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Issue 11

Issue 11, March 29, 2021

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.

In this edition...
  1. Blackboard Ultra Base Navigation Coming July 1!
  2. Contact ITS for Technology Purchases
  3. OnBase for Safe, Secure Document Storage
  4. Invalid OneDrive Filename Characters
  5. 7 Zoom Meeting Tips Every User Should Know!
  6. ArcGIS from ESRI
  7. Upcoming Microsoft Training
  8. Creating a Pivot Table in Excel
  9. Forwarding Your UTHSC Email
  10. Lean Training
  11. How Secure are Home Security Cameras?
  12. ITS Spotlight: Tim Florence
Blackboard Ultra B Navigation Coming July 1!

On July 1, 2021, the UTHSC Blackboard Ultra Upgrade Team is taking the first step towards Blackboard Ultra by turning on the new Ultra Base Navigation (UBN), which provides a sleek, modern look and feel to save you time with simpler workflows and easier access to important information.  This is a collaborative effort between TLC and ITS.
 
What does this mean for me?
  • Starting on July 1, 2021, you will see the new navigation structure as soon as you log into Blackboard.
  • Your courses will not change until the Spring 2022 term. For the Fall 2021 term, courses will look and operate exactly as they do now.
See the coming Faculty and Staff email for more details.

Contact ITS for Technology Purchases

When it comes to purchasing new computing equipment, finding the best option can be a challenge!  To make this process easier, the Customer Tech Support team has collaborated with the HSC Hub to provide preset standards for both desktop and laptop configurations.

These presets can easily be customized to fit your department’s business needs.  Call or email HSC Hub at 901.44.-5427 or hscvolshop@uthsc.edu for help with customization and ordering.

If you or your business manager would like additional assistance in selecting the right computer configuration to purchase, please reach out to our CTS Hardware Lead, Micah Hubbard at mhubba13@uthsc.edu.

OnBase for Safe, Secure Document Storage

Concerned with having paper documents in your office with Social Security numbers and other PII, PHI, HIPAA, FERPA sensitive information? Filing cabinets taking up too much space? Move to a more secure, electronic document management solutions with OnBase. Learn how!

Invalid OneDrive and SharePoint
Filename Characters


In last week's newsletter, we covered Syncing Your OneDrive Account

There are special characters you cannot use in filenames because they serve other purposes within OneDrive and SharePoint. If you have a file that has a special character, OneDrive and SharePoint will not be able to sync.
 
The best thing to do is rename/avoid using these special characters. Don’t use the following characters in filenames on OneDrive or SharePoint:

          " * : < > ? / \ |

If you have a file or folder with any of these invalid characters, just rename and syncing should continue.

7 Zoom Meeting Tips Every User Should Know!
In this video, Scott Friesen of Simpletivity shows you his favorite tips from keyboard shortcuts to advanced sharing techniques.

Did you know you could:

  • Spotlight your cursor while sharing a screen so the users can easily follow your movements?
  • Mute all participants with a simple key command?
  • Easily switch between shared screens with New Share?
  • Hide the floating meeting controls?


**Scott uses Google Calendar to schedule Zoom meetings, but we have instructions on scheduling through Outlook.
ArcGIS from ESRI

ESRI’s ArcGIS is an integrated suite of software products used for mapping / visualizing data, collecting geographic data, and spatial reasoning. Spatial analytics and 3D modeling features are also integrated into ESRI products. The ArcGIS platform includes desktop software, Software as a Service (Saas), and ESRI plug-ins and mobile apps.

The UT ArcGIS Online portal (AGOL) is a collaborative, cloud-based platform that allows members to use, create, and share maps, apps, and data.  Through AGOL, you get access to a secure cloud where you can manage, create, and store data as published map layers. Instructions to log into the UTK ArcGIS Online Portal are on our software distribution site. Information on all additional ESRI plug ins and apps are available on the company’s apps page.

Learn more, including how to download for Windows.

Upcoming Microsoft Training

Microsoft has some excellent training courses we recommend you register for:

  1. Use Chat and Calling in Microsoft Teams (April 2 - 11:00 am - 12:00 pm CST)
  2. Cloud Storage in Microsoft 365 (April 8 - 1:00 pm - 2:00 pm CST)
  3. Outlook L100 (April 22 - 8:00 am - 9:00 am CST)
  4. Tasks in M365 (April 27 - 1:00 pm - 2:00 pm CST)

Creating a Pivot Table in Excel
A pivot table allows you to explore and summarize your data easily to give you sums, averages, and other information. Learn how to create a pivot table in Excel in this quick 13-minute video.

ITS
Forwarding Your UTHSC Email

Your UTHSC email is the official means of communication for employees and students.

We will be honest - we don't recommend you forward your email to another account. But, realistically, we know some people have two, three, maybe even four "official" email accounts and we do want you to get your UTHSC emails.

Steps to forward your email:

  1. Go to http://o365.uthsc.edu.
  2. Click the Outlook icon.
  3. Login with your UTHSC email address and password.
  4. Click on the Gear icon at the top right then click View all Outlook settings.
  5. Click Forwarding.
  6. Check the Enable Forwarding box.
  7. Enter your forwarding email address in the Forward my email to: box.
  8. Click the Save button.

Important Note: When forwarding email from your UTHSC account to another email account, please remain diligent and aware of protecting sensitive data including PII, FERPA, and HIPAA/PHI. You are ultimately in control and assume the responsibility for how you store university data. If you have any questions, please contact UTHSC's Cybersecurity team.

Lean 6 Sigma

This time last year, we had just completed a couple of successful Process Map courses and were ready to expand our Lean training.

Then, COVID changed everything.

Since then, we’ve tried to spread the Lean word through our website and Lean listserv emails, but what options are out there if you want Lean 6 Sigma training?

GoLeanSixSigma has a quick and free one-hour White Belt training available. The lean coaches took their yellow belt training a few years back and it was very easy to learn. There is also free White Belt training at SixSigmaOnline, but we haven’t taken this course, so we can’t vouch for it.

There are some great, no cost to you resources on LinkedIn Learning. First, log into our portal at https://linkedinlearning.utk.edu/ to get full access. Duo authentication may be required and if you have a LinkedIn account, you may be asked to log in to that as well. Once you are in the website, search for Lean 6 Sigma to find videos that are as short as 3 minutes to courses that last an hour or longer.

And, of course, if you ever have any questions about lean, process mapping, continuous improvement, etc., please reach out to us at leancoach@uthsc.edu.

How Secure are Home Security Cameras?

Security cameras, home surveillance systems, and even baby cams or pet cams are prevalent in today’s society.  When you are away from your home, you want the assuredness that comes from being able to SEE what is happening at any given time.  The ability to remote into a system to make sure your dog is not destroying the furniture is a great technological advancement.  However, if you can remote in, how do you know that no one else can also?
 
Security cameras can be hacked. You open the possibility that a motivated hacker could see what your cameras see. Most security cameras and their software aren’t built with computer security in mind. That means that a hacker would have little or no problem accessing your feed. 
 
If a system has remote online monitoring, an app or website is used to remotely log into the system and manage each camera. Many brands have this feature enabled by default, which means the minute your new surveillance system is up and running, it could be exposed to hackers. Another major concern is that these systems are connected to your personal router, giving hackers access to more than just a camera feed.  
 
Some Wi-Fi systems authenticate users without required them to create passwords. Other systems come configured with simple passwords or pins, such as “1234”, “admin”, or “changeme” (which you would think would remind people to actually change the password). 
 
So, what can you do to make sure your system stays secure?  The best answer is to keep security in mind when researching, purchasing, and installing the system.  Research systems to see how they operate and how secure they are. When purchasing, go through trusted sources only. When installing the system, secure it with a good password or phrase. Make sure that your user ID and password is NOT part of the URL, or web address. 
 
When all is said and done, these systems are an access point into your life.  Keep them secure, just as you would your mobile device or computer.  

Tim Florence

Each issue, we feature one of our amazing ITS team members. In this segment, we learn more about Tim Florence in our Instructional Technology division.

What is your role and how long have you been in ITS at UTHSC? I am currently serving as Director of ITS Instructional Services, and I have been in ITS for 19 years.

What is a day in the life of Tim like? A typical day begins by responding to emails and phone calls. I also provide onsite and offsite support to our team members and UT customers. Paperwork and meetings are also a major part of my day.  Occasionally, I try to check in and make sure my kids are focusing on their school work!

What is your favorite thing about working at UTHSC? The people! Working to help our UT family gives a sense of satisfaction that makes it all worth it.

What’s something most people don’t know about you? Although I often have a serious look on my face, behind the scenes, I am really a playful person!

Last Published: Jul 28, 2021