Keeper

• June 8th, 2023
• in

Keeper is a secure password management tool that can create and store passwords in an encrypted environment. Keeper is available as a browser tool, a desktop app and a mobile device app. Students are eligible to use Keeper Unlimited for personal passwords. Faculty and staff are eligible to use Keeper Family Plan for personal passwords as well as Keeper Enterprise for University passwords.

Have questions? Visit our Keeper FAQ page for answers to common questions.

Log Into Zoom with SSO

• November 5th, 2021
• in

UA Zoom users must log into Zoom through single sign-on using their myBama credentials rather than a unique username and password.

Using SSO

Zoom App

1. Open the Zoom app
2. Click “Sign in with SSO”
3. When prompted for a domain, enter ua-edu
4. Sign in with myBama credentials

Zoom Web

1. To sign in to your Zoom account in a web browser, visit ua-edu.zoom.us
2. Click Sign in
3. Sign in with myBama credentials

Account Transition

When logging in with SSO for the first time, you may be prompted to acknowledge that you are switching to a new account.

HIPAA-Compliant Accounts

Individuals with HIPAA compliant accounts should continue to log in with existing usernames and passwords. If you require a HIPAA compliant account, please contact the IT Service Desk.

Generic, Departmental Accounts

Existing generic, departmental accounts should continue to login with an email address and password.

Existing Meetings

After logging in with SSO, users’  Zoom meeting links will change from zoom.us to ua-edu.zoom.us; however, both links will be functional for participants to join.

How to obtain a new zoom account.

All UA students, faculty and staff are eligible to use Zoom. Visit ua-edu.zoom.us and click Sign in. Then, sign in with your myBama credentials.

FAQs­­

I have a HIPAA-compliant account, should I log in with SSO?

No changes will be made to HIPAA-compliant accounts at this time. Continue to log in with your existing Zoom username and password. If you require both a standard Pro account and a HIPAA compliant Pro account to use for clinical/research functions, please contact the IT Service Desk.

Why do I get a message that I am joining a meeting outside of my domain?

After logging in with SSO, users’ Zoom meeting links will change from zoom.us to ua-edu.zoom.us; however, both links will be functional for participants to join.

Why are my new meeting links different after logging in with SSO?

Existing meeting links and settings should remain consistent; however, new meeting links will transition from uasystem.zoom.us to ua-edu.zoom.us. When convenient, it may be a good idea to establish new meeting links to offer consistent URL meeting links.

I am not able to log in with SSO, why is that?

OIT offers Zoom accounts to current UA students, faculty and staff only. If you are no longer affiliated with UA, your account has likely been deleted.

Duo Two-Factor Authentication

• October 26th, 2021
• in

Box Tips

• August 4th, 2021
• in

Box is available to UA students, faculty and staff.

Access Your Account

OIT automatically creates Box accounts for students, faculty and staff. Log into your account at box.ua.edu.

Adding Email Addresses to Box

Box is a collaboration and cloud storage tool available to all University of Alabama faculty, students and staff. For faculty and staff, Box accounts are set up with your myBama username@ua.edu as your email address by default. Students’ @crimson.ua.edu email addresses are automatically added. To set up your Box account to properly handle collaboration requests that are sent to your email aliases, the aliases need to be added to your Box Account Settings.

1. Log in to your UA Box account.
2. In the top right corner, click on account icon or photo.
3. From the menu that appears, choose Account Settings.
4. Locate the Login and Email Addresses section and choose Add Email.
5. In the field that appears, enter the email address you would like to affiliate with your Box account and choose Save.
6. Box will send a verification message to the new email address. Check the email for the address you have added and choose Verify Email to confirm the address.
7. If a verification email from Box is not present, check Spam or Junk Mail folders or return to the Box account settings and choose Resend Confirmation.
8. After the new address has been verified, you will receive an email confirmation and notification the next time you log in to UA Box.

Adjusting Individual Folder Notification Settings

1. Log into Box, then select the folder that you’d like to receive notifications for.
2. Click on the More Options (3 dots) link next to the folder name, then the Settings link.
3. This will open the Settings page for the folder. At the very bottom of that page, you’ll see the Emails and Notifications settings that can be adjusted.
4. Click Override default settings for this folder and all subfolders.
5. Select the actions you want notifications for, then Save Changes.

Adding Your Class Roster as Collaborators

UA Box allows for the addition of other users (Collaborators) to folders created in Box. This is a great way to share content with specific people. To share a Box folder only with students in a particular class, you can download their emails from the class roster in MyBama and add them to the folder as collaborators.

• NOTE: These instructions assume your default email client is Outlook. For this technique to work in Outlook for Windows, you will need to copy a semicolon-delimited file from myBama. To select a semicolon-delimited file:
  • Log into myBama, open the Faculty tab, click the Faculty & Advisors link, then the Select Email Delimiter link.
  • In the Select Delimiter dialog, click Semi-colon and press Submit.
  • Close the Select Email Delimiter tab in your browser to return to myBama.

1. In myBama, click the Faculty tab, then the Faculty & Advisors link in the Banner Self Service channel.
2. Select Summary Class List.
3. In the Select Term window that appears, select the correct term and press Submit.
4. In the Select a CRN window that opens, select the class roster you’d like to copy and press Submit.
5. The Class Roster will appear. Click the Email Class Link (or icon) at the bottom of the roster.
6. This will open your default email application, create a new message, and populate the BCC field with the email addresses for your class.
7. Click in the BCC field, and Select All (ctrl+A), then select Copy (ctrl+C) to copy the list of addresses. Log into Box. Select the folder you’d like to share with your students, then click on the Share button and select Invite Collaborators.
8. In the Invite to Folder dialog box, paste the copied email addresses ( ctrl+V), and select the invitee permissions level you’d like for the students to have.
9. Add a personal message if desired, and Click Send Invites. Your students will now be collaborators in the folder.

Cisco AnyConnect

• July 14th, 2021
• in

Cisco AnyConnect is an application used to access the UA Virtual Private Network (VPN).

VPN is required for accessing critical applications on campus because it creates a secure pathway back to the UA campus network. Duo two-factor authentication is required to access the VPN. When you connect to the campus VPN, you will be prompted for your username, password and second password. In the second password field, you can enter the word “push” to receive a push notification to your smartphone, you can enter “phone” to receive a phone call, or you can enter a passcode. Additional instructions for using Duo with VPN is available above under each operating system.

Learn more about VPN.

Adobe Acrobat

• July 13th, 2021
• in

Adobe Acrobat is used for viewing, printing, signing and sharing Adobe PDFs. View Adobe’s Intro to Acrobat Guide to learn more!

Visit the Adobe Help Center for tips, tricks and tutorials for using Adobe Acrobat.

Get to know the Adobe Acrobat interface.

Create and verify PDF accessibility.

Learn how to rotate, move, delete, extract or renumber pages in a PDF.

Get creative – learn how to add audio, video and interactive objects to PDFs.

Get started – practice creating PDFs from Microsoft Office applications.

Switch from ActiveSync to Modern Authentication

• June 25th, 2021
• in

All UA O365 accounts should authenticate through modern authentication, which requires two-factor authentication.

What is modern authentication?

Modern authentication offers additional security for accounts, making it less likely for attackers to gain access to an account. The Outlook desktop and mobile apps use modern authentication. Outlook apps are recommended for accessing UA email; however, we understand some users prefer the native mail app on iOS devices.

Make the switch!

Effective Sept. 27, 2021, all UA O365 account holders must access mail through modern authentication. Accounts will no longer be permitted to be accessed via ActiveSync, which does not require two-factor authentication.

To begin using modern authentication, users can remove their account on their iOS or Android device and begin using the Outlook application. If iOS users prefer to use the native mail app, they can remove and re-add the account to authenticate with modern authentication.

Follow the steps below, based on your device type, to switch from legacy ActiveSync to modern authentication. Accounts that are not transitioned to modern authentication by Sept. 27, 2021 will be logged out of the account, requiring the user to login through the modern authentication method.

Accessing email on another type of device?

Visit the Faculty and Staff Email webpage for additional tutorials on accessing email through the Outlook desktop app. If you need further assistance setting up email on a device, please contact your departmental IT support or the IT Service Desk.

Flip

• April 28th, 2021
• in

Flip is a simple, free and accessible video discussion experience. In Flip, instructors post discussion prompts and students respond with short videos. Learn more through the video below and on the Flip blog.

How to Hide Your Calendar from Everyone in Office 365

• March 3rd, 2021
• in

Increased collaboration is a perk of students, faculty and staff all being in the same O365 mail environment. You may want to consider what information is available to the public. Review your calendar permissions through the steps below.

Outlook for Windows

1. Click the calendar icon in the navigation pane.
2. Select the calendar you want to hide.
3. On the Home tab, in the Share group, click Calendar Permissions.
4. Click the Permissions tab and select Default.
5. In the Permissions section set the permission for Read to “None” to hide all calendar information, or to “Free/Busy time” to show availability but hide meeting details
6. Click OK to save your changes.

Outlook for Mac

1. From the top navigation, select File, then Folder, then Permissions.
2. Select the calendar you want to hide.
3. From the dropdown, select “Not Shared” to not share any information, or click “Can view when I’m busy” for others to see times you are available. This does not allow viewers to see meeting details, only availability.
4. Click Done.

Outlook on the Web

1. Click the calendar icon in the navigation pane.
2. Select the calendar you want to hide. Click the three dots to the right of the calendar name.
3. Click Sharing and Permissions.
4. Next to “People in my organization” select “Not Shared” to not share any information, or click “Can view when I’m busy” for others to see times you are available. This does not allow viewers to see meeting details, only availability.
5. Your changes will automatically be saved when you close the window.

Microsoft OneDrive

• February 18th, 2021
• in

OneDrive offers secure cloud storage that allows students, faculty and staff to seamlessly collaborate and access files from anywhere with an internet connection. Along with all O365 apps, OneDrive offers mobile apps to view, edit, create and share content on the go. OneDrive is ideal for sharing content and files with others at UA.

OneDrive can be used to store sensitive data, including HIPAA data as the University has a Health Insurance Portability and Accountability Act Business Associate Agreement (HIPAA BAA) with Microsoft to allow use for Protected Health Information.

Benefits of using OneDrive with Microsoft 365

• Automatically save a backup copy of your files
• Access files from anywhere
• Easily switch between different devices
• Share files with anyone, anywhere
• 5TB of storage space
• 100GB Maximum single file size

File Syncing

With OneDrive installed, users can sync files between a computer and the cloud, securing access to files from anywhere – your computer, your mobile device, and even through the OneDrive website. If you make a change to a file in one place, the change is reflected anywhere you use OneDrive. Note – when accessing files on the web, you’ll notice the file name begins with bama365-my.sharepoint. This reflects your UA enterprise account.

Storage + Backup

Students, faculty and staff can store up to 5TB of data in Microsoft OneDrive, and each Microsoft Team also receives 5 TB of shared storage. Because of this high storage amount, OneDrive is a good solution for archiving files. Sensitive data, including HIPAA data can be stored in OneDrive. All O365 data, including OneDrive, is stored on US-based servers.

File Sharing

There are multiple ways to initiate sharing in OneDrive. Below are a few options.

• With the document open in the Microsoft application (ex: Word, PowerPoint, Excel), click the File button from the top bar, select Share from the left hand bar, and the top option, “Share with People”, should be selected.
• When creating or editing a document online, click the Share button on the top right of the screen.
• In the OneDrive Online Documents file list, click the checkmark next to an existing file or folder, and select the Share button in the screens top menu.
• In the OneDrive Online Documents file list, right click an existing file or folder, and select Share.

Sharing with Individuals and Groups

• People you specify can view is the default settings for sharing files in OneDrive. This option does not allow the user to make changes to the document, just view and download.
  • You have the option to block downloads. To do this you must uncheck the “Allow editing” option.
• People you specify can edit allows the people you share the file with to make changes to the document, download the document, and share the document with others.
• Anyone with the link gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.
• People in The University of Alabama with the link gives anyone within the organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.
• People with existing access can be used by people who already have access to the document or folder. It does not change any permissions. Use this if you just want to send a link to somebody who already has access.
• Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

File Sharing Tips

• Always choose the option to share files with “specific people”
  • If the option “Anyone” or “People in The University of Alabama” is selected, the file is no longer private
• Use folders to share multiple files with others online. Managing access is easier this way too!
• Remember that once a file/folder is shared with someone and they download it to their device, they can share it with others
• Sharing files with edit permissions allows multiple people to edit the same file simultaneously.

OneDrive Training

OIT regularly offers live webinar trainings on using Microsoft OneDrive. Visit our Events calendar to see OIT-hosted sessions. Microsoft offers guides on their website, and the UA LMS offers OneDrive training. Additionally, Microsoft offers a OneDrive Quick Guide for students, educators and researchers.