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Microsoft Surface Onboarding

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On this page you will find instructions to help setup your Microsoft Surface as well as advice and helpful tips.

Contents

Windows Setup
Facial Recognition

Microsoft Sore
Office 365 and OneDrive
The Stylus
Power Management
Care and Handling
Lost Devices
Protective Cases

Physical Security

Windows Setup

The Microsoft Surface that you have been provided is registered with a service that will automatically configure the devices out-of-the-box and link them to Berkhamsted’s Microsoft device management system. The process is straight forward and will require the following;

  • To be plugged in to the mains
  • At least 1 hour of uninterrupted Wi-Fi connection to the internet.
  • Your school email address and password.  If you are new to Berkhamsted, you will have been issued your login credentials with your Surface.

When setting up your surface it will be easier to use the type cover (keyboard), so please attach this before starting.

You will be greeted by Windows Cortana – this is Microsoft’s equivalent of Siri. You can mute Cortana by pressing F4 or clicking the Microphone icon on screen.

You will be prompted with the following selection screens;

Let’s start with region – United Kingdom
Is this the right keyboard layout? – United Kingdom
Want to add a second keyboard layout? – Skip
Let’s connect you to a network – As part of this setup process avoid public WiFi networks like those you’d find in cafes, hotels as some of these don’t provide a ‘straight-through’ connection to the internet and you may encounter issues with the setup.
Welcome to Berkhamsted School Group! – Enter your school email address
Enter your password – Remember that passwords are case sensitive.
Setting up your device for work – No action is required on this screen.  This process can take a while depending on the speed of your internet connection so please be patient.

Once you’ve carried out the above steps, your device will continue configuring and installing software, please be patient as depending on your internet speed this can take a while.

If required, the following video run-through of this process is available below;

Facial Recognition

A more recent addition to the Windows operating system is a feature called Windows Hello… Windows Hello provides alternative methods of authentication but most notable for the surface devices is facial recognition. Combined with the optical camera, both the Surface Go and Pro have an inbuilt infrared imaging camera which is compatible with Windows Hello facial recognition.

As part of Microsoft’s built-in security, to enable Windows Hello you need access to a mobile phone. It doesn’t need to be a smartphone, just a phone that can receive an SMS text message. During the setup the chosen mobile number is sent a text message and you’re asked to enter the verification code contained within the text message to enable Windows Hello. You can use a parent’s phone if you don’t have your own, and we highly recommend that you don’t use your own.

To enable facial recognition, double click on the desktop item entitled ‘Enable facial recognition’. You will be prompted with a couple of warnings as described above. After accepting the warnings the Windows Sign-in options dialog box will appear. In the Windows Hello category under Face Recognition select Set Up. Follow the on-screen instructions.

Office 365

Every pupil at Berkhamsted has an Office 365 account – this means you have access to the Microsoft Office 365 suite of applications, both on your Surface (desktop apps) as well as through a browser (www.office.com). You can also install Microsoft Office on up to 4 more devices.

OneDrive

First and foremost OneDrive is cloud based storage and it’s where you need to store all of your documents. OneDrive also underpins most services in Office 365 – sharing and real-time collaboration is only possible when using OneDrive or Microsoft Teams.

Your documents and desktop are automatically synced with OneDrive – be sure to save everything in OneDrive.

There are various ways of accessing OneDrive; whist using your Surface the preferred method is via Windows Explorer, however being cloud based storage you can simply navigate to www.office.com from any device and access your documents.

Install the OneDrive App on your phone and synchronise your pictures with OneDrive.

Microsoft Teams

Microsoft Teams is a central hub for sharing, collaboration and much more. A team will exist for each of your class sets and if you teacher uses OneNote this is where you may find resources.

OneNote

OneNote is a digital notebook where you can store resources, notes, websites and much more. Additionally combined with Microsoft Teams, OneNote is one of the platforms through which you might receive homework.

The Stylus

You are each issued with a stylus, or more specifically, Microsoft Classroom Pen. You will only ever be issued one stylus during your time here at Berkhamsted. They are not insured, and therefore if you lose or break your stylus you will need to buy a replacement from the stationary store at the cost of around £35. Please avoid buying cheaper alternatives from places like Amazon as most are inferior quality.

New nibs can also be purchased from the stationary store for £2.50

In the protective cases section we emphasise the importance of using a case/cover that has a pen holder to reduce the risk of losing your pen.

Power Management

In general we don’t want pupils to plug their chargers into sockets in classrooms – trailing cables present a health and safety hazard as sockets are not positioned for this purpose. Both the Surface Go and Surface Pro have a very reasonable battery life. If you apply basic power management practices it should last the entire day without the need to charge your device at school.

Consider the following;

  • Screen brightness – this has the highest impact on battery life. The easiest way of adjusting screen brightness is through the keyboard. The function keys along the top of the keyboard are also shortcut keys for various operations.  F1 and F2 adjust the screen brightness up and down.  You have to ensure that the Fn key in the bottom left is not illuminated to use the shortcut keys.  There various ways of adjusting your screen brightness – following this link for more information;
  • Running multiple applications – the processor consumes a large amount of power and running multiple applications requires processing power. It’s best practice to only run the applications you need and to close them down when you’re done.
  • Shutdown or standby – Shutting down the device will conserve the most battery power, although will take a little longer to start up. Whilst on standby the device will consume a small amount of power, but will start up quicker. – consider which is the best option.
  • Keyboard backlight – The Surface Pro / Go keyboard is backlit and although this doesn’t consume a huge amount of power, every little helps! The F7 key is also a shortcut key to toggle between 3 brightness settings on your keyboard.

If your device loses charge and is required in a lesson, portable battery chargers are available to borrow from the IT drop-in centres at Kings and Castle.

Care and Handling

The Surface Pro/Go is a delicate unit. Although they are being used in the education sector more and more, Microsoft aren’t doing anything to make them more robust – they are relying on the increasing market of protective cases/covers, however bear in mind that these will only provide limited protection for minor accidents.

We expect you to be able to fit the Surface into your regular school bag and therefore expect you to take more care in handling your bag.

The keyboard (technically known as the type cover) magnetically clips onto the device – it doesn’t need forcing. Occasionally when it clicks itself together it doesn’t catch properly. Simply pull it apart and let it snap together again – you’ll get the hang of it.

Don’t handle food and drink with your device, for obvious reasons.

Be more conscious of the way you handle your bag when the Surface is inside. The protective case is not designed to handle heavy knocks.  Don’t leave your bag lying around. Use lockers to store you device safely.

Lost Devices

The Surface you have been issued is your responsibility and it’s an extremely expensive bit of kit. You should treat it as if it’s your own and we expect you to keep it with you at all times or safely kept in a locker.

If a member of staff spots an lost device they have been instructed to pick it up and take it to their nearest IT drop-in centre where a member of IT Staff will identify its rightful keeper. Your head of house will be informed, and appropriate steps will be taken.

Protective Cases

The school ask that every device is protected by using either of the following;

A rugged case
These are very hard-wearing cases that will protect the device for minor knocks and bumps. If accidently dropped from desk height the device is very likely to survive the impact.  The cases are also very good if you prefer to use your device in tablet mode (without the keyboard).

A folio case
This type of case wraps round the device like book. A device is likely to survive a drop from desk height but not as likely as a rugged case.  Not recommended for accident prone individuals! Additionally these cases are not so good if you like to use your device in tablet mode.

For added protection we are suggesting that you use a padded sleeve to protect your device whilst it’s in your school bag.  A combination of a case and sleeve provides the ultimate all-round protection.

Physical Security

The Microsoft Surface range of products are expensive and attractive devices. Berkhamsted is a safe place but there are opportunists everywhere. Where possible, try not to walk alone to and from school and between sites. Use the official route between sites.  In the winter months use the main roads only.

Do not get your device out of your bag in open public space, such are parks, roads, public transport etc. it’s an attractive device and will draw unwanted attention.

Before using your device in a public place like a café, library, restaurant, be aware of your surroundings and if you think it may create unwanted attention then do not get your device out.

Microsoft Store

A more recent addition to the Windows operating system is a feature called Windows Hello… Windows Hello provides alternative methods of authentication but most notable for the surface devices is facial recognition. Combined with the optical camera, both the Surface Go and Pro have an inbuilt infrared imaging camera which is compatible with Windows Hello facial recognition.

As part of Microsoft’s built-in security, to enable Windows Hello you need access to a mobile phone. It doesn’t need to be a smartphone, just a phone that can receive an SMS text message. During the setup the chosen mobile number is sent a text message and you’re asked to enter the verification code contained within the text message to enable Windows Hello. You can use a parent’s phone if you don’t have your own, and we highly recommend that you don’t use your own.

To enable facial recognition, double click on the desktop item entitled ‘Enable facial recognition’. You will be prompted with a couple of warnings as described above. After accepting the warnings the Windows Sign-in options dialog box will appear. In the Windows Hello category under Face Recognition select Set Up. Follow the on-screen instructions.