October Technology Workshops
Keeper Security: Password Manager
Thursday, October 16
11:00 am – 12:00 pm
Remote Training
Keeper Representative
Box Sign Workshop: E-Signatures for Secure Documents
Thursday, October 23
10:00 am – 11:00 am
Parmly 302
Zach Nix, ITS
Phishing Simulation Emails: Why They Matter, Your Role, and How AI is Changing the Game
Tuesday, October 28
2:00 pm – 3:00 pm
Leyburn M47
Zach Nix, ITS
30 Days of Protecting the W&L Network
Exchange Online Protection and Microsoft Defender for Office 365 are our first line of defense against email threats. However, your attention and action are just as important.
When you spot a suspicious email, use the Phish Alert Button (PAB) to report it. Your report is automatically sent to the ITS Security Awareness team for review. This helps catch phishing attempts that slip through filters and keeps our community safe.
W&L Security Awareness
All new W&L community members, including faculty, staff, students, and incoming board members, are required to complete Security Awareness Training.
Some departments also complete annual training to stay current on cybersecurity best practices. Everyone with a W&L email account receives monthly simulated phishing emails to help reinforce safe email habits.
Remember those old phishing emails full of typos and obvious red flags? They’re evolving. Today’s AI-powered scams are more targeted, polished, and convincing than ever.
Register for “Phishing Simulation Emails: Why They Matter, Your Role, and How AI is Changing the Game.”
Email Sending & Use Policy
To protect W&L email accounts, limits are in place on how many recipients can be included per message and how many emails can be sent in a short period. These safeguards help prevent a compromised account from being used in large-scale spam or phishing attacks.
Emails that stay within the recipient limit can still be flagged as spam if they contain spam-like content or use a high percentage of BCC recipients. Using mail merge is a better option, it sends individual messages to each recipient without using BCC, greatly reducing the chance your email will be marked as spam.
View the Policy Here
Mail Merge is now available in Outlook on the Web
Need to send a mail merge from a shared mailbox?
- On the web: Select the dropdown next to your email address.
- If you need to send a mail merge from a shared mailbox using Outlook Desktop, contact help@wlu.edu for assistance.
If you prefer the desktop version of Outlook, check out the Mail Merge link below.
Outlook Desktop Mail Merge
Excel Experts
Did you know there are content creators dedicated to Office 365 and Excel? One of the most popular is Kevin Stratvert, a former Microsoft employee with nearly 4 million YouTube subscribers who shares practical tips and tutorials.
Closer to home, ITS is planning an “Ask the Expert: Excel” training session in the near future, featuring one of our very own Excel experts. Stay tuned for details!
Excel Tutorial for Beginners
Harte Center Experts
Join Senior Academic Technologists Brandon Bucy and Helen MacDermott for bite-sized training sessions designed to boost your tech confidence and efficiency.
Each week, we’ll spotlight one tool, tip, or feature from platforms you use every day—like: Canvas, Qualtrics, Word, Adobe Acrobat, Adobe Express …and more!
What to Expect:
- A single, focused tip or feature
- Live demo and walkthrough
- Time for questions and discussion
Whether you’re streamlining workflows or discovering hidden features, these short sessions are designed to fit your schedule and elevate your tech game.
Want to suggest a future topic? Contact hartecenter@wlu.edu.
Campus Phones Experiencing Caller ID Spoofing
ITS has seen a recent uptick in caller ID spoofing targeting the campus phone system. Although not nearly as pervasive as email phishing, caller ID spoofing is difficult to block. Spoofing occurs when a caller deliberately falsifies the information transmitted to your caller ID display to disguise their identity. Scammers often use “neighbor spoofing,” making it appear as though an incoming call is coming from a local number or even the trusted number of a W&L employee. If you answer, the scammer may use scripted messages in an attempt to steal your money or personal information, which can then be used for fraudulent activity.
How to Handle Caller ID Spoofing
- You may not be able to tell right away that an incoming call is spoofed. Sometimes scammers spoof a number you recognize, but the caller ID doesn’t quite match what you’re used to seeing for that number.
- If you answer the phone and an unfamiliar caller (or a recording) asks you to press a button to stop getting calls or begins asking “yes” or “no” questions, hang up immediately.
- Never give out sensitive information over the phone and be cautious of calls you weren’t expecting. Use extra care if the caller pressures you for information or attempts to create a sense of urgency.
Handling W-9 Forms Securely
W-9 forms include Social Security numbers and signatures, so it’s important to use the right tools for protection.
- Encrypted email can be used, but the form still requires a valid signature.
- Unencrypted email should never contain HIPAA or personal identifiers.
- Box is approved for storing and sharing confidential information, including personal identifiers.
- Use Box Sign to collect secure e-signatures for W-9s and sensitive documents.
Want to know what data is allowed in Box but not in email? Check out the Regulated Data Types link below.
Regulated Data Types
Scams Can Start from Google Search Results
A professor recently initiated a phone call while trying to resolve an active HP warranty support case. The professor searched online for HP’s support number, found a number on what looked like a legitimate HP site, and called.
During the call, the “HP” representative gave a believable story as to why their system was temporarily down. As part of the support call, the representative had the user install software for remote support. The situation became alarming when the rep mentioned needing a $1 transfer via PayPal or another account before issuing a full refund.
Trusting their instincts, the professor immediately turned off Wi-Fi and shut down the computer. They then brought the laptop directly to ITS for assistance, keeping the device powered off and off the network. ITS ran an offline scan and erased the device.
Key Takeaways:
- Always verify support numbers through official company websites.
- Beware that ads in Google searches should not be trusted.
- Scammers can make their website look official with a fake support number.
- Be cautious if asked to install remote software.
- Never agree to unusual payment requests like small transfers or refunds through third-party accounts.
- If you suspect fraud or compromise, disconnect from networks immediately and contact ITS.
Google Search on W&L Device Got Federal Attention
New Box Feature: AI Multiple Document Query
Select up to 10 documents to ask Box AI anything about selected files. Ask questions about competing proposals or ask for a table to compare.
Box AI helps you unlock the value inside unstructured, text heavy documents. By asking Box AI to create a comparison table, it extracts key details like costs, specifications, and advantages and organizes them into a clear structured table.
Box AI for more than 10 Documents: Box Hubs
Need to ask questions across more than 10 documents? Box Hubs can help.
One colleague has uploaded a folder of historical meeting notes to a secure Hub, unlocking real insights, not just keyword matches. Another is piloting a Hub with departmental purchase data, using Box AI to ask questions about inventory.
Want to see a Box Hub built around Workday Student resources for a W&L only audience?
Check out the Workday Student Box Hub
Apple Tip of the Month
Lock Screen from the Apple Menu or Control + Command + Q whenever you step away.
PC Tip of the Month
Lock your PC with Windows + L whenever you step away.
General Genius
Outlook Schedule Send
The ITS department witnessed a Schedule Send executed flawlessly in a recent department meeting. Our colleague stood up to give an update and mentioned that all of us received a scheduled email at the start of our meeting. Her perfectly timed email was top of inbox and top of mind!
Why use Schedule Send in Outlook?
- Be respectful of time zones and work hours.
- Boost visibility by sending when people check email most.
- Plan ahead for a busy day.
