November Technology Workshops
Microsoft Power Automate: Automate the Everyday
Tuesday, November 18
2:00 pm – 3:00 pm
Chavis 208
Jake Reeves, Student Engagement & Technology
Zach Nix, ITS
Register for ITS Workshops
December Technology Workshops:
Winter Academy Registration Open
Ask The Expert: Excel
Wednesday, December 10
1:00 pm – 2:00 pm
Leyburn 301
Tom Marcais
Box AI & Box Hubs: Unlock Answers Not Just Keywords
Wednesday, December 10
2:00 pm – 3:00 pm
Leyburn 109
Zach Nix
Phishing Simulation Emails: Why They Matter, Your Role & How AI is Changing the Game
Thursday, December 11
3:00 pm – 4:00 pm
Leyburn 128
ITS
Register for Winter Academy
Cooking Up Efficiency: Mail Merge & Microsoft Forms
The Office of Community-Based Learning is using a shared mailbox mail merge to simplify how they collect event registrations and lunch requests for the Community Engagement Fair. By sending personalized emails directly from the shared mailbox, recipients receive a familiar and professional message while responses are automatically organized in Microsoft Forms.
This approach helps their team manage sign-ups efficiently, track dietary needs, and ensure that everyone gets the right information—without flooding individual inboxes. It’s a great example of how shared tools and automation can make communication smoother across campus.
Looking to Improve or Streamline Event Registration? Let’s Talk!
Email the ITS Helpdesk for a consultation
Workflows That Stick: The Story Behind 900 Exam Labels
Each term, hundreds of exams move through The Williams School. While Joy Swartz may not write the tests that students line up to take, her careful preparation and teamwork with colleagues make exam week run smoothly.
In the fall and winter terms alone, The Williams School prepares over 900 exam packets using a streamlined process that combines Workday, Excel, and a Word Mail Merge.
Here’s how the workflow comes together:
- Pull course rosters from Workday
- Format the Excel spreadsheet for clean, consistent data
- Create a Mail Merge in Word to generate labels
- Apply Avery 5160 label formatting and print
This efficient system born from practice and precision earns a passing grade for keeping exams on track and getting students closer to break
Want to Try the Recipe Yourself?
Exam Label Full Recipe
Automating Live Well W&L 5K Registration with Microsoft Power Automate
Human Resources has streamlined the Live Well W&L 5K event registration process by connecting Microsoft Forms and Outlook through Power Automate. This automation eliminates manual follow-ups and ensures that registrants receive event details instantly.
Here’s how it works:
- A Microsoft Form is created to collect registration details such as name and email address.
- The Form link can be shared in an email, newsletter, or on a website.
- When a new response is submitted, Power Automate triggers an automated workflow.
- An Outlook email is generated and sent to the registrant’s provided email address.
- The email includes:
- A personalized greeting using the name from the Form
- Event details and any relevant information
- A calendar event file (.ics) that can be saved directly to Outlook
- The registrant receives the email, reviews the event information, and adds it to their Outlook calendar.
This integration between Microsoft Forms, Outlook, and Power Automate simplifies event management, saves staff time, and provides a seamless experience for participants.
5K Workflow Automation Recipe (Step-by-Step)
Signed, Sealed, Streamlined: How Athletics Handles 400+ Guest Access Pass Signatures
One of the many perks of working at W&L is the guest access pass available for family members. Since signatures for these passes are required annually, managing over 400 forms can be a time-consuming task.
For the past two years, the Athletics Department has used Box Sign to handle the majority of guest access signatures digitally. Because their guest access form was already stored in Box, they easily converted it into a Box Sign Template and designated a specific Box folder for storing all signed documents.
Using Batch Send, the team uploads a .csv file of email addresses, allowing Box Sign to send a personalized signature request to each contact automatically. Reminder emails can be scheduled before sending, with automated follow-ups on days 3, 6, 11, and 16 for any outstanding signatures.
This process has reduced manual work, improved record keeping, and provided a seamless experience for staff and their families alike.
Box Sign Template: How To Video
Why Using University-Supported Tools Matters
At W&L, technology tools like Microsoft 365 and Box are designed to help you work, collaborate, and communicate securely.
While Google apps like Gmail or Drive may feel familiar, they shouldn’t be used for university-related work. University-provided tools are protected by Duo MFA and covered by W&L’s data security agreements, keeping your information private and compliant.
Using Microsoft 365 and Box also supports collaboration and continuity, ensuring files stay accessible even when students graduate or employees move on.
Bottom line: Stick with Microsoft 365 and Box for all university work to keep data safe and accessible.
Read Full Article
Share Your Go-To Outdoor, Nature, & Wellness App to be Featured in an Upcoming ITS Newsletter
Apps You Can Take Outside: Suggestions
Apple Tip of the Month
Screenshot: Shift + Command + 5
By default: macOS saves screenshots to your Desktop. Want to keep your desktop clean?
- Press Shift + Command + 5 to open the Screenshot toolbar.
- Click Options.
- Under Save to: change the save location.
Take a screenshot on a Mac
PC Tip of the Month
Screenshot: Windows + Shift + S
By default: Windows saves screenshots to your Screenshots folder (C:\Pictures\Screenshots).
- Press Windows + Shift + S to open the Snipping Tool.
- Click Options.
- Under Save to: change the save location.
Using Snipping Tool to capture screenshots
General Genius
While rolling out a new Box Sign workflow for collecting e-signatures, Athletics noticed a potential issue: automated emails from no-reply@box.com with a link could appear suspicious to users who weren’t expecting them.
Their solution: communicate early and clearly. Before launch, they emailed guest access pass users to explain the new process and let them know to expect a message from Box Sign. A simple heads-up helped build trust and ensure a smooth rollout.
