Announcement – Page 133

O365 and “Clutter”

o365-720p Last summer, Microsoft introduced a new feature for email accounts hosted in Office 365. The feature, known as Clutter, helps manage your inbox by filtering out the low-priority email. The email server keeps track of the messages you read and the ones you don’t. It then begins routing emails you are most likely to ignore to a “clutter” folder. While this seems like a nice feature to have, many important SMU emails for students are being overlooked since they are not in the inbox.

As a result, OIT will disable the clutter feature for all SMU accounts in Office 365 on April 27 at noon. Students who want this feature enabled can turn it back on. However, they should also make a habit of reviewing items in their clutter folder daily. To re-enable this feature, do the following:

Login to Outlook via webmail (office.smu.edu)
Click on the Application launcher and select Mail
On the navigation bar, go to
Settings > Options > Mail > Automatic processing > Clutter
Select “Separate items identified as Clutter.”
Click Save

If you enable Clutter, there are ways to help Microsoft learn what is important to you and what is not. Similar to using the Junk Mail rules in the Outlook client, simply right-click on the message in your inbox that is junk and click “Move to Clutter“. If a message is sent to your Clutter folder incorrectly, right-click and choose “Move to Inbox.” A review of the clutter folder should be conducted on a daily basis, however, to ensure you aren’t missing important messages.

Duo Two-Factor Authentication Live Thursday April 21.

At 9:30 AM on Thursday, April 21, 2016, OIT will implement two-factor authentication for all SMU employees to certain online services, starting with my.SMU. This rollout includes student workers. The two-factor authentication utilizes a solution from Duo Security called Duo Mobile.

What is Duo and what does it mean to me?

Duo two-factor authentication (2FA) adds a second layer of security to online services. Verifying your identity using a second factor (like your phone or another mobile device) helps prevent anyone but you from using your SMU account to log in to a protected service, even if they know your password. In other words, Duo provides assurance that only you can access protected information.

Duo and my.SMU

The first system to be protected with Duo two-factor authentication is the Payroll, time reporting, HR & Benefits areas of my.SMU. This will provide protection for your direct deposit accounts, bank routing information, tax statements, and other sensitive employee data. Your access to Web Clock will also be protected.

What do I need to do?

Download the Duo Mobile app from your smartphone’s app store. Duo Mobile works with Apple iOS, Google Android, BlackBerry, Palm, Windows Phone 7, Windows Mobile 8.1 and 10, and J2ME/Symbian.
Don’t have smartphone, don’t worry. You can also use a landline, tablet, or an SMS.
On April 21, use your desktop or laptop computer to log in to my.SMU and access secure information, such as your past paychecks or W2.
Follow the on-screen DUO enrollment instructions. We suggest having your smartphone available to scan a QR code with the Duo Mobile app.
Add a second device, such as your office phone, to Duo.

Step by step instructions can be found at blog.smu.edu/itconnect/2016/03/29/duo-two-factor-authentication-2fa-setup/

To find out more about Duo two-factor authentication, including FAQs about Duo and video tutorials, please visit the Duo service page at smu.edu/duo.

If you have any problems or concerns, please contact
the IT Help Desk at 214-768-HELP (4357).

Migration of Locker.SMU to Box

Earlier this year, Box@SMU was implemented as the new file storage and sharing application for SMU. Box@SMU is the replacement solution for Locker.SMU, which will be decommissioned later this summer.

On April 11, OIT will modify the permissions on Locker.SMU (both user and Org Space) to read-only access. This modification will ensure no new data was stored on Locker.SMU while we transfer the content to Box@SMU. Individuals and departments will still be able to access any content currently stored in the application. However, no new files or changes to existing files will be available.

During this transition time, you are encouraged to do one of the following if you need to share new content or modify existing content:

Utilize your individual Box space (available at smu.edu/box)
A folder within your department’s Box space to use for your organizational files may be requested in advance. A Box@SMU request form can be found at help.smu.edu to facilitate this request.

For more information on the transition, please see “Moving from Locker.SMU to Box” at blog.smu.edu/itconnect/2016/04/01/moving-locker-smu-box/

If you have any questions about Box@SMU, feel free to
contact the IT Help Desk at 214-768-HELP (4357).

Duo Two-Factor Authentication Live Thursday April 7.

Duo Goes Live Thursday April 7. At 9:30 AM on Thursday, April 7, 2016, OIT will implement two-factor authentication for SMU staff to certain online services, starting with my.SMU. On April 21st, the two-factor authentication requirement will be expanded to all SMU employees. The two-factor authentication utilizes a solution from Duo Security called Duo Mobile.

What is Duo and what does it mean to me?

Duo and my.SMU

What do I need to do?

Download the Duo Mobile app from your smartphone’s app store. Duo Mobile works with Apple iOS, Google Android, BlackBerry, Palm, Windows Phone 7, Windows Mobile 8.1 and 10, and J2ME/Symbian.
Don’t have a smartphone, don’t worry. You can also use a landline, tablet, or an SMS.
On your desktop or laptop computer, log in to my.SMU and access secure information, such as your past paychecks or W2.
Follow the on screen DUO enrollment instructions. We suggest having your smartphone available to scan a QR code with the Duo Mobile app.
Add a second device, such as your office phone.

Step by step instructions can be found at blog.smu.edu/itconnect/2016/03/29/duo-two-factor-authentication-2fa-setup/

To find out more about Duo two-factor authentication, including FAQs about Duo and video tutorials, please visit the Duo service page at www.smu.edu/oit/services/duo.

If you have any problems or concerns, please contact
the IT Help Desk at 214-768-HELP (4357).

Technology Upgrade Project

Each year, the University sets aside funding to upgrade classroom technology and designated computers. Historically, these upgrades occur all year long. OIT will introduce a new process this year to target a majority of these upgrades during the summer months.

Although compressing the schedule offers several challenges, it also offers several benefits. By ordering several hundred computers at one time, we are able to secure the hardware at a reduced cost, thus allowing us to upgrade more machines. It also allows us to minimize the impact to faculty during the heavier academic terms. The Client Architecture team, who oversees the installations, will have more time to focus on lab management and software distribution during the academic term with less oversight on upgrades. In addition, older hardware tends to be more problematic. So ensuring that the technology is refreshed regularly decreases the number of hardware related disruptions.

Under the Technology Fund, primary computer and instructional computers are eligible to be replaced after a certain timeframe. In order to receive funding, the computer must be assigned to a faculty or staff member and have a current LANDesk agent installed and functioning. Individuals with eligible machines will receive an email during the second week of April. That email will contain a link to the survey which requests additional information, and allows those individuals to recommend a date for their installation. Once the schedule has been established, they will receive a confirmation email with the date and time of the appointment. The installation itself should take one hour unless there is a very large amount of data to be transferred.

We have made several changes to our install process to expedite the process as much as possible. During the summer months, Premier Logitech will increase their staffing to accommodate the larger workload. Since this will bring a lot of new faces onto campus, each technician will be wearing a Premier Logitech badge to identify themselves. We hope to complete between 800-1200 computer upgrades during the summer months.