Skip Navigation
W
University of Washington
IT Connect
Connecting You to Information Technology at the UW

Nebula Users Home

Information for Nebula Clients

Using Your Nebula Computer

IT Connect > Software and Hardware > Nebula > Using Your Nebula Computer

User Guidelines for Nebula

Your Nebula PC is supported and maintained through a system of central backup and network services. For this system to work well, your PC must conform to certain specifications. In addition, please follow these guidelines on how you use your computer:

Adding software

If you install additional software on Nebula PCs, you do so at your own risk, and at the risk of losing data created by the software. Desired software can be submitted to the Nebula team. If it conforms to the Nebula requirements, it will be installed through the network.

Hardware

Do not modify Nebula hardware without approval and assistance from your assigned support contact.

Save files on H: or I: drives

Save all files on the H:\ drive, which is for data for individual use, or the I:\Groups drive, which is for data which needs to be shared with other members of your workgroup.

Don't store files on C: drive

Avoid storing files on the C:\ drive. This includes files saved on the Windows desktop. The drive may be erased or reformatted by support personnel at any time in the interest of system stability.

Protect your password

Do not share your password or leave your machine logged in and unattended. If you will be gone from your desk, log off of Nebula or set up a screen saver with a password. If you need help with this, send email to nebula@uw.edu

Leave it on

Leave your machine turned on at all times. Just log out: Ctrl-Alt-Del - Logout. Or use Start - Logout.

Log Off But Do Not Turn Off

All Nebula desktop PC's should remain on and connected to the network 24 hours a day, 7 days a week. At the end of your workday, simply logout (do not shut down the computer). Leaving yoru computer on will enable Nebula to keep it updated, patched and as secure as we can make it. If you have a laptop, please see our "Laptop Computers in Nebula" section below.

Keep your computers on

In a managed PC environment such as Nebula, there are many centralized maintenance tasks that must be performed, including software installations and operating system updates. Some environments require additional attention, such as virus scans on Windows workstations. It is desirable to make these maintenance tasks as invisible as possible, so the user can concentrate on getting his or her work done, and not worry about the computer's health.

In a centrally managed environment such as Nebula, leaving computers on 24/7 means updates can be downloaded and installed to the desktop regularly, making use of non-working hours, thus offering a higher level of protection and less disruption for the user. Logins will be faster, since fewer updates have to be done on the spot. Critical software installs are more reliable, since they don't rely on the user's willingness to wait and and not interfere with the process.

Security Updates Are Done For You

Updates done by Nebula consist of patches and hot fixes for the operating system and browser, virus definition updates and patches for Microsoft applications, such as MS Office.

A Nebula computer checks both on boot-up and at least once a day to see if there are any available patches and hot fixes, which are then downloaded to the desktop. Once the patches and hot fixes are downloaded, an update balloon appears in the lower right corner. If desired, the user can click this balloon to immediately install the available updates. If not, the updates are automatically installed during the night, when the occasionally mandatory reboot is less of a problem for the user. Typically this reboot happens at 11:00 p.m. on Fridays. If your computer is off or unavailable at that time, the next time your computer is available on the network, the updates will be applied and the reboot will be requested.

Virus definition updates (.dat files) are delivered frequently to all Nebula desktops.

What should I do?

At the end of your workday, or some other time during the day that is convenient for you, please follow these procedures in order to take advantage of the security offered by the Nebula system:

  1. StepsActions
  2. Save your data and close your applications.
  3. Use Ctrl-Alt-Del to bring up the Windows Security box.

  4. Choose Log Off, and confirm.

    If you prefer, you may choose to restart your computer and leave it at the Login screen; this was a good tactic for Windows9x systems, but is less needed for Windows 2000 and XP.

  5. Leave the PC turned on. You may turn the monitor off if you wish.

Laptop Computers in Nebula

Laptops, by definition, are often not directly connected to the network or may be used from almost any location.

How do I keep my laptop updated?

You have several options to make sure your laptop is secured and receives and applies all of the patches necessary to ensure its security:

1. Option One:
Leave the laptop on the network.

If you are able to keep your laptop powered up and on the network, it will receive all the necessary updates on the same schedule that your desktop computer does. This is the option with the least work for you.

If you only have one live network port in your office, you can purchase a device called a switch for under $100 that will let you share that port with both your desktop system and your laptop. Please contact your Nebula support person for more information.

2. Option Two:
Log into the Nebula network weekly.
  1. StepsActions
  2. At least once a week, connect your unpowered laptop to the Nebula network, power it up, and log into the network.
  3. Verify that you have a good network connection by opening either PC Pine or Internet Explorer; you should receive no error messages.
    • Merely logging in is not enough; if your laptop doesn't find a network signal, it will still log you in, using saved [aka "cached"] information.
    • We recommend you use a known good ethernet cable. If you are using a wireless device which has not been configured to UW Information Technology standards, you'll need to use the VPN (virtual private network) method to ensure you have a good connection. Talk to your support person about this option.
  4. Choose one of the following steps to ensure your patches are downloaded and installed:
    • Leave your laptop connected to the network and powered on, overnight. Whether you're logged in or not doesn't matter.
    • Wait 30 minutes, or until you see the balloon in the system tray (lower right hand corner of your screen). This balloon indicates that update have been downloaded; click on it to install them.
    • Wait 60 minutes, then reboot and login.
    After completing any one of the above steps, you can then log out, shut your machine off and remove it from the network.
3. Option Three:
Install the patches yourself from the Microsoft site.

If your laptop cannot be on the network regularly (where it will receive security updates from the Nebula servers), then you must take a more active role in keeping your laptop secure. Please follow these procedures at least once a week — pick a day to be your Upgrade day, and keep your laptop updated and secure.

  1. StepsActions
  2. From your home or travel site, connect to the Internet.
  3. Use Start - Windows Update to go to the MS Windows site.
  4. Click the "Scan for Updates" link, and accept any software that needs to be installed.
  5. In the left column, check the number in parentheses after "Critical Updates and Service Packs". If it's zero, you can close the Windows Update window; you're done.
  6. If it's not zero, click on "Review and install updates", and then on "Install Now".
  7. Accept any licensing agreements offered, and let the updates finish installing.
  8. Reboot the system if requested.
What do I miss if I don't log into Nebula regularly?

While the methods described above will install critical Windows updates at times of your choosing, they won't give you all the benefits of a Nebula log-in, such as:

  • upgrades to your Nebula programs; and
  • updates to your virus definition files.

Log into the Nebula network at least once per month so that you get the other important updates that are part of the Nebula service.

How do I use somebody else's network?

Whenever you are not using the UW campus network, it is strongly recommended that you use the VPN (Virtual Private Network) service. The Nebula VPN allows a remote user to connect to the UW Network as if they were directly connected in their offices.

If your laptop detects a wireless network but is unable to connect to it, the login screen may linger for some time (possibly up to 20 minutes) before your system gives up and uses the ethernet connection. Webpine and Homer Pine should send mail correctly. If you get an error message sending mail via your desktop PC Pine, see the steps below.

What if I don't have network access from where I am?

If you don't have network access at home, or when you are on the road, you can dial into the University modem pool, and you'll be given a connection to the Internet. (Use this link to find out more about dialing in.) You can follow the instructions given above to download your updates. Some of the larger updates may take longer to install; just let them run. Don't worry if your connection is lost; just re-connect and go back to the Windows Update site using the instructions above. Any available updates will pick up where they left off.

Making Nebula Computing Easier

The following items have made life easier for many a Nebula client. If you have questions, email nebula@u.

UW Directory
Make life easier for people trying to email or phone you by allowing your information to be put into the UW Directory and the email look-up:
  1. StepsActions
  2. Log into Employee Self Service (ESS).
  3. Click Address, and then in the Campus Address box, click the Change button.
  4. In the UW Directory Listing Preference, choose a listing that includes your email address, and click Save.
Using Shortcuts
Create shortcuts, or pointers, to the files, folders or programs you use most often:
  1. StepsActions
  2. Create the shortcut: find the program (Start - Programs) or the directory or file (right-click Start - Explore) and right-click it. Choose (left-click) Send To - Desktop.
  3. Save the shortcut:
    • First, hold the Ctrl key to drag a copy of the shortcut to your MyDocuments folder. This ensures your shortcut is saved to a file server which is backed up.
    • Next, you may wish to drag a copy onto your Quick Launch Toolbar, so you'll always be able to see it even if other programs are running full-screen.
  4. Use the shortcut: Double-click a short-cut that's on your desktop; single-click one that's on your Quick Launch Toolbar. Or, when using the File - Open command in a Windows program, click on the My Documents button to display its contents (another good reason to copy your shortcuts here!).
Create shortcuts to these oft-used programs:
  • Windows Explorer (Start - Programs - Accessories)
  • Whatever Terminal programs you use (Start - Programs - Terminals)
  • If you're using it, Remote Desktop (Start - Programs - Accessories - Communications)
Managing passwords
Various UW resources require passwords: UW NetID, Nebula, PC Pine, Oracle Calendar, and Administrative Applications (HEPPS, PAS, FIN, SDB, etc). It may be simplest to set the same password for all:
  • UWNetID: go to Managing Your UWNetID to change your password.
    • While you're here, set up your secret questions. These allow you to set up a new UWNetID password on-line, rather than via phone with help@cac. This is handy for folks who rarely use UWNetID-password protected resources such as MyUW or Managing Your UWNetID links.
  • Nebula: use Ctrl-Alt-Del to bring up the security screen and click the Change Password button.
  • PC Pine: this uses your UWNetID password; if you change that password, Pine will ask you for the password, which you can then save.
  • Admin Applications: request instructions from your administrator.

Secure Computing

There are many aspects to secure computing, and Nebula provides information and answers in the areas listed below.

What you need to know

Preventing an infection depends a lot on your behavior:

  • Do not open unknown attachments, ever, even if they profess to be from Microsoft, a UW entity, or some kind-hearted soul who wants you to open the attachment to clean your infected system!
  • Leave your system on 24 hours a day, seven days a week so it will receive anti-virus updates regularly.
  • Use Ctrl-Alt-Del and choose "Log Off" at the end of your shift each day. When you log in at the beginning of the next shift, you ensure that you have the latest patches installed.
  • Any email claiming that you have a virus should be ignored, including those coming from campus sources. The only exception is if it's from an individual Nebula support person, and even that will never have a legitimate attachment.
  • Do not delete files from your system based on an email message, and do not re-send such messages to others.

The most reliable source of information about a virus infection will come from your computer's anti-virus program. If it tells you that you have a virus, please promptly notify Nebula Support (nebula@uw.edu).

Hoaxes

Would you believe a message from a friend warning you about a new disease that was making lots of people sick? Probably not, unless your friend is a physician doing research on new diseases, or they direct you to a trustworthy source for information about the disease. The same is true for emails and stories on the Internet: they are not the best sources of information.

Virus warning messages

A virus hoax is an email designed to trick you into thinking you have a virus. Many do so by giving the name of a legitimate file on your system, thereby gaining an aura of authenticity since you do find the file, and encouraging you to delete it, thus getting you to do the damage yourself! Some "hoaxes" are started by someone so they can see their message go 'round the world and possibly come back to them (like a chain letter). Forwarding hoax messages can cause a serious strain on a company's email system.

The hoax warning is forwarded by well-meaning people and often contains the following suspicious phrases:

Protection against viruses

UW email servers scan incoming messages for known virus signatures, preventing known viruses from being delivered.

But, the anti-virus software will never be completely up to date, because new viruses are being created all the time. Never open an attachment before verifying its nature with the sender. If you're unsure, send email to nebula@u and we'll help determine what to do.

Nebula also continuously keeps the anti-virus software loaded and updated on each Nebula PC.

How Does Anti-Virus Software Work?

When the anti-virus software finds a known virus, it will attempt to clean the message and/or attachment. If it does so successfully, it delivers the message and notifies the sender (but not the recipient) about what it found. Sometimes, "cleaning" means deleting the attachment entirely. If this happens, check with the sender to see if they got notice about a virus, so they can clean the file and re-send a version of the attachment that is not infected.

When the software finds a known virus but can't remove it, the software will "quarantine" the message for later action. In this case, both sender and recipient are notified. If this happens, contact nebula@uw.edu and we'll investigate.

To avoid having your own computer infected and passing an infection on to other computers, take the following steps:

How do I know if a virus warning is legitimate?

Check the links given above, email the Nebula support team at the address given below, or check with a reputable anti-virus authority such as the Sophos web site, to determine if the risk warned against is a known virus, worm, or other 'mal-ware', or if it is a hoax. It may take a day or two after the first appearance of a new virus for information about it to appear.

You are not doing your friends a favor when you spread rumors. Be sure of the facts before forwarding a virus warning, and refer to an authoritative anti-virus web site to substantiate your warning.

For information on protecting your home computers, please see the Home PC page.

Nebula File Restores

Lost a file? Or has it been changed or damaged beyond repair? You may be able to retrieve a copy using the I:\snapshots folders.

Backups are stored at:

The backup schedule is:

Simply put: when you need to recover a file, you go back through the snapshot copies in date order to find older versions.

The files are read-only, and should be copied to your regular directory.

Due to the size of the directories, a full copy of the previous day's files may not be available until late morning. If your files are still not viewable after 12:00 p.m., please let us know.

While your files may not always be in this location, they are always backed up to tape, and available to be restored should you need them. The tape backups are on the same frequency as the snapshots: daily backups are available for the last nine days, weekly backups are available for the last four weeks, and monthly backups are available for the last 12 months.

For restores of email, please contact help@uw.edu or call 206-221-5000.

Subscribe to the Nebula Newsletter

The Nebula Newsletter provides an email summary of the news and announcements that are posted to the Nebula home page. You can subscribe to this newsletter at the Nebula News maillist site.

Virus Alerts

Variants of a virus/Trojan called fakeAV are showing up for Nebula users. For more information, including screenshots, we recommend you read this Sophos article.

What to do if you see an unexpected pop-up

If you see an unexpected pop-up that is not from the Sophos anti-virus software, do not click anything in it, including the X in the upper right hand corner. Clicking anywhere in a pop-up can activate malicious code. Instead, you can contact us, or follow these steps yourself:

  1. Reboot Windows.
  2. Find the Sophos icon in your system tray (blue shield, lower right corner of your screen. Right-click on it and choose Update Now. Sophos will quickly contact the server and update its files.
  3. Right-click on Sophos again, and choose Sophos Endpoint Security and Control.
  4. Click on Scan my computer.

If this does not indicate any evidence of virus activity, we also recommend you test further by installing the free program Trend Micro Housecall.

  1. At this site, click on Download HouseCall 7.1 (32-bit) (unless you know you can use the 64-bit version), then click Get HouseCall Now.
  2. In the File Download window, click Run.
  3. Accept the licensing terms and click Scan Now.

If your system still appears to be virus free, then it is unlikely that your computer has been compromised.

If your computer fails any of the above steps then we recommend that the computer be rebuilt, since a partial cleaning of the system does not guarantee that its security has not been compromised.

If you have any questions about this, please let us know. Please be aware that troubleshooting a virus infection is a consulting service. Thank you.

Reviewed 2/1/12 | News Feed | News Archive | About IT Connect
UW Information Technology