IT News, Maintenance, and Updates
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
You may also connect with your local campus IT Office
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.
#1
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 Search
Systemwide 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
April 2025 Newsletter
Smarter Workdays Start Here
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 a big time-saver: smarter scheduling.
Before we dive into this month’s tips, here are a few quick University of Maine System (UMS) IT updates to keep you informed:
PeopleSoft Self-Service Gets a New Look – The new interface is here! It’s now easier than ever to view pay stubs, benefits, and personal information.
Phishing on the Rise During Tax Season – Cybercriminals are targeting inboxes. Be on the look out for messages prompting you to share information! If something looks suspicious, don’t click — forward it to phish@maine.edu so our security team can investigate.
This Month’s Focus
Get Time on Your Side
60
Did you know? Most employees attend up to 60 meetings a month and many of those are considered unproductive. Managing time well is about more than just showing up — it’s about protecting focus and setting boundaries.
Research shows that grouping meetings rather than scattering them can significantly reduce task switching and mental fatigue. When meetings are stacked together, people report better focus, higher productivity, and even improved mood.
Your UMS scheduling tools — like Google Calendar and Zoom — include features like Focus Time, appointment slots, and even speedy meetings (!?) to help protect your focus and simplify how you meet.
Want to dig in? Read more about time-blocking brain hacks! Stay tuned—next month, we’ll continue unlocking the power of your UMS technology toolkit.
Quick Wins to Take Control of Your Calendar
Meeting Links? Handled
Avoid the hassle of manually adding meeting links — install the Google Workspace Zoom Addon to save time and prevent mistakes:
Open your Google Calendar
Click the gear icon > Get Add-ons
Search for “Zoom for Google Workspace” and install it
When creating an event, choose “Add conferencing” > Zoom Meeting
Install the Zoom Workspace Add-on
Prevent Meeting Burnout
Give yourself breathing room between meetings by enabling Speedy Meetings:
Open Google Calendar.
Click the gear icon at the top.
Scroll to “Event Settings” and check the box for “Speedy Meetings”
Choose 25 minutes for 30-minute events or 50 for hour long ones. Encourage others to follow your lead!
Setup Speedy Meetings — 1 Min Video
Let Others Book You — No Hassle
Stop emailing to “find a time”—set up an appointment schedule page instead:
Open Google Calendar.
“Create” > “Appointment Schedule”
Choose your availability and customize options
Share the link—others can view and book open slots Great for student hours, 1:1s, or advising blocks!
Setup an Appointment Schedule Now
Ready for More?
Advanced Tips for Calendar Clarity
Google Calendar offers powerful features for next-level organization Try:
Add a Second Time Zone – Use the dual time zone view to schedule across regions without the guesswork.
Create Sub-Calendars – Separate calendars for work, student meetings, or wellness time make it easier to focus and share only what’s relevant.
Block Focus Time – Use Calendar’s Focus Time feature to protect heads-down work from meeting requests
Review Analytics – Use Google Calendar’s built-in Time Insights to see how your time is really spent
Deep Dive into Calendar Productivity: Explore GCalendar Learning Paths
UMS IT in Action
Modernizing Transcripts and Diplomas with Parchment
Ordering transcripts and diplomas just got a whole lot easier across the University of Maine System (UMS), thanks to the successful launch of Parchment — a modern platform that streamlines requests from start to finish.
Behind the scenes, the UMS IT team configured Single Sign-On, handled complex integrations with Campus Solutions, and even customized transcript formats for campuses like USM — all while navigating a mid-project upgrade and vendor-side challenges.
The impact:
Digital transcripts and diplomas processed in hours, not days
Campuses save time and reduce costs with automated hold management
Students benefit from a seamless, self-service experience
A successful launch like this doesn’t just happen — it’s the result of behind-the-scenes work from dedicated IT professionals solving problems before they reach you.
Have you noticed technology working smoothly lately? Whether it’s a seamless login, quick support, or just things running as they should—it’s no accident. Behind the scenes, folks across IT are keeping things moving.
Take a moment to recognize their work!
Submit an IT Shout Out!
Coming Soon
What’s Next in IT?
Next Newsletter Topic: Our upcoming edition will focus on smart strategies to manage shared drives, avoid version confusion, and keep your files findable.
Which challenge hits home? We’ll tailor next month’s how-tos.
Finding the files I need
Knowing which version is the right one
Knowing when to use Shared Drives vs. My Drive
Understanding who has access to my files
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
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