Working Off Campus
How do I …
- Prepare to Work Off Campus
- Access My Email
- Get My Files and Access My Work Desktop
- Keep in Touch by Phone
- Meet with My Team
- Get Answers to Other Common Questions
- Contact the IR Service Desk
Note: Links to detailed how-to documentss on this page will require your UT Southwestern ID and password.
Learn How to Open a ServiceNow Ticket
Prepare to Work Off Campus
Step 1
Please make sure you have DUO enabled on your device as it is required for off campus access.
Set Up DUO (also called Two-Factor Authentication) on Your Phone or Tablet
Each time you access email, campus systems through VPN (GlobalProtect for Windows or MacOS, or Citrix), and clinical systems using Citrix when you are off campus, you will need to verify your identity. To do so, you must set up DUO two-factor authentication for the first time.
Watch this Video Tutorial on Registering Your Phone or Tablet with Two-Factor Authentication (duration 2:21).
**When logging in to a system such as VPN or Citrix that requires DUO Two factor, you will be prompted for authentication:
- Select 'PUSH' to receive an authentication to your registered device. Sometimes this is automatic.
- Select “Call me” to receive a phone call.
- Select “Text message passcode” to receive an authentication code.
- Please do not select the “Passcode” option, it is not available.
- You may also be prompted to type in a code from the DUO app into the field.
Update and Secure Your Personal Computer
The ideal option for UT Southwestern employees, faculty, and students who need to work off campus is with a UTSW-issued laptop:
For PC Users
- We highly recommend using Windows 11 because earlier versions may limit your internet access.
- Set up automatic Windows security updates.
- Set up antivirus software for Windows to protect the data files on your personal computer.
For Mac Users
- We highly recommend MacOS 14 (Sonoma), 15 (Sequoia), or 26 (Tahoe) because earlier versions may limit your internet access.
- Set up automatic Mac security updates.
- Set up antivirus software for the Mac to protect the data files on your personal computer.
For All Users
- Set up a password protected screensaver to secure and protect all UTSW data.
- Save all data to a campus system such as Office 365 rather than the local hard drive of the remote computer.
- To the extent possible, obtain technical support through the IR Service Desk (Email) or a designated departmental technician for all computers used for UTSW business.
UTSW does not recommend using other operating systems such as Chromebooks.
Set Up Virtual Private Network (VPN) Access
To get into campus systems that are only available on the internal network (such as MyUTSW), you will need VPN. GlobalProtect is the current campus VPN solution. GlobalProtect VPN requires a UT Southwestern Login, password and DUO Authentication (see Step 1 above).
To install GlobalProtect, view the installation instructions for either MacOS or Windows.
Health System users who have set up DUO (two-factor authentication) may remote into their desktop and access clinical systems like Epic using Citrix Workspace.
Initial set up requires:
- Finding your work computer name
- Installing and configuring Citrix Workplace
- Once set up, you may open a remote connection to the Health System from a home computer.
Note: Do not shut down your work computer if you plan to connect to it remotely.
Access My Email
After you have set up two-factor authentication (see step 1), you may access your UT Southwestern email from any computer by going to Webmail at outlook.office365.com.
Also see the article about Outlook Access.
Get My Files and Access My Work Desktop
OneDrive
Login with your UT Southwestern ID and password at portal.office.com, then click the OneDrive icon to access any critical documents you moved there while on campus. If you did not have the chance to move files while on campus, simply use VPN to access the internal network, then follow the instructions from Step 1 above.
Connect Remotely to Network Drives (O, P, G, W)
Watch this video tutorial on how to access the O, P, G and W drives (duration 6:00) for details about:
- What are the drives used for? (starts at 0:16)
- What are the advantages of using network drives? (starts at 0:30)
- How can you use network drives? (starts at 0:52)
- (VPN required) Drive paths for Non-Hospital Employees (starts at 4:40)
- (VPN required) Drive paths for Students (starts at 4:40)
- (VPN required) Drive paths for Hospital Employees (starts at 5:15)
Access My Work Desktop
Tools for accessing your work desktop remotely vary based on whether your desktop is on a nonclinical network.
Clinical Networks – Use the Health System Remote Desktop Connection
Use Citrix Workplace to connect remotely to your desktop and access your files.
Nonclinical Networks – Use VPN into Campus Systems
Connect with VPN to access info from MyUTSW, back office usage of PeopleSoft, or other internal network drives and applications. If you are accessing the internal network from your home computer, you may need to map network drives on your Mac or Windows machine.
To improve network performance:
- Please use VPN sparingly for essential tasks only.
- Log out once your tasks are complete.
- If you are inactive for 20 minutes on VPN, you will automatically be logged out.
Keep in Touch by Phone
You may check your work voicemail and update your greetings remotely in order to let people know the best number to reach you. If you are still on campus, we have the capacity to support call forwarding from your work number.
For physicians, nurse practitioners, physician assistants, pharmacists, medical students, and other clinical staff, if you want to mask outbound calls (hide your personal number), you can submit a Procurement Portal request for the UC Client.
For clinical staff in need of a new inbound/office UT Southwestern phone number so that vendors and other contacts may reach you directly without knowing your personal number, contact the ServiceDesk@utsouthwestern.edu.
Meet with My Team
Microsoft Teams is the standard group communication method at UT Southwestern. Learn about how to use Teams (VPN required).
Ensure your online meetings stay secure from unauthorized access by following these best practices when setting up a virtual meeting or course.
Get Answers to Other Common Questions
What if my PC or Mac on campus is turned off and I cannot access it through remote desktop?
Check with your manager or department administrator to determine if there is a member of your department on campus who can turn your PC or Mac on. If no one in your department is available, open a ServiceNow ticket and request a “Campus Computer Power Cycle.” A ServiceDesk representative will coordinate to have your computer turned back on within two business days, and will be available Monday to Friday from 8 a.m. to 5 p.m.
Do you have any tips for improving my home internet connection?
- Conserve Bandwidth – Is your family streaming Netflix while you work? Use standard instead of high-definition video wherever possible and limit streaming services.
- Get the Apps – Teams, Zoom, and GoToMeeting have meeting apps you can use on your phone to tap into your wireless service and give your home internet a rest.
- Get a Backup – If your home internet is unreliable, consider setting up a backup internet service provider. Satellite internet providers have been hit with less congestion than local providers.
Do you have additional questions? Review the recorded Q&A sessions below.
Contact the Information Resources (IR) Service Desk
Need Help?
Non-Urgent Needs
Send an email to the Service Desk to avoid long wait times.