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ITS Newsletter Issue 6 December 17, 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.
Best wishes for a wonderful Winter Holiday and New Year!

The UTHSC Help Desk will be closed during
UTHSC’s Winter Break and New Year’s holidays. 
Miss popping in for a quick chat with a co-worker?  

Try Teams Chat!  It's the next best thing to being there!

Or, better yet:  Do a Teams Video Call!  

Check out the UTHSC Teams webpage for valuable information and pointers to help you learn about Microsoft Teams!

 
Need some guidance?  Contact the UTHSC Helpdesk for assistance or to schedule time with Tonya Brown, our Application Support Analyst.  Email Helpdesk@uthsc.edu or call 901.448.2222.

Question of the Week:
How do I safely share documents with colleagues
outside of UTHSC?

 

SharePoint Now Offers External Sharing!

You can now share your documents in SharePoint with outside resources such as research partners, colleagues, vendors, clients, or customers. Options to collaborate with guests include document-level and site-level sharing.  

If you have a SharePoint site, visit the Sharing Documents Externally in SharePoint web page for more information. Don't have a SharePoint site yet? Getting a site is as easy as filling out the online request form.

SharePoint and the Microsoft 365 suite of tools are HIPAA and FERPA compliant. 
 

To better secure valuable data, switch from Dropbox today!

Software Updates 

Working from home?  If you have a UTHSC Windows device in a remote location, be sure to log into the VPN when finish working on Friday afternoon, so that updates and security patches to your software can be pushed to your computer over the weekend.  This will make Monday morning just a little smoother!

Visit the UTHSC VPN webpage for information on connecting to the UTHSC network remotely.

Microsoft OneDrive  

How do I create a folder or document right in OneDrive from my desktop?
 
Here’s how: 
  1. Open Word, PowerPoint or Excel
  2. Start a new document
  3. Select File > Save As
  4. Select OneDrive – University of Tennessee
  5. Select a folder from the list or add click Browse to add a New Folder
  6. If New Folder, type a name for the folder in the Name box and click Save
  7. Name your file and select Save
Now you are ready to start using OneDrive instead of your hard drive or MyDrive for document storage.

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



Microsoft SharePoint  

What can you do with SharePoint?
 
Microsoft SharePoint is a great tool for all of your document storage needs. You can move existing documents from your departmental drives or VolShare to SharePoint.  This allows you and your team to access documents remotely, from any device, and without a VPN connection.

Now you are ready to switch to using SharePoint instead of your departmental Shared Drive or VolShare for document storage.

As we slow down for the holidays, this is a great time to do some document housekeeping!  Here’s how:

  • Go into your VolShare or departmental drive
  • Review your documents
    • Identify obsolete and outdated documents -- Decide if they can be purged/deleted
    • Identify current and active documents --  Copy to SharePoint
    • Do you have a records retention schedule that your department follows?  Clean-up before you move!
Note:  Be sure to verify that all documents moved successfully, before deleting.  If you are transitioning from VolShare or a shared network drive, you will have to copy the documents and then delete from the original location. 
 
Visit the UTHSC SharePoint website for more information. 
 
Need some guidance?  Contact the UTHSC Helpdesk for assistance or to schedule time with Tonya Brown, our Application Support Analyst.  Email Helpdesk@uthsc.edu or call 901.448.2222.
 

Zoom  
DYK:  You can set a unique password to keep unwanted participants out of your Zoom meetings?

 
Zoom has really enhanced their security features over the last year!  Many of these features are captured on the Zoom Security web page.  Check it out for helpful pointers on keeping your Zoom sessions secure and avoiding Zoom bombing!
 
For more information about Zoom tips, tricks and FAQs, be sure to visit the UTHSC Zoom webpage and check out our printable Zoom Overview.


 

Microsoft Teams  
Interested in learning more about Microsoft Teams functionality?

Check out our new Teams Overview documents for pointers in how to use Teams to the fullest! 

Visit UTHSC’s Microsoft Teams webpage, and click on Teams Overview – Pages 1 & 2 under Resources in the box on the right.
 
LinkedIn Learning has valuable training videos on Microsoft Teams as well!


 

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. 

The ITS Newsletter Survey!
Are you enjoying the ITS Newsletter so far?  We want to hear your feedback!  Now is your chance! 

We are looking forward to hearing your opinions to better the newsletter! Take the
ITS Newsletter survey now! 

Did you know?

SurveyMonkey is not a UTHSC-supported tool and it cannot provide the same level of security or support to our campus.
 
For your New Year's Resolution:  Switch to QuestionPro and/or Qualtrics today!

Why?  Because these tools are:

  • No Cost for faculty, staff and students
  • Supported by ITS, with training and troubleshooting services available to you
  • Secure – ITS works with our vendors to ensure these software tools are HIPAA and FERPA compliant to protect PII, PHI and other sensitive data
  • Powerful functionality, 24/7/365 availability from anywhere, and much more!

Visit UTHSC QuestionPro and Qualtrics website for more information. 

Need some guidance?  Contact the UTHSC Helpdesk for assistance or to schedule time with Tonya Brown, our Application Support Analyst.  Email Helpdesk@uthsc.edu or call 901.448.2222.

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.  Blackboard Chat will no longer be available.

The ITS Helpdesk is available Monday through Friday, from 7:30 am to 5:30 pm.
KNIME Analytics Platform by KNIME, AG

The KNIME Analytics Platform is free and open-source software for data science. It uses a workflow (flowchart) interface to control the flow of your analysis by connecting icons with arrows. Each icon represents one step in your analysis and is configured using dialog boxes. This makes it easy to learn, yet able to perform complex analyses without having to learn a programming language.

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


Visit UTHSC ITS Research Software website for more tools.
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 encourage collaboration.
This session will demonstrate how to work with your co-workers 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. Office 365 New Features (Microsoft 365) 
  2. SharePoint Online: Managing Documents 
  3. Microsoft Teams Quick Tips
  4. Leading Productive Meetings 
  5. Working from Home: Strategies for Success
Visit UTHSC LinkedIn Learning website for more information.  

Information Technology Services

Before you hang your stockings by the chimney with care, be sure to tie up a few loose ends at the office!

  • Set your Automatic Replies in Outlook
  • Mark your Outlook calendar as Out of Office for the Winter Break and Annual/Sick Leave days

Visit the UTHSC Helpdesk FAQs for detailed Outlook Calendaring instructions to tie this loose end into a beautiful bow!

Happy Holidays!  Enjoy your break! Stay safe & healthy!


Lean 6 Sigma
Now is a good time to clean your hard drive and cloud storage of unneeded files!  Lean has an easy way of not only helping you organize files, but to help you stay organized in the future. It is called 5S.

5S is a Japanese method used for organizing things.  The 5Ss are seiri, seiton, seisō, seiketsu and shitsuke.  These have been translated into:

  1. Sort: Sort through your files and remove anything unnecessary. Start looking at documents on your hard drive and cloud storage. Start with the oldest files. Do you still need that file from 2014 about a process you no longer use? No? Delete it. Unsure as to whether you will need something or not? Back it up then delete.
  2. Set in Order: Put all necessary items in the optimal place.Use your folders to help you keep files organized so you can find them. Give the folders easy to identify names so you know exactly what is in each folder.
  3. Shine: Sweep, clean, and inspect your file storage on a regular basis.Set aside a regular time (weekly, biweekly, or monthly) to look through your hard drive and cloud storage for items that can be deleted. Once you make the initial run through, it should be quick and easy to “shine.”
  4. Standardize: Establish procedures and schedules to ensure repetition of the first three “S”s. Standardize the way you store files. Use OneDrive to store your working documents “not ready to share” and use SharePoint to store documents that should be shared with other team members.
  5. Sustain: Ensure the 5S approach is followed. Sustaining change is often the hardest part. After you decide on a schedule, mark the time on your Outlook calendar. Don’t know how to do that?  Contact the Helpdesk at helpdesk@uthsc.edu
COVID Vaccine Scams Increased
The Federal Trade Commission, the FBI and the Department of Health and Human Services’ Office of Inspector General have been issuing alerts about the increase in coronavirus fraud as consumer and government agencies ramp up their efforts to protect the public from predators looking to make money off people’s fears about getting the virus.  Scammers aren’t just using email or telemarketing calls. They are also coming at people via messages on social media platforms, and they’re even performing door-to-door visits, HHS says.  Here is what you need to know to avoid a coronavirus-vaccine-related scam:
  • Be skeptical of offers to pay for a vaccine on your behalf. Because the coronavirus is a public health emergency, it’s unlikely you will have to pay for the vaccine, and you should also beware of scammers claiming to be medical professionals and demanding payment for treating a friend or relative for COVID-19.
  • No, you can’t pay to get your name on a list to get the coronavirus vaccine, so don’t fall for scammers’ promises about getting early access.
  • No, that’s not a government official calling you about getting vaccinated., and no one from a vaccine distribution site or health care payer, like a private insurance company, will call you asking for your Social Security number or your credit card or bank account information to sign you up to get the vaccine.
  • Watch out for offers of alternative cures for the coronavirus, and while waiting for a vaccine, don’t get so impatient that you become a victim of a scam – if you’re concerned about when you can get vaccinated, check with your health-care provider.
Stay safe everyone and continue to #BeCyberSmart
 
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.


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Jul 28, 2021