Indofil industries limited

IT Quick Reference Guide

Message from Head – IT & SAP

Dear User

It is my pleasure to forward this “Quick Reference Guide” as a ready reference about general computing.

The purpose of this guide is to make you aware about user’s obligations, responsibilities in addition to few simple techniques

to keep your computer maintained and optimized for better performance.

Please feel free to forward any suggestion about this guide as well as about our services.

Thanks & Regards

Sunil Kolambkar Head – IT & SAP

Mission: To Be No. 1 Service Provider within INDOFIL Family.

IT SERVICES – The user Obligation

• To understand basics of the allotted computer, its software and hardware as much as possible and provide it to Help Desk whenever ask.

• To Report all computer problems or support requirements promptly to the Help Desk by appropriate mode of communication, as directed by IT time to time.

• To be available to identify the problem to the IT representative and allow and work with her/him.

• To keep informed of all planned network, hardware, and software changes and IT activities, if communicated.

• To take responsibility for educating self on a continuing basis about basic computer-related skills. The Information Technology will provide ample opportunities for all individuals to become and remain appropriately trained, if requested.

• To run full virus scanning periodically by following IT guidelines.

• To Communicate any computing concerns, support requirements to IT Help Desk only and not to any other IT contact or person.

• To keep all own passwords undisclosed.

• To frequently change passwords for enhanced security.

Always log the call for any support required.

INDOFIL INDUSTRIES LIMITED - IT Policy Document Ver. 1.0 Dt. 01/04/2014

PURPOSE

To remain competitive, to serve our customers and provide our employees with the best

tools to do their jobs, INDOFIL makes available to our employees access to one or more

forms of electronic media and services, including computers, e-mail, voicemail, fax

machines, wire services, online services, intranet or Internet.

INDOFIL encourages the use of these media and associated services because they can

make communication more efficient and effective. They are valuable sources of information

about vendors, customers, technology, and new products and services. However, all

employees and everyone connected with the organization should remember that electronic

media and services provided by the company are company property and their purpose is to

facilitate and support company business. All computer users have the responsibility to use

these resources in a professional, ethical, and lawful manner.

To ensure that all employees are responsible, the following guidelines have been established for using e-mail and the Internet. No policy can lay down rules to cover every possible situation. Instead, it is designed to express INDOFIL philosophy and set forth general principles when using electronic media and services.

SCOPE

This policy is applicable to anyone who access INDOFIL IT Network.

PROHIBITED COMMUNICATIONS

Electronic media cannot be used for knowingly transmitting, retrieving, or storing any

communication that is:

1. Discriminatory or harassing;

2. Derogatory to any individual or group;

3. Obscene ;

4. Defamatory or threatening;

5. In violation of any license governing the use of software; or

6. Engaged in for any purpose that is illegal or contrary to INDOFIL policy or business interests.

Every communication made over any Electronic media must endorse professional ethics,

high organizational values and exclusive of any personal abhorrence.

PERSONAL USE

The computers, electronic media and services provided by INDOFIL are primarily for

business use to assist employees in the performance of their jobs. Employees are expected

to demonstrate a sense of responsibility and not to abuse this privilege for personal benefit.

ACCESS TO EMPLOYEE COMMUNICATIONS

Generally, electronic information created and/or communicated by an employee using e-

mail, word processing, utility programs, spreadsheets, voicemail, telephones, Internet and

bulletin board system access and company can review those electronic data if required.

INDOFIL may routinely gather logs for most electronic activities or monitor employee

communications & data directly, e.g., data files on endpoints, telephone numbers dialed,

sites accessed, call length, and time at which calls are made, for the following purposes:

1. Cost analysis and Resource allocation; 2. Detecting patterns of use that indicate employees are violating company policies

or engaging in illegal activity.

INDOFIL reserves the right, at its discretion, to review any employee's electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law, this policy and other company policies.

Employees should not assume electronic communications are completely private. Accordingly, if they have personal information to transmit, they should use other means.

SOFTWARE

To prevent computer viruses from being transmitted through the company's computer

system, unauthorized downloading of any unauthorized software is strictly prohibited.

Employee should use the authorized and licensed software provided by company. Employees should contact the system administrator if they have any questions for new

software installation.

SECURITY/APPROPRIATE USE

Employees must respect the confidentiality of other individuals' electronic communications. Except in cases in which explicit authorization has been granted by company management, employees are prohibited from engaging in, or attempting to engage in:

• Monitoring or intercepting the files or electronic communications of other employees or third parties;

• Hacking or obtaining access to systems or accounts they are not authorized to use;

• Using other people's log-ins or passwords; and

• Breaching, testing, or monitoring computer or network security measures.

No e-mail or other electronic communications can be sent that attempt to hide the identity

of the sender or represent the sender as someone else.

Electronic media and services should not be used in a manner that is likely to cause network congestion or significantly hamper the ability of other people to access and use the system.

Anyone obtaining electronic access to other companies' or individuals' materials must

respect all copyrights and cannot copy, retrieve, modify or forward copyrighted materials

except as permitted by the copyright owner.

DATA BACKUP

Company will provide facility of Data backup to all the employees to best of resources available, and user is responsible for taking backup of data stored on their individual system.

ENCRYPTION

Employees can use encryption software supplied to them by the systems administrator for

purposes of safeguarding sensitive or confidential business information. Employees who use

encryption on files stored on a company computer must provide their supervisor with a

sealed hard copy record (to be retained in a secure location) of all of the passwords and/or

encryption keys necessary to access the files.

PARTICIPATION IN ONLINE FORUMS

Employees should remember that any messages or information sent on company-provided

facilities to one or more individuals via an electronic network—for example, Internet mailing

lists, bulletin boards, and online services—are statements identifiable and attributable to

INDOFIL.

INDOFIL recognizes that participation in some forums might be important to the

performance of an employee's job. For instance, an employee might find the answer to a

technical problem by consulting members of a news group devoted to the technical area.

Anyone experiencing violation of this policy at any level should immediately report back to

the IT Head about the same.

VIOLATIONS

Any employee in violation of this policy will be subject to disciplinary action, including

possible termination of service employment, legal action, and criminal liability.

Further, Information Technology (Amendment) Act 2000 / 2008 of Govt. of India (Refer

www.mit.gov.in) & all subsequent amendments to the said Act, will be applicable for any other

dispute or matters that are uncovered in this INDOFIL IT policy.

INDOFIL IT DEPARTMENT reserves the right to create any subsets of this policy for specific operation further and / or change, modify or amend this policy at any time as circumstances may require.

USE OF COMPUTER – The User Responsibility Statement.

• Each computer user is responsible to comply with INDOFIL IT Policy and all general cyber laws applicable as an individual.

• Each computer user is responsible to store important data files created on INDOFIL computing facilities only.

• Each computer user is responsible to take reasonable care of his/her

account and password. For example, one should change his/her

password frequently; one should not under any circumstances give his/her password to another person.

• Each computer user is responsible to browse ethical websites only without any obscene materials.

• Each computer user is responsible to examining, or attempting to

examine, another computer user's files or mail, with explicit permission by the owner of those files or mail.

• Each computer user is responsible to use computing resources without

interfering with the normal operation of the computer and other resources.

• Each computer user is responsible to posting copyrighted text or images on a web page with the owner's permission whenever required.

• Each computer user is responsible to observe healthy computing practices and co-operate with IT staff.

• Each Computer user is responsible to protect his / her computer as well as other computers with in the Department by all possible means.

• Each Computer user is responsible to digitally lock the computer whenever out of desk to prevent any misuse by other user.

• Each Computer user is responsible to shut down the computer and off

the power of each pc and monitor and other peripherals at end of the day or if it will not be in use for more than one Hour.

• Each Computer user is responsible to report any Issue / support required about any computing resources to IT Help Desk promptly.

• Each Computer user is responsible to allow access to Desktop to be capture by any remote monitoring tools by IT for instant support.

• Each Computer user is responsible not to make any hardware or software changes on company’s provided asset.

Do not try to fix any Hardware fault on your own without IT support.

We are devoted to serve you Contact – 24 x 7

For any SAP related support, contact SAP Help Desk All users across pan India - saphelpdesk-icc@modi.com

- 022 66637418

For any INDONET related support, contact INDONET Help Desk

- indonethelpdesk-icc@modi.com

For any IT related support, contact IT Help Desk (based on your location)

HO - ho.ithelpdesk-icc@modi.com , - 022 66637419

- Monday to Friday – 8.30am to 7pm - Saturday – 9am to 5.30pm

Thane - thane.ithelpdesk-icc@modi.com, - 022 67999167 - Monday to Saturday – 9am to 7pm

Dahej - dahej.ithelpdesk-icc@modi.com, - 02641 677216 - Monday to Friday – 9am to 10pm

- Saturday & Sunday – 9am to 5.30pm

Regional staff - Contact IT Helpdesk at HO

Toll Mfg site - Contact IT Helpdesk at Thane Escalate your call, if remain unattended for more than 12 Hrs.

HO/Region - Mr Sanjay Shah

sshah-icc@modi.com 022 66637417 (M) 9819581017

Thane/Dahej - Mr Kamalakar Varma kvarma-icc@modi.com 022 67999134 (M) 9833675579

Escalate your call, if remain unattended for more than 24 Hrs. - Mr. Sunil Kolambkar

skolambkar-icc@modi.com 022 66637429 (M) 9930500567

Escalate your call, if remain unattended for more than 72 Hrs. - Mr. Rajib Mukhopadhyay

rajibm-icc@modi.com 022 66637401

Regional & Toll Mfg. users : Download and install “Ammyy” from

http://www.ammyy.com/en/ on your system. This will help us take remote of your system for quick resolution.

Technical Notes – serve yourself .

Email –

Indofil using one of the best Email applications called ZIMBRA & accessible through browser at site http://mail.modi.com

With following configuration, Emails can be accessible through a desktop client such as OUTLOOK & on a mobile device.

Incoming Mail Server: pop.pub.modi.com

Port: 110

Outgoing Mail Server: smtp2.pub.modi.com

Port: 465

Encryption: SSL Outgoing Authentication: Required & Same as Incoming Server.

ESS –

ESS is part of SAP ERP & it will be easy to view compensation & accessible through

browser at site http://180.179.34.66/irj/portal

HRUDAY –

“HRUDAY” is a portal for HRMS & Leave Management & accessible through browser at site https://hruday.modi.com:1075/psp/hcmprod/?cmd=login&languageCd=ENG

How do I find IP address of my computer & other Network Settings?

The IP Address and network settings are used for addressing and routing over an

ethernet network. It is your computer or printer's logical (virtual) address. This

address is unique across network and your PC gets all reorganization with this

address.

An IP Address looks like this: 10.xx.xx.xx (xx will change for each PC depending up on User

Location)

SOLUTION:

1. Click Start and select Run

2. At Open type CMD & click OK

3. A new black background window will open.

4. Type the command ipconfig

How do I change my password?

Password is the safeguard for your data. You should not disclose it to anybody. The network policy set by IT will force you to change your password every 90 days.

Always log the call for any support required.

1. Log into Windows as usual.

2. Press Ctrl-Alt-Delete.

SOLUTION:

Do not swap or relocate any Hardware on your own without IT support.

3. From the popup window, select Change Password.

4. Enter your current password in the Old Password: field, and then type your

desired password in the New Password: and Confirm New Password:

fields.

5. Click OK.

What is the proper way to shut down a Computer?

When a Windows PC is not properly shut down, files can be lost or corrupted. To

properly shut down a computer running Windows:

1. Click on the Start Menu.

2. Select the "Shut Down" option.

3. In the dialog box which will appear, select “Shut Down" if you want to turn the computer off, or "Restart" if you want to reboot the computer.

4. After making your selection, click "OK". If you choose "Shut Down,"

depending upon the design of your computer, the computer may

automatically turn itself off. Otherwise you will see a screen saying "It is now

safe to turn off your computer", at which point you should turn off the power

by pushing the power button. Never forget to power off. Save Electricity.

What I should do to maintain and optimize my PC?

There are number of tasks you need to do as a PC user to maintain, optimize health

and efficiency of your PC.

1. Remove unwanted files from your PC.

1. Select Start, Programs, and then Accessories, System Tools

,Disk cleaner

2. Choose C: drive.

3. Under the DiskCleanup, select the files the utility finds and click

OK.

4. It finds files in four categories: Temporary Files, Downloaded Programs, files in the Recycle Bin and files related to Web surfing such as cached images and Web pages.

5. Run the program once a month or so.

2. Detect and Repair Disk Errors.

Hard Disk is the storage media of your PC where all system, application and user data get stored. Over time, you need to check for any error on it.

a. Open “My Computer”

b. Right-Click on “C:”

c. Select “Properties”

e. Click on “Check-Now” button in “Error – Checking” section

f. Check the both check boxes for “Automatically Fix File

d. Select “Tools”

Regular maintenance and optimization keeps your PC healthy and efficient.

System Errors” and “Scan for and attempt recovery of

bad sectors”.

g. Click on “Start Now”

h. Run the program once a month or so.

3. Defragment the Hard Disk.

Over time, files and applications become scattered in various places on your

hard disk. Disk Defragmenter brings these scattered pieces together to

improve speed and help prevent errors. (Run this utility at end of the day and

leave your Pc running overnight turning off the monitor)

1. Close all applications. Disable screen savers, anti-virus utilities and other constantly running programs.

2. Open the Start menu and choose Programs, then Accessories.

3. Click on System Tools.

4. Click on Disk Defragmenter.

5. When the Select C: Drive window appears, click on Settings.

6. Check both "Rearrange program files so my programs start

faster" and "Check the drive for errors."

7. Click OK to defragment drive C: (the physical drive).

8. Run the program once a month or so.

Why I am not able to browse few Internet Sites?

Two levels of protections are currently ON. Internet Access is allowed for a small number of users only and few sites are restricted. IT also restricts more and more sites over time. The site you are trying to browse may possibly be on the black list.

What if I want to get few Internet Site Block / Unblock?

You have to forward your request to IT Helpdesk with an explanation on why you want to block or unblock the particular site after endorsing it from your HOD.

Why I am not able to down load from Internet?

Downloading anything from Internet is permitted to few users only. Mull over to IT

for support if you want to download something important.

for the same.

Why I am not able to chat using any free messenger services?

All Messenger Services are restricted to few users only. If required, IT can help you

Be alert about any mail with attachment from an unknown sender.

Is my PC protected from Computer Viruses?

Your PC is protected from known computer viruses if, you find Icon on your

Task Bar. If not available get it from IT.

Although, Your PC will get automatically updated for further protection, you have to

insure the upgrades. Double click on the icon shown above and ensure that Last

Update shown is of latest date. If it is of past 7 days, click on get latest update.

Be Alter and Be Secure.

Is my PC is under Attack of Viruses?

You may experience degradation in the speed of your PC over a period and you need

scan your PC for Viruses. It’s a time-consuming process and recommended to run it

during recess hours.

A scan is a search through your computer's memory, boot sector, partition tables,

and directories for viruses or virus-like behavior. Antivirus uses pattern-based

matching to find virus patterns or signatures within infected areas. Antivirus scanner

uses a virus definitions file to search for known virus patterns in your computer's

files. Regularly scanning your computer can detect viruses early before they have a

chance to spread.

Therefore Your PC Antivirus is already set to scan your PC.

Is it safe to open attachments of Emails?

Most of the viruses attack via unsolicited mails or spam mails. Be sure about the sender of the email. Do not open the attachment of mails until you connivance about sender’s authenticity.

You must remain extremely cautions, when you have an attachment to an email.

How I can prevent unwanted mails?

Unsolicited e-mail, often of a commercial nature, sent indiscriminately to multiple

mailing lists, individuals, or newsgroups; junk e-mail called SPAM may appear in

your mail box and consume lot of allotted mail box capacity. SPAM also carries Virus.

You need to delete unwanted mails regularly. To automate these deletions, use

filters.

If you are using Browser to check your mails.

1. Sign-In your Mail Box and click on “Option”.

2. Click on Filters in Mail Management.

3. Click on Edit your Filter Rules.

Always log the call for any support required and note the ticket / complaint

number of it for future reference.

4. In Rule Definition Check the options as

a. To if mail filter on Recipient Email Address

b. CC if mail filter on CC from Recipient

c. From if mail filter on Sender Email Address

d. Subject if mail filter on Text in the Subject

e. Body if mail filter on Text in the Email Body

5. Enter the Text / Email Address as per the selection of Rule Definition in

Text

6. Select delete message to delete this message from Inbox.

7. Click on Create to create the rule.

8. Checks that rule get added in your list of rules with Serial Number.

9. To apply the created rule to all message already in, Click Apply All

Rules.

Mails, when deleted, goes into Trash folder if not configured to delete

permanently and size of the Mail Box remain unchanged.

To permanently delete such mails rather that going into Trash folder. Configure you mail box to automate the deletion.

1. Sign-in your mailbox and Click Option.

2. Click on Deleting and Moving Messages.

3. Deselect “When Deleting Messages, move them to your Trash folder instead of marking them as deleted”

4. Click on Save Options to confirm and save the changes.

How I can check the connectivity of my PC to INDOFIL Network?

You need to access the data stored on server and you may not able to do that if your

PC is not a part of INDOFIL Network. Check if your PC connected to the network.

1. Select Start and Run.

2. Type Command and click OK.

3. Type ping 172.16.1.30 –t

4. If you get “Reply from 172.16.1.30 ….. “, It does confirm that PC is well connected to INDOFIL Network.

How I can secure myself from Data Lost while working?

Autorecovery option in MS Office automatically makes a document recovery file at

the interval you enter in the Minutes Box (enter a number from 1 to 120). If your

computer hangs (stops responding) or you lose power unexpectedly, Word and Excel

opens the AutoRecover file the next time you start Word / Excel. The AutoRecover

file may contain unsaved information that would otherwise be lost from your original

document. If your original document was damaged, you may be able to recover

information the AutoRecover file.

IMPORTANT: AutoRecover does not replace the SAVE command – you must still save your document when you finish working on it.

Tip: To minimize the loss of data, SAVE the file as soon as you need to create a NEW

document and then continue working on it.

To set the AutoRecovery Option (applies to: PowerPoint, Word, Excel, and

Publisher)

1. On the Tools menu, click Options, and then click the Save tab.

2. Select the Save AutoRecover info every check box.

3. In the minutes box, specify how often you want your Microsoft Office program to save files. (5 minutes recommended)

Note: Do not use AutoRecover as a substitute for regularly saving your work by

clicking Save or Pressing Ctrl+S on the Standard toolbar.

Use Have a Great Sense of Belonging for the computer given & protect it.

USEFUL OFFICE SHORTCUT KEYS – makes life simpler

Product Activity Shortcut Keys

Excel Alternate between displaying cell values and displaying cell formulas

CTRL+` (single left quotation mark)

Excel Calculate all sheets in all open workbooks F9

Excel Calculate the active worksheet SHIFT+F9

Excel Copy CTRL+C

Excel Create a chart that uses the current range F11 or ALT+F1

Excel Display the Format Cells dialog box CTRL+1

Excel Display the Go To dialog box F5

Excel Fill the selected cell range with the current entry CTRL+ENTER

Excel Insert the current time CTRL+:

Excel Insert today's date CTRL+;

Excel Move to the beginning of the worksheet CTRL+HOME

Excel

Excel

Move to the last cell on the worksheet, which is the cell at the intersection of the rightmost used column and the bottommost used row (in the lower-right corner), or the cell opposite the home cell, which is typically A1 Open

CTRL+END

CTRL+O

Excel Paste CTRL+V

Excel Paste a function into a formula SHIFT+F3

Excel Print CTRL+P

Excel Save CTRL+S

Excel Select all (when you are not entering or editing a formula) CTRL+A

Excel Select the current column CTRL+SPACEBAR

Excel Select the current row SHIFT+SPACEBAR

Excel Undo CTRL+Z

Word Bold CTRL+B

Word Change case SHIFT+F3

Word Copy CTRL+C

Word Delete a word CTRL+BACKSPACE

Word Find and replace CTRL+F

Word Go to page, section, line, etc. CTRL+G

Word Go to the beginning of the document CTRL+HOME

Word Go to the end of the document CTRL+END

Word Insert a hyperlink CTRL+K

Word Italicize CTRL+I

Word Open CTRL+O

Word Open the thesaurus SHIFT+F7

Word Paste CTRL+V

Word Print CTRL+P

Word Repeat your last action F4 or CTRL+Y

Word Save CTRL+S

Word Select all CTRL+A

Word Select to the beginning of the document CTRL+SHIFT+HOME

Word Select to the end of the document CTRL+SHIFT+END

Word Undo CTRL+Z

Most of the Shortcut Keys are common across other MS Office applications. Try using them.

Use CTRL+S regularly during work, for saving your work and Protect Data Loss.

For internal

circulation only

Ver. 1.1

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