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Issue 38

Issue 38, April 19, 2020

This communication is generated by UTHSC Information Technology Services to educate and inform our campus community about available technology tools, training opportunities, news, and events to help you and the university achieve excellence in patient care, education, research, and community service.
In this edition
  1. Why Does My Windows Desktop Look Different?
  2. Preparing for RingCentral: Make Sure Your Phone Number Is Accurate in the Directory & IRIS
  3. Spring Clean Your Technology!
  4. Qualtrics: Exporting Data to Excel
  5. It’s 2022 and I’m Buried in Paperwork – Help!
  6. Free Online Training Sessions
  7. Organizing Your Microsoft Teams Lists
  8. Outlook's Delayed Delivery Option
  9. Making Meetings Less Awful
  10. Standard-InfoSec-CS-001-Device Life Cycle Security
  11. Protect and Manage Your Identity
  12. ITS Spotlight: Vikki Massey
Why Does My Windows Desktop Look Different?

We have been pushing Windows 11 to UTHSC devices on weekends for a few weeks now. Devices that aren’t robust enough to handle Windows 11 are updated to Windows 10 21H2 to enhance security.

If you log in on a Monday morning and your desktop looks different, you have been upgraded!

Everything should work correctly but contact our Service Desk at 901.448.2222 or submit a TechConnect request if you need assistance.

If you want to learn more about Windows 11, check out these resources:

Preparing for RingCentral: Make Sure Your Phone Number Is Accurate in the Directory & IRIS

It is important to keep your work phone number up to date in IRIS, especially as ITS is migrating everyone to RingCentral.

Make your RingCentral move go smoother by checking your work phone number:

  1. Click on Resources in the top menu of any UTHSC page and choose MyUT(may require login and/or authentication).
  2. Click the Employee Self-Service folder icon at the top of the page.
  3. Click Personal Profile(under Most Frequently Used on the right or click the P in the alphabetical listing)
  4. Go to the Primary Office address section and click the pencil icon to the right.
  5. Go to the Phone Number field and make an update, if necessary.
  6. Click the Save and Back button, and the phone number is immediately updated in IRIS.

If you notice that your name, work address, education information, or immigration or resident status is incorrect, please visit Updating Your Work and Personal Information for instructions on updating that information. Have more questions? Please contact your business manager or HR at 901.448.5600.

Spring Clean Your Technology!

It’s that time of year when you begin to think about cleaning your house, garage, and car to toss or donate items you no longer need. But don’t forget to spring clean your technology, too!

Old Technology

Every 4-6 years (or once your computer can no longer run a supported operating system), you get a new UTHSC-owned computer, printer, or another device. Free up space in your office – and on your department’s inventory list – by sending that old stuff packing. Contact your department’s business manager or visit the Surplus Equipment webpage for more details.

Old Files and Folders

Have old documents or folders that you don’t need anymore? Delete them to free up space and be able to find the files you do still need! Not sure how to get started? Check out our Naming and Organizing Files and Folders Using 5S article in TechConnect.

Qualtrics: Exporting Data to Excel

You have sent out your Qualtrics survey and gotten great responses. But sometimes, you may need to download the answers to import the data into Excel. Or you want to import the data into another software package.

We have a TechConnect knowledge base article called Qualtrics: Exporting Data to Excel that will walk you through exporting your data from Qualtrics and importing it into Excel.

It’s 2022, and I’m Buried in Paperwork – Help!

It’s not 1984 anymore. Yes, you have a need to hold on to paperwork – it’s just the way things are. But is there an easier way than having filing cabinets taking up precious office space? Do you wish there was an easy way to find the exact document you need without spending 30 minutes searching and suffering paper cuts?

We have a solution!

OnBase is UTHSC’s document storage system and workflow system.

Okay, what does that mean?

It means

  • Ricoh comes to retrieve and scan your documents
  • Ricoh converts them to a digital format that is then put into OnBase

Once your documents are in an electronic format, it is like a database – you can search for the document by name, serial number, address – whatever fields or keywords you designate.

You can also use workflows. It helps move things along smoothly and efficiently! No more trying to remember that you need to get that document to the boss for a signature by Friday. Just add it in as part of the workflow. and your job is done!

A bonus is that your documents are now safe! Only those with access to view them CAN view them.

Sound like something you would be interested in learning more about? Complete an OnBase Request for a Consultation Session, and we will help you decide if OnBase is the solution for you!

Microsoft has some excellent FREE online 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.

Get Started with Windows 11 and Microsoft Edge

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

  • Apr 29 - 3:00 pm - 4:00 pm

Intermediate Microsoft Excel

•Expand knowledge of special functions in Excel. •Understand a wide variety of cell formatting to manipulate and interpret data. •Learn to create Pivot tables for data analysis. •Understand options to restrict and protect data in Excel. •Utilize accessibility options in Excel using the Check Accessibility tool and how to add alternative text. Register

  • Apr 29 - 11:00 am -12:00 pm

Support Students with Education Insights in Microsoft Teams

Education Insights in Microsoft Teams supports educators in building a classroom environment that recognizes every student and saves you time in planning, giving feedback to students, and providing help where needed. Register

  • Apr 26 - 3:00 pm - 4:00 pm
  • May 03 - 8:00 am - 9:00 am

Customize Microsoft Teams with Apps

Using apps in Teams allows organizations to bring key information, common tools, and trusted processes to the place where they meet, learn and work. This training will show the capabilities of apps in Teams and the ways people interact with them. Register

  • Apr 21 - 1:30 pm - 2:30 pm
  • Apr 26 - 4:30 pm - 5:30 pm
Organizing Your Microsoft Teams Lists

Did you ever wish you could favorite a Teams channel or maybe move it up in your list? Now you can with this quick one-minute video!


Outlook's Delayed Delivery Option

Does remote work have you working non-traditional hours? Avoid the “that was so yesterday!” feeling by using the Delayed Delivery feature in Outlook to schedule a delivery time for first thing in the morning! Co-workers will thank you and be able to respond much more quickly!

Windows Users:

  1. Draft an email as usual.
  2. Click the Options menu.
  3. Click Delay Delivery on the Outlook Ribbon.
  4. Under Delivery Options, choose your desired date and time.
  5. Click Close.
  6. Click Send.

The email is now in your Outbox folder. You can edit the Send options by double-clicking the email in your Outbox folder, clicking Options, clicking Delay Delivery, and changing the date/time if you do it before the time you specified the email be sent.

Mac Users:

  1. Draft an email as usual.
  2. Click the down arrow on the Send icon.
  3. Choose Send Later.
  4. Choose your desired date and time.
  5. Click Send.

The email is now in your Drafts folder. You can edit the Send options by selecting the email in your Draft folder, clicking Cancel Send, then Yes if you do it before the time you specified the email to be sent. This opens the email so you can send it immediately or choose a new date/time.

Lean 6 Sigma
Making Meetings Less Awful

Did you know there are an estimated 55 million meetings each day in the US? As Pinkcast says, "Meetings stink." But what if they didn't have to? What if meetings could be more productive and take less time? Check out this quick 2:35 minute video and learn about Separate, Stand, and Shrink.

Policy Highlight
Standard-InfoSec-CS-001-Device Life Cycle Security
Standard-InfoSec-CS-001-Device Life Cycle Security is an authoritative document that established the minimum standard security requirement and responsibilities for UTHSC devices throughout the life cycle of the device. The UTHSC community must consider these security requirements when they are purchasing, installing, and using devices on the network, as well as how to properly dispose of them when they reach end of life.

Protect and Manage Your Identity

Identity Management Day is recognized on the second Tuesday in April every year by the National Cybersecurity Alliance and the Identity Defined Security Alliance (IDSA).

Research by IDSA reveals that 79% of organizations have experienced an identity-related security breach in the last two years, and 99% believe their identity-related breaches were preventable. According to the 2020 Verizon Data Breach Investigations Report, as many as 81% of hacking-related breaches leverage weak, stolen, or otherwise compromised passwords.

Everyone has a digital identity made up of large amounts of personal data that exists about you online. Whether it comes from your social media profiles, search engine history, or email accounts, your information is incredibly valuable to cybercriminals. If an account is compromised, your data may be stolen by cybercriminals, with the intention of stealing money, conducting phishing attacks against others, and even committing identity theft. Protect your digital identity with the following best practices:

Configure security settings

Every time you sign up for a new account, download a new app, or get a new device, immediately configure the privacy and security settings to your comfort level. Check the settings on old accounts and delete any apps or accounts you no longer use.

  • Why? Attackers are likely to try the default login information for internet-connected devices – typically admin – to try and gain access. While the default settings for most online accounts provide the website owner with the most information for a personalized experience, loose privacy settings could mean your data is being shared without your knowledge.

Think before you clickIf you receive an enticing offer via email or text, don’t be so quick to click on the link. Instead, go directly to the company’s website to verify it is legitimate. If you’re unsure who an email is from—even if the details appear accurate—or if the email looks “phishy,” do not respond and do not click on any links or open any attachments found in that email as they may be infected with malware. Report phishing to your organization’s IT department or your email provider.

  • Why? Attackers often send fraudulent email and text messages, referred to as phishing, in order to trick individuals into providing information such as usernames and passwords, or to download malware.
Share with careThink before posting about yourself and others online. Consider what a post reveals, who might see it, and how it might affect you or others. Consider creating an alternate persona that you use for online profiles to limit how much of your own personal information you share.
  • Why? Personal information readily available online can be used by attackers to do a variety of things, including impersonation, and guessing usernames and passwords.
Use multi-factor authentication (MFA)MFA will fortify your online accounts by enabling the strongest authentication tools available, such as biometrics or a unique one-time code sent to your phone or mobile device.
  • Why? At least 15 billion passwords are for sale on the Dark Web. A second method of authentication provides extra protection even if a username and password are compromised.
Download a password managerUse password managers to generate and remember different, complex passwords for each of your accounts. 57% of workers write down passwords on sticky notes, and 62% share passwords via SMS and email, according to Keeper Security. Password managers offer secure ways to send passwords and other login credentials to family members or coworkers.
  • Why? Duplicating passwords or using common passwords is a gift to hackers. If one account is compromised, a hacker will typically try the same username and password combination against other websites through “password spraying."
Update your softwareKeep all software on internet-connected devices – including personal computers, smartphones, and tablets – current to reduce the risk of infection from ransomware and malware. Configure your devices to automatically update or to notify you when an update is available.
  • Why? Software updates often fix security flaws. Outdated software can be riddled with security holes easily exploited by attackers.
Vikki Massey

In each issue, we feature one of our amazing ITS team members. We learn more about Vikki Massey, our Deputy CIO in this segment.

What is your role and how long have you been in ITS at UTHSC? I have been in ITS since 2011 in three different positions. I currently serve as the Deputy Chief Information Officer (DCIO). And what a great role that is! I get to assist CIO Dan Harder with strategic planning, budget management, and functional coordination. On a day-to-day basis, I lead major technology initiatives, manage the alignment of our department’s four customer-facing teams, and work with people all over campus to identify, prioritize, and address their needs. I also represent the CIO and department as the principal IT officer in executive decision-making and on key university committees as needed. I love my job!

What is a day in the life of Vikki like? I manage a lot of projects, spend time developing new initiatives, and put out a fire or two along the way. I also support my staff members by providing coaching, cheerleading, and backup as needed.

What is your favorite thing about working at UTHSC? I love the ability I have to strike a great work-life balance. I can achieve at work but also be equally present for my family and other outside interests. I also enjoy all the relationships I have built at the university, particularly in ITS. Those folks keep me motivated, feeling supported, and laughing all the time. (We IT geeks can be quite the fun bunch!)

What’s something most people don’t know about you? I have been learning to play the violin and read music for three and a half years. While not easy, it’s been one of the most fun and rewarding challenges of my life. Playing allows me to develop another part of myself – I had NO musical background when I started, and my ear is still in its infancy. Nonetheless, it is relaxing and discipline-building. I am always so proud of myself when I learn a new piece.

May 26, 2022