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Author: Cathy Rodriguez

Save time by using Outlook templates

Posted on by Cathy Rodriguez

Do you find yourself writing the same email over and over? Save time and streamline your workflow by using templates in Outlook on the web. Whether you frequently send meeting requests, status updates, or responses to common inquiries, templates can help you work smarter, not harder.

Creating and using email templates in Outlook on the web

Creating a template

  1. Compose a new email message as you normally would and then copy the message.
  2. On the toolbar, click the Message tab.
  3. On the toolbar, click the My Templates button.
  4. Click the + Template link.
  5. Give your template a name and paste your message into the text box.
  6. Click Save to store your template for future use.

Using a saved template

  1. Open a new email.
  2. On the toolbar, click the Message tab.
  3. On the toolbar, click the My Templates button.
  4. Click on the three-dot menu in the email toolbar.
  5. Customize as needed and hit Send.

By integrating email templates into your workflow, you’ll reduce repetitive typing, improve response times, and maintain consistent messaging.

Send an encrypted email in Outlook

Posted on by Cathy Rodriguez

Email encryption is used to encode the content of email messages to protect potentially sensitive information from being read by anyone other than the intended recipients. Encryption makes the content of your emails unreadable as they travel to the recipient.

You can encrypt messages by using the encrypt button on the toolbar or by typing one of the following keywords at the beginning of the subject line followed by a colon:

  • PCI:
  • PHI:
  • confidential:
  • secure:
  • encrypt:

Encrypt an email using the Encrypt button in Outlook on the web

  1. Sign in to Outlook on the web.
  2. Create your email message as usual.
  3. Click the Options tab and then click the Encrypt button.
  4. Choose Encrypt or any of the other permission options.
  5. Send the message.

You can also encrypt email in the desktop apps. See the Sending encrypted email in Outlook knowledge base article for instructions on how to encrypt emails on the desktop apps.

Organize your workflow with Microsoft Lists

Posted on by Cathy Rodriguez

Microsoft Lists is a simple yet powerful app that helps you organize, track, and collaborate on tasks and information. It integrates seamlessly with Microsoft 365, making managing work across your existing tools easy.

Why use Microsoft Lists?

  • Boost productivity: Reduce manual tracking and let Lists do the heavy lifting.
  • Improve collaboration : Keep everyone aligned with a central source of information.
  • Stay flexible: Customize lists to match your unique workflow.
  • Enhance visibility : See project progress at a glance with different viewing options.

How to Use Microsoft Lists for workflow organization Continue reading “Organize your workflow with Microsoft Lists” →

Find the status of IT services

Posted on by Cathy Rodriguez

Do you need to check the status of an IT service? K-State continuously monitors core IT services and related components. Service updates are available on the IT Status Hub, categorized as follows:

  • Up (green): Service is running and fully functional.
  • Affected (yellow): Service is experiencing partial disruptions.
    Note: Some services may be marked as Affected during maintenance windows or intermittent disruptions.
  • Down (red): Service is currently unavailable.

On the IT Status Hub page, you can also see notifications of any current events, a maintenance calendar and a service history.

 

 

 

Stay safe this tax season

Posted on by Cathy Rodriguez

Cybercriminals ramp up attacks early in the year, often impersonating the IRS, H&R Block or TurboTax. Protect your data and keep your refund secure with these quick tips.

File early

Filing as soon as possible reduces the risk of tax fraud. Scammers use stolen Social Security numbers to file fake returns. If someone files before you, reclaiming your refund is a long process.

Use an IRS identity protection PIN(IP PIN)

An IRS IP PIN adds an extra layer of security, preventing unauthorized tax filings with your Social Security number.

Enable two-factor authentication 

Use two-factor authentication on your IRS account, tax software and bank accounts to prevent unauthorized access.

Beware of tax scams

Cybercriminals pose as the IRS, tax preparers and banks. Watch for:

  • Fake IRS contact: The IRS won’t email, text or message you.
  • Urgent threats: Scammers push for immediate action.
  • Requests for sensitive data: Never share Social Security numbers, bank information or passwords via email or phone.
  • Suspicious links and attachments: Clicking on a link or opening an attachment could install malware.

Vet your tax preparer

Ask how they protect client data, who has access and whether they use encrypted storage and secure backups.

Back up your tax records

Make digital and physical backups of your tax documents. Store electronic copies in an encrypted cloud storage service or an external hard drive or both. Keep printed copies in a secure location. The IRS generally recommends retaining tax records for three years, but depending on your situation, you may need to keep them longer.

Report scams

If you think you are the target of a tax scam, report it immediately.

Stay vigilant, file with confidence and don’t let scammers steal your refund!

Free IT equipment checkout

Posted on by Cathy Rodriguez

The Sunderland Foundation Innovation Lab offers a variety of IT equipment that students, faculty and staff can check out for free. Available equipment includes laptops, digital camcorders and cameras, projectors and more.

Equipment reservations can be made by calling 785-532-4918 or emailing
itcheckout@k-state.edu. Equipment can be picked up at the Sunderland Foundation Innovation Lab, Hale Library, Room 235.

Please bring the following with you when you come to checkout equipment:

  • Your eID
  • Your WID
  • Your K-State ID card
  • A direct phone number where you can be reached

See the Equipment Checkout website for details on policies, procedures, and available equipment. Office hours: M-F, 8 a.m. to 5 p.m.

New Cybersecurity training available Feb. 3

Posted on by Cathy Rodriguez

The Division of Information Technology (IT) is launching its latest cybersecurity training course on Feb. 3 as part of our commitment to maintaining a secure digital environment. This annual training is a vital component of the university’s Secure Access initiative and is mandatory for all faculty, staff and student employees through the State of Kansas ITEC Policy 7230 – Information Technology Enterprise Security Policy section 8.0 Awareness and Training Standard.

The invitation to the training will be delivered to your inbox on Feb. 3 from system@listmos.com.

Key details

The training period starts Feb. 3 and ends on March 31. The training must be completed by March 31. Employees who have not completed the training by April 14, 2025, will lose access to university systems until the training is finished.

New features

This year’s training introduces a “test-out” experience designed to streamline the process and make it more efficient. The following are the enhancements to the training:

  • Pre-test option: Users can take a pre-test to demonstrate their cybersecurity knowledge.
  • Targeted training: Based on the pre-test results, the training will tailor the content. You will only need to watch videos for sections where you answered questions incorrectly.

This personalized approach minimizes time spent on material you already understand while ensuring you receive necessary instruction on topics where improvement is needed.

Support and Questions

For assistance or questions about the training, contact the IT Service Desk:

Stay proactive and help keep our university’s digital environment safe by completing your training on time. Thank you for your cooperation!

Find contact information for K-Staters using the K-State People Search Directory

Posted on by Cathy Rodriguez

Would you like to contact someone at K-State but don’t have their contact information? Use the K-State People Search Directory to find contact information for students, faculty, and staff.

To access the directory, visit the K-State People Search Directory or type in your search at the top of any K-State web page and select the people tab.

People Search Directory webpage

Student information

Student personal information will not be shown unless you are signed in with your K-State credentials. If you are signed in, the following information will be displayed:

    • Name (preferred name)
    • Student Classification (e.g., Freshman, Sophomore, Junior, Senior)
    • Major
    • Email

Faculty/staff information Continue reading “Find contact information for K-Staters using the K-State People Search Directory” →

Microsoft 365: Free for students, faculty and staff

Posted on by Cathy Rodriguez

Microsoft 365, an office collaboration suite, is available for free for K-State students, faculty, and staff. It includes tools such as email, calendar, office applications, file storage space, and more. You can access the suite from your desktop, web browser, or phone.

What’s Included?

Microsoft 365 gives you access to a range of apps and services designed to simplify your workflow and spark your creativity. The following are a few of the basic apps:

  • Microsoft Word for creating polished documents.
  • Excel for crunching numbers and analyzing data.
  • PowerPoint to design standout presentations.
  • Outlook for managing your email and calendar.
  • Teams for seamless communication and collaboration.
  • OneDrive for secure file storage and easy sharing.
  • OneNote for organizing information and collaborating with others.

Continue reading “Microsoft 365: Free for students, faculty and staff” →

Create, distribute and analyze surveys using Qualtrics

Posted on by Cathy Rodriguez

Qualtrics logoQualtrics is a powerful survey tool that empowers the K-State community to collect and analyze data with ease. It is available to all faculty and staff. It’s also accessible to graduate and undergraduate students by request.

The default configuration is unlimited surveys per user with the ability for 25,000 emails, thank yous, reminders, and survey responses in a seven-day rolling period. Surveys that involve human subjects must be approved by the Institutional Review Board (IRB). See the Qualtrics Support page for more information.

Sign in to Qualtrics (https://kstate.qualtrics.com/) with your eID and password.

Highlighted Features

  • Variety of question types: multiple choice, matrix tables, text entry, descriptive text, graphics, rank order, timing, and more.
  • Library of existing surveys, questions, graphics, and messages that users can customize and use.
  • Branching and display logic so you can define user-tailored survey path.
  • Email and contact list triggers.
  • Quotas.
  • Advanced analytics.
  • Collaborate and share surveys.
  • Multiple distribution options, including Qualtrics e-mailer, survey URLs (public and private) and more.
  • Ability to monitor survey progress and send reminder and thank-you messages.
  • Ability to create reports, graphs, charts, and statistical results of response data
  • Export data in a variety of ways including SPSS and other statistical packages

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