Issue 45, July 26, 2022

Chancellor Buckley recently shared some do's and don't's on email professionalism and etiquette. You can view his full Email Professionalism and Etiquette PowerPoint presentation, but here are some quick tips.

Do's

• Do be brief – consider a phone call or meeting if the email turns into a conversation.
• Do write so that you would be comfortable reading it in the paper – or court.
• Do realize that emails about official business can still be public, even if you use your personal phone or computer.
• Do treat texts, pages, voicemails, blog posts, tweets, and other social media the same way you treat email.
• Do be sensitive to “email overload” and work/life balance – don’t expect responses to “after hours” emails or consider sending during official work hours.

• Don’t use email to discuss peer review matters.
• Don’t vent – documenting negative emotions is almost always a bad idea.
• Don’t write an email when you are angry or frustrated – it will show.
• Don’t put sensitive or inappropriate information in an email – it may cause a problem for the institution if publicly revealed.
• Don’t copy lots of people...unless you really need to, which certainly can be the case...remember all of us get ‘email overload.’

Yes, as a matter of fact, we do! This week, we added the Adding a Poll to Zoom Meetings/Webinars article.

You can tell when we add a new article by visiting the main knowledge base page, then looking to the right under the Recent Articles title for all new article links.

Have an idea for a new knowledge base article that we don't already have? Let us know at its@uthsc.edu.

If you have ever wished you knew what your meeting/webinar participants were thinking, now you can by using Zoom polls!

To add a poll in Zoom before a meeting, you must be the meeting host.

1. Go to https://tennessee.zoom.us.
2. Click the Create or Edit Account button.
3. Sign in using the SSO button (if necessary).
4. With Meetings selected on the left side, click the meeting to which you want to add a poll.
5. Scroll to the bottom of the page and click the Create button in the Poll section.
6. You can then begin to add questions. You can change from single choice to multiple choice by clicking that option to the right of the question.
7. Click the Save button when finished.
8. To launch the poll during the meeting/webinar, click Polling at the bottom of the Zoom window.
   1. Click Polls on the bottom status bar to start.
   2. Click the Launch button.
   3. Click End Poll to end.
   4. Click Share Results to share with participants.
   5. Click Stop Sharing to end the poll results.

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.

Go Further Together With Meetings in Microsoft Teams
The world of work has changed. With the growth of technology, we’re no longer required to go into an office to access the files and information we need to do our jobs. This course will demonstrate key features of Microsoft teams meetings and webinars, including collaboration tools, breakout rooms, and access to meeting resources. Register

• July 29 - 2:00 pm - 3:00 pm
• Aug 02 - 12:00 pm - 1:00 pm

Customize Microsoft Teams With Apps
Working together is easier with Microsoft Teams. Explore strategies and best practices for collaborating with this training designed to teach you how to take Teams further. Register

• July 29 - 2:00 pm - 3:00 pm
• Aug 01 - 4:00 pm - 5:00 pm

Get Started with Microsoft Excel
This beginner overview of Excel will review overall navigation, formatting, simple formulas, charts and tables, and an overview of printing. Register

• July 29 - 2:00 pm - 3:00 pm
• Aug 02 - 9:00 am - 10:00 am
• Aug 05 - 3:00 pm - 4:00 pm

Get Started with Microsoft Planner
This course will introduce you to the benefits of Planner, which allows teams to work together effortlessly by organizing projects visually in an easy-to-use application that works seamlessly across all your devices. Register

• Aug 04 - 9:00 am - 10:00 am
• Aug 11- 3:00 pm - 4:00 pm

Learn how to use AutoFilter or built-in comparison operators like "greater than" and “top 10” in Excel to show the data you want and hide the rest. Once you filter data in a range of cells or tables, you can either reapply a filter to get up-to-date results or clear a filter to redisplay all of the data.

Have a favorite photo you want to see every time you pick up your phone? Learn how to change your lock screen wallpaper with these easy steps!

1. Open Google Photo or Photo Gallery. Locate the photo you want to set as the lock screen wallpaper.
2. Tap the three dots in the top right corner. Select Use as from the dropdown list.
3. Select Wallpapers to set this photo as your lock screen wallpaper.

If you are running Mojave or later, taking a shot of your Mac screen is easy.

1. Press Command-Shift-5.
2. The screenshot menu appears.
3. You can capture a screenshot of the entire screen, selected window, or selected portion. If you click the selected portion icon, you can resize that window or move it to another section of the screen.
4. Look under Options for different options, including setting a timer or choosing where you want the copy of the image to go (email, clipboard, saved to Desktop).

Just a reminder that sensitive emails need to be encrypted. Any email with protected health information (PHI), personally identifiable information (PII), HIPAA, FERPA, educational records, and 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 along with the rest of your title. Learn more in our Outlook: Encrypting Emails knowledge base article.

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.

Lean
Steps to Continuous Improvement

First, the bad news - continuous improvement should never end.

Now the good news - continuous improvement will make your life easier, so you have the extra time to devote to it!

Life doesn’t quit changing – there are always new thoughts, new technology, new challenges, etc. You should always look for ways to be more efficient in your processes. Here are a few steps to get started:

1. Better Planning. A project must have a good foundation to grow properly. Do you know what the real problems are with the processes? If not, you may need to do a root cause analysis. Projects require people who can devote time to planning and are invested in getting results from the project. Always have a project timeline with an end date in mind.
2. Brainstorming. How do you get to the root cause of the problem? How can you improve the process? Brainstorming is one of the best ways to not only uncover the problem but begin to solve it. This includes bringing all who are involved in the process to the table to get multiple points of view. Including everyone helps foster collaboration and break down silos.
3. Act Fast. Projects shouldn't drag on unless you look into different aspects of the project. But some projects do take time. Quick wins, solutions you can implement quickly, are a great way to keep the team motivated and involved in the project.
4. Track Results. You must do a baseline measure of your process to see if improvements offer any gain. You can track numbers, time, or employee satisfaction. But you must measure them before the project starts then, once changes are implemented, compare the two. If there are improvements, you must work to keep those in place – don’t allow staff to fall back into the “old” way of doing things.
5. Transform the culture. Continuous improvement should reach all aspects of your work. Abiding by the first four steps will help change the work environment. Staff must feel empowered to help make changes. When they feel involved with the work, they often look to other areas for improvement, which results in a work culture change.

Unfortunately, it happens to everyone. There wouldn’t still be scams out there if they weren’t successful. Scammers can be very convincing. They call, email, and send text messages trying to get your money or your sensitive personal information, like Social Security numbers or account numbers. You need to be prepared to act when you realize that you were scammed. Here are some tips on what to do if you paid someone you think is a scammer or gave them your personal information.

If You Paid a Scammer
Paid with credit or with debit card – contact the company or bank that issued the card. Tell them it was a fraudulent charge. Ask them to reverse the transaction and give you your money back.
Paid with a gift card – contact the company that issued the gift card. Tell them it was used in a scam and ask if they can refund your money. Keep the gift card itself and the gift card receipt.
Sent a wire transfer through your bank – contact the bank and report the fraudulent transfer. Ask if they can reverse the wire transfer and give you your money back.
Sent a wire transfer through a company like Western Union or MoneyGram – contact the wire transfer company. Ask if they can reverse the wire transfer and give you your money back.
Sent money through a money transfer app – report the fraudulent transaction to the company behind the money transfer app and ask if they can reverse the payment. If you linked the app to a credit card or debit card, report the fraud to your credit card company or bank.
Sent cash – contact the U.S. Postal Inspection Service at 877-876-2455 and ask them to intercept the package. To learn more about this process, visit USPS Package Intercept: The Basics. If you used another delivery service, contact them as soon as possible.

If You Gave a Scammer Your Personal Information
Gave your Social Security number – go to IdentityTheft.gov to see what steps you should take, including how to monitor your credit.
Gave your credentials, i.e., username and password – create a new, strong password. If you use the same password anywhere else, change it there also, to something unique.

If a Scammer Has Access to Your Computer or Phone
Remote access to your computer – update your computer’s security software, run a scan, and delete anything it identifies as a problem.
Control of your cell phone number and account – contact your service provider to take back control of your phone number. Then change your account password.

If any of these scams include your UTHSC accounts or credentials, contact the Office of Cybersecurity to report the event and receive guidance on next steps.