%PDF-1.3 1 0 obj << /Type /Catalog /Outlines 2 0 R /Pages 3 0 R >> endobj 2 0 obj << /Type /Outlines /Count 0 >> endobj 3 0 obj << /Type /Pages /Kids [6 0 R 14 0 R ] /Count 2 /Resources << /ProcSet 4 0 R /Font << /F1 8 0 R /F2 9 0 R /F3 10 0 R /F4 11 0 R >> /XObject << /I1 16 0 R /I2 17 0 R >> >> /MediaBox [0.000 0.000 612.000 792.000] >> endobj 4 0 obj [/PDF /Text /ImageC ] endobj 5 0 obj << /Creator (DOMPDF) /CreationDate (D:20210923082357+00'00') /ModDate (D:20210923082357+00'00') /Title (IT-artikels) >> endobj 6 0 obj << /Type /Page /Parent 3 0 R /Annots [ 12 0 R ] /Contents 7 0 R >> endobj 7 0 obj << /Length 4484 >> stream 0.702 0.800 0.816 rg 34.016 34.016 543.969 723.969 re f 1.000 1.000 1.000 rg 45.266 27.382 521.469 719.352 re f 0.773 0.773 0.773 rg 0.773 0.773 0.773 RG 45.266 746.734 m 566.734 746.734 l 565.984 745.984 l 46.016 745.984 l f 566.734 746.734 m 566.734 27.382 l 565.984 27.382 l 565.984 745.984 l f 45.266 746.734 m 45.266 27.382 l 46.016 27.382 l 46.016 745.984 l f 61.016 617.359 m 550.984 617.359 l 550.984 618.109 l 61.016 618.109 l f 1.000 1.000 1.000 rg BT 278.868 698.693 Td /F1 10.5 Tf [(POST LIST)] TJ ET 0.200 0.200 0.200 rg BT 212.789 670.111 Td /F1 14.4 Tf [(INFORMASIETEGNOLOGIE)] TJ ET BT 221.824 643.466 Td /F1 11.7 Tf [(INFORMATION TECHNOLOGY)] TJ ET BT 61.016 583.841 Td /F1 14.4 Tf [(MICROSOFT TEAMS PERFORMANCE TIPS)] TJ ET 0.400 0.400 0.400 rg BT 61.016 564.033 Td /F3 9.0 Tf [(Many SU staff members have experienced lost connections during a Teams meeting or sometimes have technical glitches )] TJ ET BT 61.016 553.044 Td /F3 9.0 Tf [(such as poor or broken voice connections. With this short article, we provide some tips to ensure that your next Teams )] TJ ET BT 61.016 542.055 Td /F3 9.0 Tf [(meeting has minimum disruptions. The tips are split into three categories:)] TJ ET BT 78.360 522.082 Td /F3 9.0 Tf [(1.)] TJ ET BT 91.016 522.066 Td /F3 9.0 Tf [(Good practices)] TJ ET BT 78.360 511.093 Td /F3 9.0 Tf [(2.)] TJ ET BT 91.016 511.077 Td /F3 9.0 Tf [(Preparing for a trouble-free meeting)] TJ ET BT 78.360 500.104 Td /F3 9.0 Tf [(3.)] TJ ET BT 91.016 500.088 Td /F3 9.0 Tf [(Steps to take if you experience a poor connection)] TJ ET BT 61.016 480.099 Td /F4 9.0 Tf [(The good practices include:)] TJ ET BT 78.360 460.126 Td /F3 9.0 Tf [(1.)] TJ ET BT 91.016 460.110 Td /F3 9.0 Tf [(Regularly shut down and restart your PC at least once a day. The shut down and restart cleans the PC of )] TJ ET BT 91.016 449.121 Td /F3 9.0 Tf [(processes taking up resources. A good habit is to shut down at the end of the workday, and start fresh in the )] TJ ET BT 91.016 438.132 Td /F3 9.0 Tf [(morning.)] TJ ET BT 78.360 427.159 Td /F3 9.0 Tf [(2.)] TJ ET BT 91.016 427.143 Td /F3 9.0 Tf [(Regularly run updates, ensuring that the operating system and applications are up to date. This should happen )] TJ ET BT 91.016 416.154 Td /F3 9.0 Tf [(almost automatically on University owned PCs.)] TJ ET BT 78.360 405.181 Td /F3 9.0 Tf [(3.)] TJ ET BT 91.016 405.165 Td /F3 9.0 Tf [(Regularly run virus checks.)] TJ ET BT 61.016 385.176 Td /F4 9.0 Tf [(Preparing for a trouble-free meeting - especially important if you are the host or presenter for a meeting:)] TJ ET BT 78.360 365.203 Td /F3 9.0 Tf [(1.)] TJ ET BT 91.016 365.187 Td /F3 9.0 Tf [(Close all unnecessary applications.)] TJ ET BT 78.360 354.214 Td /F3 9.0 Tf [(2.)] TJ ET BT 91.016 354.198 Td /F3 9.0 Tf [(Test if you have sufficient Internet bandwidth available. You can do this by running an Internet bandwidth test at )] TJ ET 0.373 0.169 0.255 rg BT 91.016 343.209 Td /F3 9.0 Tf [(Speedtest by Ookla - The Global Broadband Speed Test)] TJ ET 0.373 0.169 0.255 RG 0.18 w 0 J [ ] 0 d 91.016 342.058 m 316.637 342.058 l S 0.400 0.400 0.400 rg BT 316.637 343.209 Td /F3 9.0 Tf [(. )] TJ ET BT 91.016 332.220 Td /F3 9.0 Tf [(For voice only and sharing images you need less than one MB/second. For sharing applications and using your )] TJ ET BT 91.016 321.231 Td /F3 9.0 Tf [(webcam, you need between 1 and 2 MB/s. )] TJ ET BT 91.016 310.242 Td /F3 9.0 Tf [(For video you preferably need 2 MB/s.)] TJ ET BT 78.360 299.269 Td /F3 9.0 Tf [(3.)] TJ ET BT 91.016 299.253 Td /F3 9.0 Tf [(Test if your PC has sufficient resources.)] TJ ET BT 91.016 288.264 Td /F3 9.0 Tf [(For Windows 10 press Ctrl + Shift + Esc. )] TJ ET BT 91.016 277.275 Td /F3 9.0 Tf [(For a Mac the equivalent is the Activity Monitor: Press Command+Spacebar to get the Spotlight search field.)] TJ ET BT 91.016 266.286 Td /F3 9.0 Tf [(Start typing Activity Monitor. )] TJ ET BT 91.016 255.297 Td /F3 9.0 Tf [(The CPU usage percentage should be under 50% and memory usage below 60% before you start MS Teams.)] TJ ET BT 78.360 244.324 Td /F3 9.0 Tf [(4.)] TJ ET BT 91.016 244.308 Td /F3 9.0 Tf [(If your MS Teams app was open before a meeting, quit and start MS Teams again at least 10 minutes before your )] TJ ET BT 91.016 233.319 Td /F3 9.0 Tf [(meeting.)] TJ ET BT 91.016 222.330 Td /F3 9.0 Tf [(To do this right click the Teams icon on the task bar and Quit, then start again.)] TJ ET endstream endobj 8 0 obj << /Type /Font /Subtype /Type1 /Name /F1 /BaseFont /Helvetica-Bold /Encoding /WinAnsiEncoding >> endobj 9 0 obj << /Type /Font /Subtype /Type1 /Name /F2 /BaseFont /Helvetica /Encoding /WinAnsiEncoding >> endobj 10 0 obj << /Type /Font /Subtype /Type1 /Name /F3 /BaseFont /Helvetica-Oblique /Encoding /WinAnsiEncoding >> endobj 11 0 obj << /Type /Font /Subtype /Type1 /Name /F4 /BaseFont /Helvetica-BoldOblique /Encoding /WinAnsiEncoding >> endobj 12 0 obj << /Type /Annot /Subtype /Link /A 13 0 R /Border [0 0 0] /H /I /Rect [ 91.0157 342.3766 316.6367 351.5341 ] >> endobj 13 0 obj << /Type /Action /S /URI /URI (https://www.speedtest.net/) >> endobj 14 0 obj << /Type /Page /Parent 3 0 R /Contents 15 0 R >> endobj 15 0 obj << /Length 2396 >> stream 0.400 0.400 0.400 rg 0.373 0.169 0.255 RG 0.18 w 0 J [ ] 0 d 0.702 0.800 0.816 rg 34.016 34.016 543.969 723.969 re f 1.000 1.000 1.000 rg 45.266 109.138 521.469 648.846 re f 0.773 0.773 0.773 rg 0.773 0.773 0.773 RG 45.266 109.138 m 566.734 109.138 l 565.984 109.888 l 46.016 109.888 l f 566.734 757.984 m 566.734 109.138 l 565.984 109.888 l 565.984 757.984 l f 45.266 757.984 m 45.266 109.138 l 46.016 109.888 l 46.016 757.984 l f q 149.250 0 0 183.750 61.016 574.234 cm /I1 Do Q 0.400 0.400 0.400 rg BT 61.016 556.443 Td /F3 9.0 Tf [(5. If you share your Internet with other users \(e.g. at home\), ensure that the others know and do not hog the Internet )] TJ ET BT 61.016 545.454 Td /F3 9.0 Tf [(connection. \(e.g. do not play video, stream content, run updates\).)] TJ ET BT 61.016 534.465 Td /F3 9.0 Tf [(Turn the camera off and use audio only if the speed test or PC resources tests did show limitations.)] TJ ET BT 61.016 514.476 Td /F3 9.0 Tf [(6. If you are the host or presenter and have doubts about your Internet connection, rather work from your office on campus )] TJ ET BT 61.016 503.487 Td /F3 9.0 Tf [(where you are unlikely to run into limitations. Use Ethernet \(a cable connection to your router\) rather than Wi-Fi if you have )] TJ ET BT 61.016 492.498 Td /F3 9.0 Tf [(Ethernet available.)] TJ ET BT 61.016 472.509 Td /F3 9.0 Tf [(7. Have a second device with Microsoft Teams as a standby, e.g. a mobile phone with an LTE data connection. Practice )] TJ ET BT 61.016 461.520 Td /F3 9.0 Tf [(switching devices so that you are familiar with how it works before you host a meeting.)] TJ ET BT 61.016 441.531 Td /F4 9.0 Tf [(Steps to take if you experience a poor connection:)] TJ ET BT 78.360 421.558 Td /F3 9.0 Tf [(1.)] TJ ET BT 91.016 421.542 Td /F3 9.0 Tf [(Turn the camera off if it was on.)] TJ ET BT 78.360 410.569 Td /F3 9.0 Tf [(2.)] TJ ET BT 91.016 410.553 Td /F3 9.0 Tf [(Turn off incoming video: \(last item under the three dots menu\).)] TJ ET BT 91.016 399.564 Td /F3 9.0 Tf [(You will still be able to see shared screens and comments.)] TJ ET q 129.000 0 0 225.000 61.016 163.366 cm /I2 Do Q BT 61.016 145.575 Td /F3 9.0 Tf [(3. Switch to another device as a last resort, for example MS Teams on your mobile phone or tablet.)] TJ ET BT 61.016 127.086 Td /F3 9.0 Tf [(Posted in:Communication,News,Tips,Training | | With 0 comments)] TJ ET endstream endobj 16 0 obj << /Type /XObject /Subtype /Image /Width 199 /Height 245 /ColorSpace /DeviceRGB /Filter /DCTDecode /BitsPerComponent 8 /Length 18054>> stream Adobed  !1AQaq"2BR b#3r$%!1"QaAq2B ? .N.JwȿA_䅰A!thsw^:9E7^E@/4#8?7*g΁erSsG@MU {d@Iq;E Qn0 qR(6JY2 tCHql t$aZK=Y;h6@Xy r-F6Ky&\$ed=A7aWn|_AY.0G;#@D$|'D]KUN+\DA9 HjmkݰvLC&U:Lޔ8i eUՊ~~暦1!^D<~ /wNW% aY]K!#rz6m>5q+bU1-:r}-5Е9h^1 n@}"ot$4ph% =J?bR],pG {p4H<,Ӑ 7 PP\ q*؄=ʪ<4E k'@4]8al4 ^W%4 dUſ@͔^䪖R@'UHܩ΂NJ% [@pFP@.99T(xD@T}4?ȹE)A]WɄh2dy>bXCXKadfL7f)Dz'ҳ,20eSz,5PѺrg0ra%p:@,"nd%-DMDk[l;eZ}uK.}'!ڕب#%JzC ;t=4b̂U,jckÂma ,) lbr2|vMD<S-0,зsȸ, d3k8*.k;h~)p#m :BK߱ƂYP2;9L+ݒӒȹ[D4 otTą\Ƃ T'!>V#\e8Tdl&O2tMc :q{ (kbd$|[A ')͔Pp4 I ?5t,_h>!ۥc@ɲ*B SsJ,4 @WN~]t)^W'mʓsk5[} $.nP.qŀc?t (! z{o >Dn{[خhPV[8M{:EQ8 9h);4S"['%/>-I!_gI>W(V䕜- NN"ȩYcy$_QS`˗P3?'G?Dvw$O{c} Bj>GXd8 h#d)MVEШ#[$'-`l[rAMTN>/Ͼ#|[! 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Remember to check your Junk Email folder

Monday, August 30th, 2021

To ensure that staff and students aren’t exposed to malicious phishing or spam emails our system administrators and security team had to enable a stricter spam filter earlier this year as added protection.

A spam filter assigns every message, received and sent, a spam confidence level based on the likelihood that the message is spam. Depending on its level an inbound message may be relayed directly to the user’s Junk Email folder. The filter looks at certain criteria contained in the email it rates, for example too many hyperlinks or a suspicious file attached. Tweaking the filter can be tricky – we don’t want you to miss important emails, but at the same time it’s our responsibility to protect you and all our staff from harmful attacks. 

For this reason, it’s important that you regularly look in your Junk Email folder in case the spam filter might have relayed it there. 

The main purpose of Microsoft Outlook’s Junk Email Filter helps is to reduce unwanted email messages in your Inbox. Junk email, also known as spam, is moved by the filter away to the Junk Email folder. This is done at an institutional level by Microsoft (as mentioned above), but you can also flag or “un”flag messages from a person or company as Junk email.

How to change your spam filter’s preferences.
How to tag an email as junk mail.
How to report spam or junk email to Microsoft. (downloadable PDF-document) 

If you have any questions, please log a request on the ICT Partner Portal.

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Extra layer of security added to campus computers

Monday, August 2nd, 2021

Cyber crime is a constantly evolving field. Even though the majority of viruses were created as pranks, it’s essential to stay informed of the various risks that exist on the internet if you want to stay safe online. Here’s a breakdown of the basics: 

Malware, or malicious software, is a catch-all term for any type of malicious computer program. Malware is the most common type of online threat.

Ransomware is an emerging form of malware that locks the user out of their files or their device, then demands an anonymous online payment to restore access.

Adware is a form of malware that hides on your device and serves you advertisements. Some adware also monitors your behaviour online so it can target you with specific ads.

Spyware is a form of malware that hides on your device, monitors your activity, and steals sensitive information like bank details and passwords.

The world of cyber crime is very similar to that of technology. Every year, new trends, breakthroughs, and tools emerge.

You’ve probably noticed a Malwarebytes Threat Scan icon on your desktop or laptop (Figure 1). Don’t worry, this isn’t a brand-new type of malware. Stellenbosch University’s IT department has added an extra layer of security to campus computers.

Figure 1

Malwarebytes Incident Response is the trusted standard in automated endpoint remediation. Unfortunately, with the current environment, some malware will return after removal and Malwarebytes will prompt you to initiate a restart (Figure 2).

Figure 2

This is because the malware will sync to your browsers profile and will be synced back to your device after it has been removed.  If you are experiencing such daily prompts for restarts by Malwarebytes, we suggest that you log a request on the ICT Partner Portal for a technician to assist with further remediation.

[ARTICLE BY BRADLEY VAN DER VENTER]

Email

Posted in News, Notices, phishing, Security, Tips, Training | Comments Off on Extra layer of security added to campus computers

Microsoft Teams performance tips

Tuesday, July 6th, 2021

Many SU staff members have experienced lost connections during a Teams meeting or sometimes have technical glitches such as poor or broken voice connections. With this short article, we provide some tips to ensure that your next Teams meeting has minimum disruptions. The tips are split into three categories:

  1. Good practices
  2. Preparing for a trouble-free meeting
  3. Steps to take if you experience a poor connection

The good practices include:

  1. Regularly shut down and restart your PC – at least once a day. The shut down and restart cleans the PC of processes taking up resources. A good habit is to shut down at the end of the workday, and start fresh in the morning.
  2. Regularly run updates, ensuring that the operating system and applications are up to date. This should happen almost automatically on University owned PCs.
  3. Regularly run virus checks.

Preparing for a trouble-free meeting – especially important if you are the host or presenter for a meeting:

  1. Close all unnecessary applications.
  2. Test if you have sufficient Internet bandwidth available. You can do this by running an Internet bandwidth test at Speedtest by Ookla – The Global Broadband Speed Test.
    For voice only and sharing images you need less than one MB/second. For sharing applications and using your webcam, you need between 1 and 2 MB/s.
    For video you preferably need 2 MB/s.
  3. Test if your PC has sufficient resources.
    For Windows 10 press Ctrl + Shift + Esc.
    For a Mac the equivalent is the Activity Monitor: Press Command+Spacebar to get the Spotlight search field. 
    Start typing “Activity Monitor.”
    The CPU usage percentage should be under 50% and memory usage below 60% before you start MS Teams.
  4. If your MS Teams app was open before a meeting, quit and start MS Teams again at least 10 minutes before your meeting.
    To do this right click the Teams icon on the task bar and Quit, then start again.

5. If you share your Internet with other users (e.g. at home), ensure that the others know and do not hog the Internet connection. (e.g. do not play video, stream content, run updates).
Turn the camera off and use audio only if  the speed test or PC resources tests did show limitations.

6. If you are the host or presenter and have doubts about your Internet connection, rather work from your office on campus where you are unlikely to run into limitations. Use Ethernet (a cable connection to your router) rather than Wi-Fi if you have Ethernet available.

7. Have a second device with Microsoft Teams as a standby, e.g. a mobile phone with an LTE data connection. Practice switching devices so that you are familiar with how it works before you host a meeting.

Steps to take if you experience a poor connection:

  1. Turn the camera off if it was on.
  2. Turn off incoming video: (last item under the three dots menu).
    You will still be able to see shared screens and comments.

3. Switch to another device as a last resort, for example MS Teams on your mobile phone or tablet.

Email

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Adjust your font size

Wednesday, April 7th, 2021

Are the characters in your emails suddenly substantially smaller than a year or two ago? Not? Then you are clearly still too young. For the rest of us – you know who you are, I see you squinting at your screen – there is a solution.

We all know you can change the font of your text in Outlook, for example. The only problem is that the receiver on the other end will have to also read your email in Tahoma size 16. Ideally you should only use a font size of 11 or 12 whether you work in a Word document, in Teams or compile an email. Instead of changing the default font in your applications, there’s another way. 

  1. If you are working on a laptop or tablet with a touch-pad you can access the Text Zoom function by stretching two fingers away from each other. This will activate the zoom function and whatever you read on the screen will be enlarged.
  2. If you are not working on a laptop or don’t have a touch-pad, open a new email (or reply to one) go to Format Text on your Outlook menu bar and select the Zoom option. It will give you the option to enlarge the text up to 200%. (See below) 

        3. The same can be done if you have a mouse with a scroll wheel button to adjust text zoom level (see below)

      4. Not all apps support the Text Zoom by using the touch-pad or Ctrl + mouse wheel. Here is another method for Windows 10 if you want to change the size of text, apps & other items for all Windows apps, other than just Outlook & MS Teams.  Just right-click anywhere on your desktop. Select Display Settings and choose the % you want to enlarge it with.

If you are still struggling you are welcome to log a request for one of our technicians in the ICT Partner Portal.

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FindTime add-in for meetings

Wednesday, April 7th, 2021

If the responsibility of organising meetings often falls on your shoulders you will know that it could be a challenge to find a time which works for everyone. Fortunately Microsoft has found the solution with one of their Office365 ad-ins.

FindTime is an optional add-in which simplifies the process of finding the appropriate date and time for a meeting between colleagues. It’s particularly useful when there are attendees from non-SU, external companies. 

With FindTime the organiser creates a voting poll where the available dates and times are listed. The attendees can then vote for the times and dates which suit them best. 

When the poll is compiled the following functions are also available:

  • to create the meeting automatically as soon as everyone agrees on a time and date;
  • to immediately book the date in your diary;
  • to receive updates on the voting poll when someone votes; 
  • to close the voting poll so that no other times can be suggested and 
  • verification by PIN. 

The FindTime add-in can be installed in Outlook 365 (for web-based email, the Outlook client or Apple OSX). If external people are invited to the meeting it’s not necessary for them to use Outlook – everything is done through a link sent by FindTime.

You can install FindTime yourself from the Microsoft website or log a request on the ICT Partner Portal for one of our technicians. 

[ARTICLE BY ARLO KOEN]

Email

Posted in Communication, General, Tips | Comments Off on FindTime add-in for meetings

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