Information Technology

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