Category Archives: Tech Tips

Tech Tip: How to setup Teams notifications for a channel

By default, notifications for Microsoft Teams channels are not turned on.  If you want to make sure you are getting notifications for channels you care about, follow the instructions below:

Choose your channel notifications

tech tip: Teams nitification screenshot

Go to a channel that shows in your teams list and select More options > Channel notifications.

From there, you can choose what activity you get notifications for, and where they show up.

tech tip: Teams nitification screenshot

By default, channel mentions are turned off and all new posts will only show in Activity. To learn more about Teams notifications, please see the following Microsoft page.

Tech Tip: How to add a profile pic to your Zoom sessions

By: Ryan Johnson

It’s a good idea to have a profile photo for your Zoom account. This way, if you’re not using your webcam, a photo of you will still be displayed.

Please use a photo of yourself so that other participants will know who you are.

To do this visit https://psu.zoom.us.  Click Sign in.

Once you login, navigate to your Profile(which is located on the left hand menu).

Zoom settings screenshot for tech tip

At the top of the profile page, you’ll see you name, a blank profile photo, and a link that says Change.

Click on this link to add a profile picture.

Next, click on the “Upload” button to upload a new photo. Select the photo file from your computer.

Once your photo is uploaded, you can move the square mask so the photo is centered and the zoom level is correct. Click Save to finish.

Tech Tip: Sharing One Drive files and folders

By: Ryan Johnson

You can use OneDrive to share photos, Microsoft Office documents, other files, and entire folders with people. The files and folders you store in OneDrive are private until you decide to share them and you can see who a OneDrive file is shared with or stop sharing at any time.

  1. To begin, go to the Office 365 Web site and sign in.  Select OneDrive.
  2. Pick the file or folder you want to share by selecting the circle in the upper corner of the item. You can also pick multiple items to share them together.
  3. Select Share at the top of the page.

OneDrive screenshot, techtip

4.  Select Anyone with the link can editto customize the link options.
5.  Set the options you want on your link, then select Apply when you’re done.

OneDrive link settings screenshot for tech tip

    • Allow editing – When you share items with this type of link, people can edit files, and can add or delete files in a shared folder. Recipients can forward the link, change the list of people sharing the files or folder, and change permissions for recipients. If you’re sharing a folder, people with Edit permissions can copy, move, edit, rename, share, and delete anything in the folder.

Unchecking this box means that people can view, copy or download your items without signing in. They can also forward the link to other people. However, they cannot make change to the version on your OneDrive.

    • Set expiration date – The link will only work until the date you set. After that, the link will be invalid, and you will need to create a new link for users requiring access to your file or folder.
    • Set password – When a user clicks the link, they will be prompted to enter a password before they can access the file. You’ll need to provide this password separately to users.

Tech Tip: Logging into newest version of Office

By: Ryan Johnson

Office tech tip screen shot

Library Strategic Technologies is finalizing the remaining PC machine upgrades to the latest version of Office.  If you have been upgraded, this version will require you to sign into your Office 365 Penn State account the first time.

To begin, click Sign in.  

Next, enter your Penn State Email address to Activate Office.  Click Next.

activate office tech tip screen shot

Finally, complete your login with 2FA and office will be activated!

Tech Tip: New password settings for Zoom meetings

By: Ryan Johnson

Zoom password screenshot

With the most recent update to Zoom, passwords are now enabled by default for newly scheduled meetings and instant meetings.  However, this will not apply to any meetings previously scheduled.

Personal Meeting ID sessions are not enabled by default, but can be if desired.

To verify or make changes to your settings, log into Zoom at the following URL:
https://psu.zoom.us/profile/setting

Tech Tip: Automatic translation of messages in Outlook

By: Ryan Johnson

tech tip screen shot

Outlook can automatically translate messages you receive in another language.  Turn on this feature in Message handling settings or when you receive a translation suggestion.

To enable this feature by default, access your mailbox Settings using the Gear button and then click on the View all Outlook settings link available at the bottom.

Then access the General\Message handling section and locate the Translation section; you can then disable the translation service or define a list of language for which the message will not be translated

Then when you will received an email in a different language, depending of these settings you will be asked to translate it or it will not be translated.

Tech Tip: New Two Factor Authentication(2FA) features

By: Ryan  Johnson

On December 3rd, all users noticed a change to the 2FA prompt.  While the authentication process remains the same, the new 2FA prompt offers users the option to add a new device or manage their settings and devices directly from that prompt when they log in to WebAccess.

Users are also able to enroll and manage devices through a new 2FA management page that will be integrated into the Account Management portal.

Finally, included in the update is the ability to use a security key (such as YubiKey) or a Touch ID to login.

Tech Tip: New PSU guest wireless to launch this week

By: Ryan Johnson

wifi logo

A new wireless network called “psu-guest” will be available at all campus locations on Nov. 26 and will offer all visitors a more reliable Penn State-provided wireless connection.

By the end of the year, this new network will replace the “attwifi” network currently used by University guests across every Penn State campus. While “attwifi” will be available until it is decommissioned on Jan. 2, 2020, visitors should connect to “psu-guest” when searching for a connection on campus.

Penn State IT piloted “psu-guest” alongside “attwifi” in all Penn State residence halls, the Penn Stater Hotel and the Nittany Lion Inn, and everywhere at Penn State Harrisburg and Great Valley. It will be accessible via any device’s wireless networks menu. After selecting “psu-guest” visitors only need to click “get connected” once their browsers prompt them.

For help and support, contact an IT Service Desk by phone at 814-865-4357 or by emailing ITservicedesk@psu.edu.

Tech Tip: Google’s G Suite is here!

By: Ryan Johnson

G Suite logo

Penn State Information Technology has partnered with Google to offer a suite of applications that will help improve collaboration and productivity at no additional cost to students, faculty and staff.

G-Suite for Education includes several of Google’s most popular tools — Google Docs, Sheets, Slides, Drive, Forms, Groups, Hangouts Chat, Hangouts Meet, Sites and Jamboard.  The suite may be accessed by students, faculty and staff who have a valid Penn State email address.

Note: Penn State’s License for G Suite does NOT include Gmail and Calendaring

Users may activate their Penn State G Suite account by visiting the G Suite for Education website, clicking on the “Launch” button and signing in with their Penn State email address (e.g., abc123@psu.edu). Step-by-step instructions to Access Your Penn State G Suite for Education Account also are available on the Knowledge Base.

A list of applications and training resources is available and allows users to browse training tutorials by app or job function. Beginner, intermediate and expert learning paths are available for each app. IT Learning and Development (ITLD) also has created a learning resource that will help you get up to speed.

Tech Tip: Open Multiple Windows in Outlook (Desktop)

By Ryan Johnson

You can open Outlook in multiple windows – one window displaying your inbox, for example, one window displaying your calendar, one window displaying your contacts. It can be far easier to switch between windows than to switch from one section of Outlook to another.

The simplest way to do that: right click on the name of an Outlook folder and click on Open in New Window.

Note: On a Mac use CTRL+Mouse Click

tech tip Outlook screen shot

 

Tech Tip: Sharing multiple screens simultaneously in Zoom

By: Ryan Johnson

Hosts using the Zoom desktop client can allow multiple participants share their screens simultaneously during a meeting. This can be useful for a real-time comparison of documents or other materials by participants. To make full use of this feature, enable the dual monitors option in the Zoom client settings.

Enabling Simultaneous Screen Sharing as the Meeting Host

  • Start your Zoom meeting as the host.
  • Click the arrow to the right of Share Screen, then select Multiple participants can share simultaneously.

Zoom screenshot

This allows multiple participants to share their screen at the same time.

Sharing Screens at the Same Time
Any participants (including the host) using the Zoom desktop client can click Share Screen to begin sharing. Even if a someone is already sharing a screen, another participant can begin sharing. Learn more about sharing your screen.

Depending on their setup, participants will see the following:

  • Participants using dual monitors can see the two most recently shared screens on each monitor.
  • Participants using a single monitor see the most recently shared screen. Participants can select View Options to change the screen they are viewing.
  • Participants using the Zoom mobile app see the most recently shared screen. They cannot change the screen they are viewing.

As the host, you can choose to switch to the option One participant can share at a time for any portion of the meeting. See the instructions on how to share a screen when only one participant can share at a time.

Limitations
Sharing multiple screens simultaneously has the following limitations:

  • When you enable the option to share multiple screens simultaneously, the options Share computer audio and Optimize for full-screen video clip are not available.
  • Participants using the mobile app cannot share when anyone else is sharing.

Tech Tip: Fill in the blanks in Excel

By: Ryan Johnson

Let’s say your boss wants you to apply a specific formula to every blank cell in a column.  If this was only a few cells this would be easy but what if a sheet had thousands of rows, what can you do?

To fill in any blank cell with the string “N/A” for example, follow the steps below:

  1. Select all the data in a column. Then go to the Home menu, select the Find & Select icon, select Go To Special.

2. In the next window, select Blanks.

tech tip screen shot

3. On the next window, you can enter the formula into the first blank cell. In this case, you’ll  just type N/Aand then press Ctrl + Enter so that the same thing applies to every blank cell found.

If you wanted to, instead of “N/A”, you could type in a formula into the first blank cell (or click on the previous value to use the formula from the cell just above the blank one), and when you press Ctrl + Enter, it’ll apply the same formula to all of the other blank cells.

This one feature can make cleaning up a messy spreadsheet very fast and easy.

Tech Tip: What is phishing and how to report it?

By: Ryan Johnson

phishing graphic

Phishing is the act of attempting to deceive a user into divulging personal or confidential information such as login credentials, credit card information, etc., to gain access to resources that enable them to steal your identity.

Phishing scams usually come in the form of email messages and false websites. Cyber criminals use social engineering to learn about their targets and then use that information to try and gather your personal information.

Things to look for to identify that you may be targeted include:

  • Spelling and bad grammar: Phishing emails are commonly plagued with spelling and grammatical errors.
  • Links in emails: Links in emails may appear as though they are taking you to a legitimate website however they can be disguised. Hover over (DO NOT CLICK)  links and see if you are being re-routed to some other page.
  • Threats: Some emails contain threats to include legal action, time sensitive materials, etc. These are designed to convince you to make a hasty decision and click a malicious link or open an unsafe attachment.
  • Spoofing a legitimate website or company: Some emails will appear to come from a legitimate company. However that is far from the case. Again, attackers will try to make everything appear to be legitimate but things such as suspicious URL’s (pages with names not associated with the website or company), or outdated information can be tell-tale signs something is not right.

If you believe you have been sent a phishing scam, forward the original phish as an attachment in a new message addressed to phishing@psu.edu.

For more information on how to report a Phish or view recently reported phishes, please visit here.

Tech Tip: Improvements to Penn State email protection beginning Oct 1

By: Ryan Johnson

Beginning on Oct 1st, all email sent to Penn State Email addresses will begin to flow through the Office 365 Online Threat Protection. Office 365’s Advanced Threat Protection scans inbound email for spam, malware, phishing and viruses completely.

This protection features:
• Deep inspection of all attachments.
• Safe Links/URL inspection
• Spoof intelligence
• Anti-phishing
• User Self Service – users can mark email as spam, “not spam,” block senders, or whitelist senders.

This change should improve the email experience for all Office 365 email users as the ability to train your email for what is junk or not will start working after this change.

If you notice that email is not being delivered properly after this change, please call the IT service Desk at (814)865-4357 or send an email to office365@psu.edu