Getting started with IT for staff

In this article:

Your staff IT account

To be eligible for an IT account you need to be registered with HR. You can access the majority of University IT services with your Essex username and password. You must not share your password with anyone.

Get your IT account details

You can get your account details online. You should change your password immediately if you've just got your account. After that you'll need to change your password once a year - we'll email you reminders.

If you create a passphrase, security question and answer, and provide us with an alternative email address, you can reset your password online.

Account security

You’ll need to set up a security feature called multi-factor authentication (MFA) the first time you sign in. To set up MFA you’ll need a mobile phone, tablet or landline phone. We recommend using the Microsoft Authenticator app.

Getting set up


Find out how to access your University email account wherever you are.

Email quarantine

We use specialist tools to detect and intercept potential malicious emails before they reach your inbox. Find out more and set up email quarantine notifications.

Shared mailboxes

Find out how to access a shared mailbox in Outlook or Webmail.

Mailing lists and groups

The University has various subscription lists to cater to professional and personal interests, such as a parents’ support network and ‘small ads’. Find out more about mailing lists.

VPN and Remote Desktop

VPN and Remote Desktop allow you to securely connect to the University’s network and your computer on campus. Not all staff need VPN access to work from home as most services are available off campus without it. Find out how to set up VPN and Remote Desktop if you need to.

Virtual Desktop

The Virtual Desktop service gives you remote desktop access when you don’t have a desktop computer on campus. Find out how to connect to Virtual Desktop.

Connect to the campus wifi

eduroam, short for education roaming, is the University's main wifi network for current staff and students. It's free to use and is available at all of our campuses.

  • How to connect: choose eduroam from your available networks and enter your University email address and password. For help see how to connect to eduroam.

Get started with Zoom

Zoom is used for most meetings and online lectures at Essex. Find out how to get started with Zoom.

Saving, storing and sharing your documents

With Box, you can create and share files and folders online and collaborate with others both inside and outside the University. Start using Box.

Your department may also use shared drives or SharePoint. Speak to your Department Administrator about getting access.

Print, copy and scan

You can find multi-function printers conveniently located around campus. Use your staff card to tap and log into any printer. Find out more about printing on campus.

Microsoft Office

Most University PCs and laptops are supplied with Microsoft Office 365. All staff and students can download and install the latest version of Office 365 on personal computers and mobile devices for free.

Get additional software

The Software Hub gives you instant access to hundreds of applications wherever you are, and on almost any device or operating system.

Request IT equipment

Please speak to your departmental or section administrator about requesting new IT equipment.

Login to HR Organiser

Add next of kin details, book annual leave and look at courses in HR Organiser.

Access to corporate systems

If you need access to corporate systems, such as ESIS, iTrent and Unit4, you can request this here.

Technology for teaching

Teaching room support

Each teaching room lectern comes with a PC that you can log into using your Essex user name and password.

If you're in a teaching room and urgently need support with the equipment, or if you need to report a problem, you can:

  • Colchester Campus: call 3220
  • Southend and Loughton Campuses: contact your local IT Helpdesk.

Teaching using Zoom

You can check your timetable calendar to see which Zoom rooms have been scheduled for you, and check in advance to see which type of Zoom Room you will be teaching in. Find out more about types of Zoom Rooms and how to use them.

Teaching timetables

Academics and students can view their timetables from a computer or mobile device. Find out more about teaching timetables, including a staff guide to online timetables.

Learning technology tools

The Technology-Enhanced Learning (TEL) team provide advice, training and support on most forms of educational technology. They can help you with Moodle, Zoom, Panopto and Poll Everywhere. They can also help you choose the right learning technologies to support your particular teaching and learning practices. Visit the TEL pages in Moodle.

Cyber security


The University is regularly targeted by phishing attacks so it's important you learn ways to protect yourself. Find out more about phishing, and how to spot and report it.

Antivirus software

Antivirus software (CrowdStrike) is installed and runs automatically on all University-owned devices to help protect against viruses and malware, such as ransomware and spyware.

Keeping information safe

It’s important to know how to keep information safe when you are out and about. Data security is everyone’s responsibility, and data loss can lead to fines or reputational damage for the University. Find out more about working with information and data.

Help and support

Check the Staff Directory

We have lots of information, help articles and answers to frequently asked questions on the Staff Directory. Visit and use the search box to find what you are looking for.

Contact us

If you need to speak to someone about IT, you can contact the IT Helpdesk.

If you need support for using any of our learning technology tools, contact the TEL team.

Digital skills and training

Digital Skills training courses

We offer courses in IT and Digital Skills, including Excel, Word and managing a busy inbox. Find out more and sign up for a course.

Learning Technology training

The TEL team regularly run workshops that explore new and exciting learning technologies and encourage staff to experiment with Moodle's more advanced features. They can also help you get more out of presentation software like Microsoft PowerPoint, Apple Keynote, Google Slides and Prezi.

To find out more about our current training schedule or to book onto a waiting list visit the TEL training page.

LinkedIn Learning

As a member of staff at Essex, you get a free subscription to LinkedIn Learning, an online educational platform that helps you discover and develop business, technology-related, and creative skills through expert-led course videos. Get started with LinkedIn Learning.

You can also add LinkedIn Learning content to your Moodle courses to support your online module delivery.

Professional development and training

The University has a timetable of training that includes management, academic development, student support, and essential training all staff must complete. Find out more about staff training at Essex.

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