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IT News

Author: Cathy Rodriguez

September 27: Zoom requires all meetings to have a passcode or a waiting room enabled

Starting Septemer 27th, Zoom will be enhancing security measures by requiring all meetings to have a passcode or a waiting room enabled.

Zoom is changing from using the term password to passcode. A passcode is shared with meeting attendees so they can join a meeting. Password will refer to your login credentials. This move aligns with security guidelines which tells you to never share your passwords.

By default, Zoom will enable a waiting room if you don’t have a passcode or a waiting room set. The waiting room allows you to control when a participant joins a meeting. You can admit attendees one at a time or hold all attendees in the waiting room and admit them all at once.

If you have an existing meeting scheduled and you don’t want to use a waiting room, you will need to edit the meeting, add a passcode, and resend the meeting invite.

For more information, see Zoom’s FAQ Meetings Waiting Room and Passcode Requirements, July 2020 article. If you have any questions, contact the IT Help Desk (helpdesk@k-state.edu).

 

September 21: Microsoft Teams Essentials training

Microsoft Teams Essentials training is scheduled 2-3:30 p.m., Monday, September 21.

Register for the Microsoft Teams training course and learn ways to be more efficient in our teaching, learning, and remote work environments.

You can also arrange a training session for groups (departments, units, teams, etc.). Complete the group registration form if you are interested in scheduling a group training session.

Help with Microsoft Teams

A team has been created within Microsoft Teams to provide training and support for K-Staters. Sign in to Microsoft Teams and join the team using this link.

Benefits of using Microsoft Teams

  • Reduce the number of emails filling up your Inbox
  • Provides an alternative tool for web conferencing
  • Slick video/calls – without picking up a phone
  • Chat can occur in small and large groups
  • Quick turnaround time on some tasks
  • Use of Microsoft Teams does not require the use of VPN or remote desktop applications.

September 9: Introduction to Qualtrics training

Intro to Qualtrics trainingQualtrics surveys can be used for event registrations, satisfaction surveys, online forms, academic research, training, and more. Join us for an Introduction to Qualtrics training session from 2-3 p.m. Wednesday, September 9, via Zoom. All students, faculty, and staff who use this research suite are welcome to attend.

Topics to be covered:

  • Create and manage surveys
  • Customize the look and feel
  • Collaborate with others
  • Use block options and survey flow
  • Use display and skip logic
  • Distribute a survey
  • Run and analyze reports

Graduate and undergraduate students must work with an advisor/supervisor for access to Qualtrics using this request form.

Registration through HRIS is required. See Using HRIS to register for classes.

Microsoft Office versions set to retire on Oct. 13

Support for Office 2016 for Mac and Office 2010 for Windows will end on October 13, 2020. Microsoft will no longer provide technical support, bug fixes, or security updates. You can still use these versions, but you may encounter performance or reliability issues over time.

Starting on October 13, 2020, only these versions of Office will be supported for connecting to Office 365 (and Microsoft 365) services:

  • Microsoft 365 Apps for enterprise (previously named Office 365 ProPlus)
  • Microsoft 365 Apps for business (previously named Office 365 Business)
  • Office 2019, such as Office Professional Plus 2019
  • Office 2016, such as Office Standard 2016

For more information on related Office client support timelines, see the Microsoft 365 and Office system requirements matrix.

Additional information:

Cybersecurity: Be aware of phishing attacks

Phishing attacks use email or malicious websites to infect your machine with malware and viruses in order to collect personal and financial information.

K-State sees a rise in phishing attacks during certain times of the year. The beginning of the semester is one of those times. This Professor & Department Head phishing email is a scam we are currently seeing.

Professor/Dept. Head Phishing Attempt
Also, be cautious about anything COVID-19 related. Visit K-State’s scam blog to see recent phishing emails sent to K-Staters.

Tips to prevent becoming a victim of phishing scams:

  • Don’t reply to suspicious, unexpected, or strange email.
  • Be wary of email with urgent requests for your personal or financial information, or your sign-in credentials.
  • Don’t open unexpected or unusual attachments, attachments from strangers, or strange-looking emails.
  • Don’t click links in unexpected emails, emails you suspect are fraudulent, or if you don’t know the sender.
  • Don’t click Sign In links. Go to the business website and sign in there, or contact their customer service for help.
  • Avoid filling out forms in email messages that ask for financial information. Only share credit card information via secure website or telephone.

If you have any questions about phishing scams, contact the IT Help Desk (helpdesk@k-state.edu or 785-532-7722).

Email message encryption now available in Office 365

The Division of Information Technology has enabled the ability to encrypt email messages in Office 365.
Email encryption encodes the content of email messages to protect potentially sensitive information from being read by anyone other than intended recipients. Encryption makes the content of your emails unreadable as they travel to the recipient. If your message happens to be intercepted by a hacker, they can’t interpret the content.

 

Emails can be encrypted for both K-State and external recipients. See the knowledge base article for instructions on how to use this feature.

If you have any questions, contact the IT Help Desk (helpdesk@k-state.edu).

Free technology resources and services for faculty and staff

Division of Information Technology provides a variety of resources and services for free. Get your semester off to a good start by checking out a few of them.

  • Remote access to software – Remote access to software in the K-State computer labs provides students the ability to use specialty software and avoid having to purchase themselves. Popular software includes SAS, SPSS, Mathematica, and Matlab. Adobe Creative Cloud is not available for remote access. To see a list of all software available in the computing labs, visit the Software in the Computing Labs page. To learn how to access the software visit the Remote Access page.
  • Get a free copy of Microsoft Office for personal use on up to 5 PCs or Macs, 5 tablets, and 5 phones.
    Installation instructions:

  • Connect your mobile devices to K-State’s wireless network.
  • K-State Survey powered by Qualtrics. Faculty/staff and authorized students can use the K-State Survey System. It’s powered by Qualtrics, a comprehensive survey tool with more than 90 question types, simplified reporting tools, online training modules, a library of surveys to peruse, and more.
  • Use Zoom (video and audio conferencing) to meet virtually.
    Use Zoom to setup an online staff meeting, a training session, a class group meeting, and more. See the Using Zoom guide to get started.
  • Connect with the IT Help Desk.

Resources:

Send any IT-related questions to the IT Help Desk, helpdesk@k-state.edu, or call 785-532-7722.

Free technology resources and services for students

Division of Information Technology provides a variety of resources and services for free. Get your semester off to a good start by checking out a few of them.

Resources:

Send any IT-related questions to the IT Help Desk, helpdesk@k-state.edu, or call 785-532-7722.

Microsoft Teams Essentials training offered for August

Microsoft Teams Essentials training is now available for the month of August.

Training dates 
  • Aug. 10: 2-3:30 p.m.
  • Aug. 11: 10-11:30 a.m.
  • Aug. 12: 2-3:30 p.m.
  • Aug. 17: 2-3:30 p.m.
  • Aug. 18: 10-11:30 a.m.
  • Aug. 19: 2-3:30 p.m.
  • Aug. 24: 2:- 3:30 p.mm

Register for the Microsoft Teams training course and learn ways to be more efficient in our teaching, learning, and remote work environments.

You can also arrange a training session for groups (departments, units, teams, etc.). Complete the group registration form if you are interested in scheduling a group training session.

Help with Microsoft Teams

A team has been created within Microsoft Teams to provide training and support for K-Staters. Sign in to Microsoft Teams and join the team using this link.

Benefits of using Microsoft Teams

  • Reduce the number of emails filling up your Inbox
  • Provides an alternative tool for web conferencing
  • Slick video/calls – without picking up a phone
  • Chat can occur in small and large groups
  • Quick turnaround time on some tasks
  • Use of Microsoft Teams does not require the use of VPN or remote desktop applications.

Zoom is now integrated with Microsoft Teams

Zoom has been integrated into Microsoft Teams. The integration allows you to  to start, schedule, or join a meeting. You can even share your screen. You can interact with Zoom in the following ways:

  • Zoom app – pinned to the Teams App bar (left navigation).
  • Messaging Extensions – Zoom icon will be added to conversation toolbars.
  • Zoom Bot – allows you to use Zoom commands in Teams and channels.

Meetings can be created in Zoom or from within Microsoft Teams and they will display in both places.

We often hear should I use Microsoft Teams for meetings or Zoom. It is an individual choice. Microsoft Teams is proably better for individual or small group meetings (4-5 people) and Zoom for larger meetings.

Ready to give it a try?

Get started using Zoom in Microsoft Teams

Need help?