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When you plug the drive into your computer and turn it on.  If Time Machine is already active on your computer but not configured for a particular drive, you should be presented with a prompt asking if you'd like to use the drive you just plugged in as a Time Machine backup.  If you do not get this option, open Time Machine preferences by going to the Apple Menu and choosing System Preferences.   Time Machine is located in System Preferences. 

Alternatively, if your Time Machine preferences were set to display in the Apple menu bar, you can navigate to the upper right corner and choose the "Open Time Machine Preferences" option from the pull down menu.  The Time Machine Apple menu icon looks like an analog clock with a circular arrow frame.

You may need to click on Browse in order to browse to your departmental personal folder unless you are familiar with the full network path

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Now that you have selected an external storage location for your backup -network share or USB drive- you can proceed to the next step.

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It is best that you select Let me choose so you can selectivly choose what files and folders to backup.
Windows default choice is to broad and might engage other folder that you may not wish to backup!

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It is advised that a user backup his/her user folder which is available under C:\Users\UserEID
This is where a user can also include other folders that might not reside in the default user profile folder.
Also, it is best if the tech/user un-checks the Include a system image of drives (C:), there is not reason to capture this image when backing up to a network share

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Once you are satisfied with your backup schedule then you can proceed to run the initial backup.
You can monitor progress by clicking on View Detail

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Once your backup process is finalized you can maintain backups by clicking on Manage Space -> View backups....

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The encapsulated backup File/Folder will be named after your computer's name.

Image Removed The Time Machine preferences window is straight forward and simple.  If Time Machine is off, slide the "switch" to the on position.  The top button will either have the wording, Select Disk or Change Disk.  Click it and you should be presented with a list of available storage solutions that Time Machine can use.  Typically the only thing that will be listed is the drive you just plugged in.  Highlight the desired drive and select Use for Backup.  (The Set Up Time Capsule button is for use with home Apple Airport Extreme and Time Capsule wireless routers.)

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An option in the Time Machine preference window is a checkbox for showing the Time Machine status in the menu bar.  Check this and you'll notice the Time Machine icon in the Apple menu bar at the upper right of your screen.  

Other options are shown by clicking the Option button.  Here you can choose to skip certain directories (iTunes for example) to make your backup smaller.   If your external hard drive is larger than your computer's drive, then don't worry about being selective.

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That's it.  Once you have clicked the Use for Backup button, Time Machine begins its backup.  You can close the Time Machine and System Preferences window.   As mentioned, the initial backup may take awhile.  You'll get a standard progress bar window but you may also notice the  icon for Time Machine spinning in the Apple menu bar.   Remember to have your external drive plugged in routinely and Time Machine will take care of itself.  It cannot backup if the drive is not present.

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Besides hedging against a catastrophic computer failure, Time Machine allows recovery of files that were unintentionally deleted by a user.   For instructions on how to restore deleted files, please refer to the Apple article linked to above. http://support.apple.com/kb/ht1427