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ITS Newsletter Issue 2 October 9, 2020

This communication was generated by UTHSC Information Technology Services to educate and inform our campus community about available technology tools, training opportunities, news and events that will help you and the university achieve excellence in patient care, education, research, and community service.

  This Week’s Hot Tip: 
Can I Host Concurrent Zoom Meetings?


Zoom does not allow a user to host multiple meetings at the same time. If you need to schedule two meetings at the same time, you will need two Zoom accounts.

While there may be reasons to have multiple Zoom accounts, most of us do not need them.  If you do need additional licenses, there will be a cost to your department.  Email AppSupport@uthsc.edu to discuss or to request a second Zoom account.  

An alternative solution is to use Microsoft Teams to schedule a second meeting.  Visit the UTHSC Microsoft Teams webpage for more information.


Business Productivity Tools
“Tools to help you work smarter, not harder”  

 

                     Document Management & Storage Tools

 

Microsoft OneDrive  
Microsoft OneDrive for Business is an integral part of Microsoft 365. OneDrive for Business provides a place in the cloud where you can store, share, and sync your UTHSC work files. 
You can:

  • update and share your files from any device with OneDrive for Business. 
  • work on your personal business files and initial drafts before they are ready for sharing
  • Version History allows you to view/recover previous versions of your documents

It's like having your hard drive or MyDrive available to you anywhere!  Visit the UTHSC OneDrive website for more information. 

 

Microsoft SharePoint   
Microsoft SharePoint is best for collaborating files with others and publishing files for everyone to see. You can:  

  • create a SharePoint site for your department as a one-stop location for all documents
  • email links to the actual file, instead of attaching a copy of the document, to improve collaboration
  • upload files to your SharePoint document library, so you can access from anywhere.  
It's like having your VolShare drive in the cloud!  Visit UTHSC SharePoint website for more information.


Microsoft Teams  
Microsoft Teams is a communication and collaboration platform that combines chat, video meetings, and file storage.  You can

  • keep all of your project team documents in one location
  • download the app to your desktop and phone for easy access
  • You can create channels and store relevant documents.  Channels are dedicated sections within Teams to keep things organized by specific topics or projects. 

Visit UTHSC Microsoft Teams website for more information. 

Not sure where to store your documents? Check out this tool comparison


                                   
                                    Video Conference Tools


Zoom  

Zoom accounts can be basic or licensed. 

Zoom Basic account gives you meetings limited to 40 minutes with up to 100 participants. You can also attend meetings scheduled by someone else. Log into Zoom with the SSO option, and your account will automatically be created for you.

A Zoom Licensed account gives you unlimited meeting time and allows you to have up to 300 participants. If your meeting needs to be longer than 40 minutes, submit the form to Request a UTHSC Zoom licensed account.

You must have a basic UTHSC account before signing up for a licensed account.

Learn how to install Zoom and download the app by visiting UTHSC Zoom Overview. Visit UTHSC Zoom website for more information. 
 

Microsoft Teams  

With Microsoft Teams,  you can:

  • video chat with your co-workers and project teams
  • have impromptu or scheduled calls with your project team with a click of one button (no phones necessary!)
  • create channels to keep conversations organized by specific topics or projects. 

Visit UTHSC Microsoft Teams website for more information. 



                                           Survey Tools  


QuestionPro is our university-wide online survey/form tool. QuestionPro is available to all faculty, staff, and students (at no cost to you)

Survey Monkey is not supported by UTHSC. 
Contact AppSupport@uthsc.edu for help moving your surveys to QuestionsPro.

Log into your UT QuestionPro account today and get started.  
Visit UTHSC QuestionPro and Qualtrics website for more information. 
 


Application Access and IT Service Catalog 

Interested in getting the access you need? Visit the Application Access website

Curious about what technical tools are available on campus? Visit the IT Service Catalog for more information. 

 

Research Software Highlight  

Amos for Windows by SPSS, an IBM Company

Amos (Analysis of Moment Structures) analyzes Structural Equation Models (SEM) by either drawing a path diagram or programming a command language.

These models are also known as LISREL models, confirmatory factor analysis, analysis of covariance structures, path analysis, or causal modeling.

We Need Your Opinion!

SharePoint is now configured to allow you to share documents with internal and external colleagues! Checkout ITS guidance and instructions on how to safely and securely store/share university data and documents.  

Tell us your needs by taking the 2-minute External Sharing survey.   

                        Central Authentication Service (CAS)

                         Weekly Maintenance Window 


Starting Friday, Oct. 16, ITS will be instituting a weekly maintenance window for the Central Authentication Service (CAS), the system that enables login to many university applications, including Banner, Blackboard, and others.

During this time, ITS will apply critical updates to CAS to maintain its security and expand services to the campus. Occasionally, these updates may briefly disrupt the ability to log in to CAS-authenticated applications. (NOTE: Users already logged in to these applications prior to the updates will not be affected.)

The maintenance window will occur every Friday between 6am and 7am CT.

Thank you for your patience as we work to enhance the quality of campus IT services.

Training Recommendations   

LinkedIn Learning  

LinkedIn Learning provides courses and webinars for you to learn business, creative, and software skills to achieve your professional and personal goals. 

First login into your UTHSC LinkedIn Learning account to access a variety of free courses. 

Get started with the following courses:  

1. OneDrive Quick Tips 

2. Microsoft Collaboration: SharePoint, Teams, Groups

3. Microsoft Teams Essential Training 

4. Zoom:Leading Effective and Engaging Calls 

5. Tips for Working Remotely 
 

Visit UTHSC Faculty and Staff Resources website to see featured LinkedIn Learning courses.  

   Tips of the Week 

 

 Cybersecurity TIP of the Week  

“Sec_rity isn’t complete without U” 

For the 17th year, National Cybersecurity Awareness Month (NSCAM) continues to raise awareness about the importance of cybersecurity around our nation and the world, ensuring that everyone has the resources they need to be safer and more secure online. This year's theme is "Do Your Part. #ByCyberSmart." For more information about this month, learn more about NSCAM.  This week’s theme is “If you Connect It, Protect It” in which we will explore all the devices that connect to the internet and WHY they need protection. 

The Office of Cybersecurity will be delivering tips all month. We are also developing a digital scavenger hunt for everyone to learn more about cybersecurity here at UTHSC.

Visit UTHSC Cybersecurity website for more information


Cybersecurity Scavenger Hunt 
As part of National Cybersecurity Awareness Month, the Office of Cybersecurity invites everyone to a Cybersecurity Digital Scavenger Hunt.

Everyone in our UTHSC community is welcome to join the fun. All participants who complete this hunt by October 30, 2020 will be eligible for a drawing for one of ten Starbucks $5 gift cards. Have a cup of coffee on us! Winners will be announced the first week of November. The hunt begins here!
 

 




ITS Tip  
Did you know that you can access Zoom and Microsoft 365 without having to use the Virtual Private Network (VPN)?

Zoom and Microsoft 365 are cloud-based services that don’t need a VPN connection!

Lean 6 Sigma Tip   
Communicate frequently and seek feedback. It’s important to make sure it’s a two-way process.

Little or no feedback could indicate agreement, but it could also mean your message was lost in the transmission phase or maybe was simply ignored.

Visit the Lean UTHSC website for more information. 

Voicemail Tip
Temporary greeting is now extended absence greeting with location setting. 

Visit UTHSC Voicemail Instructions website for assistance.

Zoom Tip
Don't post meeting links to public sites like Twitter, Facebook, and the like. Follow the basic Zoom meeting security guidelines found on UTK OIT's website.

 

Adobe Tip 
A change to Adobe Sign and workaround for signing documents. 

You might have noticed when signing PDF files that the Adobe Sign button is gone. However, you can still sign documents and send them to another person.

Click the pen icon at the top of Adobe Acrobat and drag & drop your signature in the document as you’ve done in the past. Then, save the file that you’re working on and email it to another person, if it also requires another signature.

Upcoming Training Sessions  

Application Support
 
Visit UTHSC Desktop & Web Apps website to see a list of supported applications.  

Interested in learning more about one of these tools?
Request a training for yourself or your department! 

Contact appsupport@uthsc.edu for individual or group trainings.

The LinkedIn Learning Staff Webinar  

LinkedIn Learning is having a webinar for staff.
The webinar will cover

  • what LinkedIn Learning is
  • how you can use it to develop new hard and soft skills
  • how to find ind the right content 

The webinar is Wednesday, October 14th @2:30pm CT.

Go to LinkedIn Learning Webinar Registration website to register today. 
The webinar will have an ongoing Q&A to answer specific questions. 

Copyright © *2020* *All rights reserved.


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uthsc.edu/its 

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Jul 28, 2021