Information Technology

February 2025 Newsletter

We’re refreshing how we share University of Maine System (UMS) Information Technology (IT) updates to make them more user-friendly, relevant, and actionable. This newsletter is your go-to for:


✔️ Essential IT updates that keep you informed
✔️ Smart ways to maximize your UMS technology toolkit
✔️ Upcoming tools & resources to support your work


The UMS technology toolkit is more than just email and storage—it’s a powerful set of tools designed to help you connect, collaborate, and work securely. Over the next few months, we’ll be exploring how to get the most out of it, starting with inbox management.


Before we dive into this month’s tips, here are a few quick IT updates to keep you informed:


MFA participation is strengthening UMS security – Thank you for helping protect our community!
New IT Communications Strategy – Expect clearer, more user-friendly updates moving forward. Be on the look out for a technology survey!
A new IT resource website is coming – Soon, you’ll have easier access to training and support.
 
This Month’s Focus
Take Back Your Inbox


28%
⁉️Did you know? The average professional spends 28% of their workday on email, and each interruption can take up to 23 minutes to regain focus.

✅ Research shows that turning off notifications and triaging emails periodically, rather than constantly keeping up with them, can significantly reduce stress and boost productivity.

🚀 Your UMS Gmail tools include built-in features like automatic filters, and snooze (!?) to reduce inbox overload, prevent decision fatigue, and help you work smarter.
Want to dig in? Read more about work-email super actions! Stay tuned—next month, we’ll continue unlocking the power of your UMS technology toolkit.
 
Quick Wins to Reduce Email Stress
Let Automation do the Sorting


Use filters to sort messages automatically, making batch processing effortless:

Click the search bar
Enter sorting criteria (sender, subject, etc.)
Select ‘Create filter’ > Choose action
Master Email Filters in 1 Minute!

 
Stay Focused, Reduce Email Noise


Mute non-essential email threads to cut distractions from endless reply-alls. Gmail hides muted threads but keeps them saved:


Open the email thread you want to mute.
Click the three-dot menu at the top.
Select “Mute”—the thread moves out of your inbox but stays saved under the “muted” label.
End Reply-All Chaos — 1 Min Video!

 
Send Emails with Confidence


Use ‘Undo Send’ to quickly retract emails:


Open Gmail Settings (gear icon > See all settings).
Under the General tab, find “Undo Send” and choose a cancellation period (5-30 seconds).
Click “Save Changes”—now, after sending an email, you’ll see an “Undo” option to retract it.


Undo Sent Emails — 1 Min Setup!

 
Ready for More?
Advanced Tips for Email Peace of Mind
Gmail has even more productivity features to explore! Try:


✔ Save Mental Energy: Create Email Templates– Save time by creating reusable email templates for frequently sent messages.
✔ Clear Your Mind: Hide Email Until You Need It – Temporarily hide emails with the Snooze feature and have them return to your inbox when you’re ready to handle them.
✔ Share Securely: Protect Sensitive Information – Use Confidential mode to protect sensitive information with self-expiring messages, restricted forwarding, and SMS code protection.


💡 Deep Dive into Gmail Productivity: Explore Gmail Learning Paths



IT in Action
Keeping Systems Running Smoothly


Most of the time, IT works quietly in the background to keep everything running smoothly—so smoothly that you might not even notice.

Earlier this month, our infrastructure team, along with staff and leadership from across all areas of IT, prevented a major network outage across all UMS campuses before it could impact your work.


What could have caused widespread disruption instead became a routine 4 AM hardware swap, thanks to proactive planning and fast action from IT.


✔ Proactive Maintenance – Preventing major disruptions before they happen.
✔ Rapid Response – Teams worked overnight to ensure minimal downtime.
✔ Clear Communication – Advance notice and guidance kept users informed.
Thanks to this behind-the-scenes work, your day just started smoothly—checking email, logging into systems, and attending Zoom meetings—without a second thought. That’s what we aim for.
Noticed technology running seamlessly lately? If you’ve had a moment recently where things just worked, take a second to appreciate the IT team making it happen! Submit a shout out, and we’ll make sure it gets to the right people!
Submit an IT Shout Out!
 
Coming Soon
What’s Next in IT?
🚀 Next Newsletter Topic: Our upcoming edition will focus on smarter scheduling and calendar management — stay tuned for tips on optimizing your workflow!


🌐 New IT Resource Website Launching This Summer: We’re making it easier to find the IT resources and training you need. Expect how-to guides, training modules, and a more intuitive interface. More details coming soon!


💡 Vote for your biggest scheduling challenge: Next month, we’re covering smarter scheduling. Help us focus on what matters most to you!


Finding an Available Time that Works for Everyone 
Difficulty connecting tools (like Zoom Plugin and Google Calendar)
Struggling with back-to-back meetings
Something else?


Which scheduling challenge do you struggle with most? Share your input!
 
Need Tech Support?
IT is here to help! Reach out via email, phone or chat. Walk-in help is also available.


IT Support: 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