Collaboration Tools
Description: Encompasses a suite of digital platforms and applications designed to facilitate seamless communication, teamwork, and information sharing among faculty, staff, and students.
Available to Faculty, Staff, Researchers, Students
List of Services
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OneDrive For Business
Service Description:
OneDrive for Business is the Microsoft cloud service that connects you to all your files. It lets you store and protect your files, selectively share them with others, and access them from anywhere on all your devices.
What is OneDrive for Business?
- Store your work or school documents and related files
All files that you store in OneDrive for Business are private unless you decide to share them. You can share files and folders with co-workers so you can collaborate on projects. When you’re signed-in to Office 365, you may share with partners outside of Vanderbilt.
Tip: When you send email from Outlook Web App, you can attach a OneDrive for Business file as a link, instead of sending an attachment. When you Attach a file as a link, you automatically give the people you send the message to permission to edit the file. Plus, you save space in everyone's mailbox and encourage people to edit the same copy in OneDrive for Business.
- Sync OneDrive for Business to your computer
To sync OneDrive for Business with your local computer, you'll need the OneDrive for Business sync app which lets you Sync files to your PC or Mac. This sync app is available with Office 365 subscriptions that include supported Office desktop suite applications.
- How is OneDrive for Business different from OneDrive?
Use the same apps to sync files down to your Windows PC or Mac, or get to your files from your Android or iOS device. You just sign in with your Vanderbilt account to use OneDrive for Business, or sign in with your Microsoft account to use OneDrive personal.
OneDrive is online personal storage that you get when you set up a Microsoft account to use services such as Outlook.com or Xbox. Use OneDrive to save documents, photos, and other files in the cloud, share them with friends, and even collaborate on content. Vanderbilt recommends OneDrive for Business for secure file transfers.
OneDrive for Business is online storage for work or school. Your OneDrive for Business is managed by VUIT and lets you share and collaborate on work documents with co-workers. Site collection administrators in VUIT control what you can do in your OneDrive library.
Although you can not connect your personal OneDrive to your Office 365 business account, you can copy or move files between them.
How do I get the service?
Log into OneDrive for Business using your activated VUnetID and password.
To request shared disk space for a department, complete this form and input "Department OneDrive" in the "Reason for your request" field: SharePoint New Site Collection
Contact for Further Assistance:
- Email: it@vanderbilt.edu
Service Category: Communication & Collaboration
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Microsoft Teams
Service Description:
Microsoft Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage (including collaboration on files), and application integration. The service integrates with other Microsoft Office 365 services and includes extensions that can integrate with non-Microsoft products.
Microsoft Teams Help & Learning
How do I get the service?
All active users have access to Teams within their O365 apps. Log into Microsoft Teams using your Vanderbilt email address and password. To request a phone number for external calling, submit a request by clicking here.
Contact for Further Assistance:
Service Category: Communication & Collaboration
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Zoom
Service Description:
Zoom is a communications platform that allows users to connect with video, audio, phone, and chat. Using Zoom requires an internet connection and a supported device.
How do I get the service?
- Download the Zoom application, start it up, and assure you are able to log in to the system. Be sure to click the Sign in with SSO option and type in "vanderbilt" into the Company Domain field. You will be directed to the Vanderbilt Single Sign On (SSO) page and you can log in with your vuNetID and ePassword. If prompted to open Zoom, click Open.
- For detailed instructions to download on Windows systems, click here.
- For detailed instructions to download on Mac systems, click here.
- If you have a headset and microphone, plug those into your machine and make sure they are operational.
- If you would rather use a speaker phone, please make sure it is compatible with your machine. Below are some popular devices that can be purchased in the SkyVU Procurement Punchout:
- Decide how you want to layout your video during screen share.
- Test your audio and video before your call.
- You can join audio in a number of different ways, whether you're joining the meeting and audio using your computer, joining the meeting using only your phone, or joining the meeting with your computer and calling in with your phone separately.
- Overview how to share your screen to those in your meeting.
- Assure you have a working internet connection, be it wired, WiFi, or cellular.
- For more information, check this knowledge article.
Contact for Further Assistance:
Service Category: Communication & Collaboration
- Download the Zoom application, start it up, and assure you are able to log in to the system. Be sure to click the Sign in with SSO option and type in "vanderbilt" into the Company Domain field. You will be directed to the Vanderbilt Single Sign On (SSO) page and you can log in with your vuNetID and ePassword. If prompted to open Zoom, click Open.
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Microsoft 365
Service Description:
Microsoft 365 is Microsoft's Software as a Service (SaaS) suite of productivity software and subscriptions. Software options include Word, Excel, PowerPoint, OneNote, Outlook, Publisher, Access, Planner, Teams, and Office Online. Services include Exchange Online OneDrive file storage and sharing, SharePoint Online, Active Directory integration, Office mobile apps, and Power BI. Microsoft 365 is available to Vanderbilt University faculty, staff, and students.
How do I get the service?
Access is provisioned automatically to current Vanderbilt University faculty, staff and students.
Microsoft 365 includes but is not limited to:
- Bookings (Exchange Online only)
- Stream
- Teams
- PowerApps / PowerAutomate
- Forms
- Planner
- Loop
- Visio Online
- Sway
- OneDrive for Business
- M365 Desktop Apps for Enterprise
- Microsoft 365 Online
- SharePoint Online
- Exchange Online
- Advanced Threat Protection
- Power BI Pro (faculty/staff only)
- Intune
As part of an ongoing licensing agreement with Microsoft , Vanderbilt is offering Office 365 ProPlus to all active students through the Microsoft Student Advantage program. The Office 365 ProPlus program allows you to use the latest version of Office on up to 5 PC's or Macs and your mobile devices.
Students/Faculty/Staff - How to get Office 365 ProPlus:
- You must be a current Vanderbilt student, faculty or staff member
- Login to office.com
- Enter your Vanderbilt email address and ePassword
- Select your preferred download and follow the onscreen directions
- Once you have installed the preferred software you will be required to activate the software within 30 days of installation
Documentation and Service Information
Contact for Further Assistance:
For help and tutorials on VU Office 365 please see the following:
Service Category: Communication & Collaboration
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Sharepoint
Service Description:
SharePoint is a web-based, collaboration platform that integrates with Microsoft Office. It provides document and content management as well as file storage. Microsoft SharePoint is available to Vanderbilt University faculty, staff, and students.
How do I get the service?
You may create your own SharePoint Team or Communication site by logging in at https://office.com selecting "SharePoint," clicking 'Create site,' then selecting Team site or Communication site and completing the remaining steps. If you need another type of SharePoint site, such as a classic site, please click here: SharePoint New Site Collection
What You Can Request
- Department Sites
- Personal Sites
- Web Parts and Apps
- Lists
- Libraries
- Wiki
Contact for Further Assistance:
Service Category: Communication & Collaboration
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Box
Service Description:
Box is a cloud storage solution allowing you to store up to 100 GB of files and access them from anywhere. You can invite others to collaborate with you, share files and folders through a simple web link, and sync files from Box to your desktop or vice versa. You can also access Box from your mobile device.
Note: Box uses state-of-the-art technology and industry best practices for data encryption during transit to and from the Box cloud as well as while the data is stored within Box.
Students will not be able to access their Box.com accounts upon graduation.
How do I get the service?
Log into Box Collaboration Tool using your activated VUnetID and password.
What You Can Request
- Departmental Box Shared Folder
- Box Applications
Contact for Further Assistance:
Service Category: Communication & Collaboration
Telephony
Description: Encompasses provisioning, management, and support of reliable voice communication systems and services for faculty, staff, students, and administrative offices. This service subcategory ensures seamless connectivity, accessibility, and functionality of voice communications across campus, supporting both internal and external communication needs.
Available to Faculty, Staff
List of Services
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Telephony Services
Service Description:
VUIT provides service to over 6,000 voice users across the university with features and capabilities such as voice mail, conference calling, long distance calling, conference bridges, call forwarding, and call center features. Service is provided using Microsoft Teams and Cisco Unified Communications. Any Vanderbilt University faculty or staff can request telephone/voice services.
How do I get the service?
The grid below outlines the types of services available for the Vanderbilt community. Please review each option to determine the type of service of interest. Once decided, simply click the button for the related service.
I need a VU telephone # for faculty or staff:
- To be added, deleted, or changed
- To call an external (to VU) person
- To call customer's cell phones
- To receive calls from customers
- To receive calls from non-VU constitutents
- Assigned to a specific user
- To share amongst shift workers
- To share amongst student workers
- For a conference room
- For VU visitors to use
- Not assign to a specific user
- To add new or change an existing common area phone attribute
I need a call management solution:
- After business hours (time-based) call management and routing
- A call queue, with music in the background (optional), until the next available person can answer the call
- Custom message and call handling for Holidays
- Interactive call menu (Press 1 for Department 1, Press 2 for Department 2, Press 3 for Department 3, etc.)
- Emergency phone
- Reserve a phone # for future use
- Audio Visual system
- AT&T circuit/line
- Toll-Free #
- Forward a VU phone to another phone #
- Any other requests that are not specifically listed
Contact for Further Assistance:
- Help Desk Request
- Email: it@vanderbilt.edu
- For Data Network Service requests, please see Internet and Network page.
Service Category: Communication & Collaboration
Email and Calendaring
Description: Encompasses the provision, management, and support of reliable electronic communication and scheduling tools for faculty, staff, researchers and students. These services facilitate efficient communication, collaboration, and organization across academic, administrative, and research activities within the university community.
Available to Faculty, Staff, Researchers
List of Services
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SEM
Service Description:
A Shared Exchange Mailbox (SEM) is a mailbox which allows multiple users to access it. Each SEM has a unique email address for sending and receiving and can be created by your local IT Support Staff.
How do I get the service?
Request a new Shared Exchange Mailbox (SEM)
Access to a SEM is managed by Active Directory (AD) security groups. This allows support personnel to manage access to the SEM without needing direct access to the mailbox. If you are unsure of who manages the SEM you are needing to access, or to change the support person for an SEM please contact the VUIT Help Desk.
What You Can Request
- New SEM
- SEM access
- Designate a support representative
Contact for Further Assistance:
Service Category: Communication & Collaboration
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Email
Service Description:VMail, powered by M365, is Vanderbilt's enterprise messaging system which provides email, calendaring, and contact management. VMail is the university's institution-wide implementation of Microsoft Exchange Online. Access to VMail requires using a valid email address and ePassword. VMail is the email service for all faculty, staff, and graduate students.
VUGmail is Vanderbilt’s email system for undergraduate students powered by Google Workspace for Education. VUGmail is a full-featured email service available to undergraduate students at no cost. This allows our students to benefit from Google’s familiar design.
How do I get the service?
- Faculty, Staff, and Graduate students –log into Vmail by clicking here.
- Undergraduate students - log into VUGmail by clicking here.
Contact for Further Assistance:
Service Category: Communication & Collaboration
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LISTSERV
Service Description:
LISTSERV is a web-based mailing list application. Mailing list services are available to Vanderbilt University faculty, staff, and students. Mailing lists allow you to send the same message to all intended recipients at once. LISTSERV is available to be used exclusively for mailing lists that contain subscribers with external email addresses. Use Microsoft Exchange distribution lists for all other mailing list needs.
For information regarding the creation of newsletters using LISTSERV, view this video or visit this website. For more detailed information about LISTSERV functionality, visit this website. For more information about what is new in the latest version of LISTSERV, visit this page.
How do I get the service?
Mailing lists are available for Vanderbilt classes, departments, and campus organizations.
- Tech Hub can assist with set up of a list for a department or organization.
- Officially recognized student organizations can request mailing lists through the Division of Student Life .
The email list service (LISTSERV) website allows you to:
- Subscribe to or unsubscribe from lists
- Manage a mailing list's configuration
- Define additional owners to transfer ownership of a list
What You Can Request
- Create LISTSERV list
- Manage LISTSERV list
- Delete LISTSERV list
Contact for Further Assistance:
Service Category: Communication & Collaboration