News and Updates

Antivirus Software Migration

As ITS finalizes the migration to a new Antivirus product, users may see the previous product (Trend Micro Apex One) display with a red icon in the taskbar (seen below). In this instance, the red icon indicates that the product has been uninstalled and will need a restart to complete the process. Users may do this at their convenience during the day, otherwise the process should complete overnight. If the icon persists, please call the Help Desk at 814-332-2755, or submit a ticket at WebHelpDesk.

Antivirus Software Migration

ITS is in the process of migrating to a new Antivirus platform called Carbon Black, which has been rolling out to all Windows devices over the last few days. You will notice the Carbon Black icon (example below) in the System Tray. Once the rollout is complete, ITS will remove the current Antivirus product, Trend Micro Apex One.

ALERT: Phishing attempts

Reports of phishing attempts were brought to the attention of LITS today by several in the Allegheny community. The message includes a link that appeared to be going to Allegheny’s Web Help Desk, but actually directs the user to a malicious page.

This is a good reminder to be cautious when receiving unexpected emails.

If you get a message you think is phishing/spam:

  1. Do not click on links in the email or reply to the email.
  2. If you know the sender, reach out to the sender by other means (for example, via chat or phone, or in person) to confirm whether they did legitimately send the message.
  3. If you don’t recognize the sender, be especially cautious before taking any action.
  4. Report it as spam/phishing in Gmail.

Please do not hesitate to contact the InfoDesk at infodesk@allegheny.edu to report phishing attempts or obtain more information.

LITS always encourages safe account practices and would encourage you to visit the LITS website to change your password if you ever feel that your account credentials have been compromised.  In addition, 2-step verification provides an added layer of protection against this possibility.

Tech Tip Tuesday: Mark your important tasks with a star in Google Tasks

From the Google Workspace Updates blog:
“In Google Tasks, you can now mark important tasks with a star. This is similar to functionality that already exists in Drive today. Additionally, you’ll be able to view or sort your starred items across various tasks lists in the new starred view.
We hope this update makes it easier for you to prioritize your tasks and quickly navigate to important tasks across your projects. “
Screenshot showing the star function in Google Tasks on web and on mobile
Feel free to suggest topics for future Tech Tips you’d like to see!

Tech Tip Tuesday: Join a Google Meet call from Docs, Sheets, or Slides

From within Google Docs, Sheets, or Slides, you can now join a Google Meet call right in the same window. Students working on a group project, faculty discussing an assignment with students, or colleagues collaborating for work now have more convenient ways to work together.

Just click on the Google Meet icon next to the Share button to see your upcoming scheduled meetings, start a new meeting, or add a meeting code for an existing meeting. The meeting will open in a sidebar in the document you’re working on.

 

If you create a new meeting, Google Meet will provide you with a link you can share with others to join you.

The first time you use this feature in your browser, you will need to give permission for Google Docs to use your microphone and camera.

Screenshot of Google Docs dialog asking permission to use microphone and camera

You may also see a popup alerting you that you’re not presenting the document and giving you a link to share the document in the Meet.

Screenshot of an alert in Google Docs reading "You're not presenting in this call" and providing a link to share for others to collaborate on the document

 

You will also have the option to shrink the Meet panel using the Picture-in-picture feature, or to pop the Meet panel out to a separate tab in your browser.

Feel free to suggest topics for future Tech Tips you’d like to see!
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Tech Tip Tuesday: Unexpected Google Calendar Notifications

Have you ever had a colleague or classmate tell you they got a notification for your Google Calendar event they weren’t part of? There are a couple of possible explanations, each with its own solution.

1. If you have granted another person at Allegheny permission to change and edit events in your Google Calendar, they may receive notifications like this. You can check by going to your Google Calendar and clicking on the Options menu (the three dots next to the calendar name):

image.png
Then choose Settings and sharing.
 
Scroll down to the section titled Share with specific people.If you see the other person’s name there, check to see what permissions they have. If they have either of the last two options in this list– Make changes to events or Make changes and manage sharing— that might explain why they’re receiving notifications:
Screenshot of the sharing options in Google Calendar
You can either remove those permissions, or let them know that they can ignore the notifications for events for which you haven’t sent them an invitation.
2. If they have subscribed to your calendar, they may also receive notifications, even without those permissions. In this case, the fix will need to be at their end. Here’s how they can fix it:
In Google Calendar, under Other calendars, if they see the name for your calendar, they can click on the Options menu using the same three dots, and then choose Settings:
image.png
They can then check under three sections of the settings — namely, Event notificationsAll-day event notifications, and Other notifications. They can alter or delete their notification settings for your calendar from there.
Feel free to suggest topics for future Tech Tips you’d like to see!
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DSpace Login Issues

LITS is investigating login issues with DSpace.

For assistance with submitting a senior project, please contact Brian Kern at <bkern@allegheny.edu> or by calling 814.332.3792.

For assistance with accessing committee minutes or other password-protected information, please contact Ruth Andel at <randel@allegheny.edu> or by calling 814.332.2398.

Tech Tip Tuesday: Phone Changes

A black-and-white photo of an antique telephoneWith changes to personnel and office locations, sometimes uncertainty arises about how to handle phone setups.

Employees who move from one location on campus to another, and who will be keeping the same extension, can simply take their existing phone with them to their new location. When it’s plugged in, the extension stays the same even though it’s now in a different building. LITS does ask to be notified when a phone moves to a different building, so we can update records for emergency calls to be routed correctly.

If for some reason their extension needs to change, or if a new employee is coming into an office that already has a phone, please notify LITS so we can update the phone setup to reflect the new extension and caller ID.

In the event of such changes, we just ask you to open a Web Help Desk ticket with the Request Type “Phone”, and an LITS technician will follow up with you.

Finally, in the event that there is a phone that will no longer be used, please let LITS know.

 

 Today’s Tech Tip was suggested by an Allegheny College employee. Feel free to suggest topics for future Tech Tips you’d like to see!

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Tech Tip Tuesday: Password Resets

As you probably know, your Allegheny account password expires once a year. Before it expires, you can always reset your password on the Password Change page.

But even if your password has already expired, you may be able to reset it yourself, as long as you’ve set up an alternate email or phone number in Self Service ahead of time. While this is not required, it can make account recovery easier.

And as always, if you need assistance, the InfoDesk is available to help you. Just stop by the InfoDesk in Pelletier, or contact us at infodesk@allegheny.edu or by phone at extension 3768 (814-332-3768 from off campus).

Feel free to suggest topics for future Tech Tips you’d like to see!

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Tech Tip Tuesday: Preserving Your Work Beyond Graduation

Silhouetted image of five people in graduation robes and caps against a sunset sky.
Image: “The Graduates” by Luftphilia.

With graduation fast approaching, LITS would like to remind graduating seniors: you can hold on to some of the content you’ve created in their time here at Allegheny. Since your Allegheny account is not permanent, LITS recommends that you take steps to preserve your content. We’ve created a step-by-step guide on how to migrate your content to a personal Gmail account. You can choose to migrate information from various Google services, such as Google Docs, email messages, and Google Calendar. It’s best to begin the process early, so that you have time to ensure you have what you need.

And if you haven’t already done so, don’t forget to submit your Senior Project to Allegheny’s online Senior Project archive!

Feel free to suggest topics for future Tech Tips you’d like to see!

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Image used under a Creative Commons CC BY-NC 2.0 license.