New Team Member - IT Set Up Checklist

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New Team Member Name*
Set Up System Login*
Email or call R&C Computers (Matt Fava) to set up a new user. Username should be their first name (with surname initial if there is another user with the same name).
Set Up Microsoft Office 365*
Remember: you will need to note down password for later.
Access to shared mailboxes:*
Give access to Shared mailboxes (in Exchange > Mailboxes > filter to show Shared mailbox).
Note: the admin@aintree.com.au mailbox is a “proper” account; you will need to search for this in the full list.
Set Up PDF XChange Editor
MYOB AccountRight*
Install latest version plus one prior.
Go to Documents > MYOB > My AccountRight Files, and delete the Samples folder.
MYOB AccountRight Premier - Desktop Version*
Reckon Accounts Enterprise - Accountant Edition*
Set Up Practice Protect*
Note: Refer to Practice Protect Checklist for further instructions.
XPM*
Create an FYI Task for the Executive Assistants*
Request that the Accounting Team Structure be updated in Account Kit (not applicable for non-accountant team members).
Xero HQ*
Access to Restricted Entities*
Give new team member access permission for the following restricted entities in both FYI Docs and XPM.
Delete any ex-team members from the User list in the Security tab in FYI while you are in there (they no longer have access however this will keep the list tidy).

Laptop & PC Additional Settings

General Laptop Settings:*
Install Email Signature Rescue*
Download and install program – set up to be done in later step.
Set Up Outlook*
Outlook Settings Instructions

Access settings: File > Options > Mail

Compose Messages

- Tick Always check spelling before sending 

- Click on Spelling and Autocorrect… untick Ignore words in UPPERCASE and Ignore words that contain numbers; click OK 

- Click on Stationery and Fonts and change all settings to Arial 11; click OK 


 Replies and forwards

- Tick Open replies and forwards in a new window 
- Tick Close original message window when replying or forwarding 


 Send messages

- Untick Use Auto-Complete List to suggest names when typing in the To, Cc and Bcc lines. 


 Click OK


OneDrive*
Login to OneDrive and sync folders (leave as suggested).
Right click on OneDrive – Aintree Group Pty Ltd folder and check if Always keep on this device has a tick next to it (if not, click on it).

Login to OneDrive online (via Office 365 on Practice Protect).
Sync shared folders (one at a time):
- Click on link.
- Go back to OneDrive online that you signed into, click on Shared on the left.
- Click the folder you are syncing.
- Click Sync on the top menu bar - A pop up will appear asking if you want to open OneDrive – click Always allow… and Open.
- Wait for the folder to finish syncing (you will be able to see it in your File Explorer).
- Right click on the folder and click Always keep on this device (it may take some time to sync).

Links to Shared Folders:
Client Work in Progress.
Team Folders.
Client Share Files (usually for Partners/Managers/EAs only).

Word*
Open program to check they have signed in to the user account.
Update settings: File > Options > Save > scroll to Cache Settings and tick Delete files from the Office document Cache when they are closed.
Excel*
Open program to check they have signed in to the user account.
Update settings: File > Options > Save > scroll to Cache Settings and tick Delete files from the Office document Cache when they are closed.
Microsoft Teams*
Teams Settings > General
Tick Open application in background.
Make sure Enable spell check is ticked.
Change App language to English (Australia).
Scroll down and click Save and Restart.

While plugged in to a dock, with headphones connected to the dock: Settings > Devices
Audio devices – change to Customised Setup.
Speaker – Headphones (Realtek USB Audio).
Microphone – Microphone (Realtek USB Audio).

Secondary Ringer – Speakers (Realtek(R) Audio).

Go to Default apps in System settings:*

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