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Keeping Your Laptop Secure

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Why are updates so important?

Laptops that are frequently off the network for extended periods of time require extra effort to be kept updated and secure. Often these computers are unused for some time and then brought out just before a trip or a presentation. They are thus missing the security updates that are sent regularly to all Nebula computers, and they become vulnerable to worms and viruses. If the laptop is connected to the network, it can become infected before the required updates can be loaded -- usually in less than 2 minutes. Once a system is infected, to minimize the chance of its becoming used maliciously by a hacker, the UW Technology servers will shut off the network wall port connected to the computer. The system will work on the UW network, but will not be able to browse any web sites beyond the campus.

How do updates work?

Your networked Nebula computer gets updates both when it's started up while connected to the network (a login isn't necessary), and every 24 hours or so (so folks who are following our Leave on 24/7! recommendation get the updates too). The updates are scheduled to install at 11pm each night or, if the system is turned off, they'll be installed shortly after the next time the system is turned on.

How do I make sure my laptop is updated?

There are several ways to make sure your laptop is secured:

  1. Leave the laptop on, and plugged into the Nebula network.
  2. Connect your laptop to the network at least weekly.
  3. Install the patches yourself, at least weekly.

1. 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.

What if I don't have an extra network outlet?

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. Log into the Nebula network weekly

  1. At least once a week, connect your unpowered laptop to the Nebula network, power it up, and log into the network.
  2. 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 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.

Also, please read the What do I miss if I don't log into Nebula regularly? section.

3. 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. From your home or travel site, connect to the Internet. (For those without internet access at home, or those that are dialing into the UW from a remote location, see What if I don't have network access?.)
  2. Use Start - Windows Update to go to the MS Windows site.
  3. Click the "Scan for Updates" link, and accept any software that needs to be installed.
  4. 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.
  5. If it's not zero, click on "Review and install updates", and then on "Install Now".
  6. Accept any licensing agreements offered, and let the updates finish installing.
  7. Reboot the system if requested. Also, please read the What do I miss if I don't log into Nebula regularly? section.

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:

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.

Problems sending email

Your Nebula support person can help you set up a local account and a VPN connection on your laptop. The local account makes it faster to log in, and lets you troubleshoot problems with your wireless card; the VPN connection ensures good security for your network connection.

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.

Keeping systems updated saves time and money

This may seem like a lot of work. And you are right! The computer world changed in 2003: the flood of virus and worm infections has made regular updates a required part of keeping a system secure and useable. Nebula is unable to keep systems upgraded unless they are regularly on the network, so for laptops that are frequently off the network, your part in managing the upgrade process must become part of the cost of owning a Nebula laptop. When a computer becomes infected or compromised, systems usually require a rebuild, a process used by your Nebula support team which wipes the hard drive and re-installs the basic suite of Nebula software. This can leave you without a system for several hours or even the duration of a trip, depending on the current workload of the Nebula team and the severity of the infection. We hope you will find these instructions clear, and following them worthwhile because it will help you have a secure, available computing environment. Thank you for your help in keeping our systems safe and secure.