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Navigating Microsoft 365 changes: MS Teams recordings

Tuesday, April 23rd, 2024

Microsoft 365 users are about to experience changes that will enhance their digital workspace. In this blog post, we explore the recent improvements to MS Teams recordings that are designed to streamline your workflow and enhance your meeting experience.

MS Teams recordings will now be retained for 12 months by default. After this period, recordings will automatically be deleted. We recommend that minutes be taken as soon as possible after the meeting and that recordings be deleted as soon as the minutes have been approved.

Other things to note:

  • When a recording is deleted due to the expiration setting, you will receive a notification on the recording:

           

  • Watching the recording won’t affect the expiration date.
  • The person who initiates the recording is the owner. Only the owner can delete the recording.

Refer to the infographic below for more information on navigating these changes. Stay informed and connected with Microsoft 365’s evolving landscape.

M365 Changes to look out for

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Navigating Microsoft 365 changes: Outlook online archiving

Tuesday, April 23rd, 2024

Exciting updates are on the horizon for Microsoft 365 users, bringing improvements to enhance your digital workspace experience. This blog post explores the recent changes impacting Outlook archiving that you should look out for. 

An Outlook online archive mailbox can store older email messages where they won’t occupy space in your primary mailbox. This specialised mailbox appears alongside your other mailbox folders in Outlook. Emails older than one year will be moved automatically to Outlook’s Online Archive (no user action is required).

Operating system: Outlook for Windows

  1. Open your Windows Outlook mail. 
  2. In the folder list panel, locate the Online Archive folder. 
  3. Optionally, explore existing Online Archive folder contents. 
  4. Drag and drop email messages to and from your archive folder as needed. 

Operating system: Outlook for Mac 

 Your Online Archive folder will appear in Outlook for Mac if you have a Microsoft 365 account. 

  1. Open Outlook for Mac. 
  2. Find and expand your Online Archive folder in the folder list to see its contents. 
  3. Drag and drop email messages to and from your archive folder as needed. 

Note: New Outlook for Mac supports only the mail module. If you moved folders, calendar items, contacts, tasks, or notes to your archive in any other version of Outlook, such as Outlook for Windows, you won’t be able to view them in the online archive mailbox using the new Outlook for Mac. 

Refer to the below infographic for more information on how to navigate these changes. Stay informed and connected with Microsoft 365’s evolving landscape.

M365 Changes to look out for

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50 tips on staying safe online during the silly season

Tuesday, November 28th, 2023

Shopping online

As we gear up for the summer holiday season, more people have been driven to do their holiday shopping online. However, shoppers should exercise extreme caution when doing so and be on the lookout for potential scams.

This PDF contains 50 tips to help you stay safe online.

50 tips to protect yourself online

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Generative AI: An Ethically Guided Approach to Architectural Decision-Making

Tuesday, November 28th, 2023

Generating Artificial Intelligence art on computer

By Dr Lianne Keiller, Manager: IT (Learning Technology Systems)

The IT Division recognised the impact that Generative AI had on the Higher Education community at large with the release of ChatGPT late last year. As a result, the Generative AI Guild was convened in March 2023. Generative AI can learn from existing artifacts to generate new, realistic artifacts (at scale) that reflect the characteristics of the training data but don’t repeat it. It can produce a variety of novel content, such as images, video, music, speech, text, software code and product designs.

This guild was coordinated by the Chief Architect in the IT Division and Chair of Computational Thinking in the Department of Information Science to consider a possible position paper for Stellenbosch University. With members from Faculties, various Divisions and the ICT organisations across the University, discussions and collaborative workgroups engaged on a number of issues.

These discussions included topics such as:

  • Generative AI Opportunities
  • Training and Education
  • Ethical, Plagiarism and other concerns
  • Impact on other services e.g., Turnitin
  • Privacy Security and Intellectual Property
  • Direct and Indirect Risks
  • Policy
  • Knowledge centre around topic
  • Teaching, Learning and Assessment
  • Technology Roadmap
  • Output identification human vs machine
  • Architecture Guardrails

The work of the sub-groups identified the complexity and rapid development of guidelines and conversations across the University regarding Generative AI. The output of the guild was a discussion document that could support the extensive efforts on this topic by the rest of the University community around Generative AI.

Why is an ethically-guided approach needed for Generative AI Architecture?

Stellenbosch University has committed to ethical behaviour, pledging to:

  • conduct our work in a manner that demonstrates excellence,
  • always treat our stakeholders equitably, and with respect and compassion, and
  • be accountable for the execution and consequences of all our actions.

It is therefore imperative that the ICT Architecture and decisions enable stakeholders to maintain and live the ethical principles required for a Thriving Stellenbosch University. Architectural decisions should therefore:

  • support the use of Generative AI technology in Teaching-Learning-Assessment, Research and Administration
  • adopt processes that are representative of accountability and excellence in Teaching-Learning-Assessment, Research and Administration
  • enable a practice of user-driven architecture that encourages innovative and ethical practice in Teaching-Learning-Assessment, Research and Administration.

The core underpinning principles that guide decision-making for Architecture in this context is therefore accountability and transparency that aligns with the Strategic Framework and goals of Stellenbosch University.

Generative AI ethically informed guardrails apply to the Teaching & Learning, and Research value stream capabilities of the Institution. These guardrails can inform the work of the ICT function at the University in supporting the enabling capabilities related to Information & Communication Technology Management, Information Management, and Governance, Risk & Compliance.

While each stakeholder group considers various factors in the support and use of Generative AI, the guild has formulated a set of guiding principles to inform decision-making around the adoption of this technology. These principles will aid the ICT function in framing requests made by the SU community regarding licenses, recommendations for new technology within this field and further discussion on the use of Generative AI at SU.

  1. Institutional data privacy must be prioritised.
  2. Transparency in the use of Generative AI is valued and clearly identified.
  3. Personally identifiable information use and sharing via Generative AI must respect and adhere to POPIA.
  4. Excellence in the behaviour of SU stakeholders requires accuracy and integrity in the academic and professional outputs that include the use of Generative AI.
  5. Accountability for the input and output of information into Generative AI remains with the individual stakeholder but is representative of the Organisation and impacts its reputation.
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Update your software

Tuesday, October 31st, 2023

One of the easiest ways to protect accounts and information is to keep software and applications updated. Updates are periodically released to fix software problems and provide security patches for known vulnerabilities. This Cybersecurity Awareness Month, don’t hit the “remind me later” button. Take action to stay one step ahead of cybercriminals.

Here are 4 easy-to-remember tips to keep in mind when it comes to updates.

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