Tech Tips

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.

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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:

1. Right-click on the tab of choice in Chrome and select add tab to a new group.
2. From there, you can create, name and color-code groups.
3. This same selection allows you to create a new tab in a group, ungroup, close group, move the group to a new window and add feedback.

Learn more here.

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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.

1. Once you have a document open, click File then click Share.
2. Select Share with People.
3. From here, you can either enter the email address to send the link or copy the link and send it to the individual to share the file.
4. To change permissions, press the arrow at the top to change the audience. This will open a new set of selections. To give editing permissions, select Allow Editing (if Allow editing is NOT selected, only viewing permission is given). Press Apply and your changes have been made.

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.

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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:

1. Download the Uninstaller for Flash Player and save it on your desktop.
2. Exit all browsers that use Flash and make sure no programs are running in your taskbar.
3. Run the uninstaller and follow the prompts.
4. Lastly, restart your device to ensure that the uninstallation is complete.

Mac:

1. Download the uninstaller and note your Mac OS Version.
   1. Mac OS X, Version 10.6 and later
   2. Mac OS X, Version 10.4 and 10.5
2. Open the Uninstaller by clicking on the Downloads icon.
   1. You can also find it in Finder under Devices.
3. Click Uninstall take note of the rest of the instructions.
4. Exit all browsers and let the uninstallation continue until it notifies you that it is complete.
5. Restart your device to ensure that the uninstallation is complete.

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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:

1. Download and install CO Exposure Notifications from the Google Play Store. 

Apple (iOS 13.7 or higher):

1. Go to the Settings app from your home screen.
2. Locate and open Exposure Notifications – it is located next to Emergency SOS and Battery settings.
3. Click Turn On Exposure Notifications and tap Continue.
4. Select the Country and State you are in.
5. Review and accept the CDPHE’s terms and conditions.
6. Enable access to your phone’s Bluetooth to allow Exposure notifications. Turn On notifications on your phone.

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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. 

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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:

• Move a OneNote Notebook to OneDrive
• Share a notebook on a SharePoint site

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.

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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.

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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.

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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: 

• Flushes RAM – RAM stands for Random Access Memory and is your computer’s main type of memory. When you restart your computer, you flush out all the random, unimportant, and temporary data bogging down your device. 
• Boost Performance – Think of RAM like your short-term memory. You can only keep so much in mind at one time without losing concentration, and the same is true for your computer. Rebooting keeps your computer running quickly because it flushes all those temporary files piled on your PC’s memory. 
• Saves Time – Rebooting your computer is one of the quickest ways you can fix an error with your machine. 
• Bug Fixes – Computers that go without reboots for extended periods of time are prone to an assortment of bugs and glitches. Rebooting your computer will help clean up those little errors and prevent the systems’ processors from becoming overloaded. 
• And more! – There are several other benefits to restarting your computer regularly, like completing software updates and allowing simple startup diagnostics to check your computer’s essential file structures.

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WHAT IS YOUR P: DRIVE?

When you started at CU, you were provided a computer with access to three drives:

• P: drive (personal)
• S: drive (department/shared)
• R: drive (Scratch – open access)

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.

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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!

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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:

• Monitor display problems
• USB mouse not detected
• Webcam issues
• Slower operating speeds
• Crashing

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.

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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!

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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.

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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:

• VGA connector: A Video Graphics Array (VGA) connector is a three-row 15-pin DE-15 connector. The 15-pin VGA connector was provided on many video cards, computer monitors, laptop computers, projectors, and high definition television sets.
• HDMI port: A High Definition Media Interface (HDMI) port permits the transfer of audio and video signals between your laptop and other devices like laptops, digital cameras, monitors, game consoles, projectors and more.
• Display port: This port (like HDMI) comes with a 20-pin connector and also sends video and audio signal to external display devices like monitors. There are two types of DisplayPorts used on modern-day laptops: standard DisplayPort (pictured above) and mini DisplayPort.
• Type-C or USB C: Universal Serial Bus (USB) ports are usually used for file transfer between your laptop and other devices (laptops, storage disks, smartphones etc), attaching and charging peripherals, and also sometimes serve as a laptop’s charging point. USB-C is the newest USB option and is slimmer, smaller, reversible and handles higher currents with faster transfer speed.

Have another port you aren’t sure what it does? Contact the Service Desk for help!

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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:

• Connect to your Internet with an Ethernet cable directly to your home router.
• Place you system near the Wi-Fi access point: The strength of the wireless signal could be greatly weakened by obstructions like walls, ceilings, doors, or furniture.
• Shut down or pause other devices and applications running on your network such as:
  • Streaming video services.
  • Cloud backup or sync applications.
  • Content downloads on computers, tablets, and mobile devices.
  • Video/audio communication applications.
• Turn your Zoom camera off or stop Zoom and dial-in.
• Update firmware: Router manufacturers publish firmware updates regularly and upgrading your router can provide a performance boost and access to new features.
• Upgrade router: Routers vary significantly in functionality and price, but in this case the upgrade to make is generally in terms of how far your Wi-Fi is broadcast.

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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.

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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:

• Enhanced flexibility: Once the files are synced with OneDrive, users can access their files on their computer, mobile device or in the cloud. 
• Version control: You can view or restore previous versions of documents in OneDrive. Version control is accessible through Microsoft Office (Word, Excel, PowerPoint).
• Restore deleted files: The Service Desk can restore deleted files from OneDrive up to 30 days after deletion. 
• Storage included in our Office 365 license: OneDrive offers users 5 TB of storage space with our Office 365 licenses. 
• Easy organization: You can store any kind of file on OneDrive, including photos, video and documents. 

Complete the steps on our website by Feb. 1, when our current backup service expires. 
 

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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.

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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:

• Lithium-ion and polymer batteries despise heat. Don't leave your laptop in the car on a sunny day, and don't block the vents on your laptop (pillows on the lap, etc.). Don't charge devices in sunlight or near a heat source. 
• Store your device in a cool and dry place if it is not going to be used for a long time.
• Use the charger that comes with the device. If it's defective, contact the UIS Service Desk to obtain the correct make and model. Purchasing a charger on the web is costly and may not be high quality.
• Replace used batteries. If you see that your battery drains quickly, contact the UIS Service Desk to ensure we have a replacement battery on hand. We will make an appointment for you to bring the laptop into 1800 Grant to swap out batteries. The Service Desk will strive to make this as convenient as possible, and it also reduces the risk of safety problems.
• Don't leave your device plugged in all the time. Although the battery will stop charging once it is fully charged, you are advised to disconnect your device from time to time and run it on the battery so that it can perform its function. 

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KEYBOARD SHORTCUT FOR BROWSERS

• Ctrl + N is a keyboard shortcut used to open a new window. The new window will open separately than the ones you already have open.
• Often, the content on certain webpages are too small to read. Use Ctrl + Mouse Scroll to zoom in and out on a browser.

*Extra shortcut: Ctrl + Alt + Mouse Scroll allows you to zoom in and out the icons on your desktop.

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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.

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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.

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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.

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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.

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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.

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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.

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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).

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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. 

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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.

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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.
 

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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:

• To mute or unmute during a call on Teams, click CTRL+SHIFT+M
• To turn the camera on and off, click CTRL+SHIFT+O
• To blur background, click CTRL+SHIFT+P

For macOS:

• To mute or unmute during a call, click COMMAND+SHIFT+M
• To turn the camera on and off, click COMMAND+SHIFT+O
• To blur background, click COMMAND+SHIFT+P

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TEAMS - KEYBOARD SHORTCUTS 

Use these general keyboard shortcuts to search your chats and access different commands in Teams.

Windows Shortcuts:

• Go to Search CTRL + E
• Show commands CTRL + /
• Search within a selected message or channel CTRL + F
• Show all keyboard shortcuts CTRL + .

MacOS Shortcuts:

• Go to Search COMMAND + E
• Show commands COMMAND + /
• Search within a selected message or channel COMMAND + F
• Show all keyboard shortcuts COMMAND + .

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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:

• Start or stop video using Alt+V 
• Mute or unmute using Alt+A
• Start or stop screen share using Alt+shift+S
• Screenshot using Alt+Shift+T
• Close the current window using Alt+F4
• Enter or exit full screen using Alt+F

Zoom shortcuts for Mac Desktop: 

• Start or stop video using Command+Shift+V 
• Mute or unmute using Command+Shift+A
• Start or stop screen share using Command+shift+S
• Screenshot using Command+T
• Close the current window using Command+W
• Enter or exit full screen using Command+Shift+F

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.

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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.

1. From the Inbox, select New Items > Meeting or in the Calendar, select New Meeting. You also can use the keyboard shortcut Ctrl+Shift+Q to create a new meeting request.
2. Add attendees in the To box.
3. Select Scheduling Assistant from the ribbon. You'll see a row for every recipient you entered in the To box. If you want to add more attendees, you can type their name in any blank row in the Scheduling Assistant.
4. Times that your attendees are busy are shown in dark blue. Times that your attendees have a tentative appointment are shown in a light blue hashed block, and times outside of your attendees' working hours are shown in light gray. Select an available time for all of your attendees.

View more detailed instructions from Microsoft:

• Scheduling Assistant for PC
• Scheduling Assistant for Mac

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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.

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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.

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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.

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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:

• Emails are delivered extremely fast, compared to using Microsoft Outlook on a laptop or computer.
• Complete email history is available. Because OWA doesn’t need to download copies of your messages like the local copy on your computer, you can see a complete history of all your emails. 
• Advanced search on OWA allows users to search more than one location at once and add filters such as keywords, date, subject, and if it has any attachments.
• OWA allows you to customize the layout of the mailbox such as the color scheme, focused inbox, display density, the location of the reading pane and how to sort emails.

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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.

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UPDATE YOUR OUTLOOK EMAIL CLIENT

Another key factor in digital security is keeping your applications up to date. This includes your email client – Microsoft Outlook. We will be fortifying the security protocols for Outlook, and this security improvement will require you to use an up-to-date version of Outlook.

If you are operating on an out-of-date email application you will not be able to access your information after June 2, as we begin moving to more secure authentication service.

To check to see if your application is out-of-date:

1. In your Outlook client (either desktop or web), select File.
2. Select Office Account in the left-hand menu.
3. Select About Outlook.
4. A window will appear. Under "About Microsoft Outlook," a version number for your account is listed. If the first number in the series is 15 or less, your Office products are out-of-date.

If your email client is outdated, reach out to the UIS Service Desk at help@cu.edu or 303-860–HELP (4357).

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:

1. Find and click the email you would like to convert.
2. Hold down the left mouse key and drag the email to your Calendar (bottom left corner) folder.
3. A dialogue box will appear that you can edit to your needs.
4. After adding all the information necessary, Save and Close.

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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.

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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.

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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.

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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: 

• For those who prefer to ‘set it and forget it’, follow these steps: Archive older items automatically
• For those who want to have more control over when emails are archived or need to clean up space immediately, follow these steps: Archive items manually
• For more information on the different ways to archive Outlook messages, check out this Office article: Archive in Outlook for Windows

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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:

• To mute or unmute during a call on Teams, click CTRL+SHIFT+M
• To turn the camera on and off, click CTRL+SHIFT+O
• To blur background, click CTRL+SHIFT+P

For macOS

• To mute or unmute during a call, click COMMAND+SHIFT+M
• To turn the camera on and off, click COMMAND+SHIFT+O
• To blur background, click COMMAND+SHIFT+P

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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:

• Talk openly with your kids: Walk your kids through why certain information is considered private and how to recognize if behavior is suspicious. Teach them about how the internet can propose threats.
• Configure security settings together: Teach your kids how to configure security and privacy settings on their favorite websites. 
• Control and monitor online activities: Add parental controls to your devices and be involved on the same social network applications that they are using.
• Keep devices and applications secure: Continuously update applications and ensure all your passwords are kept up-to-date and strong. 

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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.

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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:

• Start by selecting the New Chat icon at the top of Teams, next to the search box.
• To add members, select the field labeled To: Enter Name, Email or Tag and type the names of the people you want to add.
• Name your group using the field labeled Group Name. You can edit the group name at any time by selecting the Pencil Icon next to group’s name.   

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.

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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.

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GENERAL KEYBOARD SHORTCUTS FOR TEAMS

Use these general keyboard shortcuts to search your chats and access different commands in Teams.

Windows Shortcuts:

• Go to Search CTRL + E
• Show commands CTRL + /
• Search within a selected message or channel CTRL + F
• Show all keyboard shortcuts CTRL + .

MacOS Shortcuts:

• Go to Search COMMAND + E
• Show commands COMMAND + /
• Search within a selected message or channel COMMAND + F
• Show all keyboard shortcuts COMMAND + .

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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:

• Select “Join the Meeting” in your invite. You will be taken to a Test screen, seen above.
• Click the middle toggle to turn on virtual backgrounds. Background options will display on the right of the screen.
• Replace the entire background by choosing an image provided or add your own.

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.

• Click Show background effects 
• Select a new background or upload your own image

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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:

• Open Microsoft Teams
• Click your profile button in the top right corner
• Under your name, click the status menu

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.

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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:

• Find the message you would like to save in the chat.
• Hover your mouse over the message, a dropdown menu should appear near the top right corner.
  •  Click on the three dots in the drop-down and choose save this message.
• The bookmark icon will turn red and a popup notifying you that the message was saved will appear on the top corner of the page.

To view messages:

• Click your profile picture in the corner.
• A dropdown menu should open, click saved.
• All bookmarked messages can now be viewed.

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MULTIFACTOR AUTHENTICATION COMING TO OFFICE.COM JUNE 25

Beginning tomorrow, June 25, multifactor authentication will be required to access Office 365 products through Office.com or accessing an Office 365 product for the first time. Those using desktop clients who are already logged in will not be affected by this change. This additional step ensures your information is protected, even if someone has your password.

After signing in through the single-sign on page, you will be redirected to this window:

From here, you can authenticate your identity with a phone call or a text message to your phone number on file in HCM. Learn how to update your phone number in the employee portal.

This upgrade will take place after 5:30 p.m. tonight. When logging in tomorrow morning, this change will be in effect. For additional guidance on how to authenticate, visit our step-by-step guide. If you experience issues accessing your products after June 25, please reach out to the UIS Service Desk.

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TWO-FACTOR AUTHENTICATION IS COMING TO OUTLOOK

Digital security is critical – and two-factor authentication is an effective way to increase the security of CU’s communications, documents and more. That’s why we’re bringing two-factor authentication to your Office 365 applications. This decreases the likelihood that others can access your data, even if they have your password.

Later this summer, you will need to log in to the Office 365 suite using your user password and a one-time code that can be sent to you via text message or phone call. Each two-factor login session will last up to two weeks on a given device and cover all Office applications except Teams. Users will have to log in to Teams separately using the same two-factor process.

The UIS Service Desk will host three virtual informational sessions to walk users through this new feature, so watch for an email invitation in the coming weeks.

If you have additional questions, reach out the UIS Service Desk at help@cu.edu or 303-860-HELP.

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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:

• The IRS does NOT contact taxpayers by email, text or social media.
• A bill will be mailed out to those who owe taxes by the IRS — they will not call to demand payment.
• Driver’s licenses, business licenses or immigration status cannot be revoked by the IRS.
• If you receive a letter about a tax return that you did not file, you may be the victim of an IRS scam.

Take these measures to report a potential scam:

• If you receive a scam phone call, use the FTC Complaint Form. Add “IRS Telephone Scam” in the notes.
• Email phishing@irs.gov for any unsolicited emails claiming to be from the IRS.

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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:

• Create a strong password. Add security information to your Microsoft account like phone number, an alternate email address, or security questions and answers. That way, if you ever forget your password or your account gets hacked, Microsoft can use your security info to verify your identity.
• Use two-factor authentication. Two-factor authentication helps protect your account by requiring you to enter an extra security code whenever you sign in on a device that you have used or saved. The second factor can be made through a phone call, text message, or app.

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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.

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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 from the following articles from OIS:
  • Smart Home Devices Need Smart Security
  • Top 10 Action to Reduce Risk
  • Keeping Your Family Secure Online
  • Your Connected Healthcare

Learn more about Cybersecurity Awareness Month here.

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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:

• Talk openly with your kids: Walk your kids through why certain information is considered private and how to recognize if behavior is suspicious. Teach them about how the internet can propose threats.
• Configure security settings together: Teach your kids how to configure security and privacy settings on their favorite websites. 
• Control and monitor online activities: Add parental controls to your devices and be involved on the same social network applications that they are using.
• Keep devices and applications secure: Continuously update applications and ensure all your passwords are kept up-to-date and strong. 

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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.

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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.

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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. 

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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:

• Ensure there is a true business need for collecting personal information.
• Only request the minimum information required. Do not collect additional information that you “might” need in the future.
• Inform the individual why you need the information and how it will be used. If the information will be handled by a third-party, clearly disclose that, too.
• Follow CU security standards and consult with the Office of Information Security to properly secure personal information. Most notably, limit access to personal information to only those who need to know.
• Have a data retention plan that includes a schedule to delete personal information when it is no longer needed and ensure information is cleaned up according to that plan.
• Be aware of any regulatory or contractual requirements regarding privacy and security. Be sure you know your obligations and come up with processes to meet them. This may mean meeting specific security standards, minimum/maximum data retention requirements or other required steps.
• Know how you will handle privacy related questions and requests. Email privacy@cu.edu for assistance and to connect with others at CU who can help with any privacy concerns.

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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:

• Ensure there is a true business need for collecting personal information.
• Secure your home Wi-Fi router by using a strong, unique password and changing it regularly.
• Enable WPA2 encryption, which secures your network traffic with a unique encryption key. 
• Check your internet service provider’s website for details on how to customize your Wi-Fi security settings.

Refer to our Wireless guides on the UIS Service Desk site. 

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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:  

• Do your homework. Before purchasing a smart device, consider only those from reputable manufacturers and conduct research to learn about any privacy or security concerns.
• Secure access. Use encryption and change the default password to one that is complex and unique. Engage multi-factor authentication where possible.
• Use separate networks. Maintain a network for smart devices only. Keep sensitive information on a separate network.
• Check default permissions. For each device you install, review privacy settings to make sure you’re only sharing what you’re comfortable with.
• Share minimal personal information with smart devices. Don’t share financial information, such as banking details.
• Maintain your devices. Keep the software on all devices and apps up to date. If automatic updates are available, turn them on.

Read more about security on smart devices here.
 

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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.

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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. 

1. Create strong, unique passwords: Weak passwords give cybercriminals easy access to your files and private documents. Be sure to go beyond the minimum requirements and keep your passwords to yourself.
2. Be on the lookout for insider threat: An insider threat is the threat that an employee or a contractor will use authorized access to compromise the confidentiality, integrity or availability of private or sensitive information. If you see suspicious behavior, report it to your campus IT or Information Security office.  
3. Only use CU approved applications: In order to avoid any malicious software attacks, only use applications and systems approved by the university.
4. Protect the privacy of those in the CU community: Only use private information when needed and follow university policies and standards to retain privacy at all times.
5. Trust your instinct: If something seems suspicious, it probably is. OIS relies on you to identify and report events that are not routine. You don't have to be an expert. Contact OIS and they'll look into it for you. 

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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.

1. Use safeguards: Make sure your remote location is safe and restrict your university devices to be used only by you and no other family member. 
2. Report an incident: If sensitive university information is lost or improperly disclosed, report it as soon as possible for an investigative team to help resolve the issue. See Reporting an Incident for more examples.
3. Phishing and other deceptive tactics: Be aware of deceptive tactics in your email, text messages, phone calls, and in-person interactions. Report any suspicious phishing.
4. Protect university information: Only access the information you need to perform your job, and do not share it with others unless they are authorized. This includes verbal and written information.
5. Secure all devices: Help keep devices secure by using a stable Wi-Fi connection, virtual private network (VPN) for a layer of protection and up-to-date software.

Learn more on how to have a secure and safe working environment.

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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: 

1. Longer passwords are better. The US Department of Defense requires a minimum of 15 characters in a password, which is a good rule to follow. 
2. Don't use the same password for multiple sites.
3. Don’t use pet or children's names.
4. You can make a password that appears random by making up a passphrase that means something to you, and only using the first letter of each word. For example, the phrase “My first job in 94 was delivering pizzas!” could become the secure password “M1stji94wdP!”
5. Keep your password to yourself, and don’t create opportunities for someone else to steal your information:
   1. Don’t tell other people your password.
   2. Don’t write your password down.
   3. Don’t allow your browser to save your credentials or automatically fill your credentials for you. If you can log in automatically, so can anyone else with your device.

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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:

• Double check who you are sending an email to
• Use OneDrive when storing sensitive files
• Choose which applications you use wisely as they do not all comply with HIPAA standards
• Know your surroundings and be aware of who you are talking to – verify that a contact is CU personnel before sharing any sensitive information

For more tips about this, visit the Office of Information Security blog post.

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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:

• Be aware of holiday scams. Only shop with retailers that are trustworthy and familiar. Always research the company before purchasing and read reviews about the website’s legitimacy.
• Make sure the website is secure. In the website address, look for “https.” The “s” stands for secure; there should also be an image of a padlock next to the URL.
• Use a proper payment method. Avoid using debit cards, prepaid cards or checks. Instead use reputable online payment services such as PayPal.
• Use secure WI-FI and strong passwords. Connect to a secure VPN before shopping online and use hard-to-track passwords when creating accounts with online retailers.

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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:

• Click the upward arrow on the bottom right corner of the screen next to the battery and WIFI icon.
• Choose the Symantec Endpoint Protection application.
  • Hover over the applications to see their names and know which one to open (yellow shield icon with green circle).
• When the page opens, Symantec Endpoint Protection will tell you if any problems are detected. If your Symantec status shows your computer is protected with no problems detected, you are good to go. If not, please contact the Service Desk.

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USING DUO FOR VPN SECUIRTY

Beginning Sept. 15, CU System Administration users will need to authenticate their identity to log in to the VPN. This added step will decrease the likelihood that outside parties can access to your data, even if they obtain or guess your password.

To prepare, download the Duo Mobile app to make two-factor authentication faster and easier with three ways to authenticate, based on your preference.

For detailed instructions on how to download and use the DUO Mobile app, visit our website. 

The UIS Service Desk will host sessions in August to walk you through downloading and using the app. 

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VPN UPGRADE TO MFA

In the coming months, CU System Administration users will need to authenticate their identity to log in to the VPN. This added step will decrease the likelihood that others can gain access to your data, even if they have your password. Identity authentication will be an option to access the VPN throughout July but will soon be a requirement for all users.

Follow the below steps to authenticate your identity:

• Open Cisco AnyConnect on your desktop by searching VPN in your device’s search bar.
  • Select Cisco AnyConnect – a pop-up will appear on the screen.
• Select a VPN channel from the Group drop-down menu.
  • Choose vpn01.cu.edu or vpn02.cu.edu.
• Enter your CU username and password.
• In the Duo Options field, enter the authentication option you will use.
  • You have three authentication options: Enter a six-digit code from the Duo app, receive a mobile push notification or receive a phone call.

Learn more at cu.edu/duo.

DUO FOR VPN 

Beginning in late July, users can choose to authenticate their identity when accessing Cisco AnyConnect, CU System’s VPN. This will decrease the likelihood of others gaining access to your data, even if they have your password.  Identity authentication will be an option to access the VPN throughout July but will soon be a requirement for all users.

Additional information, webinars and dates will be released soon. Here’s a preview on how to authenticate:

1. Open Cisco AnyConnect on your desktop by searching VPN in your device’s search bar
   1. Select Cisco AnyConnect, a pop-up will appear on the screen
2. Select a VPN channel from the Group drop-down menu
   1. Choose vpn01.cu.edu or vpn02.cu.edu
3. Enter your CU username and password
4. In the Duo Options field, enter the authentication option you will use.
   1. You have three authentication options: Enter a six-digit code from the Duo app, receive a mobile push notification or receive a phone call.

Learn more at cu.edu/duo.

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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.

• Encryption makes your data unreadable by scrambling all incoming and outgoing traffic so that it can only be “read” using a unique key. You can increase Wi-Fi security by connecting to a VPN at home and when traveling.
• Using CU’s Cisco AnyConnect VPN may be required to access many CU-specific drives and applications.
• You can connect to a VPN using your computer or any Wi-Fi-enabled mobile device.
• VPN’s are a great way to increase security even on trusted networks, but always be sure to connect to the VPN before using unsecured networks or public Wi-Fi.

Learn how to set up the CU VPN for your computer, Android and IOS phone. 

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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.
 

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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.

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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. 

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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.

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HOW TO GET A ZOOM LICENSE

The University of Colorado worked with Zoom to establish an enterprise license agreement. This gives all CU users cloud recording and participant reporting functionalities, plus it reduces complexity for our students, faculty and staff in terms of use and maintenance.

In many cases, we already have a license for you as we manage CU’s license pool across the system. If a new license is needed for a product we don’t currently have (for example, a webinar 500+ person license), a purchase requisition will need to be entered in CU Marketplace.

If you need a Zoom license, follow these instructions on how to obtain a license. If you have questions, email help@cu.edu. 

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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:

1. After starting or joining a Zoom meeting, right-click your video display to access the menu and choose Hide Myself.
2. Done hiding yourself? Right-click on any video display on the screen and choose Show Myself.

Learn more here.

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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:

1. Click your profile picture in Zoom Desktop Client then click Settings.
2. Click Audio.
3. Find Suppress background noise and choose from the option that best suits your setting.
   1. Auto: A default setting that applies moderate background noise reduction. This option will automatically adjust and block background noise.
   2. Low: Minimal noise reduction blocking low levels background noise (best for playing music).
   3. Medium: This option is best at eliminating background noise in standard environments.
   4. High: Enabling this option can increase CPU utilization as noise reduction will be at its most aggressive.

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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. 

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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:

• Users can still automatically record meetings by updating their personal Zoom settings. Turning on “Automatic recording” in your Zoom “Recording” Settings will record meetings to the hosts local computer (not the cloud).
• If you intentionally recorded a meeting or webinar, you will need to download these for your records prior to Friday, April 17. To do so, log into the Zoom web client (cusystem.zoom.us), go to “Recordings” and “Cloud Recordings”. Identify the meeting(s) you would like to keep for your records and select the “More” dropdown next to the meeting information. You can then download the files and save them in any local or shared drive.

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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.

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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.

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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:

• Web client: Download the Zoom Client for Meetings from Zoom’s Download Center
• Desktop client: Where Do I Download The Latest Version?

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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).

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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:

• When logging into Zoom on the Web, go to https://zoom.us/signin. 
• Scroll down the page to “Sign in with SSO”. 
• Enter “cusystem” as the Company Domain and click continue. 
• Enter in your CU credentials and password. 

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.

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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.

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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.

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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.

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HOW TO USE ZOOM WHITEBOARD 

Struggling with collaboration while working remotely? The Whiteboard functionality in Zoom can help! Here’s how to use it:

1. After starting Zoom, select the Share Screen button located in the bottom tool bar. 
   1. Having issues sharing your screen? Learn why here.
2. Click the second option at the top, Whiteboard.
3. Click Share.
4. You can show and hide the Whiteboard tools, known as annotation tools, by pressing the Whiteboard option in the meeting controls. 
5. Use the page controls on the bottom-right corner of the whiteboard to create and switch between pages. Note: Only the host or the participant who began sharing the whiteboard is capable of creating and switching pages.
6. To end sharing the whiteboard, click Stop Share.

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.

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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.

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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:

• Start or stop video using Alt+V 
• Mute or unmute using Alt+A
• Start or stop screen share using Alt+shift+S
• Screenshot using Alt+Shift+T
• Close the current window using Alt+F4
• Enter or exit full screen using Alt+F

Zoom shortcuts for Mac Desktop: 

• Start or stop video using Command+Shift+V 
• Mute or unmute using Command+Shift+A
• Start or stop screen share using Command+shift+S
• Screenshot using Command+T
• Close the current window using Command+W
• Enter or exit full screen using Command+Shift+F

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.

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