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Issue 22


Issue 22, August 31, 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. New Anti-Phishing Feature in M365 Email Accounts
  2. Become the Master of Your Voicemail!
  3. Help Us Help You with UTHSC TechConnect Article Feedback!
  4. Files that Are Not Mine Are in My OneDrive!
  5. Qualtrics, by Qualtrics, Inc.
  6. Upcoming Training Sessions
  7. How to Add a Drop-Down List in Microsoft Excel
  8. Using the UT Vault
  9. 2021 NCCI Annual Conference Recordings
  10. Tips to Keep Safe During the School Year
  11. ITS Spotlight: Jackie Fox
New Anti-Phishing Feature in M365 Email Accounts

ITS has enabled a new anti-phishing feature available for all Microsoft 365 email accounts. While we continue to filter large amounts of spam, scams, and malware before it reaches you, some of these fraudulent messages will slip through. When you receive an email from someone you don’t typically correspond with, Microsoft will add a tip to the message so you can be on guard. This tip should serve as a reminder that you should not click links or open attachments unless you recognize the sender, the sender’s email address, and know the content is safe.

Phishing scams can come in many forms. Review the information on the Office of Cybersecurity’s Phishing webpage to learn more about spotting a scam and reporting it when you receive one.

Become the Master of Your Voicemail!

  • Are you a new employee who doesn't know how to log into your voicemail for the first time?
  • Have you forgotten how to check your voicemail messages?
  • Do you need to forward your campus phone to your cell phone, but don't know how?
  • Do you want to have your voicemail sent to your email so you can access it from any device?
Find all these answers (and many more!) in the Telephone and Voicemail section of our UTHSC TechConnect knowledge base.

Help Us Help You with UTHSC TechConnect Article Feedback!

We love to share information with you, and that’s what our Knowledge Base in UTHSC TechConnect is all about!

But sometimes we miss a step, or the software changed, and we weren’t aware, or it just needs to be easier to understand. Maybe you would love it if we added screenshots to the instructions.

That’s where you come in! Help us have the best possible knowledge base articles by giving us feedback.

Let’s say, for example, you look at the Sponsor a NetID article. Was it helpful? There is a Yes or No button at the end of each article – let us know! And, if it wasn’t helpful, click the Comment button to let us know, and we will use the feedback to update the article.

If we are missing an article that you would love to see in the Knowledge Base, let us know by filling out a service request.

We appreciate all your comments and feedback!
Files that Are Not Mine Are in My OneDrive!

Source: Microsoft article Share OneDrive Files and Folders

It is important to use discretion when sharing your OneDrive documents.

Use Microsoft OneDrive as a cloud backup, and share files, photos, and entire folders with others.

Your cloud storage in OneDrive is private until you decide to share with others. You can also see who a OneDrive file is shared with or stop sharing at any time.

There are times when we want to share documents stored in OneDrive with co-workers, friends, and family.  It is important to use discretion and be sure you are sharing with the “least privilege,” which means to only give access to people who really need access.  And only give “edit” access to people who should be able to make changes to your documents.

Remember that we are all responsible for protecting our UTHSC and personal documents.

To see with whom a file or folder is shared:

  1. In your document library, select the file or folder.
  2. Above the list of files, select Share.

The Send link window opens.

  1. If the item is currently shared with anyone, a Shared with list appears at the bottom of the Send link window.
  • Each circular item in the list represents a person or group that the item has been shared with.
  • Point your mouse at any item to see the name of the person or group.
  • Click any item in the list to see more details about who can access the file. See Manage access to a file in this article for more details.
  • If there isn't a Shared with section, the item isn't currently shared.

To learn more about sharing your documents responsibly and seeing who your documents are currently being shared with, visit this Microsoft website.

You can find the Files That Are Not Mine Are in My OneDrive! article as well as related OneDrive articles in UTHSC TechConnect!

Qualtrics, by Qualtrics, Inc.

Qualtrics, a powerful online survey research tool, is available to all faculty, staff, and students at UTK, UTC, UTM, and UTHSC. Once you create your Qualtrics account, you will be able to design simple to complex surveys in a web browser, distribute the survey, run frequencies as it continues to collect data, and then download your data. You can export your data to an SPSS, CSV, TXT, or Excel file for in-depth analysis.

Learn more about Qualtrics in our UTHSC TechConnect article. If you don’t already have a Qualtrics account, UTHSC Faculty, staff, and students can request a Qualtrics account by completing this Service Request.

Microsoft has some excellent training courses we recommend:
How to Add a Drop-Down List in Microsoft Excel

Did you know you could add dropdown lists in Excel? Learn how to add a dropdown in less than two minutes with this easy video!

 
Email
Using the UT Vault

The UT Vault is a secure file transfer service that allows users to easily send large files quickly and securely. Files are transferred via encrypted HTTP and stored in an encrypted data store, meaning this is a secure way to transfer sensitive data.

Using Vault is as easy as sending an email with an attachment and it works from both a PC and a Mac. Vault is intended for file transfer and not for permanent file storage. Anyone can use this service to securely exchange files with UT faculty, staff, and students.

If you are curious to learn more about the Vault and how to use it, check out our Sending Large Files Securely Using UT Vault article.

Lean 6 Sigma
2021 NCCI Annual Conference Recordings

The 2021 NCCI Annual Conference had some fantastic sessions! Unfortunately, even we missed sessions because we were working hard on getting UTHSC TechConnect ready for you.

But there is good news – if you registered, session recordings, related materials, and slides are available online to all those who registered for the conference via NCCI Connect in our Conference Library.

If you couldn’t register to attend the live conference, you could still register to view the excellent content! Individuals whose institutions registered for unlimited attendance (that’s us!) can register for free access to the recordings. If you watch the opening keynote, you will notice UTHSC won the Ron Coley Award (which is why anyone with a UTHSC email got to attend the conference for free).

Tips to Keep Safe During the School Year

Here at UTHSC and around the country, school has started up again (for both faculty and students). While pandemic-related issues are still the most newsworthy, malicious cyber activity can and does occur more frequently at the start of the year.  This activity affects students, faculty, and staff in a variety of ways, ranging from malware and scams to cyber bullying. Fortunately, there are a few simple steps you can take to keep you, and your devices protected from the latest threats. Here are some cybersecurity tips for staying safe throughout the school year:

  • Keep Software Up to Date. Be sure to keep the operating system, browser software, and apps fully updated with patches.
  • Configure Your Device and Apps with Security in Mind. The "out-of-the-box" configurations of many devices and apps are default settings often geared more toward ease-of-use than security or protecting your information. Enable security settings on your device, and as you install software and apps, pay particular attention to those that control information sharing.
  • Malware Protection. Make sure to have antivirus with anti-phishing support installed on all devices (desktops, laptops, tablets, etc.).
  • Set it to update automatically and run virus scans at least once a week.
  • Think Before Sharing. It's easy to over share online. Know that any and everything you post is public information.
  • Be a Smart Network User. Don't access personal or financial information over unsecured public Wi-Fi networks such as the free Wi-Fi in coffee shops, bookstores, and other public places, as this data can be easily viewed by others.
  • Be on Guard for Phishing. Don't open email attachments from untrusted sources. If you are not expecting an email or it just doesn't look right, don't open it. It could be a phishing attempt.
  • Use Strong Passwords. To ensure a strong password, make sure you use a complex and unique password, or better yet, a passphrase, for each account/system. Use passwords that are easy for you to remember but hard to guess.

Jackie Fox
In each issue, we feature one of our amazing ITS team members. We learn more about Jackie Fox with our Telecommunication Services team in this segment.

What is your role and how long have you been in ITS at UTHSC? I was hired in 2002 to maintain the telephone system (PBX) which also includes several off-premises locations, integrated systems such as Voicemail, Call Center application, and campus Emergency Call Box system. I had been a vendor tech for UT since the early 80’s, so it was a smooth transition. I primarily maintain these systems but also advise and assist others on troubles or solutions as needed.

What is a day in the life of Jackie like? Starts off checking PBX system for any issues discovered from a maintenance routine that runs nightly. Check tickets for any menu request /changes and any troubles that may be related to system issues rather than a telephone set. Lately, spare time is spent preparing and cleaning up information for migration to a new telephone system. If any major issue arises after hours, I will respond. After a workday of sitting at the computer, it is time for some physical work. Yard/pasture cutting, fixing what’s broke, gardening and canning this time of year. Priority is taking care of the American Pit Bull, Gunny. All something I don’t mind but as the old saying goes, I’D RATHER BE FISHING.

What is your favorite thing about working at UTHSC? As others have mentioned the benefits and work/life balance are great. It is a two-way street. I feel long as I can take care of business that management will work with me and work around any life issues that might arise. That is priceless and not to be abused or taken lightly.

What’s something most people don’t know about you? LOL, some do know I am crazy when it comes to going to the gym and playing basketball. Had to put a goal up at home since the gym has been closed. Most don’t know that I turned down an opportunity to play with the All-American Redheads (one of the first women's professional basketball teams) because I wouldn’t die my hair bright red.
May 26, 2022