View this email in your browser

ITS Newsletter Issue 4, December 3, 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.
Don’t Update to macOS 11 (Big Sur) Just Yet!

In testing, ITS has discovered that macOS 11 (Big Sur) is not compatible with our networking agents AnyConnect and ISE.

We are working with Cisco technical support to resolve this issue and will notify the campus as soon as your Mac OS can be safely updated.

Block Leave Time in Outlook Calendar

With the holidays swiftly approaching, it is a good idea to block off your "out of office" time in your Outlook calendar. That way, co-workers will see that you are on annual/sick leave and unavailable to talk or meet.

Here's how to do this:

  1. Open Outlook
  2. Select the Calendar icon 
  3. Select New Appointment to create a new appointment
  4. Type a subject, such as "Winter Break" or "Annual Leave" -- Note:  the subject is only visible to you!
  5. Specify the date range you will take leave in the Start time and End time boxes
  6. Check the All day event option, if you are taking the entire day
  7. Select Out of Office from the Show As drop down list 
  8. Click Save & Close to save the event 

Now your calendar shows you as out of office when you or your coworkers check your Outlook calendar for availability.   

Visit UTHSC Outlook Overview for more information.  Want some personalized training? Email AppSupport@uthsc.edu to schedule an one-on-one or group training.

Microsoft OneDrive 
How do I move documents to Microsoft OneDrive?
There are two methods:

  • Drag & Drop
  • Upload -- tune in next week for tips!
Here’s how you drag & drop an existing document to OneDrive: 
  1. Open your File Explorer  
  2. Locate your file
  3. Open OneDrive on o365.uthsc.edu
  4. Within OneDrive, go to the folder where you want to save the document
  5. Within File Explorer, left click on the document and drag it to your OneDrive folder
  6. The document will show “+Copy” as you hover over your OneDrive folder
  7. Release your left button. You may see an “Uploading” message as the document is saved on OneDrive
  8. You should then see the document listed in your OneDrive folder

Now you are ready to start moving your hard drive documents and folders to OneDrive. 

This OneDrive Overview will guide you. Or, visit the UTHSC OneDrive website for more information. 


Microsoft SharePoint  

I have my new SharePoint site! What’s next?

Once your SharePoint site has been created by ITS, you will receive an email showing that you have access.
 
What do you do now?
 
Bookmark the site, so it appears on your Frequent sites list.
  • Click on the star next to Following in the upper right corner of your screen.
Share your site with whoever needs to access to it. 
  • Select the access levels appropriate for their role.
Now you are ready to start using SharePoint for your departmental documents. 

Anyone who would like to have a SharePoint site created for their division, department, college, or workgroup should submit this online form to request.  

Visit the UTHSC SharePoint website for more information. Email AppSupport@uthsc.edu to schedule an one-on-one or group training.


Document Management Comparison

Not sure when to use which tool? Use this Document Management Overviewwhich provides a detailed comparison of Microsoft OneDrive, Teams and SharePoint as a guide!

Zoom  

Downloading Zoom to a laptop/desktop allows you to access to the full version of Zoom, with more functionality than the cloud-version.  In addition, the Licensed/Pro account provides even more functionality than the Basic license.  (Licensed accounts are available only to faculty and staff.)

Visit the UTHSC Installing Zoom website for detailed images and information on how to download Zoom.

Be sure to sign in to the app with your SSO (NetID/Password) to get the full functionality.  Your account is tied to the "tennessee" account, not "UTHSC".

You are now ready to Zoom!

Microsoft Teams  

How can I chat using Microsoft Teams?
Here's how to start a one-on-one chat: 
  1. Select the Teams icon from your Microsoft 365 menu
  2. Select the Chat icon on the left side of your screen 
  3. Select the New Chat button at the top of your chat list 
  4. Enter the Person's name or NetID
  5. Compose your message in the Type a new message box at the bottom of the screen
  6. Click on the arrow to Send your message and to start your chat 
  7. Be sure to select Show Notifications and allow to receive a notice when you receive a new message.
You can also start a chat with more than one person!  Simply add their names to the To: at the top of the screen.
 
Visit UTHSC Microsoft Teams 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. 

Qualtrics is a web-based survey/form service that is available for use by all UTHSC faculty, staff and students that currently hold a license. The UTHSC Qualtrics Survey Service allows the campus community to easily create surveys, collect and store data, and produce reports. 

Qualtrics is safe to use for collecting and storing data, including PII, FERPA, HIPAA, and PHI.

Survey Monkey is not supported by UTHSC. 

Contact AppSupport@uthsc.edu to see if Qualtrics is the tool for your needs.
Visit UTHSC QuestionPro and Qualtrics website for more information. 

Blackboard Newsflash!
We heard you! To improve your Blackboard experience, ITS and TLC will be transitioning Blackboard support back to campus, starting on January 1, 2021.  Simply email helpdesk@uthsc.edu or call 901-448-2222, and the ITS Helpdesk will assist you with resolving your Blackboard issue. 

The ITS Helpdesk is available Monday through Friday, from 7:30 am to 5:30 pm.

SPSS Statistics 

SPSS Statistics is the most widely used statistics package at UT. It does a broad range of statistics and graphics, and it is easy to learn and use. It is also easy to transfer data from SPSS into R or SAS to access any esoteric analyses. While most users prefer the SPSS easy-to-use GUI interface, more advanced users can take advantage of its programming language.

The SPSS programming language can be used to automate repetitive tasks, to leave an audit trail of the steps you took, and to get the package to do something that it was not originally designed to do.

Learn more about SPSS on UTHSC's ITS Research Software website. Learn when to use it, where to run it, how to learn, and where to get help. 

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.
Collaboration with Microsoft 365 

Microsoft 365 includes many tools that allows collaboration.
This session will demonstrate how to work with each other within Word and PowerPoint, how to share files, and how to use Microsoft Whiteboard to work together in real time. 

Part of the TLC Faculty Webinar series, Tonya Brown explains how to use these tools in our environment. 

Visit Microsoft 365 website to watch the video!
 
 
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. Microsoft 365 Essential Training 
  2. SharePoint Quick Tips 
  3. Microsoft Teams Successful Meetings and Events 
  4. Using Microsoft Teams and Outlook Together
  5. Time Management:Working from Home 
Visit UTHSC LinkedIn Learning website for more information.  

Information Technology Services

Microsoft Teams no longer supports Internet Explorer 11 (IE11), as of November 30, 2020.  This means that customers will have a degraded experience or will be unable to connect to Microsoft 365 apps and services on IE11.

For degraded experiences, new Microsoft 365 features will not be available or certain features may cease to work when accessing the app or service via IE11. 

Now is good time to switch to Google Chrome, FireFox, and Microsoft Edge.  Visit UTHSC ITS website for more information. 


Lean 6 Sigma 

We all have customers, and we all are customers. 

Never forget that you have customers, but that you are also a customer. If you want to succeed in any project, it’s important to be upfront about what you need from your sponsor, colleagues, process owners, related departments or other suppliers.

Always communicate your needs clearly and explain the impact on your project and the organization should any of your suppliers fail. That way those who are critical to your success can’t adopt a ‘no impact so no problem if I don’t deliver’ mind set. Visit the Lean UTHSC website for more information. 


Cybersecurity
“Sec_rity isn’t complete without U” 

Nation State APT Groups Targeting Companies Involved in COVID-19 Research and Vaccine Development.  

A healthcare news website, hippajournal.com, has reported about Advanced Persistent Threat (APT) groups in Russia and North Korea targeting companies involved in COVID-19 research and vaccine development. The article itself is only a two-minute read and can be found in the HIPAA Journal
 
Office of Cybersecurity at itsecurity@uthsc.edu or 901.448.1880. Visit UTHSC Cybersecurity website for more information. 

Bad Guys are Increasing Their Efforts
The Office of Cybersecurity has a team of analysts that monitor activity on our network and who comes knocking on our doors. As the holiday season approaches, we’ve seen an increase in hackers’ efforts to gain access to UTHSC that our community should be aware of.

During the holidays, criminals know staff take vacation, or organizations have down time, but our systems remain running. Organizations often “slow down” during this time of the year, but the criminal hackers increase their efforts.
We have other factors; the federal government recently announced an increased effort to infect medical facilities with ransomware and there has been evidence of this occurring across the nation, and successful attacks.

There is the news of a COVID vaccine; from the cybersecurity office, every time there is an announcement about one of our researchers, providers, or COVID we see an immediate and exponential increase in attacks on UTHSC as seen below.

Stealing, or even guessing, users’ credentials is an easy access to our network. Because of this, one area we monitor is the number of failed O365 login attempts outside of the U.S. This past week, there were 246 failed foreign login attempt, a 13.89% increase from the previous week.

We also monitor what we call reconnaissance events, or activities where outsiders are attempting to identify our exposures and weaknesses. We’ve seen 110,000 events this past week, a 53.2% increase from the previous week.

This information is intended for awareness and to identify areas of opportunities where we can increase our security controls. If you see any suspicious or odd behavior, contact the Office of Cybersecurity at itsecurity@uthsc.edu or 901.448.1880. We want to know about it.
Copyright © *2020* *All rights reserved.


Our mailing address is:

UTHSC Information Technology Services 
877 Madison Avenue | Memphis, TN 38163
uthsc.edu/its 

If you wish to be added to the distribution list for this newsletter,
send an email to Markia Hilliard at mhillia5@uthsc.edu 
 

Want to change how you receive these emails?
You can update your preferences or unsubscribe from this list.
 
Jul 28, 2021