Category Archives: Tech Tips

Tech Tips: Add your Office 365 Outlook calendar to Zoom

By: Ryan Johnson

In the new version of Zoom, you can add your Office 365 Outlook Calendar to the home screen.

Office 365 calendar screenshot - tech tip

To do this, follow the steps below:

Click on Add a Calendar in the new zoom home screen.

Select Office 365, Then Authorize with OAuth 2.0.

zoom calendar screenshot - tech tip

In the next window that appears, make sure the EWS URL field is filled out as you see below:

zoom calendar screenshot 2 - tech tip

Click Authorize.

You will then be redirected to pick your Microsoft Account.  Select your Penn State account and then you’re finished!

Tech Tip: New Version of Outlook (On the Web)

By: Ryan Johnson

Recently Outlook on the web is allowing Office 365 customers try the “New Outlook”.

Outlook screen capture for tech tip

When you click the toggle, you will see all new Outlook on the web modules for Mail, Calendar, and People. If you don’t like the new experience, you can opt-in and out as often as you want.

Some of the new features include:

  • An Improved Search – Find messages from a specific person and refine your search using keywords.
  • Calendar Scheduling – New improved functionality when scheduling meetings include the scheduling assistant that is available in the desktop version.

tech tip screen shot of Outlook calendar

 

Tech Tip: New Voicemail Feature with Office 365

By: Ryan Johnson

Office 365 logo and telephone picture for tech tip

A new voicemail feature has been integrated with Office 365 that will allow Penn State faculty and staff voicemail users to more easily manage their voicemail messages, save time and share information quicker.

Single Inbox connects faculty and staff voicemail accounts with email inboxes and gives users more options for retrieving, managing and storing their messages for better long-term accessibility and increased productivity.

In addition to the traditional methods of checking and managing, users can now check and manage their voicemail in Outlook. With Single Inbox, they will receive an email each time they receive a new voicemail. The email includes a transcription and an audio recording of the message.

Below are a few notes related to the new Single Inbox feature enhancement:

  • Voicemail messages will appear as an email in Outlook with a transcription of the message in the email body and a recording of the message attached as a .wav file.
  • Users can listen to, rewind and fast-forward these recorded messages using media players on their systems.
  • Messages that are read or deleted in email will be marked as read or deleted within the voicemail system and vice versa.
  • The Message Waiting Indicator light on the user’s VoIP telephone will follow the status of voicemail messages delivered to their email account.
  • Users may still listen to voicemail messages as they normally would on their phones.
  • Because voicemails will exist in Outlook, users can take advantage of Outlook’s organizational features by simply moving voicemail messages into related email folders such as ones for projects, certain co-workers or events.
  • Where it previously wasn’t possible, users will be able to share voicemails received from outside working groups with team members by forwarding the message along like a regular email.
  • Users can leverage Outlook’s calendaring features. Voicemail users will be able to call into their voicemail to hear a list of upcoming meetings and their participants, send a message about a meeting, accept or decline invitations and cancel a meeting they’ve organized.

 

Single Inbox is enabled for all faculty and staff who subscribe to the University’s VoIP voicemail services, however, users will be able to change their preferences for voicemail notifications and how they appear in their email inboxes.

Single Inbox is only available in areas serviced by the University’s Cisco voicemail system and whose users have migrated to Office 365.

To learn more about the Single Inbox feature or to discontinue, resume or modify preferences for voicemail notifications, visit KB0011940 Telephony: Single Inbox – Index of Informational Articles on the Penn State Knowledge Base.

 

Tech Tip: How to update your profile (and picture) in Office 365

By: Ryan Johnson

In Office 365, your profile page is located in Delve.  Delve is a tool to manage your Office 365 profile.  Delve will display popular documents across your work area and display your most recent documents in Office 365.

Delve screen shot for tech tip

You can click on someone’s name or their picture anywhere in Delve and you can see what they are working on and learn more about them.

To Edit your profile, including your picture, click update profile.

Click the camera icon to upload or change your profile pic.  This picture will appear throughout Office 365.   Your basic contact information is maintained centrally and cannot be changed.  However, you can add additional information including about me, skills and expertise, schools and education and interests and hobbies.

Tech Tip: What are Office 365 Safelinks?

By: Ryan Johnson

safelinks screenshot image for tech tip 1/14/19

Office 365 at Penn State is equipped with a security feature known as “Safe Links.” This feature ensures that “links,” or web addresses and URLs, transmitted through emails, documents, etc., are safe to open and are not malicious. You may have noticed that links shared within Office 365 applications are displayed in a “long-URL” format, which appears longer than the usual site address.

When a message contains a clickable image or text, the original address of the link will be replaced with a “safe link”. The safe link directs your browser to an Office 365 service that tests to determine if the original address is potentially dangerous.

Safe links contain “safelinks.protection.outlook.com/” near the beginning of the link in Office 365. If you point your mouse at a link, you’ll see where the link points.

Any link that references a Penn State site (i.e. sites ending in “.psu.edu”) through Office 365 will not be shown in the longer format (i.e. https://na01.safelinks.protection…) and will retain the original URL.

Tech Tip: How to uninstall programs with Defendpoint

By: Ryan Johnson

Do you know you can uninstall programs with that you may no longer need or want with Privilege Guard? To do this, please follow these simple instructions:

Go to your Start menu, click on Defendpoint Utilities, and select Remove Programs:

screenshot for tech tip 1/7/19

The Avecto Programs and Features Manager will appear. From here, you can choose the name of the program you wish to uninstall. Choose the program you want to delete and choose Uninstall from the top menu.

screenshot for tech tip 1/7/19

Tech Tip: Windows update to Libraries machines over break

By: Ryan Johnson

Windows Update to Libraries Machines Beginning This Week

I-Tech will be updating Libraries PC machines beginning this week to a new version of Windows.  The changes are minor, but you will notice a few differences when you log into your machine.

IMPORTANT: Please sign out of your machine when leaving for break(Don’t power down or lock the computer)

Below are the two major differences you will see on your desktop:

Cortana (Windows Search) will revert to a Full Search Box in your Taskbar:

windows search bar screenshot

To change this back to an icon or hide it completely, simply right-click on your Windows taskbar and Select Cortana and make your selection.  The default setting is to Show Cortana Icon.

show Cortana icon screenshot

  1. A People icon will also be added to your task bar in the new Windows update .  Show People icon for screenshot - tech tip              To remove this, right-click on your taskbar and click on “Show People on the taskbar”.

Tech Tip: Connecting to Roo on a Mac

By: Ryan Johnson

If you need to connect to network shares, press cmd-K or Connect to Server from the Finder’s Go menu. This will get you here:

Roo screenshot #1 for tech tip

From here you can select any of your saved favorites or manually type in the server address, and click Connect. However, there were some changes made via a Windows update (on the server) some months back. You must specify the full name of the server in the Server Address Field. (smb://roo.psul.psu.edu/). If you are using a saved favorite that does not have the full server name, you should recreate it and remove the old one.

If you just use the server name without a share name, you will get an authentication dialog:

Roo screenshot #2 for tech tip

Please add “@dce.psu.edu” after your username (ex: phb1@dce.psu.edu).

This will display a list of all the available shares. You can pick the one you want from here.

roo screenshot #3 for tech tip

Of course, if you typically only connect to one share, you can add it to the end of the server address field and save it as a favorite (the + sign) for use with one click later.

 

roo screenshot #4 for tech tip

Please review your saved favorites and recreate any that do not have the full server name.

Tech Tip: Kaltura —Tagging media best practice and tips

Name: Ryan Johnson

katura tags screen shot

When you first upload a video to My Media in Canvas or Penn State’s MediaSpace, Kaltura gives you the opportunity to add tags to your video so you and your viewers may easily find it. You can also add tags to your media after you upload it.

A tag is a label attached to something, in this case a video or media file. Tagging something classifies it to make it easier to find. Kaltura uses metadata, like tags, to classify and describe items, making browsing and searching easier. Tags are a great way to navigate and find your content in Kaltura. You should make tags as meaningful and relevant to the media as possible so that they can provide useful search results.

Unlike hashtags, which omit spaces, tags in Kaltura allow spaces between words. For example, a hashtag like #libraries in social media could just be libraries in Kaltura. You don’t have to worry about capitalizing your tags either. You can capitalize if you choose, without changing the search results.

Whenever you upload a media file to Kaltura, you can add your tags in the Tags field. You can also add tags later by editing the media details page.

Here are a few more tips:

  • Tags can be a useful way to group media. Using Kaltura in Canvas, instructors may want to choose tags related to their course syllabus. For example, if you want your students to watch a reading of The Tell-Tale Heart in your section on Edgar Allen Poe, an appropriate tag might be poe. Your students can search the course Media Gallery for poe and find all the media files with that tag attached.
  • If you have several pieces of media for one course, it is a good idea to tag them with the same course title/code and semester so that they can be located together in a search. This allows you to quickly locate specific course media on your My Media page. For example,ENG30 Fall 2018.
  • You can also tag media by topic. Some examples of topics include “weekly summaries,” “lab demonstrations,” “lesson number,” and “lectures.”
  • If you are collaborating on media with others, consider establishing a common tagging system with your development team to ensure that tags are consistently created and applied to your group’s media. Having a tagging system in place makes finding your content faster and easier.
  • If you are creating content for faculty, a good method of tagging is to use the course number, the instructor’s last name, and a subject area. Using this method, an appropriate tag for course EE200 taught by James Murphy, may look like this:
    ee200 murphy electrical engineering.
  • If you have content that is captioned for accessibility, you can add the tag “ADA” to your regular tags so people know it is accessible to viewers with disabilities.

 

Tech Tip: Office 365 (Outlook on the web) – Respond to a meeting request

By: Ryan Johnson

Office 365 meeting screen shot

Even if you don’t organize meetings and send invitations in Office 365, you may get invited to meetings now and then, so it’s a good idea to know how to respond to a meeting request if you get one.

When you’ve been invited to a meeting, you get a special e-mail message that offers these buttons:

  • Accept: Outlook on the web automatically adds the meeting to your schedule and creates a new e-mail message to the person who organized the meeting, telling that person your decision.
  • Tentative: The meeting’s automatically added to your schedule. A new e-mail message goes to the person who organized the meeting.
  • Decline: Just can’t make it? If you click Decline, Outlook sends a message to the meeting organizer to convey the bad news.  The meeting invite will disappear from your calendar.
  • Propose New Time: If the meeting organizer chose an inconvenient time, you can suggest another by clicking Propose New Time.

Important: If you do not send your response back to the organizer, they will not be able to track your response. In other words, it will appear as though you have not responded even though you had accepted or declined the meeting request.

Office 365 Meeting accept screen shot

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

By: Ryan Johnson

tech tip: 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: Forward a meeting when you’re not the organizer

By: Ryan Johnson

If you want to invite someone to a meeting you haven’t organized, you can forward the meeting to them. When the recipient receives the meeting request, it appears to come from the meeting organizer and the meeting organizer receives notification that you forwarded the meeting.

 

Forward a meeting when you’re not the organizer

To forward a meeting or meeting series that’s on your calendar:

  1. In the calendar, double-click the meeting to open it.
    • For a recurring meeting, click Just this one to forward a single meeting in the series or click The entire series to forward the entire series.
  1. On the main meeting menu (either Meeting, Meeting Occurrenceor Meeting Series), in the Actions group, click Forward > Forward.

forwarding screen shot for tech tip

  1. In the Tobox, enter the email address or addresses of the people you want to forward the meeting to, and then click Send.

Tech Tip: Screen Time in iOS 12

By: Ryan Johnson

Screen Time, introduced as part of iOS 12, figures to have the biggest impact on how to use your iPhone. With this feature, you can monitor just how you’re spending your time on your phone, from the apps your using to the number of times throughout the day you’re picking up the iPhone to glance at its screen.

You can even use Screen Time to put time limits on apps, set content filters, and even restrict your app usage when you should be winding down for bed.

There’s no dedicated app for Screen Time, so it might not be immediately obvious how it’s accessed when you first install iOS 12. All Screen Time features are actually available in the Settings app.

Screentime screenshot for tech tip

To begin using Screen time, follow the steps below:

  • Open the Settings app
  • Scroll down  to the “Screen Time” section that’s grouped with Notifications, Sounds, and Do Not Disturb.
  • Tap on “Screen Time” to see your usage statistics.

Using Screen time

When you open up Screen Time, a chart is displayed with information on your last 24 hours of iPhone usage, organized by each individual app or which app category you’ve used the most, such as Productivity, Games, Creativity, or Messages.

If you tap on that chart, you can see even more information from either the last 24 hours or the last 7 days, including your longest usage setting, the number of times you picked up your device during the day, and how many notifications you got, along with details on which apps are sending you the most notifications.

Tech Tip: Adobe Connect being replaced by Zoom and Kaltura

By: Ryan Johnson

tech tip graphics: Adobe Connect logo and Retirement sign

As discussed in last week’s Tech Tip, Zoom and Kaltura will be replacing Adobe Connect at Penn State.  Adobe Connect will be fully retired by May 17, 2019.  Read below for some common Questions/Answers about the transition.

Q: How long will I be able to use Adobe Connect to host meetings?

A: You will be able to host meetings using Adobe Connect until December 17, 2018. At that time, Adobe Connect will move to “read-only” status, which means recordings can still be linked to, but new recordings cannot be created and meetings cannot be hosted.

Q: How long will I have access to my existing recordings in Adobe Connect?

A: Even though you will not be able to host new meetings or create new recordings, you will have access to your existing Adobe Connect recordings until May 17, 2019.

Q: How are Kaltura and Zoom different from Adobe Connect?

A: While Adobe Connect shares certain web conferencing and media management features with both Zoom and Kaltura, Kaltura provides richer media management tools, a more robust integration with Canvas, and an integration with Zoom that automates media management workflows by automatically publishing Zoom cloud recordings directly to your private media repository in Kaltura.

Q: What will happen to my Adobe Connect recordings?

A: Media including training videos and lectures will be copied from Adobe Connect to Kaltura by Penn State Enterprise Information Technology during fall semester 2018. This means that all your existing Adobe Connect content will be available to you on your My Media page in Kaltura when the content is copied over.

Q: What will the migration process look like?

A: Although Kaltura will be available as of Aug. 20, 2018, users will still be able to live-stream, record videos, access recorded videos, and host meetings with Adobe Connect. Full access to Adobe Connect will continue through Dec. 16, 2018. Users will still be able to access Adobe Connect recordings in a “read-only” mode from Dec. 17 until May 16, 2019, but will not be able to create new content, host meetings, or record live streams with Adobe Connect in that span. All access to Adobe Connect will end on May 17.

Q: Where can I pose questions and/or concerns about the change?

A: Members of the Kaltura implementation team will be offering three, one-hour long, face-to-face and Zoom town hall sessions in late September and early October for members of the University community who want to learn more about the transition, ask questions, or voice concerns about it. A representative for Kaltura will also be in attendance. Further details on these sessions and information on how to register and submit questions in advance will be forthcoming.

Tech Tip: Kaltura is now available For all faculty, staff and students

By: Ryan Johnson

kaltura screen shot

Kaltura is now available for the University community to store, create and stream media to individual devices and through links embedded in Canvas. Kaltura will also work with Zoom, Penn State’s conferencing system, to provide a complete conferencing and streaming solution to replace Adobe Connect.

As a media streaming and storage platform, the Kaltura MediaSpace creates media storage options that can be used to create, upload, share, search, browse and listen to recorded audio and watch live or recorded videos, presentations and webcasts.

In 2016, the University determined that Adobe Connect was not meeting all live-streaming and media management needs. The following year, Zoom was introduced to Penn State to enhance audio and video conferencing abilities. Kaltura will serve as the final piece to the University’s conferencing and media management solution by providing unlimited media storage and integrating with Canvas to bring students and faculty members fast, reliable audio and video streaming.

Adobe Connect, the University’s current conferencing and media storage service, will be phased out over the 2018-19 academic year. Media including training videos and lectures will be copied from Adobe Connect to Kaltura by Penn State Enterprise Information Technology during fall semester 2018. Adobe Connect service will not be disrupted while media is being copied over to Kaltura and users do not need to take any action to move or copy content. Starting Dec. 17, Adobe Connect will be placed in a “read-only” state in which users can continue to view media but will be unable to edit or upload additional media. Adobe Connect will be completely retired as of May 17, 2019. Learn more about the Adobe connect retirement timeline on the Conferencing and Media Management website.

Training resources including a quick-start guide for students and Learning Paths for faculty, instructional content creators and non-instructional staff, available on the Kaltura website, so all Penn Staters can start learning how to create, edit, upload, watch and share content in Kaltura. Look for Kaltura and Zoom training for University Library staff this fall. Further information on how to install and use Zoom for audio or video conferencing is available on Penn State’s Zoom webpage.

For more information about Kaltura and the transition away from Adobe Connect, visit the Conferencing and Media Management website.

Tech Tip: Mobile security

By: Ryan Johnson

Tech tip graphic of cell phone

As the technology behind smartphones and tablets advances, it’s important to stay ahead of cyber criminals by keeping mobile devices secure.  Below are some steps you can take to make your device more secure.

Enable passwords
Smartphones and tablets are targets for criminals looking to steal your personal data. Because of this, it’s important to keep your mobile devices protected by always enabling home screen passwords and locks. These passwords can protect data on your devices if they are ever misplaced or stolen.

Find out more about enabling password protection on your mobile devices:

Locating or wiping a device
If your device is ever stolen or lost, there are a few steps you can take to ensure the security of your personal information. If you have location services turned on, you can locate your device or remotely wipe all information by using either Find my iPhone or Android Device Manager.

Find out more about these applications:

Additional tips for mobile security:

  • Don’t store sensitive, unprotected information on your mobile devices.
  • Only download apps from trusted sources.
  • Keep your devices’ operating systems up to date.
  • Back up your devices regularly.
  • Only connect to trusted Wi-Fi networks.
  • Be cautious of links in text messages from unknown or suspicious senders.
  • Wipe your devices of all data before selling them.