Microsoft 365 Updates and Champions Initiative

It is our pleasure to inform you of a recently created team, the M365 workgroup. The goal of this team is to implement M365 applications across campus to create more efficient business processes, improved information and knowledge sharing, and to facilitate the University’s mission of building community by increasing online campus engagement opportunities.

Find out more about upcoming M365 initiatives in our video.

Join Our M365 Champions Team

One of our current initiatives is to build a Champions program where the workgroup collaborates with staff and faculty to drive awareness, adoption and education of M365 products. If you would like more information on this initiative, please visit If you are unable to participate as a Champion, we hope you will help us spread the word.

Microsoft Outlook Tip: Scheduling Mail Delivery

Outlook allows you to delay the delivery of an individual message or you can use rules to delay the delivery of all messages by having them held in the Outbox for a specified time after you click Send.

In the desktop version of Outlook 2019 for Windows, you need to leave Outlook open for the mail to be sent at a specific time and date. We do not recommend this even if you lock your screen, because doing so is not secure and may conflict with overnight maintenance updates.

As such, we recommend that you use Outlook on the web if you wish to schedule messages, as it does not require you to be signed into
Outlook to complete the mailing.

1. Go to (or go through my.scranton and select the Outlook icon in the waffle).
2. Compose your message.
3. Select the dropdown menu/arrow next to the Send button.
4. Select Send later.
5. Select the date and time you’d like the email to be delivered.
6. Click Send.

To (Ado)be, or Not To (Ado)be, That Is the Question

If you pay attention to the business segments on the news starting on Black Friday you will notice that sales figures are tracked by Adobe Analytics.  For many people the first things that comes to mind on recognizing the word Adobe are their PDF files and not their Christmas shopping lists (even if in PDF files).  It makes you stop and wonder what else Adobe may be tracking.  There is another global (or at least Northern) organization, also with a red and white motif (at least for the front man) and notorious for tracking behavior (think naughty and nice).

Your author has also received E-mails from Adobe just over the past three weeks overflowing with buzzwords.  A sampling:

  • Digital Asset Management
  • Digital Experience
  • Digital Signatures
  • Digital Transformation
  • Digital Workforce

Adobe is already taking plenty of our money and as you can see from the list above they are willing to take more of it to help us do things we may already be doing or can do using the tools we have.  The point of this article is to get you to stop and think about the latter and what you need to do with PDF files and perhaps not purchase an Acrobat subscription or—much worse—a Creative Cloud subscription.

The baseline for the narrative is a Windows 10 computer issued to you for your job functions.  The applications are the current browsers Chrome, Edge, and Firefox and the big three Office 2019 applications Excel, PowerPoint, and Word.  What follows does not necessarily apply to your personally owned computer even if it is a work from home computer.  There is a summary for the macOS operators following.

In Windows 10, you have an out of the box “virtual printer” named Microsoft Print To PDF.  It’s not a printer but it thinks it is.

After invoking the Print command as you usually do (or use CTRL+P; it works in all applications mentioned), navigate to the folder you want to save in, provide a file name in the File name text box, and click Print.  Since you are now creating a file, your primary action button is Save.

This option is available in all applications mentioned, but it is not the preferred option.  So, keep reading.

Each browser provides its own Save as/to PDF option which you select from the Destination (Chrome, Firefox) or Printer (Edge) drop-down menu; that is, you select this option as if you were selecting a printer.  In Chrome and Edge, it is Save as PDF and in Firefox—just to annoy us—it is Save to PDF.

In the Office 2019 applications, the alternative is Save As.  In your Save As dialog, navigate to the folder you want to save in and provide a file name in the File name text box.  Beneath that is a drop-down menu labeled Save as type.  Drop it down (some might say pull it down) and locate and then select PDF (*.PDF).  In increasing order of annoyance in finding it, it is PowerPoint, Word, Excel.  As above, your primary action button is Save.  Now you are just creating a file.

Each browser is capable of displaying the contents of PDF files.  It may be more accurate to say you can view the contents of PDF files since this tool is typically referred to as a viewer.  If you received a new computer recently, when it came out of the box and you first logged on, Microsoft Edge was the viewer for PDF files.

There is no Open option on the File menu in any of the browsers so you have to drag and drop your PDF file onto an open browser window.  This requires having both the folder containing the file and the browser window in view so you can drag from the former and drop on the latter.

Why would I want to do this you might ask?  The viewers are not full featured PDF tools, which is the advantage.  An evil doer will leverage advanced capabilities of the PDF format to attack.  Since the viewers do not implement these features, they are safer if viewing is all you want to do.

Speaking of safety, you should never (Never.  Never.) use a Web site that you find on Google that offers options to convert/join/merge/reorder/split, etc. and to which you have to upload your file.  Neither at work nor at home.

And although this is a work-related article, if you use only your browsers at home, you have one fewer application to keep up to date and one fewer vulnerability to worry about.

As you may have gleaned from the above, Acrobat is, in one sense, a printer that you lease from Adobe.  If you have a Word document that you need as PDF, you have options to create it without Acrobat.

If you need to change the document, you would not change the PDF file.  You would go back to the Word document, change it, and “re-print” it to PDF.  The same should be true for a document you receive.  The sender should be responsible for the changes and “re-printing” or should provide the original Word document.  But if not, you can try and leverage Word 2019.

When you perform the steps to open a file, PDF is in the list of file types that Word recognizes out of the box and you see PDF files as well as your DOCX files.   You also have the PDF (*.PDF) selection mentioned above to filter.  Select it from the unlabeled drop-down menu to the right of the File name text box.

Word will warn you that it is about to perform a conversion, optimized for text editing.  You need to review the document formatting which is a prudent step for any file conversion, even using Acrobat.  Opening PDF is just a Word feature.  Opening PDF in Excel and PowerPoint is not available.

And finally, you don’t need Acrobat to sign documents; Reader works just fine.

For macOS, saving as PDF is available through the system print dialog.  After invoking the Print command as you usually do (or use Command+P; it works in all applications mentioned), locate the PDF drop-down menu in the lower-left corner and select Save as PDF.

Each browser mentioned so far provides its own Save as/to PDF option which you select from the Destination (Chrome, Firefox) or Printer (Edge) drop-down menu. In Chrome and Edge, it is Save as PDF and in Firefox (annoying us across operating systems) it is Save to PDF.

In Safari, the option is Export as PDF from the File menu.  It does not have a Save as/to PDF option as a “printer” in its Printer drop-down menu.

You can access the system print dialog from each browser (except Safari) by locating and clicking Print using system dialog.  In Chrome, you first have to locate and click More settings.  Now you can use the PDF drop-down menu described above.  Safari only shows the system print dialog.

After you have selected the PDF options, you interact with the standard Save As dialog where you would name your file in the Save As text box and navigate to the folder you want to save in by browsing with the Where option.

In the Office for Mac applications you can use the PDF drop-down menu in the system print dialog or Save As from the File menu.  For the latter, locate the File Format drop-down menu and select PDF.  In Excel, it is under Common Formats.  In PowerPoint and Word, it is under Export Formats.

The macOS browsers all have Open File available on the File menu, so you can open the file directly.  You can also drag and drop the file onto the browser window.  In Safari, you drag and drop to the address bar.

In the Office for Mac applications, PDF files can be opened in Word but not Excel and PowerPoint.

And finally, you don’t need Acrobat to sign documents; Preview and Reader work just fine.  And don’t overlook what Preview can do in place of Acrobat.  But those details are the subject of a future article.

It is true that Acrobat is the gold standard for PDF.  A full list of features is available at the Adobe Web site at (as of the time this is being written):

Depending on your business requirements, an Acrobat subscription may be worth every penny.  But you may be able to accomplish what you need with tools you already have.  Try them out and see how it works.

And don’t overlook sharing.  Someone else in your department or college may have Acrobat and can help with a one-off (okay, maybe two- or three-off during the year) conversion.

MISO Survey: Your Feedback is Important to Us

MISO Survey Launches on February 17

On February 17, many of you will be asked to participate in the Measuring Information Systems Outcomes (MISO) Survey. This survey provides a framework to assess the frequency of use, importance, satisfaction, and knowledge about our campus library and technology services.

Your feedback is very important to us. We hope you will set aside some time to make a difference!

Mac Updates: Jamf and macOS Monterey


Jamf is a comprehensive management tool for Apple devices. This software allows IT and Mac users to better manage the lifecycle of all Apple devices. Once installed, the end users will be able to use the Self Service feature to install applications that have been vetted by IT.

If you do not have Jamf or Self Service installed on your Mac (Finder> Applications> Self Service) you can expect to receive a call from IT staff to install this software.

macOS Monterey

The newest version of the Macintosh operating system is now available for download and install. Monterey (macOS 12) comes none too soon as end users are getting antsy about issues created by Big Sur that could not be overcome.

Monterey fixes all of these issues, the most prevalent one on our campus being the inability to print to shared departmental devices.

To upgrade your device to Monterey, go to Finder>System Preferences>Software Update. If you would like an IT technician to assist you with your installation, please contact the Technology Support Center or submit a Royal IT Support ticket.

You’re going to need Chips to go with your Salsa

Global supply chain issues and the computer chip shortage continue to worsen and are not expected to end until late 2022 and possibly longer. The upcoming holiday season will only increase delivery delays.

If your department has funds for FY2021-2022 earmarked for IT equipment of any type, please remember that all items must physically arrive on campus prior to May 31, 2022 to be charged to the current fiscal year.

We recommend that you make purchases as soon as possible. IT has equipment on order since early summer that is just now starting to arrive. Any charges posted after June 1, 2022 will be charged against next fiscal year FY2022-2023. Please be aware that some merchants do not submit their charges until the order is fulfilled and not the purchase date.

Please enter a Royal IT Support ticket for all requests:
1. Go to Royal IT Support
2. Select Request a Service
3. Click on Computers & Software
4. Select the type of equipment/software you are requesting and complete the required information

Microsoft Updates: Microsoft 365 and Windows 11

2022: Celebrating 25 years of Desktop Productivity with Microsoft 365

Although Microsoft Office was initially released in 1990, it was the release of Office 97 that established the suite of products as the premiere desktop productivity package. At that time, when computers weren’t as common in the workplace as they are today, the professional version of the desktop productivity package included five primary applications, a word processor (Word), a spreadsheet editor (Excel), a presentation program (PowerPoint), a database manager (Access) and a personal information manager (Outlook). Throughout the past 25 years, Microsoft released nine major versions of Office for Windows and eight major versions for Mac. These “on-premise” releases of Microsoft Office, the most recent being Office 2019, are what most people think of when thinking about Microsoft Office.

In 2010, facing stiff competition from Google Apps (a cloud-based, productivity and collaboration suite), Microsoft began the gradual shift to offering Microsoft Office as a service on a subscription basis. This subscription-based service would extend the use of Office products into the cloud and across mobile platforms including iOS and Android. In 2020, this product was rebranded as Microsoft 365.

In 2022, due to changes in the University’s licensing of Microsoft products, Information Technology will start shifting computers from yesteryear’s on-premise version of Microsoft Office 2019 to the modern work experience of Microsoft 365. The productivity applications you’ve come to rely on (e.g., Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Teams) will still be available on each and every classroom, lab and office computer. The experience of using these applications will remain familiar and consistent.

Microsoft 365 Resources and Training

Microsoft 365 Learning Resources (authentication required) has been customized by the University’s Division of Information Technology team. This resource is curated to provide our campus with updated training information for the products that are available on our campus.

Power Automate is available on our campus. For resources, visit Microsoft Power Automate documentation.

The Microsoft 365 Training website combines video and step-by-step training with template, quick starts and easy handouts.

Teams Beginner Training for Faculty and Staff

Through Bookings, you can reserve Microsoft Teams training to review Teams and answer any other M365 program questions. Feel free to bring a colleague. This one-hour session is in-person in AMH 109. This is a beginner session. Click here for online resources and training.

Windows 11

Windows 11, the newest, major version of Microsoft’s operating system was released on October 5, 2021. For an organization, the release of any new operating system can be challenging as resources need to be allocated to confirm that legacy hardware and software is compatible with the new operating system. Processes for deploying and managing the new operating system also need to be verified.

Information Technology is preparing its strategy for migrating to Windows 11. More information about this strategy and the availability of Windows 11 will be communicated in 2022. In the meantime, rest assured that your Windows 10 computer will continue being secured, maintained and managed.


Campus Digital Signage Upgrade

The Visix/AxisTV Digital Signage solution provides our campus with an easy way to broadcast information to engage students, faculty, staff and visitors throughout various strategic campus locations. During this academic year, IT will be upgrading our Digital Signage players, which will require a software update. We are currently reviewing the upgrade requirements, as well as creating training sessions and materials in order to upgrade this service with minimal disruption. The various departments that maintain Digital Signage content will be contacted to schedule this upgrade.

Student Attendance and Early Alert Application Announcement

After a successful pilot in the spring 2021 semester, the Student Success Attendance and Early Alert system will be implemented during the Fall 2021 semester as a means to support student success.  While the system will be primarily used by course instructors teaching first year courses with General Education attributes FYS, FYW, FYOC, and FYDT, the system can be accessed by any instructor on campus teaching in the regular and/or special terms.  The system will replace all notice of academic difficulty forms.

The easy-to-use system allows an instructor to submit an early alert related to academic performance, attendance, tardiness, and/or minor engagement issues as early as week two of the semester when the system opens.  Early alerts are sent to the student’s advisor on record for processing and early intervention.  The system will remain open until the midpoint of the semester.

The “Student Attendance and Early Alert Application” is intended to have the following student outcomes:

  • Increase student class attendance and participation.
  • Improve student engagement with professors and academic advisors.
  • Prompt students to share responsibility for their academic success by maximizing use of campus resources.

Documents – including instructions and guidance – for course instructors and advisors can be found here on the website of the Office of Student Retention and Completion.  There is also a system demonstration video on that website.  Any questions about the system can be directed to Nicholas Truncale, Director of Student Retention and Completion, at

Phishing and Spam Reminder

With the start of the new school year, we have seen an increase  malicious actors have been busy, leading to a rise in phishing and spamming attempts.  The University email system directs (by default) emails identified as spam to the junk mail folder. As such, we ask that you remain cautious when opening emails in this folder.

Here are two examples of recent phishing attempts that have occurred at the University:

Example 1:

This example starts out asking for a cell phone number, then quickly progresses to the ‘get me some gift cards’ scam.  If you are unsure, verify the request before providing any information.

Example 2:

The following phish is crafted to look legitimate, with the exception that the Technology Support Center would never send out a notice threatening deactivation of any account without additional context. This phish is an attempt to steal user login credentials. If the user hit ‘Click Here’ they would be redirected to a page to enter login credentials, which would then be used by the malicious actor to attempt to gain access to University systems.  Again, if in doubt, please verify a request before providing any information.