security on any device where you will access company resources.
  
  To install one of these apps please see the application store for your device. You will use your Office 365 credentials for Outlook, OneDrive, and Teams.
4. In the past we encouraged all phones to use the same passcode. That is no longer the case. You may choose any passcode you want.
5. You should create your own iCloud account and enable iCloud backup of your device by creating an Apple id using your Sun Bum email address. You get 2GB of backup free with iCloud. Keep in mind that iCloud backup will only occur automatically when your device is plugged in, connected to Wi-Fi, and screen closed. You can start it manually any time.
6. You can also back up your iPhone to your laptop, free storage space permitting of course.
  - Back up iPhone using your Mac
    1. https://helpdesk.sunbum.com/support/solutions/articles/22000042006
  - Back up iPhone using your Windows PC
    1. https://helpdesk.sunbum.com/support/solutions/articles/22000042007
7. Please set up your voicemail by dialing *86
8. In the event of a long-term Internet outage at home or at the office, you should know how to use the hotspot feature of your phone. Please see the following article on sharing your phone’s Internet access by enabling the Wi-Fi hotspot feature of your phone. You should always configure this to require a strong password and always disable it when not in use.
  
  https://support.apple.com/en-us/HT204023
  
  A phone with this feature turned on will consume more battery power. It is recommended that your phone be plugged into a charger while being used as a hotspot. A maximum of 5 users sharing a single hotspot is recommended.
Add the company shared calendar to Outlook.
1. PC users open Outlook click your calendar tab and go down to section called Shared Calendars. Right click then mouse over "Add Calendar" then click "Open Shared Calendar." Please type in the email address of the shared calendar and click "Ok".
2. For Mac users open Outlook, click File -> Open -> Shared Mailbox...
  
  Why do we use this calendar??? Please submit any days that you anticipate working remotely to this calendar. Any sick or vacation days will automatically be transferred onto the calendar, but days working remotely or other reasons for out of office need to be added by you. This calendar is also utilized for any company events, lunches or things happening that you would need to be made aware of.
If you are a full time employee and need to email everyone in the company, please use staff@sunbum.com. If you are not a full time employee, contact Elise Orozco (Elise@sunbum.com) to approve your communication. Upon approval she will forward it to everyone.
If Sun Bum Provided you with a desk phone or extension.
The following instructions will get you into the menu to listen to messages and/or set your greetings.
1. If you have access to your own Sun Bum desk phone, then pick up the handset and press the button with the envelope icon or press *97.
2. If you do not have access to your own Sun Bum handset, dial into any of the Sun Bum main phone numbers.
  1. 321.613.2988
    321.255.3250
  2. Enter *98 at the greeting.
  3. At the prompt for a mailbox, enter your extension.
  4. At the prompt for a password, enter your extension.
3. When prompted for your password, use your extensions number followed by #, you can choose to listen to your messages or press 0 to get to the greetings menu. At the greetings menu, press...
  - 1 to record Unavailable message
  - 2 to record Busy Message
  - 3 to record your name
  - 5 to change your pin/password
    For each of the above, press # to end recording and 1 to save each recording.
Conference Calls.
All Sun Bum employees get a Teams conference call line. Create a meeting on your calendar to see your conference call details.

The company phone system also has the following extensions set up for conference calls for various teams.

301 Executive
302 Supply Chain
303 AR
304 Events
305 Sales
306 Executives 2
307 Product Development
308 Customer Service
309 International
310 ED
311 Ops 1
312 Ops 2
313 Marketing
501 page all CA
502 page all FL

New conference call lines can be created for other teams upon request.

To use a conference call line...
1. Dial one of the following numbers. They all use the same messaging system. If you are expecting international callers, they will NOT be able to dial the 877 number. You must communicate one of the other numbers for international callers.
  
  321.255.3250
  321.613.2988
  877-978-6286
  (Please only use if you or your invitees would incur a toll. Almost all mobile devices come with unlimited nationwide calling).
2. When prompted with the main greeting, dial the extension that you want to use. If the conference line has an access code, the User access code for these is 1212. The Admin access code is 2010. The only difference is that users who join before the Admin will hear "The leader has joined" message if someone uses the Admin code, but everyone can join as regular user if they want.
3. Email invitations should contain something like the following….
  
  "Hello,
  
  Please join the conference call at 321-255-3250 (or use 877-978-6286 if you need a toll free option). At the main phone menu, dial extension 313 directly. When you are prompted to enter an attendee code, please use 1212."
Web Conferences.
Use Microsoft Teams for all web conferences. Invitations sent to outside parties will require they download Teams for free to join meetings, unless they use the audio only option by dialing in with the included phone number.
Add a signature to your email. It should follow this format.

Bill Smith
Customer Experience

Sun Bum
444 South Coast Highway 101
Encinitas, CA 92024
United States

Email billy@sunbum.com
Office 877.978.6286 x000
Mobile 000.000.0000
Web: www.sunbum.com
Add your photo to your Office 365 profile.
There are several ways to do this. The easiest is to click your initials in the upper righthand corner of Teams and click on your initials, and then click on the initials that pop up to change the photo.
Faxing
1. Receiving a fax:
  Customer service has their own fax for customer use. For other inbound faxing, please use 1-858-282-0670. This will go to office@sunbum.com, and the office will forward it to your email.
2. Sending an outbound fax:
  Say you want to send a document to fax number 333-555-4444.
  Create a new email, To: 13335554444@faxmessage.net (The fax number must start with “1”)
  In the Subject, you must have exactly the following…
  u=SunBum1 p=Sunbum123!
  
  The body of your email will be included in the fax. You may attach only ONE document to this email that will follow the body of your email in the fax (there is no page limit), the format could be any of the following document formats: TIFF, TXT, PCX, DOCX, DOC, RTF, HTML, HTM, PPT, XLS and PDF.
  
  Send your Email
  
  Within a few minutes of sending out the email, office@sunbum.com should receive a notification with a status message of your fax.
Most Windows laptops can connect wirelessly to the TVs, but this doesn’t always work well. Email helpdesk@sunbum.com for detailed instructions if you would like to try. In most cases, you should use an HDMI cable to connect Windows computers to TVs. On Macs, Apple Airplay works better for wireless screen sharing.
Conference Rooms/Teams Room Device
For instructions on how to book our various conference rooms please click here.
https://helpdesk.sunbum.com/support/solutions/articles/22000034741
Changing your printer settings
When printing, please choose the most economical and environmentally friendly options possible for your task. This may mean choosing double sided and/or black and white options.

On a Macintosh, the setting you select for printing in each application will generally become the default options for that application. The method for getting to print options varies by app, but typically these can be found by selecting the File menu and then selecting Print. From there you might have to select “Show Details” or select the printer list and choose the Xerox option.

On a PC you can select global print option for the printer that most applications adhere to, regardless of the print options selected in the application. To do this, open the Printers & Scanners control panel window, select the printer, choose Manage, and then select Printing Preferences.
Sending and Receiving snail mail
1. You may print Sun Bum related shipping labels at UPS.com. Please see the office administrators for username and password.
2. Postal mail should be sent to
3. 444 S Coast Hwy 101, Encinitas, CA 92024 (Reception)
4. UPS and FedEx deliveries can be made to any building
  371 2^nd St, Encinitas, CA 92024
  364 2^nd St, Encinitas, CA 92024 (i.e., The Hanger)
  112 C ST, Encinitas, CA 92024 (i.e., Sonny’s House)
When possible, please use company font, Akkurat Pro in all documents and communications. This should be installed on your system. If not, email helpdesk@sunbum.com.
Use the Sun Bum Cloud Drive or Microsoft OneDrive to store and share files in the cloud. If you need specific Office 365 integration features, like working on files simultaneously with teammates, use OneDrive. Computers are NOT backed up, but these cloud solutions are, so please protect your work by using one of these resources. These cloud options allow you to share files with AND request files from people inside and outside of Sun Bum. Exchanging files in the cloud can help reduce space consumed by email. Sharing a link with 100 people is often MUCH more efficient than sending 100 copies of a file in email. Contact helpdesk@sunbum.com for details on file sharing.

Sun Bum Cloud Drive on Mac
Sun Bum Cloud Drive on Windows

OneDrive on Mac

OneDrive on Windows

When moving or copying more than 50 files at a time (or folders containing more than 50 files), the web interface of the cloud service will work best.

Sun Bum Cloud Drive Web Interface: https://drive.pacits.com

OneDrive Web Interface: https://sunbum.onedrive.com
Sharing Photos from your phone
By default, iPhones create photos using the newer HEIC format. This isn’t compatible with a lot of other devices. Please change the Camera app settings in iPhone to create photos with .jpg format.
1. Go to Settings on your iPhone.
2. Tap Camera. You will be shown some options like Formats, Grid, Preserve Settings, and Camera Mode.
3. Tap Formats and change the format from High Efficiency to Most Compatible.
4. Now all your photos will be automatically saved as JPG instead of HEIC.
Traveling Abroad
Your job may require that you travel to other countries. You should make sure your personal phone has the necessary features for international travel and use. If you have a company phone, please confirm with IT that all features for international travel have been enabled.

In addition, internet and hotspot feature on your phone may or may not work well in other countries. You and your manager should be prepared for you to purchase a hotspot directly from a local service provider in the region you will be visiting, especially if you will be generating any kind of digital content to upload during the trip. A hotspot and 50GB plan could cost between $150-$300 dollars. This makes sense for traveling teams but may also be justified for individuals.