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Issue 41

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Issue 41, May 31, 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. UTHSC Website Refresh
  2. Has Your Windows OS Been Upgraded?
  3. Encrypting an Email
  4. Outlook Resources
  5. Zoom's Whiteboard Feature
  6. Qualtrics is Now Our Official Survey Software
  7. Free Online Training Sessions
  8. Edit a PDF in Microsoft Word
  9. Lean 6 Sigma - Learn about DMAIC
  10. iPhone Tip: Remove Red Eye from Images
  11. Telephone Scams
  12. Policy Highlight – GP-001.02-Security Exceptions and Exemptions to ITS Standards Practices & Controls
  13. ITS Spotlight: Lee Weaver
UTHSC Website Refresh

UTHSC Marketing and Communications is proud to roll out our new website refresh, which includes updates to our navigation. Please bear with us as we work through adjustments to our pages. If you are searching for a link that used to be in the navigation, please check the Quick Links section at the bottom of our homepage. We appreciate your patience during this time and look forward to making our website more accessible to the UTHSC community.

Has Your Windows OS Been Upgraded?

ITS continues to upgrade eligible UTHSC computers to Windows 11 (or Windows 10 21H2 if the computer can't upgrade to Windows 11). Upgrading is important for security reasons. According to some estimates, installing Windows 11 can reduce your chances of getting malware by up to 60%!

If you aren't sure what operating system you are running, you can check by selecting the Start button > Settings > System > About.

If your Windows computer hasn't been upgraded yet, contact your ITS CTS tech or the Service Desk (901.448.2222).

Encrypting an Email

There may be a time when you want to encrypt an email to assure that your content is protected.

Then there are times when you must encrypt an email if you are sending anything with a classification rating of 3 in any of these areas such as PHI, HIPAA, FERPA, or educational records.

Encrypting an email is easy by following these steps:

Windows Users

  1. Click on the email.
  2. Email is opened in as a new tab.
  3. External users can sign into their Microsoft account or use a one-time passcode.
  4. The encrypted email is displayed.

Mac Users

  1. Click on the email.
  2. Click the Verify Credentials button in the right corner.
  3. You may be required to enter your NetID and/or password and validate with Duo.
  4. The encrypted email is displayed with the encryption line.
We always have these instructions available in our TechConnect article, Outlook: Encrypting Emails.
Outlook Resources

Do you know the basics about using Outlook, but wish you knew more about the advanced features?

We have an entire TechConnect Knowledge Base category dedicated to Outlook that includes information such as:

If you have a question about Outlook that you don't see posted there, let us know at and we will get an article added!
Zoom's Whiteboard Feature

Zoom has a whiteboard feature to collaborate with others during meetings. It has many different tools (draw, shapes, lines, sticky notes, and text) and you can even create more than one page if you need a new sheet to work on. The whiteboard feature is new, so you will need Zoom version 5.10.3 or later to use it.

You can set up your own whiteboard before the meeting, instead of populating it during the meeting. So, if you have something for people to look at and update, you can have that ready as soon as you share the whiteboard. And you can save several whiteboards!

To set up a whiteboard before a meeting:

  • Log in to Zoom and click the Whiteboard icon at the top to set up before the meeting.
To access the whiteboard during a meeting:
  • Start the meeting and click on the Whiteboard icon at the bottom of the screen.
We have more information on using the Zoom Whiteboard in our Zoom: Using the Whiteboard article.
Qualtrics is Our Official Survey Software

Today is the last day of our QuestionPro license. If you need to send a survey or create a form to collect information from faculty, staff, students, or external partners, use Qualtrics!

Learn more about using Qualtrics with these articles:

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.

Get started with Microsoft Teams

Are you new to Microsoft Teams or curious about best practices for getting started? Do you want to streamline business communication and collaboration? This training is designed to help you get started with Microsoft Teams and learn key tasks to help you collaborate and get work done - all in one place. Register

  • June 02 - 11:00 am - 12:00 pm
  • June 06 - 2:00 pm - 3:00 pm
  • June 08 - 8:00 am - 9:00 am

Tips, Shortcuts, and What’s New with Microsoft Teams

Learn tips and shortcuts for Microsoft Teams that will help you become a power user, able to expedite navigation, and efficiently use Teams for collaboration and workflow. Discover what’s new and find expert direction on the latest features. Register

  • June 02 - 10:00 am - 11:00 am
  • June 03 - 9:00 am - 10:00 am
  • June 07 - 9:00 am - 10:00 am

Fundamentals of Microsoft OneNote

Microsoft OneNote Level 100 Learn about OneNote, a digital note-taking app that provides a single place for keeping all your notes, research, plans, and information. Objectives: • Discover OneNote versions and the differences between them. • Navigate OneNote and organize content across notebooks, sections, and pages. • Learn how to bring different types of content together. • Understand how to create a notebook and format notes. • Use OneNote to organize meeting notes. • Set up OneNote for team collaboration. Register

  • June 07 - 3:00 pm - 4:00 pm
  • June 16 - 10:00 am - 11:00 am
  • June 16 - 2:00 pm - 3:00 pm

Plan and Design SharePoint Sites

Understand more advanced features of SharePoint. Expect to learn about sharing and permissions, workflow management, and content types. Objectives: Understand SharePoint Online team sites, communication sites, and hub sites. Register

  • June 09 - 12:00 pm - 1:00 pm
  • June 21 - 12:00 pm - 1:00 pm
Edit a PDF in Microsoft Word

Learn how to edit a .pdf document in Word in less than 30 seconds!

iPhone Tip: Remove Red Eye from Images

If you have ever taken an image at a faculty event or of a group of students, you probably have experienced red eye at least once.

There is an easy way to fix this right on your iPhone!

  1. Open the Photos app.
  2. Tap the photo with red-eye.
  3. Tap Edit.
  4. Tap the Eye icon .
  5. Tap the red eye in the image.
  6. Tap Done.

Lean 6 Sigma - Learn about DMAIC
Did you ever wonder what Lean 6 Sigma is all about? We use the five steps in methodology referred to as DMAIC to make a process better. It stands for Define, Measure, Analyse, Improve, and Control.

We recently revisited each of the five steps in our Lean listserv, and you can read about each one on our Lean webpage.

If you are interested in learning more about Lean, join our Lean listserv by sending an email request to

Telephone Scams

The Shelby County Sherriff’s Office (SCSO) warns everyone about telephone scams with their campaign “Hang up and Verify”. A typical scam call begins with someone stating that they are from some organization (such as Amazon, Microsoft, Apple, IRS, Social Security, a Law Enforcement Agency, Publishers Clearing House, a Bank, etc.). The scammers continue by saying that your computer/smartphone was hacked, you have a warrant out for your arrest, you won a prize, your social security number was stolen, you owe the IRS money, etc. This approach is being used to get you, as the victim, very emotional, either scared or excited, in hopes that you will lose judgment long enough for the scammers to complete their scheme. In many cases, the scammers will ask you to purchase some type of gift card. In other cases, the scammers will request bank account information and trick you by claiming they will use it to deposit money into your account for various reasons. A huge red flag in the scammer's plan is when they request you to purchase gift cards, and they demand that you stay on the phone throughout the entire process.

If you receive a possible scam phone call, remember to HANG UP and VERIFY. You should look up that organization’s true phone number and then call them to verify the information you were told.

If you wish to learn more, here are some further details about phone scams.

There are many other red flags during phone scams. Victims often recognize the red flags only after the fact, but during the phone calls, the scammers rely on the victims to be too scared or too excited to pay attention to the warning signs. People can prevent being scammed on the phone if they follow some of these guidelines. If it seems too good to be true, it probably is.

Scammers will say you won money and prizes, but you will need to pay taxes, registration fees, shipping costs, etc. before you can receive your “winnings.” Everyone knows that there are sometimes taxes and fees associated from winning cash and prizes, however, in legitimate contests with legitimate winnings, these taxes and fees are paid after the prize has been received.

If the scammers claim to be from a law enforcement agency, the person receiving the call should ask for the name of the agency, then hang up the phone, look up the contact number for that agency or call their local law enforcement agency to check the legitimacy of the caller. Please remember this important fact -- legitimate law enforcement agencies will not request payment for fines to be paid over the phone, nor payments to be made using gift cards. If the scammer is claiming to be from organizations such as Amazon, Microsoft, Apple, etc., the person receiving the call should not give the caller any personal information over the phone. The safest thing to do is hang up the phone and then dial the actual phone number for that organization to see if the original call was legitimate.

Scammers will also claim to be from the IRS or the Social Security Office because they know most citizens are fearful of receiving calls from the IRS. The IRS and other federal government agencies conduct most of their notifications through the US Mail, so phone calls are extremely rare.

Most people believe they will never fall victim to scams like these but, unfortunately, we are seeing more and more victims of these scams each day. Our senior citizens are falling victim to these scams at a higher rate. Employees at retail stores, especially the stores that sell gift cards, can assist by asking questions if they see a senior citizen purchasing large amounts of gift cards while on their cell phones. We obviously can’t prevent a person from buying gift cards, but by asking questions and making them think about what they are doing, it may help them realize they are being scammed before it is too late. These scammers have no shame and will continue to take from each victim until that victim stops giving them money.

Policy Highlight
GP-001.02-Security Exceptions and Exemptions to ITS Standards Practices & Controls

If there is a business need to have an exception (short-term) or exemption (long-term) to a security control or policy, the Office of Cybersecurity has a procedure to request and evaluate that exception or exemption and report the risk rating to the system or data owner for acknowledgement or rejection of the risk.

Lee Weaver

In each issue, we feature one of our amazing ITS team members. We learn more about Lee Weaver with our Instructional Technology team in this segment.

What is your role and how long have you been in ITS at UTHSC? I serve as a Sr. IT Technologist II on the ITS Instructional Services team and have done so for the past 3.5 years.

What is a day in the life of Lee like? The Pharmacy Building is my home base. The college has students in Memphis, Nashville, and Knoxville and every course requires a distance connection to all 3 campuses. I connect the campuses directly to each other via a CISCO conferencing bridge and/or via Zoom. The bridge allows me to virtually “move” rooms as needed throughout the day. I use our Mediasite technologies to capture and post recordings for every class session. On quiz and test days, I provide technical assistance with the Examplify testing software. I work with my team members on other events around campus such as the Board of Trustees meetings, Advisory Board meetings, and other high-profile seminars and webinars. I also cannot forget about the TechConnect tickets that could take me anywhere around campus at any time. Every day is a new adventure.

What is your favorite thing about working at UTHSC? I have two favorite things. First, I work with the best team! I know that they truly care about me, have my back, and are always available when I need help! Second, it is very rewarding to know that my work helps prepare our students for their future as health professionals and I love seeing all that they accomplish!

What’s something most people don’t know about you? I used to be a good bowler. I averaged as high as 218 per game across a season and I had one 300 game. But life got busier, and I have not bowled in 5 years. Now, most of my time away from work is spent with my wife and children. They are the ones that I brag about these days. I spend any additional free time on the golf course where I don’t have much to brag about, haha.

May 31, 2022