UIS Harvard University

departmental changes — tutorial

Using the System

In order to use the Departmental Listing Update System, you will need to obtain a Personal Identification Number, or PIN, from www.pin1.harvard.edu. A PIN is intended to serve as a secure means of authenticating your identity to gain on-line access to University systems. It is strictly designed to authenticate your identity as a Harvard University affiliate.

The system is accessible from any desktop computer with the correct version of internet access (you must have either Netscape 4.05 or Internet Explorer 4.0 or higher with Javascript turned on). If you have questions about system connections or internet access, the first person to ask is your local network administrator. They will be familiar with your setup and type of network connection. If they can’t answer your question, call the UIS helpdesk at 6-2001 for assistance.

To use the system, please access the Directory Contact Web Page at www.telecom.harvard.edu/directory. At the welcoming screen, choose “Departments,” and then “Make Departmental Changes.” A Pin Authentication screen will appear:

Once you have been authenticated, you will see the main window as illustrated below. (Important: you will only be able to see listings associated with your own department.)

To Add a Heading

Click on the “Add” button. A window will pop up, allowing you to create a new heading. Enter headings with ALL CAPS!

To Edit or Delete a Heading

Select the heading first by clicking on the corresponding round radio button. Click on the “Edit” or “Delete” button on the left. A pop-up window will appear for you to either change the wording of the heading, or to delete it completely. Notice that headings are automatically alphabetized by the system.

To Work With Lines Within Headings

Select the heading first, but this time click on the letters of the heading itself. The system will now show you all the lines associated with the heading you have selected:

To Add a Line

Click on the “Add” button. A pop-up window will appear, prompting you to submit three fields: Info, Phone, and Address. When you are finished, click on “Submit” to return to your line listing. Your new line will appear at the TOP of the list, unless you pre-select a specific position by first clicking on the radio button of a line DIRECTLY BELOW your target position.

Please be consistent with your information! When adding a new telephone number or address, glance through your listings and enter the address and telephone number information EXACTLY as it has been used before.

Adding Web/E-mail Addresses or Additional Information

As illustrated above, you can use line listings to indicate a web page or e-mail address. You may also use them to direct people to other areas of the directory.

To Edit or Delete a Line

First select the line you wish to modify by clicking on its round radio button. Then click on “Edit” or “Delete” accordingly. A pop-up window will appear, allowing you to edit the line, or confirm its deletion.

To Copy a Line

If you are creating new lines that are similar to each other, you might choose to copy a line. Do this by first selecting it by its round radio button. Then click on “Copy.” A pop-up window will appear, allowing you to modify the new line.

To Indent or Move a Line

While headings are always alphabetized, you have complete control of the order in which you wish your lines to appear. First select the line by clicking on its radio button. Then, using the arrow tools (below) move the line accordingly.

Keep in mind that indenting a line makes it subordinate to the line above it. As such, if you wish to move an indented line up or down, you must first move it left, to remove the indentation. Only then will you be able to move it up or down.

To Italicize a Line

Names of publications located within the departmental listings should be italicized. To do so, first select the radio button of the corresponding line and click on “Italicize.”

To Preview and/or Print a Listing

You are able to print your formated listings by clicking on the “Display Listing” button. This action will automatically save your listing as a PDF file, which will then be opened by Adobe Acrobat. Adobe Acrobat must be installed in your computer in order to do this. (If you do not have Adobe Acrobat Reader, visit www.adobe.com for a free download.)

To Sign Off

Once you are completely satisfied with the changes you have made to your line listings, you must mark your headings accordingly. To sign off, click on the square checkbox located to the right of the corresponding heading. Then, click on the "Sign-Off" button. Keep in mind that you will not be able to modify your listing after you have signed off.

If you are not ready to sign off but wish to exit the system, your changes will still be saved. Simply exit your browser and log on at a later time to complete your updates.

Suggestions

• Address consistency is very important for the operators and the users of the printed directories. Please use standard abbreviations when possible and maintain a format consistency with other listings in your department. If you want to change the address format, change it throughout.
• Remember that you are working with live data. As such, once you make a change, it is entered in the system. If you make a mistake, you might be inclined to use the “back” arrow in your browser. However, this will action will not have the desired effect.
• Keep in mind that, when working with a line, you have the option of clicking on its left-side radio button, its right-side checkbox, and on the line itself. Each action will produce a different result. Work cautiously, and think ahead before you make a selection.
• DNATEOTKYDA Otherwise known as “Do Not Assume That Everybody Out There Knows Your Department’s Acronym.” Be sure to include common acronyms, but please spell them out as well.

If you have additional directory-related questions or suggestions for improvement, please send them to telephone_directory@harvard.edu . We’re interested in what you have to say!