Issue 35, March 8, 2022

It doesn't matter if your device is running Windows or macOS; it is time to update those operating systems to keep you, your data, and the university safe!

We have quick and easy update instructions that we sent out in the Daily Digest:

• Windows (Not all devices are W11 compatible. Those that are not will be prompted to upgrade to Windows 10 21H2.)
• macOS

We introduced you to TechConnect last summer, and since then, we’ve been talking about our excellent knowledge base. But we are nerds, and we realized you might not even know what a knowledge base is or why you should use it!

The TechConnect Knowledge Base (KB) is a reservoir of information about our applications, such as Teams, Qualtrics, and OnBase. We also have articles about NetIDs, sending emails securely, and passwords. But there is so much more!

We have instructions for everything from how to get what you need if you are new to campus to how to purchase hardware and software.

Think of it as Google for UTHSC technology. Just click in the search bar, enter a few keywords, and TechConnect will find the article for you!

Why do we need a knowledge base?

• Sometimes users prefer to look information up for themselves
• You have a new person come onboard, and they can learn more about UTHSC apps and instructions
• You only do something once a year and need help remembering what to do
• Our instructions give you a more personalized experience than generic software instructions do

So even if you aren’t a nerd, check out our knowledge base articles. Rate our KB articles so we know how we are doing. And, if you notice something we are missing, please let us know at its@uthsc.edu.

Due to the increase in cybersecurity attacks, ITS recommends that you review this TechConnect KB article on Zoom Security and check your settings to protect your meetings and webinars. Not sure how to require registration for a Zoom meeting? We have a TechConnect knowledge base article for that!

In addition, ITS recommends that you consider using Microsoft Teams for your meetings. Watch this brief video for more information on Teams.

Do you have surveys/forms in QuestionPro? The access to QuestionPro will end on May 31, 2022, which sounds like a long time away, but it is only two months! Don't lose your surveys/forms or data!

What to Do Before May 2022

• Migrate any existing QuestionPro surveys that will continue to be active after May 2022.
• Export data for QuestionPro surveys you wish to retain before the license expires.

Visit OIT’s website to learn more about the transition to Qualtrics.

Microsoft has some excellent FREE training courses we recommend. As UTHSC faculty or staff, you can access all Microsoft 365 apps listed. Students may not have access to all these apps.

Advanced Features of Microsoft Excel

Take a deep dive into the intermediate features of Excel’s navigation, functions, and custom formulas. Register

• Mar 11 - 9:00 am - 10:00 am
• Mar 17 - 2:00 pm - 3:00 pm
• Mar 23 - 9:00 am - 10:00 am

Getting Started with Windows 11

Microsoft Windows 11 has easy-to-use tools that can help you optimize your screen space and maximize your productivity. In this training, learn how to get instantly productive in the new Windows 11—designed for hybrid work, with collaboration and security top of mind. ​Register

• Mar 25 - 3:00 pm - 4:00 pm

Microsoft PowerPoint Basics

PowerPoint allows you to create, view, present, or share presentations quickly and easily. Get started by learning to navigate PowerPoint, design presentations, and use helpful presentation tools. ​Register

• Mar 18 - 8:00 am - 9:00 am

Microsoft Teams: Channels & Files

Learn more about working with Teams channels and files. ​Register

• Mar 14 - 9:00 am - 10:00 am

It is necessary to keep emails with sensitive information safe and to protect us from data breaches. Any email with protected health information (PHI), personally identifiable information (PII), HIPAA, FERPA, educational records, credit card information should be encrypted.

There are several ways to do this. If you use Outlook, you can encrypt an email by typing the word encrypt (encryption or encrypted won't work) into the subject line.

You can also use the UT Vault; a separate application on a UTK server that allows you to send up to thirty files with a maximum size of 15GB to users. The files are stored within the UT Vault for 20 days. Learn how to use the UT Vault in our Sending Large Files Securely Using UT Vault article.

Do you want to learn more about Lean, but you don’t have time to take a class, read a book, or watch a video?

Check out the Lean Six Sigma Bursts podcast by Brion Hurley. We know Brion – he is the master black belt that assisted us in getting our green belts.

In 5 minutes or less, Brion gives you rapid improvement ideas, and you can leave a voicemail message to have your questions answered in a future episode.

Episode 50 is “Lean at Home,” a brief introduction to a free course that helps you learn Lean by making your home life more efficient. Once you begin using Lean at home, you start to see how Lean can help at the office.

Policy Highlight
Data Security

The Standard-InfoSec-GP-005-Data Security established security controls for data based on its sensitivity, value, and criticality to the mission of UTHSC. The goal is to reduce risk to the confidentiality, integrity, and availability of UTHSC data while ensuring everyone is enabled to work.

With recent events in the news, we know you have questions and concerns. Some of those may be about cybersecurity. “Am I or is UTHSC more likely to come under attack, am I at greater risk?" We don’t have all the answers, but we do know that attacks are on the rise. From a cybersecurity perspective, focus on the fundamentals. This is key to protecting both yourself and UTHSC. While the sense of urgency may have changed, how cyber attackers target us has not. By fundamentals, we mean focus on these three key points below. The links direct you to SANS newsletters for more in-depth information.

• Phishing: Phishing and related scams are when cyber attackers attempt to trick or fool you into doing something you should not do. Often these scams are sent as emails, but they can also try to trick with text messaging, phone calls, or on social media. Anytime someone is creating a tremendous sense of urgency and rushing you to take any action, or someone is promoting an offer that is too good to be true, this is most likely an attack.
• Passwords: Strong passwords are the key to protecting your online, digital life. Make sure each of your accounts is protected by a unique, long password. The longer your password the better. To keep it simple, use passphrases, a type of password made up of multiple words like “honey-butter-happy”. Also, whenever possible, enable Multi-Factor Authentication (MFA) on your important accounts.
• Updating: Keep your computers, devices and apps updated and current by enabling automatic updating on all your devices. Cyber attackers are constantly looking for new vulnerabilities in the devices and software you use. Keeping them automatically updated makes sure these known weaknesses are fixed and your devices have the latest security features.

In addition, there is going to be a tremendous amount of false information spread on the Internet. This is being done by the Russian government on purpose to confuse people. Do not trust or rely on information from new, unknown, or random social media accounts, such as posts on LinkedIn, Instagram, Facebook, or Twitter. Many accounts on these sites were created for the sole purpose of putting out fake information. Instead, follow only well-known trusted news sources who verify the authenticity of information before they broadcast it. Finally, if you wish to donate to any causes in support of recent events, once again make sure you are donating to a well-known, trusted charity. There will be many scams attempting to trick people into donating to fake charities run by cybercriminals.

We know that times like these can feel a bit scary. This is why we concentrate on SPAR training, to make you prepared to respond to threats. Continue to focus on the fundamentals as we have taught you, and you will go a long way to protecting yourself, no matter who the cyber attacker is.

In each issue, we feature one of our amazing ITS team members. We learn more about Xavier Agee with our Instructional Services team in this segment.

What is your role and how long have you been in ITS at UTHSC? I am a Distance Learning Coordinator for Instructional Services, and I have been in ITS for 2 years and a total of 3 years at UTHSC.

What is a day in the life of Xavier like? My day starts with a 30-minute commute from Olive Branch, MS which includes dropping off my two kids at school. Once I arrive to campus, you can find me assisting faculty in classrooms and conference rooms. I also assist with virtual/hybrid classes and events. Then at home, I’m spending time with my wife, kids, and dog. I also spend time volunteering as a baseball or soccer coach.

What is your favorite thing about working at UTHSC? My favorite thing about working at UTHSC is the people and the genuinely friendly personalities of everyone on campus.

What’s something most people don’t know about you? My guilty pleasure is watching My 600 lb Life. I enjoy a good success story!