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Issue 33

Issue 33, February 8, 2022

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. Time to Update Your Windows and Mac Operating Systems!
  2. RingCentral: Use 10-Digit Dialing
  3. Policy Highlight: Know What is Permitted
  4. How Do I Know If There is an Outage?
  5. Understanding Campus File Storage
  6. DIY Zoom Meetings
  7. Free Upcoming Training Sessions
  8. 3 Cool Effects That You Did NOT Think Were Possible in PowerPoint
  9. Condolences Listserv
  10. Compromised Computers or Devices
  11. ITS Spotlight: Nigel Riggs
Time to Update Your Windows and Mac Operating Systems!

Microsoft and Apple both recently released new Windows and macOS operating systems (OS) as they phase out and cease support for some older versions. Many of you have inquired about when it is okay to update UTHSC-owned computers to these latest OSes. Well, that time is now!

You now may update the latest OS that your machine supports by doing the following:

If you choose not to move to the new OS at this time, ITS will start automatically updating all qualified UTHSC-owned computers beginning in March. This streamlines and standardizes support (read: fewer problems and quicker service for you) while also helping to assure the security and compliance of the university’s data.

Please contact the Service Desk at TechConnect or 901.448.2222 if you have questions.

RingCentral: Your Office Phone On The Go!

We talked for weeks about the many benefits of RingCentral, our new VoIP telephone system.

One of the most significant benefits is that RingCentral supports remote/hybrid work!

What does that mean to you? You can make work calls from anywhere on multiple devices – computer, phone, tablet – using your UT phone number (Use of RingCentral on personal devices is optional.)

Learn more about all the benefits RingCentral has to offer!

Policy Highlight: Know What is Permitted

Part of patient safety and protection of our University is knowing what is acceptable while accessing UTHSC technology, data, and resources. Both the UT System and UTHSC have a policy and a standard to guide our campus community in what is an acceptable use of resources. It is your responsibility to abide by these standards. Please review the UTSA IT0110 – Acceptable Use of Information Technology Resources and UTHSC’s Standard-InfoSec-GP-004-Acceptable Use of IT Resources.

How Do I Know If There is an Outage?

As you know, Memphis was just hit by an ice storm. The storm has knocked power out all over town, including the campus. That means several services (including the webserver) went down.

How do you know if it is your computer or internet, the campus network, the VPN, or the software that is experiencing an outage?

You can always check the TechConnect site because the TechConnect server is cloud-based (and will still be accessible, even if the campus loses power). We add a message to let you know as soon as we know of an outage or planned maintenance.

When you think there may be an outage - always check TechConnect for more information!

Here's an important tip: Next time you are on the TechConnect site, bookmark it in your browser, so you can use that to access TechConnect. If our website is down, you won't be able to access any of the TechConnect links there and may not work.
Understanding Campus File Storage

We offer several storage solutions, but which one is the right one for your needs? Instead of using paper copies, your hard drive, MyDrive, VolShare, USB, external hard drive, departmental folders, Dropbox, Google Docs, consider one of these no-cost, secure options:

OneDrive SharePoint Teams OnBase

   For YOU to:

  • store work and personal documents
  • share with others

   For YOU and the
   TEAM to:

  • store and share documents
  • share with each other and external users

   For YOU and the
   TEAM to:

  • collaborate
  • chat
  • store and share documents

   For YOU and the
   TEAM to:

  • share electronic document storage
  • Search documents

Need to know more before you decide? Check out our Understanding the Difference between OneDrive, SharePoint, Teams, and OnBase article, which includes an attachment with a more detailed comparison.

DIY Zoom Meetings

Did you know you can set up a Zoom meeting for a large group (up to 300 people) where attendees can collaborate on ideas?

We have complete instructions on setting up the meeting, recording it, and then converting at recording so you can share it with those who could not attend in our Zoom: Recording and Uploading Meetings article.

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.

Getting Started with Microsoft Teams

Learn the basics and get started in Teams Are you new to Microsoft Teams or curious about best practices for getting started? Do you want to streamline business communication and collaboration? Register

  • Feb 09 - 9:00 am - 10:00 am
  • Feb 11 - 9:00 am - 10:00 am
  • Feb 14 - 2:00 pm - 3:00 pm

Run Effective Meetings With Microsoft Teams

Optimize the end-to-end meeting process within Teams! Have you spent significant time and resources to prepare for a meeting and felt it wasn’t productive and not much was accomplished? Register

  • Feb 09 - 1:00 pm - 2:00 pm
  • Feb 10 - 2:00 pm - 3:00 pm
  • Feb 18 - 11:00 am - 12:00 pm

Introduction to Microsoft Outlook

Join us for a free, 60-minute workshop for a hands-on, interactive experience with Microsoft Outlook. Find out how to use Outlook to organize your life and improve your communications experience. Register

  • Feb 10 - 1:00 pm - 2:00 pm
  • Feb 14 - 3:00 pm - 4:00 pm
  • Feb 21 - 3:00 pm - 4:00 pm
3 Cool Effects You Did NOT Think Were Possible in PowerPoint
Are you ready to take your PowerPoint presentation to the next level? In this video from Leila Gharani, you will learn how to easily create professional PowerPoint presentations using the PowerPoint Morph transition. We'll use the Morph transition to easily create animations and movements of objects, images, words, and characters.
Condolences Listserv

Did you know we have a condolences listserv to announce when campus faculty, staff, and retirees have passed away?

But you must subscribe to the Condolences listserv to get these emails. Our Receiving the Daily Digest or Condolences List article walks you through the steps to subscribe.

Please note that if you are off campus, you must be connected to the VPN to visit the Listserv site.

Compromised Computers or Devices

ACompromised Computer is any computing resource whose confidentiality, integrity, or availability has been adversely impacted, either intentionally or unintentionally, by an untrusted source. A compromise can occur either through manual interaction by the untrusted source or through automation. Gaining unauthorized access to a computer by impersonating a legitimate user or by conducting a brute-force attack would constitute a compromise. Exploiting a loophole in a computer’s configuration would also constitute a compromise. Depending on the circumstances, a computer infected with a virus, worm, trojan, or other malicious software may be considered a compromise.

Symptoms of a compromised computer include, but are not limited to, the following:

  • Frequent pop-up windows, especially the ones that encourage you to visit unusual sites, or download antivirus or other software
  • Changes to your home page
  • Mass emails being sent from your email account
  • Frequent crashes or unusually slow computer performance
  • Unknown programs that startup when you start your computer
  • Programs automatically connecting to the Internet
  • Unusual activities like password changes
UTHSC Owned Devices

Various state and federal regulations require UTHSC to investigate any incident that may involve the breach of personally identifiable information and other non-public information according to Standard-InfoSec-GP-002-Data & System Classification. UTHSC is also required to notify an individual if the privacy of their personally identifiable information has been breached. Failure to preserve evidence or conduct an investigation related to a compromised computer could result in unnecessary financial costs for the institution. It is also important that the details of a compromise and the ensuing investigation remain confidential. The Office of Cybersecurity has Standard-InfoSec-IR-001-Security Incident Response which outlines how UTHSC responds to incidents regarding our devices, data, and systems.

Personally Owned Devices
If the symptoms stated above are occurring on a personally owned device, there are things to do immediately to mitigate the threat to your device and information. Note that UTHSC does not offer any guarantee on remediating personally owned devices.

  1. Reset your passwords on every account to which that device had access
  2. Log out of all online accounts
  3. Disconnect from the internet
  4. Remove external hard drives, such as USBs or any other attached devices
  5. Scan the device for malware and viruses
  6. Wipe the hard drive if necessary – hopefully, you have a backup of your data
  7. Closely monitor credit and financial accounts
Lastly, to avoid being targeted again, here are some tips:
  • Keep security (antivirus/antimalware) up to date
    • Keep all operating systems and software up to date
  • Maintain strong passwords
  • Do not leave your device unattended in public
  • Keep files backed up

All University of Tennessee Health Science Center students are eligible for one copy of the standard consumer version of Malwarebytes, provided at no additional cost to each student. Information on obtaining and installing student Malwarebytes is found on UTK’s OIT Knowledge Base page.

Note that the University of Tennessee has no management of nor visibility into these installs, so we will not be able to see anything on your computer.

Nigel Riggs

In each issue, we feature one of our amazing ITS team members. We learn more about Nigel Riggs with our Service Desk in this segment.

What is your role and how long have you been in ITS at UTHSC? I am a Service Desk technician and have been with UTHSC for 10 months now.

What is a day in the life of Nigel like? On Weekdays I work, come home, play with my dogs until my wife gets home, and then we watch tv until we go to sleep. Weekends are dedicated to cleaning the house, video games, and trying to get back in shape.

What is your favorite thing about working at UTHSC? So far it’s been the management and everyone’s willingness to help.

What’s something most people don’t know about you? I played travel hockey for the Memphis Blues and High School hockey for the North Mississippi Monarchs.

May 26, 2022