May – June 2018 Faculty and Staff Technology News

The Spam Quarantine Email Returns to Your Inbox

and other updates for staff email

ECU is modernizing staff email to prepare for the upcoming move to Office 365

So far, the online archive folder is now active, and we’ve turned on Microsoft Exchange Online Protection which includes a spam filter, encryption tool and a data loss prevention service.

You may have noticed you now periodically receive a spam quarantine email. While we are still in the process of refining this tool, here’s what you can do right now to manage your quarantined messages.

There are four maintenance actions from which to choose:

  1. Do nothing. Captured messages are deleted after 14 days.
  2. Release a message back to the Inbox. Click the Release to Inbox link from the spam notification message. This is a one-time event, and subsequent emails from the same address will continue to be quarantined.
  3. Report as Not Junk. Click the Report as Not Junk link in the spam notification message. Messages from this address go directly to Microsoft for analysis.
  4. Unsubscribe to the newsletter. Most unsubscribe links are at the bottom of a marketing email. Release a quarantined message, open it and click the unsubscribe link found at the bottom of the message.

Next Steps

Enterprise Vault Items. With the retirement of the Enterprise Vault, we are now preparing to migrate stored items back to your email account. For current staff, the last three years of vaulted email will return to your Inbox – mailbox size will expand to accommodate both current messages and vault items – and all other vault items older than three years migrate to your online archive folder.

Retired and non-employee vaulted messages move back to the Inbox as the Online Archive is not available for these users.

Staff Email Moves to Office 365. Once all other features are in place, staff email will migrate to Office 365 during 2018-2019. We will announce more on this as details become available.

ITCS Spotlight

Linda Barry receives Internet2Inclusivity Award

Lisa Barry, a member of the ITCS Network Services Team, was recently awarded the Internet2 Inclusivity Award. One of four women to receive the award, Lisa attended the Internet2 Global Summit held the week of May 6 in San Diego.

The Internet2 Inclusivity Award is a scholarship established in 2014 by the Internet2 community as part of a larger community-led effort to improve diversity and inclusion in the information technology field within research and education. This scholarship provides recipients the opportunity to engage in discussions around the latest applied innovations and best-practices for their campuses, as well as access to mentors and a network of women IT and technology professionals.

Lisa joined ITCS in 2015 as a network engineer and quickly demonstrated her aptitude for advanced networking challenges. She currently serves as a network analyst with responsibilities that include administration of enterprise-level network services including firewalls, VPN systems, intrusion detection and prevention systems. Lisa also maintains identity services, access control systems and load balancing for backend servers. She is dedicated to providing excellent user experiences while maintaining a high standard of network security and performance.

To learn more about the Internet2 community, visit their website.

Sensitive Information, Encryption and You

Email encryption easy as 1-2-3

Do you work with sensitive information? Do you email that information from your computer or a copier to parties outside the ECU network? Then take note: Encryption is a simple two-step process that keeps sensitive information out of the wrong hands.

Email is never secure as hackers can, with the appropriate tools, steal a message while it is in transit between the sender and recipient. Therefore, it is required that email containing sensitive information sent outside the ECU network be encrypted.

Encryption options

Encryption scrambles a message’s text so that it is unreadable. You have two ways to do this with ECU email:

Option 1. Tag the message as sensitive (Windows)

  1. From the email’s menu bar, click the bottom right arrow in the Tags section. The Properties dialog box opens.
  2. From the Sensitivity drop-down menu, choose Confidential.

Option 2. Encrypt a message using [sendsecure] (Windows or Mac)

  1. Type the words, [sendsecure] anywhere in the subject line of an email. Be sure to include the brackets.

Decryption process

Once received, the recipient clicks, Read the message, to begin decryption of the email. The recipient is prompted to

  1. Log in to a Microsoft, Yahoo or Google account, OR
  2. Generate a one-use passcode to open the message.

Recipient follows the prompts in the dialog box. See these step-by-step encryption/decryption instructions that include screen shots for more details.

Encryption is REQUIRED when sending to users outside the ECU network. However, it is not necessary to encrypt information when sending from ECU employee to ECU employee.

Caution!

Encryption can only be set through the email system – information emailed through a copier is NOT encrypted. If you need to send a copy of sensitive information to someone outside the ECU network, first send the copied information to your email Inbox, then send to the recipient using Option 1 or Option 2 through your ECU email account.

For further information, visit the email encryption website.

Sync Your Files to OneDrive for Business

Anywhere access for your
non-sensitive ECU information

We all know Piratedrive is available and approved for storage of ECU sensitive data.

And then there’s OneDrive for Business cloud storage as part of our Office 365 subscription. This 1TB space allows you to store, share, collaborate and edit your information from anywhere.

But did you know you can now automatically sync files from your computer to your OneDrive storage?

Set up the sync feature on your computer:

Log in to pirate365.ecu.edu and open your OneDrive space (click the app launcher, upper left).

Click the Get the OneDrive apps link (lower left of the screen).

Follow the operating system-specific prompts for set up.

Visit the OneDrive page to learn about other features of your OneDrive space. Or see this OneDrive training from Microsoft.

June IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

WordPress Official Website Training

Wednesday, June 13

9:00 a.m. – 12:00 p.m.

Austin 309

Thursday, June 28

1:00 p.m. – 4:00 p.m.

Austin 309

WebEx for Instruction: Virtual Classroom

Thursday, June 14

2:00 p.m. – 4:00 p.m.

Joyner East 204

Wednesday, June 20

10:00 a.m. – 12:00 p.m.

Online

Web Accessibility

Tuesday, June 19

9:00 a.m. – 10:30 a.m.

Online

VoiceThread

Monday, June 25

10:00 a.m. – 11:30 a.m.

Online

TurningPoint Audience Response System Workshop

Tuesday, June 12

10:30 a.m. – 12:00 p.m.

Joyner East 204

March 2018 Technology News

ECU Email Evolves

Here’s your roadmap

Over the next few months, ECU is modernizing faculty and staff email. There are four steps to this remodel:

  • Enable the new cloud-based Online Archive folder
  • Switch to Office 365 Exchange Online Protection
  • Move Enterprise Vault items back to your mailbox
  • Migrate staff mailboxes to Office 365
Online Archive Folder – March 29

Your Online Archive will be enabled on March 29. The online archive is 100GB of storage that resides in the folder pane of Piratemail and Outlook (Windows only) and is available whether on or off campus. To learn more, visit the email refresh page.

Microsoft Exchange Online Protection – April 8

On April 8, ITCS boosts email security by switching to the cloud-based Microsoft EOP service. There are three distinct parts to Microsoft’s EOP:

  • A malware and spam filter
  • An encryption tool
  • A data loss prevention service

The EOP transition should be seamless as we are updating current tools. For example, you will still receive a spam notification.

Enterprise Vault Restoration – Begins April

The last three (3) years of stored Enterprise Vault items move back to your email account. Older items, over three (3) years, migrate to your Online Archive folder.

Email Migration to Office 365

During FY2018-2019, staff email will migrate to Office 365. Please stay tuned for further announcements and visit the email refresh website.

ITCS Team Spotlight

Operations | Systems & Application Support

Have you ever wondered who keeps the ECU network humming, even during the middle of the night, holidays and weekends? This is just one of the responsibilities of our Operations team – they wear many hats.
Three shifts also give after-hours assistance in customer support, 24/7 Data Center maintenance, building security and safety, with a few hardware tasks thrown in as well. Manager Rocky Howell says that, “Our team’s responsibilities are wide-ranging, but we enjoy the variety and opportunity to keep abreast of all aspects of information technology. We do all we can to support ECU users.”

After-Hours Customer Support

If you require assistance with an IT resource after the Help Desk is closed, Operations is available to reset your passphrase, unblock your account and send out campus-wide emergency notifications.
Additionally, Operations provides limited Tier 1 technical support to callers during nights and weekends. They always try to solve your problem on the spot, but if resolution isn’t possible, they forward your request to the appropriate team.

Data Center Equipment and Performance Monitoring

Operations is also a major player in our four campus data centers. Not only do they install and remove servers, server racks and other networking equipment, they monitor server performance as well as network performance and Banner activity through the appropriate software programs to make sure these systems are running as efficiently as possible.

Building Security and Maintenance

Security is a huge concern for any university, and ECU is no exception. While other ITCS teams research standards and policies for information technology, Operations monitors Data Center security through closed circuit TVs and hourly walk-throughs of the Cotanche Building. This team also controls building access through key management and visitor badges.

Inventory Management

In between building walk-throughs, systems performance monitoring, and user support, Operations is also charged with removing and destroying the hard drives from retired ITCS computer systems and management of all ITCS equipment inventory.
While no special certifications are required for a position with Operations, graduation from a four-year institution with a major in IT, computer science, telecommunications or a closely-related field is desired. The experience necessary for this team includes hardware installation, power usage, circuit panel and AC know-how, network connections and more.

Did You Miss October’s NCSAM Presentations?

It’s not too late – they are now online

During the October 2017 National Cyber Security Awareness Month, ITCS Information Security invited speakers to discuss security best practices for the workplace. If you missed these great presentations live, we’ve now posted them online:

Expanding ecuBIC Capabilities – Introducing Power BI!

Produce interactive dashboards and reports

Banner users and other ECU staff who create specialized reports using East Carolina University’s Business Intelligence Center (ecuBIC) can now access the Power BI analytics tools to produce interactive dashboards and reports. Power BI simplifies data preparation, exploration and visualization resulting in both internal and external information viewable from your office desktop or mobile device.
To learn more, join us during our next stop on the ecuBIC Futures Roadshow, where we will provide a demo-packed presentation of the Power BI feature set.

ecuBIC Futures Roadshow
Thursday, April 19
8:30 to 10:00 a.m.
Mendenhall Student Center, Room 221
Registration in Cornerstone (login required)

Questions? Contact Manager Scotty Stroup, ITCS Enterprise Analytics.

Students Can Now Copy and Scan Documents Through Pirate Print

There is no charge to scan

Students can now copy and scan documents in several campus computer labs. Copies cost $0.02 for b/w and $0.10 for color (per page). There is NO CHARGE to scan.

  • Brody 2L37 | Fletcher Music Library | Health Sciences Campus Student Center
  • Joyner Library | Laupus Library | Umstead Hall | Ross Hall

To learn more, visit the Pirate Print website.

April IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

WordPress Official Website Training

Wednesday, April 11
9:00 a.m. – 12:00 p.m.
Austin 309

Tuesday, April 24
1:00 p.m. – 4:00 p.m.
Austin 309

University Writing Portfolio Orientation

Wednesday, April 11
10:00 a.m. – 11:00 p.m.
Joyner East 204

TurningPoint Audience Response System Workshop

Wednesday, April 4
9:00 a.m. – 10:30 a.m.
Laupus Library Room 2502G

SabaMeeting Virtual Classroom

Thursday, April 19
10:00 a.m. – 12:00 p.m.
Austin 309

SabaMeeting Intermediate Training

Wednesday, April 11
3:00 p.m. – 5:30 p.m.
Laupus Library 2502G

CommonSpot Beginner Training

Tuesday, April 17
2:00 p.m. – 4:00 p.m.
Austin 309

February 2018 Technology News

Thursday, February 22, 2018

Office 365 productivity tools launched

Our Office 365 subscriptions just keep getting better and better! On February 19th, ITCS launched four important apps that make any project, whether it’s a group assignment or committee presentation, far more organized, informed and professional than ever before.

Teams. Bring your project group together in one work space through the Teams app. Features include private or team text conversations, video and audio conferencing, file storage, OneNote and Planner project tools. Everything your team needs in one place.

To get started, visit the Teams page to see the features you can use. Then, go to the Microsoft Teams training page to help your work group get started with this powerful tool.

Planner. Organize your project into “buckets,” set deadlines and assign tasks to keep everything on track. See the Microsoft Planner page to learn about all its features, then use the Lynda.com training course to learn how your project group can benefit.

Forms. Create and distribute polls, quizzes and surveys. As results are submitted, use the built-in analytics to evaluate your data. Exporting to Excel also available.

Please note: Forms is a lightweight app to collect feedback and is subject to the same terms and conditions regulating ECU’s survey tools, Qualtrics and REDCap. See the Forms page to read the terms and conditions and learn how Forms works.

Sway. Create image-rich, multimedia presentations using existing documents or from scratch. Embed video, audio, maps, documents and photos – Sway walks you through the process for reports, newsletters, projects and more. Add a password and share the link to your creations stored on the Sway website.

Learn about Sway’s features through the Microsoft Sway website and then access the Lynda.com video course. Ready to start using these powerful productivity tools?

Log in to pirate365.ecu.edu and click the app launcher icon to access these and other Microsoft productivity apps.

 

Vishing – New Name for an Old Problem

Protect your information at home and at work

Vishing, or voice phishing, is a scam that occurs over the phone. Most often, you receive a phone call from someone giving a fictitious name who attempts to trick you into revealing personal or financial information. This information is then used for identity theft, financial fraud or other criminal activity. However, as the saying goes, “forewarned is forearmed,” and learning to recognize a vishing phone call is one more weapon in your IT security arsenal.

Learn to catch a vish

Vishers (scammers) may offer non-existent, extravagant prizes, products or services to lure you in and then request your credit card number or other personal information to cover “associated fees” or the like.

Other common examples include:

  • Offers from a company with which you’ve never done business.
  • Offers from a business of which you’ve never heard.
  • An announcement that you have won a prize in a contest you did not enter.
  • Promises of unrealistic returns for your money.
  • Pressure to make immediate decisions to give the caller:
    • Money
    • Financial account information
    • Personal information
    • ECU information, including coworker names, contact or personal information
  • Threats of consequences—such as fines or penalties.
  • Unprofessional, hostile or even obscene language.
  • Unsolicited calls offering to help you with debt, unpaid taxes or previous cases of fraud.

You can learn more about these and other signs of a scam from the Federal Trade Commission (FTC) phone scam page.

Protect your information
  • If suspicious of a caller, ask him for a name and number. Advise him you will call back. Then, find the organization’s number on an official website and try to contact the person. If the caller refuses to provide this information or is persistent in asking you for information, advise him that you will not assist and disconnect the call.
  • Do not pay fees for prizes or rewards offered by phone.
  • The IRS will never ask for debit or credit card numbers by phone or demand immediate payment using specific methods like prepaid gift cards, debit cards or wire transfers. The IRS will generally contact you first via U.S. Mail.
  • Do not send money or give out personal information (such as credit card numbers and expiration dates, bank account numbers, dates of birth, or Social Security numbers) in response to unsolicited phone calls from unfamiliar companies or unknown persons.
  • Don’t trust caller ID. Phone numbers and caller identities can be faked. There have been reports of forged phone numbers from government offices, businesses and institutions.
  • Follow this guidance from the FTC:

If you receive what you suspect to be a Vish or believe you have given out university information to a scammer over the phone, please report this to the IT Help Desk 252.328.9866 | 800.340.7081.

 

March IT Training

Register through Cornerstone

www.ecu.edu/itcs/help/cornerstone

CommonSpot Beginner Training
Wednesday, March 21
9:00 a.m. – 11:00 a.m.
Austin 309

Creating Accessible Content for Instruction
Tuesday, March 13
11:00 a.m. – 12:00 p.m.
Austin 309

iWebfolio E-Portfolio Training
Thursday, March 15
3:00 p.m. – 4:00 p.m.
Laupus Library Room 2502G

SabaMeeting Virtual Classroom
Tuesday, March 20
10:00 a.m. – 12:00 p.m.
Online

Thursday, March 22
3:00 p.m. – 5:00 p.m.
Joyner East 204

University Writing Portfolio Orientation
Monday, March 12
12:00 p.m. – 1:00 p.m.
Joyner East 204

VoiceThread
Tuesday, March 6
2:00 – 3:30
Joyner East 204

Wednesday, March 21
9:00 a.m. – 10:30 a.m.
Online

WordPress Official Website Training
Wednesday, March 14
9:00 a.m. – 12:00 p.m.
Austin 309

Tuesday, March 27
1:00 p.m. – 4:00 p.m.
Austin 309