Every other Thursday, the UIS Service Desk shares important updates and tips to keep CU System employees more informed and secure. Tech Tip Thursday emails include helpful information, resources and basic troubleshooting tips, in service of one of the UIS Service Desk’s primary goals: Empowering System employees to accomplish tasks and resolve issues.
Have a suggestion for a Tech Tip topic? Let us know!
The UIS Service Desk has an important Tech Tip Alert below.
UPDATE YOUR CHROME BROWSER TODAY
A Chrome security vulnerability that could allow machine or network access has been identified in versions of Chrome prior to the current version (version 89). Google identified a "zero-day vulnerability" that is patched by updating to the current version. A zero-day vulnerability is a computer-software vulnerability that is unknown to those who should be interested in mitigating the vulnerability.
Until the vulnerability is mitigated, hackers can exploit it to adversely affect computer programs, data, additional computers or a network.
All Chrome users need to immediately update to version 89. UIS Service Desk will push out a patch to help mitigate the issue. To update Chrome manually:
On this page you will see if your browser is up to date, or if not you will be prompted to update.
Questions? Please contact the Service Desk.
SYMANTEC UPGRADE APRIL 15
On April 15 between 3-4 p.m., the Service Desk will be pushing a Symantec update, our security software, to all System Administration Windows users to avoid security vulnerabilities. Mac users will have an update at a later time. If a device is running an older version of Symantec Endpoint Protection, an attacker can get a hold of private data from your computer.
Once the Symantec upgrade is complete, users will be prompted to restart their computer within one hour, or a forced restart will take place.
Please contact the Service Desk if you have any questions.
ORGANIZE YOUR TABS IN CHROME BROWSER
Ever have so many tabs open in your browser that you can’t keep them organized?
Chrome has introduced a new way to organize your tabs using tab groups.
Group your tabs by following these steps:
Learn more here.
SHARE FILES AND FOLDERS IN ONEDRIVE
Now that your files are in OneDrive, you can control who can view or edit them. You can also work together with colleagues at the same time on files.
One way to share your file is by sending a link. You can do this from within the document, or from the folder.
There is more than one way to share a file or photo. Learn more ways to share files through OneDrive here.
Not currently on OneDrive? Please contact Service Desk immediately.
FLASH PLAYER NO LONGER SUPPORTED
Adobe no longer supports Flash Player as of Dec. 31, 2020 and will begin blocking Flash content on Jan. 12, 2021.
It is highly recommended that users uninstall Flash Player. Some users may already be getting reminders on their devices about this change. Here is how you can uninstall Flash Player:
Windows:
Mac:
COLORADO EXPOSURE NOTIFICATION FOR COVID-19
The Colorado Department of Public Health & Environment launched CO Exposure Notifications on Oct. 25 to track COVID exposure throughout Colorado. The new system is a smartphone-based tool that anonymously alerts users who have been in close proximity to someone who has tested positive for COVID-19.
This is a free service used through the phone’s Bluetooth, and it can notify you if a person nearby has tested positive for COVID-19. Users can also share that they have tested for COVID-19 anonymously.
With this technology, there is no use of GPS, location data or any personal information; it is completely voluntary, Android or Apple users can choose to opt-in or opt-out at any time. Being informed about an exposure can help you reduce the risk of spreading the virus.
Follow these steps to enable this tool on your phone:
Android:
Apple (iOS 13.7 or higher):
CLEARING COOKIES AND CACHE
A cache stores temporary internet files to speed opening web pages, but it can cause problems when websites are updated. Because of this, clearing cookies and cache is often the first step in troubleshooting internet browsing issues. Clear your cookies and cache with ease using this week’s keyboard shortcut.
With your preferred internet browser open, press Ctrl+Shift+Delete (Command+Shift+Delete in MacOS) to open the Clear browsing data window. There, you can choose to clear data from your browsing history, cookies or cached images and files.
SHARING A ONENOTE NOTEBOOK
You can easily share OneNote notebooks stored in OneDrive or SharePoint across your devices or with others. To do so, you will first need to move any notebooks stored on your local device to OneDrive or SharePoint following one of these guides:
Once your notebook is successfully moved, share it with others by selecting File > Share > Share with People (for OneNote 2016) or File > Share > Invite People (for OneNote 2013). You can now email a link to your notebook, allowing recipients to either view or modify your notes.
REDUCE YOUR RISK BY USING YOUR CU-PROVISIONED LAPTOP
For most users with a CU-provisioned laptop at home, there is no need to remote into a desktop at the office. As long as you are connected to the VPN, you will be able to access all CU applications and network drives (for example, your personal P: drive and shared S: drives).
By asking users to use only one CU-provisioned device, it reduces the risk of power issues - like the one experienced last week - and alleviates the need for each desktop computer to be rebooted after an outage. Please contact the UIS Service Desk for more information.
CREATE FILLABLE PDF FORMS
Have you ever needed to create a form as a fillable PDF? It’s not as difficult as you may think.
Learn how to easily turn a scanned paper form or a simple form made in Microsoft Word, Excel, or another application into an intelligent PDF form with this Adobe guide.
REBOOT YOUR COMPUTER TO PREVENT SLOWNESS
Have you ever wondered why the Service Desk Team will ask, “Have you tried rebooting your computer?” It might sound like a dismissive response, but rebooting or restarting a computer can solve many issues. This solution is not limited to computers; it applies to all types of computing devices: wireless routers, iPads and mobile phones. It also applies to software – is Google Chrome acting slow and consuming a lot of memory? Try closing it and reopening it!
Some benefits of restarting your computer include:
WHAT IS YOUR P: DRIVE?
When you started at CU, you were provided a computer with access to three drives:
Your P: drive is a great place to save files as it is continuously backed up to the university’s servers, ensuring you can retrieve a file if it is accidentally deleted or lost.
Recover your lost files by submitting a ticket to the UIS Service Desk. Have questions? Contact the Service Desk with any questions regarding your P: drive while working remote.
UIS SERVICE DESK SUPPORT – WHEN AND WHERE
With the safer-at-home order still in place, the UIS Service Desk has been working hard to ensure you can continue to work remotely without issue. While we have been able to mostly support our end-users using secure remote connections, there are situations where we may ask you to return your device to 1800 Grant for technical support.
The UIS Service Desk Team strives to ensure all employees remain safe during these times. To ensure we are able to social distance appropriately, please contact the Service Desk and schedule a time to meet with one of our technicians if you have to bring your equipment in. We support in-person help on Tuesday’s from 10:00 a.m. - 2:00 p.m. by appointment.
Our team practices safety measures by wearing face masks, using hand sanitizer continuously and disinfecting your device before giving it back to you. Please help us prevent the spread of COVID-19 by calling (303) 860-4357 and scheduling a time or open a ticket by emailing us at help@cu.edu. We look forward to serving you!
Want to get to know the UIS Service Desk? Visit the website to put a face to the name!
UPDATE DEVICE DRIVERS TO AVOID APPLICATION COMPLICATIONS
If you notice your computer has been running slower than usual, it could be due to outdated device drivers. Device drivers are an essential piece of software that helps different hardware components work smoothly with your computer. When these drivers are properly updated, your computer will run great. However, when they have become outdated, they can start causing problems.
Some issues caused by out-of-date drivers include:
Another key advantage of keeping device drivers updated is having the peace of mind of a secure machine. Outdated drivers are a security risk and can make your computer vulnerable to hackers and malicious software.
Updating drivers can solve many problems with both your hardware and software. Give the Service Desk a call to report performance issues and to have one of our skilled technicians troubleshoot and install updates, if needed.
CONSIDER UPGRADING TO ADOBE ACROBAT PRO
As the university moves towards a paperless environment, it is essential to start using a more current version of Adobe. Many of you are still using Adobe Acrobat XI Pro, which stopped receiving support from Adobe in October 2017. Windows updates have been known to render this software version unusable. The Service Desk has been able to apply “fixes” so far, but that won’t work indefinitely. In addition, for those that have Adobe Acrobat Pro 2017, it will no longer be supported as of June 2022. For the many users at 1800 Grant who use this version, you will receive support and updates through June 2022.
Departments using the outdated, unsupported version of Acrobat (XI) should consider purchasing the most current version. Adobe Acrobat Pro 2020 can be purchased for $102.35. Purchasing this version will ensure you receive updates and support through June 2025. For larger departments, these licenses are transferrable. As employees leave and replacements fill their positions, you will not need to purchase another. The UIS Service Desk simply reassigns the license to the new employee.
To request assistance in purchasing Adobe Acrobat 2020, email the UIS Service Desk at help@cu.edu stating the request and include your department’s SpeedType. We will take care of the rest!
THE UIS SERVICE DESK CAN ASSIST WITH A HOME COMPUTER HARDWARE SETUP!
Whether you are setting up your home office for the first time, need help troubleshooting an issue or want to make sure you setup your equipment correctly, the UIS Service Desk can help.
With most System Administration employees working remotely, the Service Desk is able to provide virtual assistance to help you with any technological questions or issues.
Call or email the Service Desk to schedule a remote video call for assistance.
HOW TO IDENTIFY WHAT LAPTOP PORTS YOU HAVE
Your CU issued laptop and docking station have several ports that it sometimes can become overwhelming keeping track of their names or what they do. Some common ports your laptop and docking station have include:
Have another port you aren’t sure what it does? Contact the Service Desk for help!
NOT ALL POWER SUPPLIES ARE CREATED EQUAL
When a dock or a laptop is provisioned for use, each device is paired with the appropriate power supply (also known as power adapter or power cord) from the factory. The power supply that is included with your laptop should only be used when you are not connected to the dock. The power supply for the dock is for the dock only. Because the two carry different specifications that can cause damage, they should not be used interchangeably. Using them interchangeably can also cause insufficient charging to your laptop.
WAYS TO BOOST CONNECTIVITY
As school starts up, children are now connecting to local Wi-Fi in your area more than before. You may find you have network connectivity issues that you didn’t have a week ago. Some ways to help with this include:
REBOOT YOUR COMPUTER FOR BEST PERFORMANCE
Whether remoting into a desktop or working on a university laptop, computers function best when rebooted periodically. Rebooting helps keep your computer running efficiently and can often speed up its performance. The combination of actions, such as flushing the RAM and clearing up temporary files and processes, helps keep “computer cobwebs” from forming, and allows your PC to perform at peak speed.
ACTIVATE YOUR ONEDRIVE ACCOUNT
System Administration is changing its backup services from Code42 to OneDrive, an online service included in your Office 365 license that brings more benefits to you at a significantly lower cost to CU. These benefits include:
Complete the steps on our website by Feb. 1, when our current backup service expires.
USE A SOFTPHONE TO REPLACE YOUR OFFICE PHONE
As System Administration staff continues to work from home, consider using a softphone to your computer to make phone calls.
Once you have a softphone installed, you can place and receive calls directly from your computer with no need for a physical desk phone. The softphone feature is available on PC, Mac, and mobile devices. Plus, your CU phone number will remain the same.
Use our how to guide to see if you have Cisco Jabber on your computer. If not, request a softphone from the Service Desk.
INCREASE YOUR LAPTOP'S BATTERY LIFE
Do you charge your battery too often or find your battery drains quickly? Here’s how you can ensure a healthier battery:
KEYBOARD SHORTCUT FOR BROWSERS
*Extra shortcut: Ctrl + Alt + Mouse Scroll allows you to zoom in and out the icons on your desktop.
LOCKING YOUR COMPUTER - KEYBOARD SHORTCUT
As University of Colorado employees, it is our responsibility to protect potentially sensitive or confidential information. When you want to step away from your computer but not shut it off, press Windows+L (Ctrl+Cmd+Q in MacOS) to quickly lock your computer, keeping your files safe and preventing others from accessing your computer.
FIND COMMAND - KEYBOARD SHORTCUT
No longer scroll through documents trying to find the information you need with this week’s second keyboard shortcut.
In a Microsoft Office 365 document, press Ctrl+F (Cmd+F in MacOS) to open the Navigation/Find and Replace window (depending on the application). From there, type the word or phrase you are looking for into the search bar to locate your information.
COPY/PASTE - KEYBOARD SHORTCUTS
Tired of right-clicking in all your documents to do some of the most common – and frequent – tasks? Keyboard shortcuts can make your computer experience quicker and easier. Copy and paste between documents with ease using this week’s keyboard shortcut.
With the desired text/object highlighted, press Ctrl+C (Cmd+C in MacOS) to Copy that item onto your clipboard. Put your cursor where you would like to place the text/object and press Ctrl+V (Cmd+V in MacOS) to Paste.
PRINT IT FASTER - KEYBOARD SHORTCUT
Print a document quickly by pressing CTRL+P (CMD+P in MacOS). From there, a preview window will let you print or save a PDF copy. This shortcut works in Microsoft O365, on internet browsers and in many other programs.
MANAGE OPEN TABS - KEYBOARD SHORTCUTS
While you can use your mouse to click through your open tabs, an easier keyboard shortcut will allow you to view tabs quicker and more efficiently.
The keyboard shortcuts vary between browsers:
Google Chrome: You can switch between tabs in Google Chrome by pressing CTRL+TAB. That will simply rotate you through all the tabs going forward and then starting from the beginning again when you reach the last tab on the right. If you want to go the other way, right to left, then press CTRL+SHIFT+TAB.
Want to pull up a specific tab? You can press CTRL+N, where N is a number between 1 and 8. Unfortunately, you can’t go past 8, so if you have more than eight tabs, you’ll have to use a different keyboard shortcut or just click on it. CTRL+9 will take you to the last tab, even if there are more than 8!
Accidentally closed a tab? On Google Chrome CTRL+SHIFT+T can bring back the last tab you closed.
Internet Explorer: Similar to Google Chrome, you can switch between tabs from beginning to end, right to left, and view specific tabs using the same keyboard shortcuts.
Safari: Also like Google Chrome and Internet Explorer, CTRL+TAB and CTRL+SHIFT+TAB work the same on Safari. On Mac, you are still able to view each tab individually by clicking COMMAND+N by replacing N with the number tab you want to view. If you find yourself confused finding which tab is which, click on COMMAND+SHIFT+\ to view all open tabs. Lastly, revive your last closed tab with COMMAND+Z.
Extra Tip: You can also use ALT+TAB shortcut key on a PC for switching between open applications to more easily navigate. For Mac users, use COMMAND+TAB to switch between open applications.
SWITCH BETWEEN APPLICATIONS FASTER - KEYBOARD SHORTCUT
Trying to navigate between too many applications? Find what you are looking for with ease using this week’s keyboard shortcut.
Press Alt+Tab (Command+Tab in MacOS) to open a quick application switcher, which shows you all open files to quickly identify the one you want. Holding down Alt keeps the application switcher open. From there, use your mouse select the window you want or click Tab to cycle through open windows, releasing Alt once the desired window is highlighted.
UNDO/REDO - KEYBOARD SHORTCUT
We all make mistakes from time to time. It's impossible to go back in time to correct your previous actions like they never existed… or is it? If you find yourself editing a document and realize you need to quickly undo or redo previous actions, do so with ease using this week's keyboard shortcuts.
In many applications - including Adobe and Microsoft - pressing Ctrl+Z (Cmd+Z in MacOS) undoes the last operation/action you performed. Conversely, you can redo the last operation/action performed by pressing Ctrl+Y (Cmd+Y in MacOS).
CLEARING COOKIES AND CACHE - KEYBOARD SHORTCUT
A cache stores temporary internet files to speed opening web pages, but it can cause problems when websites are updated. Because of this, clearing cookies and cache is often the first step in troubleshooting internet browsing issues. Clear your cookies and cache with ease using this week’s keyboard shortcut.
With your preferred internet browser open, press Ctrl+Shift+Delete (Command+Shift+Delete in MacOS) to open the Clear browsing data window. There, you can choose to clear data from your browsing history, cookies or cached images and files.
QUICK SCREEN CAPTURE OR IMAGE - KEYBOARD SHORTCUTS
Need to capture a screenshot? Windows 10 and MacOS contain built-in snapshot tools that can be utilized with keyboard shortcuts.
Windows
For Windows 10 users, pressing the WIN+SHIFT+S keys together will allow you to 'snip' a portion of your screen to be saved. A small menu bar will appear at the top and give you the option to draw your snip area, snip a specific application window or capture the entire screen. The image is then saved to your clipboard, and can be pasted into an email, chat, document, etc. Note: you cannot save your item directly this way. You must paste it somewhere (such as an empty document, Paint, an email, etc.).
You can also use the snipping tool application by searching for it in your bottom search bar. This tool will give you more options, and allow you to save your item by pressing the “save” icon to pick where you’d like the capture saved. Learn more about what your snipping tool can do here.
Mac
For Mac users, pressing the COMMAND+SHIFT+4 keys will allow you to snip a portion of your screen. You can then click and drag your cursor to draw a box around your desired screenshot. These automatically save to your desktop as a file that can then be attached or embedded anywhere.
If you press the COMMAND+SHIFT+3 it allows you to take a full capture of whatever screen you have open. This also automatically saves to your desktop.
ADD EMOJIS TO YOUR KEYBOARD - KEYBOARD SHORTCUTS
You can quickly express yourself by adding an emoji with this nifty keyboard shortcut. Do this by pressing the Windows logo key + period (.) to open an emoji panel on a PC. For a Mac press Command + Control + Space to open an emoji panel.
In addition to traditional emojis, you can use kaomojis to create faces with text, as well as symbols—like rare punctuation and currency—to make a statement.
TEAMS MEETINGS AND CALLS - KEYBOARD SHORTCUTS
Ever had to quickly mute yourself in a meeting and struggled to find the mute button on the screen? With Teams keyboard shortcuts, you can mute/unmute, turn the camera off and on, and blur the background easily.
For Windows:
For macOS:
TEAMS - KEYBOARD SHORTCUTS
Use these general keyboard shortcuts to search your chats and access different commands in Teams.
Windows Shortcuts:
MacOS Shortcuts:
ZOOM - KEYBOARD SHORTCUTS
Want to make working on your desktop easier? Use these Zoom desktop shortcuts to manage your meetings and help you communicate with others easily.
For your meetings, audio, and control
Zoom shortcuts for PC Desktop:
Zoom shortcuts for Mac Desktop:
NOTE: To access all running shortcuts on Zoom Desktop, log in to Zoom then click on the profile photo (or box with your initials) in the upper-right corner. Select Settings and click Keyboard Shortcuts.
AVOID DOUBLE BOOKING AND FIND YOUR COLLEAGUES' AVAILABILITY IN OUTLOOK
Have you tried to schedule a meeting with a colleague only to have them decline because they have another meeting? Outlook Scheduling Assistant allows you to see your colleagues’ availability to avoid double booking them.
View more detailed instructions from Microsoft:
GETTING HELP IN MICROSOFT OFFICE 365 APPLICATIONS
Do you find yourself needing a little assistance when using a Microsoft applications like Word or Excel? Get the help you need with this keyboard shortcut.
While using a Microsoft Office 365 application, simply press F1 to bring up the Help Screen. From there, you can perform a number of actions including searching for help, reviewing featured help topics, formatting tips and templates and assistance with formulas and functions.
MONTHLY MICROSOFT UPDATES
Each month, the Service Desk deploys important updates that provides necessary – and sometimes critical – fixes to known issues with Microsoft products. Known as patches, these fixes are crucial in maintaining a reliable and secure system.
For University Information Services, the Service Desk deploys these updates on the third Saturday of each month, ready to install at 6:00 am by restarting your device. Installation is required by 6:00 pm the next day (Sunday).
For the rest of System Administration, the Service Desk deploys these updates the following Friday, ready to be installed starting at noon that day by restarting your device. Installation is required by noon the following Tuesday.
It is important to note that you must restart your computer in order for these updates to install. No action by that deadline will result in an automatic install, forcing your device to shut down. We recommend all users restart their devices prior to that deadline in order to avoid risking losing any unsaved information or being kicked out of a meeting due to the forced restart.
CREATE AND MODIFY OUTLOOK RULES
In a time when we are relying on electronic communications more than ever, it can often feel overwhelming with how many emails hit our inbox each day. Outlook makes it easy for users to manage and organize their inbox and allow you to teach Outlook how you want specific messages handled automatically.
Interested in finding out more? Check out the step-by-step instructions in Microsoft Office's walkthrough on managing email messages by using rules.
BENEFITS OF USING OUTLOOK ONLINE
Using Outlook Web Client gives users many organizational and instant benefits with the same functionality of the application itself. Having access to Outlook Web Access (OWA) provides users with their Office 365 mailbox without needing to use the Outlook application.
Because OWA only requires a web browser, you can send emails anytime, anywhere and with any device. All you’ll need is to log in with your email and password. After logging in, you will be able to see your mailbox in real time with no delay in any email arrival to your inbox.
Some OWA benefits include:
FLAG EMAILS FOR FOLLOW-UP
With the volume of emails we get, it is possible that you or a colleague will miss a few responses. Flagging emails for a follow up can help remind yourself or recipients to emails that require a response.
Flag emails for yourself: You’re sending a message that requires a response. You want to make sure you don’t forget about the request, and you get the information you need. A flag to yourself lets you know that you asked others for a response. By adding a flag, you’ll see a to-do item in Tasks and the Tasks peek.
Flag for recipients: A flag on a message to recipients adds extra emphasis. A flag appears in the message list and text appears above the From line in the message. An item will be added to his or her to-do list and will send them a reminder on the due date.
Get step-by-step instructions to flag emails for yourself or for others here.
CREATE AN OUTLOOK CALENDAR APPOINTMENT FROM AN EMAIL
Have a request that you need to complete by a certain day? Microsoft Outlook allows you to convert email messages into appointments. Use these steps to move emails onto your calendar:
REMOVING JUNK EMAILS FROM YOUR INBOX
As intuitive as Outlook rules are, some junk mail will always make its way past the filter. While you can simply delete each message, there is a way to identify messages as junk and keep them out of your inbox for good.
To mark a message as junk, right click the message in the preview pane and locate the Junk option. From there, you can select a variety of options – including Block a Sender, ensuring those emails do not continue to clutter your inbox.
RECEIVING VOICEMAIL TO YOUR EMAIL INBOX
Did you know that you can access your voicemail messages from your email inbox? Once configured, Cisco’s Unified Messaging feature delivers your voicemails directly to your inbox, allowing you to review them using your computer speakers or smart phone.
If this feature is not already enabled, the UIS Service Desk can enable Unified Messaging for your telephone extension. Please submit your request to help@cu.edu.
HOW TO RECALL A SENT EMAIL IN OUTLOOK
We’ve all been there – you hit Send on an email only to realize you sent it to the wrong person or forgot to include an attachment. If only there was a way to get that email back before the recipient sees it. Great news – there is! Message recall can delete or replace copies of that email (as long as they have not read the message yet).
To recall an email in Outlook, simply follow these instructions from Microsoft. Outlook can even confirm whether the recall succeeds or fails, allowing you to breathe a little easier knowing the status of your message.
ARCHIVING MESSAGES IN OUTLOOK
Emails are a great way of communicating and serve as a reference for work done in the past, so it’s important to be able to have a way to access old emails. However, each user has a 100GB mailbox limit. If your mailbox gets too full, you will be unable to send/receive new emails and can make searching through old emails painstakingly slow. Don’t fret! You can easily clean up storage space without having to resort to deleting any messages.
Archiving your emails provides an easy, reliable way to clean up storage space while still providing you access to all the emails you’ve ever sent and received. Outlook also allows you to be in control of the method and frequency of archiving and has provided a number of resources to help:
KEYBOARD SHORTCUTS FOR TEAMS MEETINGS AND CALLS
Ever had to quickly mute yourself in a meeting and struggled to find the mute button on the screen? With Teams keyboard shortcuts, you can mute/unmute, turn the camera off and on, and blur the background easily.
For Windows:
For macOS
SET TEAMS QUIET HOURS ON YOUR MOBILE DEVICE
It is important to teach your family and kids how to keep computer devices secured and your private information safe. That’s why CU’s Office of Information Security (OIS) has put the following tips together to help you and your family. Although it may not seem troublesome to your kids, they may unknowingly be putting your family at risk as they are prone to sharing personal information online, which can lead to identity theft.
Here are some ways to keep your family secure from online cybercrime:
RESOLVING TEAMS LOGIN ISSUES
Sometimes after changing your system password, Teams may appear unresponsive, fail to update or fail to login. The login screen may appear blank or display the following message:
If you find yourself in this situation, follow the steps in the Service Desk's guide on How to Troubleshoot Microsoft Teams Login Issues.
CREATE AND RENAME A MICROSOFT TEAMS GROUP CHAT
Creating a Microsoft Teams group chat is a great way to stay connected, collaborate and share files as a group – up to 100 people can participate.
Starting a group chat is easy:
Hosts can continue to invite members to the chat by clicking the Add People icon in the top right corner and can decide how much of the chat history a new member can view.
TEAMS VIDEO CHAT NOW ALLOWS FOR 9 PARTICIPANTS
The more, the merrier. As part of recent Microsoft Teams upgrades, users can now video chat with up to nine participants. (The previous limit was four). Microsoft launched this feature in response to many requests from users working at home.
GENERAL KEYBOARD SHORTCUTS FOR TEAMS
Use these general keyboard shortcuts to search your chats and access different commands in Teams.
Windows Shortcuts:
MacOS Shortcuts:
ADD A BACKGROUND DURING YOUR MEETINGS ON TEAMS
Working from home and don’t want your colleagues to see your background? No worries, you can change your background on Teams.
Prior to joining a scheduled meeting:
During a meeting:
You can also change your background after you have joined a meeting by selecting the three dots for more options from your meeting controls.
MICROSOFT TEAMS STATUS CHANGES
If your office door is closed, that’s normally a good hint for people not to bother you, but working remotely has made it harder for coworkers to know whether you are busy or not.
Managing Teams status settings allows others to know if you are away, available, busy, can’t be disturbed, or in a meeting. It is important to update your status so that you are not interrupted during a meeting, and it helps coworkers know when they can expect a response from you.
Change your status using these easy steps:
From there, you can choose among the statuses: available, busy, do not disturb, and away. Microsoft Teams also has the option to set a status message. Similarly to how you set a status, another option under your profile is set status message. From there, you can compose a status message and choose if you want to be notified when people message you. On the same pop-up, you are given the option to clear the message after a specified day or time.
SAVE YOUR MESSAGES FOR EASIER FUTURE ACCESS
Sometimes you receive a message on Teams that has important information that can be useful later. Teams allows you to easily save a message to view it in the future. Even better, you can save other’s messages and not just your own.
Follow these easy steps to save and view a message.
To save messages:
To view messages:
AVOID TAX SCAMS
Tax season is just another reason to be wary of scams as fraudsters target taxpayers. Scammers can impersonate the IRS using phone calls, mail, email and texts to scam people for their money and personal information.
Look out for these scams during tax season:
Take these measures to report a potential scam:
PROTECT YOUR FILES IN ONEDRIVE
Now that you are using OneDrive, information is available on how you can protect your data in the cloud. Though your data is in the cloud, you remain the owner of your data.
Here are some things you can do to help protect your files in OneDrive:
AVOIDING CORONAVIRUS-THEMED SCAMS
From phishing texts to emails appearing to come from the recipient’s IT help desk, would-be scammers are capitalizing on the anxiety and uncertainty surrounding the COVID-19 outbreak with an increasing number of new scams.
The best way to protect yourself is to arm yourself with up-to-date information for recognizing phishing attempts and other scams. We encourage all CU System employees to review the Office of Information Security’s information and resources on coronavirus-themed scams and to report anything that looks “phishy” to you.
UNDERSTAND CYBERSECURITY WITH THE HELP OF OIS
CU’s Office of Information Security (OIS) is promoting Cybersecurity Awareness Month this year, a global effort recognized each October to promote the awareness of online safety and privacy.
Homes and organizations are more connected than ever. With more of us now working from home, these two internet-connected environments are colliding on a scale we’ve never seen before. Learn protective steps you can take at both home and work.
Learn more about Cybersecurity Awareness Month here.
KEEP YOURSELF AND YOUR FAMILY SAFE FROM CYBERCRIME
It is important to teach your family and kids how to keep computer devices secured and your private information safe. That’s why CU’s Office of Information Security (OIS) has put the following tips together to help you and your family. Although it may not seem troublesome to your kids, they may unknowingly be putting your family at risk as they are prone to sharing personal information online, which can lead to identity theft.
Here are some ways to keep your family secure from online cybercrime:
LOCK YOUR COMPUTER AT ALL TIMES
As University of Colorado employees, it is our responsibility to protect potentially sensitive or confidential information from others, including those in our households. Always lock your computer when stepping away from it, just as you would in the office. Unauthorized users may unknowingly put your device at risk.
CODE42 CRASHPLAN HAS YOUR BACK(UP)
We want to make sure your information is secure, so every device we image comes with Code42 CrashPlan installed. Accidents happen and no technology is perfect, so CrashPlan is set up to run continually in the background, securely backing up your device so that data can be easily recovered should anything be lost. (To give you an idea of how much data this is protecting, CrashPlan is backing up 675 devices, consuming a total of 32.8 TB of storage and 491.5 GB of cloud storage for System Administration and Advancement!)
As an additional security measure, we are requesting that all users confirm that Code42 CrashPlan is properly installed and backing up your device by following this how-to guide.
KEEP UNIVERSITY INFORMATION SECURED BY USING YOUR CU ISSUED DEVICES
Only university-provided computers, including mobile computing devices, should be used to access or handle sensitive university information. Do not allow members of your household to access your university-provided computer, as they may unknowingly put your computer at risk. Always lock your computer when stepping away from it, just as you would in the office.
If you must use a personal computer, it is recommended that you use remote desktop to connect to your university-provided computer. Visit the UIS Service Desk website for guides on VPN, remote desktop and collaboration tools.
UNDERSTAND DATA TYPES AND KEEP IT SAFE
It's important to understand the types of data you handle to ensure you are keeping it safe. Your job may require you to handle private information related to students, employees, alumni, donors, research sponsors, patients and others. This material can carry personally identifiable information such as social security numbers, credit card information, educational records and health information.
When handling private information, consider these actions:
ADDITIONAL STEPS TO KEEP YOUR HOME WI-FI USE SECURE
Data security is especially important when using a public Wi-Fi network because it prevents anyone else on the network from eavesdropping on your internet activity. However, VPNs enable greater privacy even when you connect to a secure, trusted Wi-Fi network.
Here are some more techniques to keep your work and personal information safe on your home network:
Refer to our Wireless guides on the UIS Service Desk site.
SMART HOME DEVICES NEED SMART SECURITY
As part of Cybersecurity Awareness Month, brought to you by CU’s Office of Information Security (OIS), we will share a way to enhance your security every week in October. This week, we are highlighting how to secure and protect your information on smart devices.
Smart devices provide convenience, but they can also come with security vulnerabilities that put your privacy and sensitive information at risk. Reported incidents include eavesdropping, harassment and theft. Take these actions to help keep your devices secure:
Read more about security on smart devices here.
KEEP YOUR HEALTH CARE INFORMATION SECURE FROM CYBERCRIMINALS
As part of Cybersecurity Awareness Month, brought to you by CU’s Office of Information Security (OIS), we will share a way to enhance your security every week in October. This week, we are highlighting how to keep your health care information secure.
Health care has become more connected through technologies especially now that everything has shifted online due to an unpredicted pandemic. The convergence of health care being online carries many benefits, but this does mean that patients and health care providers could be at risk from cybercriminals.
Some programs and technologies that have become more popular throughout this time are telehealth, health and wellness apps, and online health records. All this information becomes vulnerable when it is transmitted online, and though it does make for easier access, you must ensure a safe way to access your healthcare accounts.
Connect to a secure Wi-Fi when attending online health appointments and always keep your health and wellness apps, as well as your mobile device, updated.
Learn more about keeping your health care information safe here.
SAFEGUARDS TO KEEP YOU AND ALL INFORMATION SECURE
As part of Cybersecurity Awareness Month, brought to you by CU’s Office of Information Security (OIS), we will share a way to enhance your security every week in October. This week, we are highlighting more efficient ways to reduce risk.
There are multiple ways to ensure a safe working environment and as part of the CU community, you are responsible for using technologies securely.
SAFEGUARDS TO KEEP YOU AND ALL INFORMATION SECURE CONT.
As part of Cybersecurity Awareness Month, brought to you by CU’s Office of Information Security (OIS), we will share a way to enhance your security every week in October. This week, we are highlighting efficient ways to reduce risk.
University of Colorado members are responsible for keeping information secure from both the office and at home. Use the following actions to reduce risks of a security breach.
Learn more on how to have a secure and safe working environment.
TIPS TO CREATE A STRONG PASSWORD
University policy states new passwords must have a minimum of 8 characters and include: a lowercase letter, a capital letter, a number, and a special character (such as $, #, or !). Passwords cannot contain words that can be found in a dictionary or parts of the user's own name.
Some tips to make your password stronger are:
BE AWARE OF WHO SEES YOUR PERSONAL IDENTIFIABLE INFORMATION AND PROTECTED HEALTH INFORMATION
Personal identifiable information (PII) and protected health information (PHI) are both sensitive and one must understand who is receiving this information.
When sharing information, the sender and receiver have the responsibility to respect and protect the individual’s privacy. Only share information legally and on a need-to-know basis.
The Health Insurance Portability and Accountability Act (HIPPA) helps protect PHI and PII with safeguards and effective privacy rules.
Follow these technical safeguards for better protection:
For more tips about this, visit the Office of Information Security blog post.
TIPS FOR SECURELY SHOPPING ONLINE
With the holidays coming up and more of us conducting our holiday shopping online due to COVID-19 restrictions, it is important to shop online safely.
Shop safely with these tips:
CHECK SYMANTEC STATUS
Checking Symantec Antivirus is very important in order to avoid security vulnerabilities. If a device is running an older version of Symantec Endpoint Protection, then an attacker can get a hold of private data from your computer.
Here is how you can check if Symantec Endpoint Protection is up to date on your Windows computer:
STAY SAFE OVER WI-FI BY CONNECTING TO CU’S VPN
Accessing the internet on an unsecured Wi-Fi network means you could be exposing private information. That’s why a virtual private network, better known as a VPN, is a must for anyone looking to maintain online security and privacy.
A VPN works by creating a private network from a public internet connection. This can protect the information you share or access over the internet against cyberthieves on the same network who could otherwise capture your login credentials, credit card numbers, social security number and other private information.
With CU’s Cisco AnyConnect VPN, you can establish a secure and encrypted connection on any network and mask your internet protocol (IP) address so your online actions are virtually untraceable.
Learn how to set up the CU VPN for your computer, Android and IOS phone.
VPN IS A SECURE CONNECTION
Always double check that you are connected to CU System’s Virtual Private Network (VPN). This provides a secure connection to our network from any location and is required to access many CU-specific drives and applications. This also allows regular (and often critical) updates to be pushed out to your machine. The UIS Service Desk has created how-to-guides to help you connect to the VPN.
VPN CONNECTION REQUIRED FOR SELECT CU RESOURCES
In the past, we’ve reminded you to always double check that you are connected to CU System’s Virtual Private Network (VPN) when working remotely, ensuring you have a secure, encrypted connection to our network. This VPN connection is required to access many CU-specific applications.
Earlier this month, UIS made it easier to identify when a VPN connection is required to access select CU Resources portal tiles. Each tile requiring a VPN connection is now marked with a red VPN label.
Need a refresher on connecting to the VPN? Check out the UIS Service Desk how-to-guides on configuring Cisco AnyConnect VPN.
CONNECT TO VPN REGULARLY
What do you do if you see this Windows license dialogue box on your computer?
Some laptops can run into Windows licensing issues, update issues, etc. The UIS Service Desk recommends that you make certain to connect to the Cisco AnyConnect Security Mobility Client Virtual Private Network (VPN) on your machine at least once a week to help ensure that your PC is up-to-date with all policies, for licensing and data security. Visit the How to Guide section to learn more about VPNs.
Security tip: Use the VPN to boost Wi-Fi security at home and when traveling; it provides a secure connection to the CU network from any location and may be required to access many CU-specific drives and applications. Be sure to connect to the VPN before using unsecured networks or public Wi-Fi. Learn more security tips here.
UNDERSTAND YOUR VPN CHOICES
There are several choices when you log into the VPN. Do you understand which VPN you should be connecting to?
Once opening Cisco AnyConnect Secure Mobility client, the auto-filled option is vpn01.cu.edu; most users connect to this option. In the case that this connection fails, users can connect to the backup address vpn02.cu.edu.
Once you have made this selection, there are three additional choices: CU-System-VPN, FullTunnel and MFA. The default option, and the one most employees, should use is the CU-System-VPN. Not all users need the same access – the other two options are specific to campus resources some employees require for their jobs.
Use the service desk how-to-guide for more information on these options and how to connect to the VPN. Select "VPN Options" at the top to read about the VPN options listed above.
HIDE YOUR VIDEO FEED ON YOUR ZOOM DISPLAY
Have Zoom fatigue or tired of looking at your camera view? One way to reduce onscreen stimuli is by removing your face view while on a meeting. Hiding your own face from view can help you focus on your colleagues.
Your own video will disappear from the display screen and allows more room for other participant’s display. You can change this setting for each meeting:
Learn more here.
ADJUST YOUR ZOOM BACKGROUND NOISE
Zoom Desktop Client allows users to suppress background noise so that it is not picked up by other participants’ microphones. This option can filter out noises like fans, dogs barking, far away voices and more.
Users must have Zoom Desktop Version 5.2.0 or higher for both Windows and macOS in order to activate this option.
Follow these directions:
ZOOM WAITING ROOM AND PASSCODE NO LONGER REQUIRED
Previously, we shared that Zoom planned to require security features, including a mandatory waiting room or passcode, for all users. On Sept. 20, Zoom changed their decision to require these features based on customer feedback. Zoom will not be enforcing a mandatory security requirement on enabling a waiting room or passcode for any accounts on Sept. 27, or any point thereafter.
Already have it set up? You can either remove them or keep it enabled for an added layer of security.
ZOOM RECORDINGS
To improve the security of your meetings and clear storage space, the Zoom System Administration default setting to automatically record meetings has been turned off and all current Zoom Cloud Recordings will be purged at end of business on Friday, April 17.
A couple of important notes regarding these changes:
DISABLE ZOOM INTEGRATION WITH OUTLOOK
As an additional security measure, we are requesting that all users confirm that their Zoom integration with Outlook is disabled, using this step-by-step guide.
PLEASE NOTE: This integration setting does NOT affect how Outlook works with Zoom, but rather what information Zoom is available to access in your Outlook/Office 365 account. You will still be able to use Zoom’s Outlook plugin as you always have when scheduling meetings.
You can still set up the Zoom Client for Meetings or Zoom Plugin for Microsoft Outlook using this step-by-step guide.
ENHANCED SECURITY FEATURES
Zoom has made it easier than ever to confirm security settings and keep your meetings safe. With their most recent update, they have added a Security Icon in the meeting host's control panel.
This icon combines all of Zoom's existing in-meeting security controls in one place including: locking the meeting, allowing participants to share their screen and enable the waiting room. If you aren't yet seeing this icon, you can download the latest updates from the Zoom Download Center.
ZOOM 5.0 UPDATE
One of the most effective ways to protect your Zoom meetings is to download the latest version. With each new version, Zoom continues to make enhancements to keep your meetings secure. Soon, all Zoom meetings will be protected with GCM encryption, better protecting your data and keeping your meetings tamper resistant.
Version 5.0, released late April, includes enhancements to ending/leaving meetings and a feature to report users. All users on older versions will be required to upgrade after May 30, but there’s no reason to wait. You can download the latest version using one of these resources:
REQUESTING A ZOOM PRO LICENSE
For many of us, Zoom has become a necessity to stay connected to each other and we want to make sure you are getting the most out of it. Some users have signed up for Zoom using the free login and their university email, but this does not give you all the features or protection that a Pro account offers.
UIS has purchased enough Zoom Pro Licenses to provision each System Administration employee with one. If you do need a Zoom account (whether brand new or upgraded from a free account), please contact the UIS Service Desk to request a Pro License by emailing help@cu.edu or calling 303-860-HELP (4357).
SIGN IN THROUGH ZOOM SINGLE SIGN-ON (SSO) TO SHARE SCREEN
Have you been hosting a Zoom meeting and found this error?
You aren’t alone! If this happens, it could be because you started the meeting without using the single sign-on (SSO) authentication.
How to sign into Zoom through SSO:
This is the same process for the Zoom desktop client and mobile app.
Signing into the SSO not help enable your screen sharing? As the host, click on the arrow next to “Share Screen” and select “Multiple participants can share simultaneously” and try sharing your screen.
TEST YOUR DEVICES AUDIO
It’s frustrating – and often embarrassing – when you join a Zoom meeting only to discover the people on the other end can’t hear you. Avoid the frustration next time around by using Zoom’s guide to testing computer or device audio.
Want to test it out before joining a meeting or familiarize yourself with meeting controls? You can check your audio, video and internet connection by joining a Zoom test meeting.
CHECKING ZOOM AUDIO INPUT AND OUTPUT
We’ve shared with you before how to test your Zoom audio prior to joining a meeting, but have you ever run into issues with the volume of audio once the meeting starts? You can easily check and adjust the volume of your speaker or microphone during a meeting using these instructions on Testing Audio Using Audio Settings.
ADDING A ZOOM PROFILE PICTURE
If your internet connection becomes unstable during a meeting, turning your camera off may help to reduce network traffic. Recognizing the importance of connecting a face with a name and a voice, we recommend adding a profile picture to your Zoom account. This way, even if you are unable to use your webcam, your picture will still be displayed.
To do so, log into the Zoom web client (cusystem.zoom.us). On your Profile page, select Change under the default stock photo, upload your profile picture and select Save. Photos should be less than 2MB and in one the following file formats: JPG/JPEG, GIF or PNG.
HOW TO USE ZOOM WHITEBOARD
Struggling with collaboration while working remotely? The Whiteboard functionality in Zoom can help! Here’s how to use it:
Having multiple whiteboards in a meeting is possible if simultaneous screen sharing is on. This allows more than one participant to share a whiteboard. However, to see two whiteboards at once or your own whiteboard and another participant's, you will need to have dual monitors enabled.
Learn more here.
UPDATE ZOOM FOR NEW FILTERS
With the latest version, Zoom has introduced filters. Enjoy new virtual backgrounds, video filters and adjust the lighting to feel more comfortable on video. Learn how to use these new features here.
Don’t have the latest version? Find step-by-step instructions on how to update your Zoom desktop app here.
BEST ZOOM SHORTCUTS
Want to make working on your desktop easier? Use these Zoom desktop shortcuts to manage your meetings and help you communicate with others easily.
For your meetings, audio, and control
Zoom shortcuts for PC Desktop:
Zoom shortcuts for Mac Desktop:
NOTE: To access all running shortcuts on Zoom Desktop, log in to Zoom then click on the profile photo (or box with your initials) in the upper-right corner. Select Settings and click Keyboard Shortcuts.
For more resources visit the Office of Information Security blog
