IT News, Maintenance, and Updates
August 2025 Newsletter
Your Guide to Everyday Time-Savers
Each month, we bring you quick updates, practical tips, and tech tools to help you get more done – without the stress. Whether you’re managing your inbox, your schedule, or your files, our goal is to make your technology work for you.
This month, we’re focusing on ways to cut clicks and save time through shortcuts and automations.
Before we dive into this month’s tips, here are this month’s University of Maine System (UMS) IT updates to keep you informed:
New Chief Information Security Officer (CISO): We are pleased to welcome Steven G. Jensen as our new CISO, effective September 1, 2025. He brings extensive experience leading security programs at global organizations and in higher education, and will help advance our system-wide security posture. We also thank retiring CISO John Forker for more than 30 years of public service and for building the foundation that protects the University of Maine System today.
New IT Solution Intake Website: We’ve launched a streamlined website to make it easier to request IT solutions. The new site helps you connect faster with the right team for your technology needs. Visit the Intake Site →
Explore AI at Work: A new 6-week online course from the Maine Graduate & Professional Center helps UMS employees use generative AI to save time, improve communication, and solve real work challenges. Starts Sept 3. No tech background needed. UMS employees receive 20% off. Register today →
What You told us about getting ready for Back to School
Last month, we asked readers in our newsletter poll which tips would help most during back to school season. Here’s what you told us (63 total responses):
Shortcuts and automations to make everyday tasks easier – 30
Help knowing where to go for tech trouble – 14
Tips for navigating systems and tools you already use – 12
Smarter ways to manage meetings and video calls – 7
This month’s tips are shaped by your top picks, and we’ll do it again next month.
Be on the lookout for this month’s poll at the bottom of the newsletter!
This Month’s Focus:
Automate the routine. Guide the open-ended.
85%
AI usually helps — but not always. In a recent meta-analysis with more than 7,000 participants, and 4,000 collaborative tasks people did better with AI than alone in 85% of cases — yet true ‘AI synergy’ only showed up 42% of the time.
Research shows shortcuts pay off differently depending on the task: automations handle routine steps best, human + AI works best for open-ended problems, and in some judgment-heavy cases the fastest path is still going solo.
Your UMS tools include time-savers like Gmail filters, calendar booking links, and file templates, and AI tools like Perplexity, Microsoft 365 Copilot, and ChatGPT. The trick isn’t using everything — it’s choosing the shortcuts that actually cut steps for you.
Want to dig in? Explore the research on when humans + AI work best. Stay tuned—next month, it’s all about spreadsheets: practical ways to save time and get more from your data.
Quick Wins for Saving Time
Start New Online Docs Instantly
No need to click through menus to create Google files. This feels like magic!
In your browser address bar, type: doc.new, slide.new, or form.new
Hit Enter — your new Google file opens immediately
Works for Docs, Sheets, Slides, and Forms
Pro Tip: This also works for Microsoft with word.new, ppt.new, excel.new and forms.new
Start Docs Instantly — 30 Sec Video
Manage Email Approvals
Check approvals on your schedule without losing urgent messages.
In Gmail, open Settings → “See all settings”
Go to Filters and Blocked Addresses → “Create new filter”
Enter sender or subject (e.g., “approvals”)
Select Skip the Inbox + Apply label
Check that folder once per day on your schedule
Tame your Inbox — 2 Min Video
Wishing for a Personal Assistant?
Setup a custom ChatGPT assistant that knows exactly what you need – zero code required.
Click GPTs and select Create.
Give it a name and description
Add your instructions and examples
Click Create. Use your custom GPT whenever you need a consistent draft. Pro Tip: Not sure what to include? Just tell ChatGPT what you want your assistant to do, and ask it to generate the instructions for you.
Build a Custom GPT – 1 Min Video
Ready for More?
Advanced Tips for Automation
Google Calendar offers powerful features for next-level organization Try:
Kickstart with Google Apps Script Libraries – Use Google’s prebuilt starter libraries to automate common tasks without starting from scratch. Keyboard Shortcuts at Your Fingertips – Master the most-used shortcuts across tools:
Google Workspace Master Shortcut List
Gmail
Google Sheets
Google Drive
Google Chat Deep Dive into Google Automation: Explore App Script Learning Paths
UMS IT in Action
Behind the Scenes of IT Solution Intake
IT Solution Intake Site Launches in SharePoint
When departments need an IT solution, the first step is often the hardest — figuring out where to start. The new IT Solution Intake Site, launched in SharePoint, brings everything into one place: clear guidance, process overviews, and a streamlined request form.
Behind the scenes, this was a cross-team effort. The ACIOs, Project Management team, and Information Security worked together to design a page that makes intake and discovery smoother without adding red tape. The goal: to make it easier for faculty and staff to understand the process, submit requests, and get the right support sooner.
Behind every visible change is a lot of invisible work. This launch is a strong example of how UMS Information Technology works to solve complex problems and deliver tools that support your experience.
Have you noticed technology running more smoothly lately?
Whether it’s a seamless login, fast support, or things just working the way they should – it’s no accident. Behind the scenes, IT teams across the system are keeping everything moving.
Last month, we received 13 shoutouts — our highest yet! Each one highlighted the difference IT colleagues make every day, from solving problems under pressure to making technology feel effortless.
Shoutouts can come from anyone in the University of Maine System — and we encourage IT staff, too, to recognize the great work they see from colleagues. Every shoutout is celebrated internally in IT via email.
It only takes a minute to make someone’s day!
Submit an IT Shout Out!
Looking Ahead
Your Input Shapes Next Month’s Tips Next Newsletter Topic: Next month, we’ll be focusing on spreadsheets and data — from Google Sheets to Excel and beyond. We’ll share practical ways to save time, avoid frustration, and get more from your data. But your input helps decide which challenges we unpack and which tips we highlight.
What would make you feel more confident working with data?
Knowing which tool to use for which job
Learning advanced formulas/functions
Visualizing data for impact
Sharing and collaborating securely
Need Tech Support?
UMS IT is here to help! Reach out via email, phone or chat. Walk-in help is also available.
IT Support: UMS IT Support Portal
Email: help@maine.edu
Phone: 1-800-696-4357
LiveChat: IT Support LiveChat
You may also connect with your local campus IT Office
July 2025 Newsletter
Your Guide to Making Progress
Each month, we bring you practical tips, quick updates, and tech tools to help you get more done without the stress. Whether you’re managing your inbox, your schedule, or your files, our goal is to make your technology work for you.
This month, we’re focusing on ways to manage tasks and projects – how to break work into manageable parts, collaborate smoothly, and keep things moving, even when you’re juggling a lot.
Before we dive into this month’s tips, here are this month’s University of Maine System (UMS) IT updates to keep you informed:
Last call for Windows 11 Upgrade Deadline – Microsoft has announced the end of support for Windows 10. If you’re using an eligible university-managed device, it will need to be upgraded to stay secure and supported.
UMS has the tools, timeline, and support in place to help make the transition as smooth as possible. You must upgrade to Windows 11 by August 1.
For details on who needs to upgrade, how to start, and what support is available, visit the Windows 11 Upgrade FAQ.
This Month’s Focus
Make Progress, Not More Work
3x
People who track goals are up to 3× more likely to succeed. A meta-analysis of nearly 20,000 people found that recording or sharing progress significantly improves follow-through (Harkin et al., 2016). Visible Progress fuels motivation. When setbacks pile up, momentum drops. Clearing friction and noticing forward movement keeps people going, even when things get messy. Your UMS Toolkit includes Digital tools like Tasks, Keep, and Sheets that do more than organize work — they support momentum. This issue highlights simple ways to turn invisible effort into visible progress.
Want to dig in? Explore the research behind tracking goals. Stay tuned– next month, we’ll explore how to stay on top of back to school!
Quick Wins for Visible Progress
Assign Tasks in GChat Spaces
Do you collaborate with your team to get work done using GChat? Consider using a Space instead of a group chat to help everyone keep track of chats, docs, and tasks!
Create a GChat Space – or convert a group chat you already have!
Add the Space members
Create and assign tasks
Check you calendar to see tasks!
Create a Space – 2 Min Video
See Progress with Timeline Views
Use Google Sheets to track work for you or your team? Timeline view helps you visualize schedules, collaborations, and project flow!
Open Google Sheets
Make sure each row has separate columns for start and end dates.
Select the data > Insert > Timeline
Use the right hand menu to customize the cards!
Visualize with Timelines – 1 Min Video
Connect Sticky Notes to Events
Use Google Keep to track those quick notes or reminders and track them by event! You can even share them, or set reminders for yourself.
When you are creating an event, look for the Google Keep Icon in your right hand tool bar (yellow square with light bulb).
Click Take a note.
Add your details and click Done.
Click the three dots to open in Keep to see more options!
Connect Notes to Events – 1 Min Video
Ready for More?
Advanced Tips for Task Management
Your UMS Toolkit offers powerful features for task and project management Try: Grab text from images in Google Keep – Extract typed text from photos. Create a project based calendar – Use Google Calendar to share progress. Assign a task in Gmail – Access Spaces from Gmail and assign tasks to your group Automatically Make Tables in Sheets – Create color coded tables with columns automatically based on your data type! Deep Dive into Project Management: Explore GDrive Learning Paths
Submit an IT Shout Out!
Have you noticed technology running more smoothly lately?
Whether it’s a seamless login, fast support, or things just working the way they should – it’s no accident. Behind the scenes, IT teams across the system are keeping everything moving.
We’ve received twelve shoutouts so far recognizing the behind-the-scenes work that makes a real difference. Let’s keep it going!
Those of us in UMS IT are often the ones who see that work up close – so don’t hesitate to shine a light on your colleagues. All shoutouts are celebrated internally in IT via email.
It only takes a minute to make someone’s day!
Submit an IT Shout Out!
Looking Ahead
Your Input Shapes Next Month’s Tips Next Newsletter Topic: We’re building next month’s tips around what helps people feel most ready for fall. Whether you’re supporting students, leading projects, or just getting your own rhythm back—what would make a difference for you right now?
What helps you feel most ready for fall?
Shortcuts or automations to make everyday tasks easier
Tips for navigating systems and tools you already use
Help knowing where to go — and who to ask — when tech gets confusing
Smarter ways to manage meetings and video calls
Need Tech Support?
UMS IT is here to help! Reach out via email, phone or chat. Walk-in help is also available.
IT Support: UMS IT Support Portal
Email: help@maine.edu
Phone: 1-800-696-4357
LiveChat: IT Support LiveChat
You may also connect with your local campus IT Office
June 2025 Newsletter
Your Guide to Smoother Collaboration
Each month, we bring you practical tips, quick updates, and tech tools to help you get more done without the stress. Whether you’re managing your inbox, your schedule, or your files, our goal is to make your technology work for you.
At the heart of each issue is a research-backed insight – a small, proven change that makes a measurable difference in day-to-day productivity.
This month, we’re focusing on document collaboration – how to share, edit, and move work forward without version confusion or tool overload.
Before we dive into this month’s tips, here are this month’s University of Maine System (UMS) IT updates to keep you informed:
Windows 11 Upgrade Deadline Approaching – Microsoft has announced the end of support for Windows 10. If you’re using an eligible university-managed device, it will need to be upgraded to stay secure and supported.
UMS has the tools, timeline, and support in place to help make the transition as smooth as possible. You must upgrade to Windows 11 by August 1. For details on who needs to upgrade, how to start, and what support is available, visit the Windows 11 Upgrade FAQ. What You Told Us About Document Collaboration
Last month, we asked readers in our newsletter poll which collaboration challenges matter most. Here’s what you told us (73 total responses):
Working across Google and Microsoft tools (30)
Avoiding version mix-ups or duplicates (25)
Keeping track of edits and comments (12)
Knowing who can see or edit a file (6)
This month’s tips are shaped by your top picks, and we’ll do it again next month. Be on the lookout for this month’s poll at the bottom of the newsletter!
Research Insight
Tame Collaboration Overload with Structure
80% 80% Say Collaboration Overload Is Getting in the Way. In a study of 31,000 people, collaboration overload was linked to fragmented workdays, low energy, and slower output. The good news? Teams that assign ownership and structure their collaboration see faster progress with less frustration. Research shows that applying structure – like assigning roles or staging edits – can reduce collaboration overload and help teams move work forward more efficiently.
When collaboration is scattered, people are more likely to duplicate effort, miss key input, or delay decisions. Your UMS tools include Google Drive, Google Docs and Micsrosoft Word. This issue highlights features like Google Drive’s Compare files and send email with Docs to cut clutter and boost focus – plus a quick guide to the difference between edit tracking in Google Docs and Microsoft Word.
Want to dig in? Explore the research behind collaboration overload. Stay tuned– next month, we’ll explore how to work on creative documents without frustration!
Quick Wins for Collaboration
Microsoft Word or Google Docs?
Need feedback on a doc? Choose your tool based on how detailed the edits need to be:
Use Google Docs for fast drafting:
Easy for collaborative feedback
Best for informal edit processes
Watch: Google Docs Suggestions – 2 min
Use Microsoft Word for attributed editing:
Tracks and attributes all edits by person
Best for formal edit processes Watch: Word Track Changes – 2 min
Compare File Versions Fast
Not sure which version is the right one?
Use Google Docs’ Compare Documents to spot differences fast:
Open a Google Doc and go to Tools > Compare documents
Select the earlier version you want to compare against
Google will create a new document showing all differences as suggestions
Review, accept, or reject edits to finalize your version
Compare Files — 30 Sec Video
Stop Copying into Gmail
Skip the Gmail draft shuffle – write, review, and send in one place. Perfect for team-announcements, policy updates, or anything that needs eyes before sending.
Type @email draft to insert a built-in email layout
Add recipients, subject, and message right in your doc
Collaborate on wording before sending –no copy/paste needed
Click the Gmail icon to send directly from Docs
Send Email from Docs – 2 Min Video
This Month’s AI Tip
Talk to AI like a Teammate
We are trying out a new monthly feature! This section now features an on-topic AI tip. These tips come from real use cases found helpful by your UMS colleagues.
AI works best when you treat it like a teammate, not a tool. Don’t just drop in keywords or questions, talk to it. You’ll get better results when you provide context, name the audience for the document, and clearly state what you want to achieve.
Try this prompt with your favorite AI to clean up and finalize shared drafts
“Rewrite this so it reads in one clear, consistent voice for [your audience]. Use a professional tone and remove any duplicated content. Then include a checklist comparing key details from the original – what was kept, reworded, or left out.”
This kind of prompt helps AI act like a smart partner – one that supports your thinking, not replaces it, and makes its edits transparent.New to AI? Start here → Learn what’s available in the UMS AI Ecosystem.
UMS IT in Action
Behind the Scenes of the
Technology Review Process
A Faster, Friendlier Technology Review Process
When you request a software technology review, it kicks off an important behind-the-scenes process – making sure that what you use is secure, accessible, and aligned with University of Maine System (UMS) guidelines. But until recently, that process could be time-consuming and confusing.
That’s why UMS Information Technology (UMS IT), in collaboration with campus Equal Opportunity and Disability Services offices, redesigned the Technology Review process from the ground up. The result? A faster, more user-friendly experience that gets you the support you need – without the red tape. What’s New:
A simpler form with 50% fewer questions (launching in July)
Review times cut in half – most reviews now take under 10 days on average.
A new checklist-based accessibility plan to support those without ADA expertise
Expert support is built in – you’ll get guidance, not guesswork
These changes make it easier for you to get your tools approved, and safer for the entire UMS community. By participating in the review process, you reduce risk, gain peace of mind, and ensure the tools you use are fully supported.
Have you noticed technology running more smoothly lately?
Whether it’s a seamless login, fast support, or things just working the way they should – it’s no accident. Behind the scenes, IT teams across the system are keeping everything moving.
We’ve received twelve shoutouts so far recognizing the behind-the-scenes work that makes a real difference. Let’s keep it going!
Those of us in UMS IT are often the ones who see that work up close – so don’t hesitate to shine a light on your colleagues. All shoutouts are celebrated internally in IT via email.
It only takes a minute to make someone’s day!
Submit an IT Shout Out!
Looking Ahead
Your Input Shapes Next Month’s Tips Next Newsletter Topic: Whether you’re designing materials, editing PDFs, or just trying to make things look polished—creative work can take more time than it should.
Next month, we’ll spotlight tools that help you design, edit, and share more efficiently (no design degree required). To make sure we cover what matters most:
Your vote shapes what we cover next – thanks for being part of it.
Creating visuals or graphics (e.g., flyers, images, social posts)
Formatting documents or presentations
Editing or combining PDFs
Collecting comments or signatures on a file
Need Tech Support?
UMS IT is here to help! Reach out via email, phone or chat. Walk-in help is also available.
IT Support: UMS IT Support Portal
Email: help@maine.edu
Phone: 1-800-696-4357
LiveChat: IT Support LiveChat
May 2025 Newsletter
Your Guide to Digital Clarity
Each month, we bring you quick updates, practical tips, and tech tools to help you get more done – without the stress. Whether you’re managing your inbox, your schedule, or your files, our goal is to make your technology work for you.
This month, we’re tackling digital organization, with a focus on finding what you need, when you need it.
Before we dive into this month’s tips, here are this month’s University of Maine System (UMS) IT updates to keep you informed:
Windows 11 Upgrade Deadline Approaching – Microsoft has announced the end of support for Windows 10. If you’re using an eligible university-managed device, it will need to be upgraded to stay secure and supported.
UMS has the tools, timeline, and support in place to help make the transition as smooth as possible. You must upgrade to Windows 11 by August 1. For details on who needs to upgrade, how to start, and what support is available, visit the Windows 11 Upgrade FAQ. What You Told Us About File Clarity
Last month, we asked readers in our newsletter poll which file challenges matter most. Here’s what you told us (57 total responses):
Knowing when to use Shared Drives vs. My Drive – 20
Finding the files I need – 18
Understanding who has access to my files – 11
Knowing which version is the right one – 8
This month’s tips are shaped by your top picks, and we’ll do it again next month. Be on the lookout for this month’s poll at the bottom of the newsletter!
This Month’s Focus
Cut the File Clutter. Reclaim Your Focus. Burnout’s #1 Digital Driver? Overload. In a study of 133,000 people, digital overload – scattered files, constant switching –was more strongly linked to burnout than job pressure or long hours. The good news? Small changes in how we store and access information can help reduce friction and bring back focus. Research shows that returning to one consistent location for your files or information can reduce digital fatigue and help you stay focused.
When information is scattered across platforms or folders, people are more likely to avoid tasks, feel stressed, and struggle to stay organized. Your UMS tools include Google Drive, OneDrive, and SharePoint. This issue highlights features like Google Drive’s Starred menu and priority workspace to cut clutter and boost focus – plus a quick guide to the difference between OneDrive and SharePoint.
Want to dig in? Explore the research behind digital fatigue. Stay tuned—next month, we’ll explore how to work together on documents without version headaches.
Quick Wins for File Clarity
Know Where to Save
Avoid lost files and access issues:
Personal files → OneDrive (Microsoft) or My Drive (Google)
Shared files → SharePoint (Microsoft) or Shared Drives (Google)
OneDrive files are deleted 30 days after someone leaves unless someone puts in a ticket to have them transferred.
To avoid losing access, keep shared work in shared spaces – not personal drives
OneDrive or SharePoint? – 2 min video
Find What Matters Fast
Google Drive’s Star menu helps you keep key files within reach:
Right-click a file or folder, then choose Organize > Add to Starred
Open your Starred menu from the left sidebar to access favorites quickly
Use it as a personal anchor – mark what matters, skip the search
Update your stars anytime – add or remove as priorities shift
Star Drive Items — 30 Sec Video
No More Folder Diving
You don’t have to scroll through every folder!
Use the search bar in Google Drive or OneDrive to find files by name, keyword, or person
Click the filter icon to narrow results by type, owner, or last modified date
For shared files, try searching by the name of the person who shared it
Add files you access often to your Starred (Google) or Shortcuts (Microsoft) list for even faster access
Use Advanced Search – 30 Sec Video
Ready for More?
Advanced Tips for File Clarity
Google Calendar offers powerful features for next-level organization Try: Change your Google Drive Folder Colors – Use color to organize! Manage File Sharing with Confidence – Use the “Share” button to see exactly who has access. Adjust permissions or remove old collaborators in a click. Create Drive Shortcuts – Place a shortcut to a shared file or folder in your own Drive to keep everything accessible—without making copies. Use the Details Panel – In Drive or SharePoint, open the “Details” view to see recent edits, who’s viewed the file, and when changes happened. Deep Dive into Files Management: Explore GDrive Learning Paths
UMS IT in Action
Behind the Scenes of a Smarter SearchSystemwide Course Search is live in MaineStreet
When students logged into MaineStreet on May 15, they found something new. For the first time, they could search for courses across all University of Maine System campuses in one place. What they didn’t see was the effort behind the scenes that brought this tool to life.
UMS Information Technology partnered with student systems experts from every campus and technology provider HighPoint to design and launch the new tool on a fast-moving timeline. The team focused on delivering real value to students in time for fall registration without disrupting existing systems. Behind the Launch:
Designed by functional experts to match real academic workflows
Launched early to support upcoming semester planning
Real-time updates reflect the latest course changes as they happens
Direct registration from search results – available to eligible students in MaineStreet
Behind every visible change is a lot of invisible work. This launch is a strong example of how UMS Information Technology works across institutions to solve complex problems and deliver tools that support the student experience.
Have you noticed technology running more smoothly lately?
Whether it’s a seamless login, fast support, or things just working the way they should – it’s no accident. Behind the scenes, IT teams across the system are keeping everything moving.
We’ve received eight shoutouts in the last two editions recognizing the behind-the-scenes work that makes a real difference. Let’s keep it going!
Those of us in UMS IT are often the ones who see that work up close – so don’t hesitate to shine a light on your colleagues. All shoutouts are celebrated internally in IT via email.
It only takes a minute to make someone’s day!
Submit an IT Shout Out!
Looking Ahead
Your Input Shapes Next Month’s Tips Next Newsletter Topic: We’ll be focusing on how to co-edit, comment, and stay in sync when working in shared files. We’ll feature tools like Google Docs and Microsoft Word – but your input helps decide which challenges we unpack and which in-tool features we highlight.
Your vote shapes what we cover next – thanks for being part of it.
Keeping track of edits and comments
Avoiding version mix-ups or duplicates
Knowing who can see or edit a file
Working across Google and Microsoft tools
Need Tech Support?
UMS IT is here to help! Reach out via email, phone or chat. Walk-in help is also available.
IT Support: UMS IT Support Portal
Email: help@maine.edu
Phone: 1-800-696-4357
LiveChat: IT Support LiveChat
You may also connect with your local campus IT Office