UMS:IT News
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
December 2024 Newsletter
MFA Deadline January 1st
Multi-Factor Authentication (MFA) is now available for all faculty and staff. MFA is an enhanced level of login security for your UMS account that adds a layer of protection to your digital identity by verifying that the person attempting to access your account is really you!
Tempest WIFI Sunset
The University wireless network Tempest, dating back to the late 90s, is being decommissioned December 31st. Switch to Eduroam today! Eduroam is a robust and secure network designed for all portable administrative, academic staff, and student devices.
Update to Windows 11
Windows 11 in-place upgrades are now available for faculty and staff devices. This user-friendly option allows employees to continue using their device during the installation.
Winter (Spring) Cleaning
Now is a great time to do some Spring Cleaning for your data storage. We offer safe, easy to use, and accessible on your devices anywhere that you have connectivity. The University of Maine System provides licensing for two major cloud storage platforms to all staff and students using your @maine.edu account.
Google Cloud Storage
Drive – For your work and files
Shared Drive – Preferred for institutional and departmental data
Microsoft O365 Cloud Storage
OneDrive – For your work and files
SharePoint – Preferred for institutional and departmental data
October 2024 Newsletter
UMS IT Reorganization
UMS:IT has recently completed a comprehensive reorganization, marking a significant shift in how resources are structured, managed, and utilized across the University of Maine System. With these changes, IT will become a true catalyst for innovation, academic excellence, and an enhanced student experience. While these improvements will take time to fully unfold, we are excited about what’s to come!
Tempest WIFI Sunset
The University wireless network Tempest, dating back to the late 90s, is being decommissioned. Switch to Eduroam today! Eduroam is a robust and secure network designed for all portable administrative, academic staff, and student devices.
Guidance on AI use
Artificial Intelligence provides many opportunities for learning and productivity within the University of Maine System. Check out the guidance on using generative AI.
Update to Windows 11
Windows 11 in-place upgrades are now available for faculty and staff devices. This user-friendly option allows employees to continue using their device during the installation.
Google Contacts
Do you see incorrect names associated with auxiliary or department email accounts? You may have the account saved as a google contact, deleting the contact will allow you to see the most up to date information from the directory.
