In these unusual times, with most of us working or studying from home, we need to be even more vigilant and aware of our cyber-security. In particular, look out for ‘spear phishing’ campaigns that attempt to steal valuable information and plant malicious software.
Spear phishing emails and media posts can be highly sophisticated and difficult to spot. They are carefully drafted and often appear to be sent by a friend or company you know, a colleague or even a senior member of the University. You may be asked to share sensitive information or to access a file or document which contains malicious software.
What should I do?
If you are unsure the request is genuine, simply delete it
Don’t respond, open any attachments or click any links
If the request seems unusual or unexpected, check directly with the sender (preferably by telephone)
These requests are not genuine and should just be deleted
The University will never ask for your password
If you receive an email asking for your password or sensitive details, it’s a scam
If you would like further guidance or if you have clicked on a link and provided any details, please contact the IT Service Desk on 0191 208 5999.
The toolkit highlights the options available for off-site access to University IT services and software. It provides guidance on which services to use, depending on the task, along with advice on the equipment or software you may need.
Find out more about remote working:
Accessing your email, calendar and files
Collaboration tools to help teams and study groups stay connected
Normal IT support services will close at 1700 on Friday 18 December and re-open at 0800 on Monday 4 January.
As usual the Out of Hours Helpline service will provide 24/7 telephone support throughout, including Christmas Day, Boxing Day and New Year’s Day. Support is available via our usual telephone number 0191 208 5999.
Calling all Team Owners! Take a moment to check your Teams privacy settings.
By default all Teams created are Private and only members can see the content and conversations. If a Team Owner sets a team to Public it will be discoverable by anyone in the University- staff or student. They can view all files and documents in the Public team and join the Team without requesting permission.
The Flexible Learning website has some great guides for arranging online meetings in Canvas, taking you step by step through the process to set up Teams or Zoom meetings in our new VLE.
Prevent attendees from unmuting during Teams meetings
When you organise a meeting in Teams, you’ll see a new setting on the options page titled “Allow attendees to unmute.” This can be toggled before the meeting starts to ensure attendees cannot unmute themselves during the meeting. By default “Allow attendees to unmute” is on, i.e. attendees can unmute themselves freely during the meeting.
Take control of noisy notifications
As we are added to more and more Teams the noise level can increase. Fortunately, the new notifications options should make it easier for you to quieten the app down. Go to Settings>Notifications to set your preferences.
Whether you are looking to use Zoom for the first time, need a refresher on a specific topic or just want to see what’s new, we are running another batch of our popular Zoom tutorials starting next Tuesday 13th October.
We had over 600 participants attend our previous sessions and have over 100 people signed up already for the next ones.
We run 3 x 30-45 minute sessions, covering the basics like signing in and screen sharing scheduling through to breakout rooms, annotations and polls.
When you log in you will have access to a Getting to Know Canvas course. This will take you through the key areas of Canvas and includes screencasts of the Canvas interface and how to submit an assignment.
Once you log in you will see an online Canvas Orientation course. This is a comprehensive online training resource developed for all Newcastle University colleagues and can be accessed 24/7 from your Canvas dashboard. You also have your own personal Canvas practice course.
Colleagues are also encouraged to sign up for Canvas webinars and can book a place using the links below:
Take a look at a range of help guides and videos on the Canvas website and don’t forget Canvas 24/7 support is available to all colleagues and students for any of your ‘How do I’ Canvas questions direct from the Canvas Help Menu or via telephone on + 44 808 189 2336.
Where can I find out more?
The Canvas website includes lots of useful information for both colleagues and students. You can find FAQs, watch an Introduction Video and find out more about the benefits of our exciting new VLE.
From 27 September, Zoom will require that all meetings have a Passcode or a Waiting Room enabled. The update is designed to improve the security of your meetings.
What if I don’t have a Waiting Room or Passcode enabled by 27 September? If neither is enabled, Zoom will automatically enable a Waiting Room for your meetings. If you already have a Passcode or Waiting Room enabled, nothing will change.
How do I enable Waiting Rooms or Passcodes?
You can log into your Zoom portal and go into settings to enable a Passcode or Waiting Room.
Remember: If you decide to add Passcodes to an existing meeting, calendar invites will need to be resent to include the Passcode.
As learning continues to move online, Microsoft introduces a collection of new (and upcoming) features in Teams. Highlights include an expanded 7×7 gallery view, breakout rooms for small group collaboration and more analytics arriving in time for the next academic year.
Several new features will be of importance to educators and students:
Use a custom background for your video
7×7 gallery view for group meetings
New Breakout Rooms to allow for smaller group discussion
You may have seen the creative backgrounds people are using on Zoom. They are great if you don’t want colleagues to see your choice of home decor (or the pile of ironing on the bed!). But how do you add a background to your Zoom chat? And what if you’re after something a little more professional?
Zoom’s virtual background feature allows you to display an image or video as your background during a meeting. It’s simple to set up: