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Web Professionals Catch Up – October 2023 Recap

This will be a low-key town-hall style Zoom meeting to discuss the future of the UNC Web Professionals Group and to share a little of what Team members learned at last week’s HighEdWeb conference in Buffalo.

Date: Friday, October 27
Time: 11:00 AM – 12:00 PM
Location: Zoom
Hosts: Rachell Underhill, Gia Branciforte, Paul Cardillo, Daniel Reeves

Presentation Recap and Notes

Agenda

  • Welcome – Rachell
  • We’re still here – Daniel
    • Depth and Breadth of group, goals
    • Previous presentations
  • Who are you? – Gia
  • High Ed Web Recap – Paul
  • Questions and Feedback

Meeting Items

During Meeting

Notes

  • Attendees
    • Count: 42
  • Rachell Underhill: Intro
    • History
    • Web Redesign for the Graduate School
    • History
      • Group History
        • UNC History
        • UNC Web History
      • Current Group
  • Daniel Reeves: What we do
    • What we do overview
    • Examples of past presentations (see list above for more information)
  • Gia Branciforte: Introduction
    • History
    • Current Engagement
      • No leadership level person currently
      • More collaborative
    • Polls and Survey
  • Paul Cardillo: Introduction
    • History
    • Provides Office Hours for any Web.UNC issues
    • Teams and membership logistics
      • Information about how to get access to the team
    • High Ed Web Conference – Buffalo
      • The conference was the impetus for this meeting
      • We are all in a similar boat and trying to do much with few resources
      • Steering the Circus Presentation
      • Rachell Underhill’s Presentation
        • 6 minute video of the process she used in her redesign of the website
      • General Conversation about the conference
  • Open Floor
    • Providing a space for all to talk about the conference or anything relevant
    • Group sharing
      • Networking groups around campus are coming back together
      • Web Professionals would love to connect with and collaborate on value to campus

Questions

  • Question about scope of this group: As a custom web developer, will this group be beneficial for him?
    • Daniel Reeves described how the group has helped him in his role as a custom application developer.

Proposed changes to web.unc.edu hosting – February 2020 Recap

Proposed changes to web.unc.edu

  • ITS-Digital Services wants your feedback!  
  • We are moving hosted WordPress websites to the cloud, and we’re proposing changes to web.unc.edu. Come hear our proposal to address and improve digital accessibility and university branding.
  • If you have a site hosted on web.unc.edu you’ll want to weigh in on these ideas!

Date: RESCHEDULED   Thursday, Feb 13th
Time: RESCHEDULED – 2:30-3:30
Location:  Graduate Student Center
Presenter: Kim Vassiliadis, ITS-Digital Services

Presentation Slides

Proposed Changes to web.unc.edu presentation slides (pdf)

Presentation Recap and Notes

  • Moving to the cloud
    • Contact signed with Pantheon
    • ITS is paying for the hosting
    • Primary focus is environments ITS manages
      • Web Dot network
        • Self service
        • WP Multi-site
      • Sites Dot network
        • Enterprise
        • Departmental
        • WP hosting
      • unc.edu
        • Stand alone installation
  • Opportunities
    • Rethink offerings
    • Address university branding
    • Address digital accessibility
    • Educate users: website ownership
  • Current Multi-site
    • Currently ~5K sites
    • 9 Themes
    • 50+ Plugins shared
  • Recent sites created
    • Sites created since September
    • ~700 sites
    • Numbers
      • 83% were created by student
        • Most were for classes
        • Some for Resume
        • Few for other reasons
      • 17% were created by employees
  • WebDotUNC
    • By default setup as a web.unc.edu domain with your site name
    • Example site – Vaccines
      • Concerns
        • Copyrighted material
        • Accessible
        • Information Literacy
        • Has a .unc.edu domain
  • Employee Sites
    • Roughly evenly split between the different use reasons
      • Lab Sites
      • Associations
      • Professional Faculty Sites
      • Personal Faculty Sites
  • Proposal
    • Rename the network from web.unc.edu to some name that does not imply the authority of the university
    • Has some affiliation, but not an official page/site
    • Could be either a subdomain or a slash URL name
      • Ex: sitename.tarheel.live vs. tarheel.live/sitename
    • Criteria for a unc.edu domain
      • Site Must
        • Represent the university
        • Meet baseline accessibility requirements
          • Attend an accessibility training within a semester/year
        • The site must qualify and the site/content managers require training for this level
  • Kim’s questions
    • Is tarheel.live effective?
    • Do we grandfather in existing 5K sites?
      • On request?
    • How should we handle faculty/personal sites going forward?
    • Other suggestions?
  • Ownership transfer
    • Could have a process to change ownership of a site (ex: student site a professor wants to keep)
    • This way content can persist beyond
  • New workflow
    • All sites would start at the tarheel.live
    • There would be a request process to move to a unc.edu domain
  • Should we have this [website hosting] service at all?
    • There are free services available
    • But, this service is 10 years old and we are reticent to discontinue it at this point
  • How to manage older sites?
    • Have decommissioned
  • If you are a lab, and you are spinning it up, how to have banner removed?
    • Could be a request process?
    • Could be moving the site to unc.edu instead
  • Archive
    • We don’t want to become an archive for old sites
    • Can work with university archive services to capture the content but retire the site.
  • SiteImprove Tool
    • Researched accessibility tools, received help from people to test
    • Just decided on SiteImprove recently and working with different groups to provide access
    • Want to make it so webmasters can scan the various site they manage
    • Pilot members
    • Will it cover login sites?
      • Working on that now
      • Can scan the content

Questions and Discussion

  • How much will visual branding be required for the initial move?
    • That conversation will come in a later phase
  • Suggestion to use the subdomain path
    • There are challenges to both approaches
  • Distinction between official sites and personal/student sites, this is WordPress and this is free for many, what about putting a banner denoting it is not an official site?
    • Not sure if it will help us legally, but there is a perception that it would divorce us from the direct connection
  • Have you discussed building a form for sign up that qualifies people as they fill it out?
    • Yes, but we want to see on the back-end that you are doing your due diligence before getting a unc.edu site
  • Advantage to separate URL?
    • Can have the default domain go to an explanation page
  • How to handle domain mapped URLs?
    • May leave as is for now and circle back when we have the initial phase complete
  • Thinking about GDPR in this process?
    • Not been given any guidance so far
  • How will the current URLs redirect?
    • That plan is in the works but not finalized at this point
  • What is the cost of the subdomain vs. subdirectory?
    • One cost for a subdirectory but each subdomain could have a cost associated with them
  • Theming thoughts? Will we get away from the bootstrap shortcuts?
    • Yes
    • They are in discussions about shared elements
    • Look at the oxygen builder that can take the place of a theme
      • Super fast
      • Can create design without themes
  • Could you have a structure where you ask for the life-time of the site?
    • That way you can put a timeline on the site
    • The person would need to think about how long the site would need to stay on the web.
  • If I am a professor, what are my options? Does the site need to be indexed and searchable to everyone in the world?
    • Could there be checkboxes for various options? Google Indexing for example?
    • Could setup the Tarheel.live sites so they don’t index by default and have some process for becoming indexed
    • Kim looked at other University offerings and few institutions provide the infrastructure that UNC does
      • Many have some space for personal
  • Is it possible to have a branch that the class sites go to that can be temporary and expire and those who want a longer lifetime could take a different path?
    • Could use a directory value (LDAP values) to identify users
  • Could there be an automated way to decommission unless people want to keep it?
    • Essentially, you get a site for a year
    • At the 11 month mark (or some other time), send an email reminding them to request another year.
    • For high-level users, they could be higher on the radar for the digital services group
  • Require second admin
    • Could require someone as a second admin if the site is important
    • Might be some cases where people leave and the site needs to persist
  • For the official work sites, will it be the same functionality as current (plugin restrictions, themes, etc.)?
    • Shifting what we have for now
    • Want to examine this at a later date
  • CloudApps has similar issues? How to handle?
    • Have not started that conversation yet, but a good idea
    • Inactive sites spin down over time, so may not be a pressing issues
  • Are absolved from the accessibility rules with the tarheel.live?
    • No but it does make a difference
    • We need to do what we can, where we can
    • Baby steps to make things better
  • What if the URL was students.unc.edu?
    • Just because you are using tarheel.live, it is still UNC related
    • Investigated using sandbox accounts in the platform
      • Tested it with students in a class to see the feasibility
      • It was a disaster, difficult to use,
      • If the site became a “successful” site, there would be a payment structure required
  • Cost?
    • There is no cost at this time
    • Will be covered by ITS
  • What could this move provide for us?
    • Free up time on the Digital Services team
    • A more robust and effective method for rolling out plugins
  • Will ITS allow sliders on sites?
    • Starting to phase out sliders.
    • Old sites are grandfathered in but new sites will not allow it
    • But they are not accessible, can trap keyboard users
    • Design is moving away from this now (make the logo big and make the logo bigger!)
  • Referring to old assignments
    • Faculty like to link to previous assignments and work
    • How to handle this persistence?
    • Need to consider if the student

Office 365 Tools 2: OneDrive and Teams – May 2019 Recap

May Webmasters Meeting Details:

Date:                                     Thursday, May 2nd

Time:                                    2:00 PM – 3:00 PM (30 minutes of extra time if needed)

Location:                             Graduate Student Center (211-A W. Cameron Ave.)

Presenter(s):                     Alison Campbell, Office 365 Program Manager with ITS

Presentation Topic:                      Office 365 Tools 2:  OneDrive and Teams

Office 365 is a suite of applications that are built with productivity and collaboration in mind. There are more than a dozen apps to choose from and it can be intimidating and time-consuming trying to figure out which ones might work for you. In this session we’ll talk about 2 applications and the tools within them that are geared towards helping you collaborate in a more productive and efficient way:

  • Teams
  • One Drive

Meeting Recap and Notes:

May 2019 Webmasters Meeting – Office 365 Tools 2: Productivity and Time Management

Meeting Information

  • Date: 05/02/2019
  • Time: 2:00
  • Duration: 1 hour
  • Location: Graduate Student Center
  • Attendees: ~20
    • 2 First Timers

Presenter(s)

Notes – Presentation

  • 2 Office 365 Apps
    • One Drive
    • Teams
  • One Drive
    • Office 365 Cloud Storage Solution
    • Approved for Sensitive Data
    • Folders and individual files
    • Sub Menu
      • Many actions available for folders and files
  • MS Teams
    • Browser vs. Desktop Client
      • Both work well
      • Personal preference which you use
    • Collaborative Work Space
    • Conversations
      • Features
        • Add attachments
        • Increase the size of text edit field
        • Emojis and
        • Meeting Invites
          • Will add to Outlook calendar
          • Will be Teams Meeting
    • Chat
      • Essentially skype for business features
      • Can be with 1 or more people
      • Can add additional people to a chat but it will start a new conversation with that individual
    • Files
      • Any file you attach will be put in the “Files” tab
      • 2 places to interact
        • Files Tab
        • Files Option on left menu
      • Provides you similar actions to One Drive
      • All Files
        • Can see various options
          • Recent
          • Which team
          • Items within a team
          • One Drive (available in teams)
    • Video and Audio Calls
      • Can initiate a call easily a call with an other person
      • Works with both
    • Message Options
      • Mark as read/unread
      • Edit
      • Delete
    • Screen Sharing
      • Can show your screen to others
    • Pinning People
      • Can pin people you interact with often
      • Can notify if someone is available
    • Teams Space
      • Duplicate chat feature but team-wide
      • Left navigation changes from people to teams
      • On a team, everything is shared
    • Team Channel
      • Way to organize information, not people’s permissions
      • Always a general channel by default
      • Recommend that you start in general and make more as you need them
      • Tabs
        • Conversation
        • Files
        • Notebook
    • Creating a team
      • Button at the bottom
      • Generally, choose “Staff Members” for the Team type
      • The name of a team is very important
      • You are creating an Office 365 group when you create the team
      • Good to have a naming schema for consistency
      • Will be labeled as “Private” so only members you decide can join
        • Public teams allow anyone at UNC to join
      • If a team has guests, the team will denote that
    • Managing a Team
      • Tabs
        • Members
        • Pending Requests
        • Channels
        • Settings
        • Apps
    • User Levels
      • Owner
        • Do anything in the space
        • Should only have at least 2 owners
      • Member
        • Can manage files and content
        • Can remove items
      • Guest
        • Can only add and edit items
    • Staff notebook
      • Essentially One Note
      • 3 sections
        • Collaboration Space
          • Where team members share notes
        • Content Library
          • Push out read-only information (ex: instructor syllabus)
        • Student Notebooks
          • Notebooks for individual members for the teams
          • Owners can see the contents
        • Can add a staff notebook for a team if it does not exist
    • New Tabs/Applications
      • If you run into an application that is not available, reach out to ITS as they verify the application before it is available
      • When it is available, it is for all of campus
    • If someone makes a mistake, how to go back to original version?
      • Open in SharePoint as it is how you open the group OneDrive space
      • Click on file options, version history
    • Meetings
      • Will pull in your Outlook calendar
      • Can join Zoom meetings with Teams
      • Can Schedule Meeting
        • Defaults to On-line meeting
        • Populates to the Outlook calendar for anyone added
    • Shifts
      • If you have shift workers or student workers, the app may help
      • Allows people to take time off and perform scheduling
    • Notification Icons
      • You will see icons for any activity in a team or chat
      • The icon shows a count for the activity
    • Activity Bell
      • The activity bell will show activity across teams and chats
    • @ mention
      • You can mention the entire team or just a single individual
    • Privacy
      • Can allow individuals to contact you if you are set to private
    • Size
      • Teams have 5TB of storage
      • Individuals have 5TB of storage
      • If you want more, ask ITS

Questions

  • Is it syncing updates simultaneously?
    • It does sync simultaneously
  • If you are editing the same sentence, how does that work?
    • Office 365 can register changes when editing at the same time
  • What about One Drive for a group, is that through MS Teams?
    • Yes, but the MS teams interface seems easier
  • Difference between SharePoint and Teams?
    • SharePoint is the underlying structure for teams
    • Alison thinks SharePoint is pretty heavy for most users
  • Can you start multiple chats with the same person to organize?
    • No, a chat with another individual is singular
  • If I switch over from Skype for Business to Teams, can we have cross-pollination between teams chat and Skype?
    • The two should work interchangeably
  • When you add a file, can you remove the file at a later date?
    • You can remove or choose to stop sharing
  • Are there chats that are outside of Teams?
    • Use the chat feature for individual communication
  • If each Team creates a group, do you need to create the group first?
    • No necessarily, but creating a Team will add additional features
  • Is there any way to filter channels for individuals?
    • Individuals can choose not to follow or see, but they will still be available to access
    • Can hide channel
  • When you create a channel, are users notified?
    • No, but they will see it
  • If an owner leaves, what happens?
    • The team becomes orphaned but ITS always has access
    • This is another argument why you want multiple owners
  • If a file on One Drive is buried under multiple folders, if I share the file on the team what happens?
    • If you upload a file, you are giving your team permission to edit the file
    • It stays in its original saved location
  • Bringing in People outside UNC?
    • For Teams or just OneDrive?
    • Can share folders, files with individuals, they need an Office 365 account
      • The Account is free
      • All permissions/features are the same for these individuals
  • When people come on board, does a team automatically add the user?
    • No, you will need to add them
  • If a user is added to a team, will they see the history
    • Yes, once you are on a team, you see its history
  • When do you start a team vs. a channel?
    • Channels are ways to organize and segment interactions
    • You always get 1 channel on a team
  • Does it save locally as well, if we were without internet, could we access it?
    • If you have the MS Sync client, yes, otherwise no
  • If you share a document, can you have a notification remind them to view something?
    • Not at the moment

Office 365 Tools 1: Outlook, OneNote, To-Do, Planner – April 2019 – Recap

April Webmasters Meeting Details:

Date:                                     Thursday, April 18th

Time:                                    2:00 PM – 3:00 PM (30 minutes of extra time if needed)

Location:                             Graduate Student Center (211-A W. Cameron Ave.)

Presenter(s):                     Alison Campbell, Office 365 Program Manager with ITS

Presentation Topic:

Office 365 Tools 1: Outlook, OneNote, To-Do, Planner

Office 365 is a suite of applications that are built with productivity and collaboration in mind. There are more than a dozen apps to choose from and it can be intimidating and time-consuming trying to figure out which ones might work for you. In this session we’ll talk about 4 applications and the tools within them that are geared towards helping you manage your work in a more productive and efficient way:

  • Outlook
  • OneNote
  • To-Do
  • Planner

Meeting Recap and Notes:

April 2019 Webmasters Meeting – Productivity and Time Management

Meeting Information

  • Date: 04/18/2019
  • Time: 2:00
  • Duration: 1 hour
  • Location: Graduate Student Center
  • Attendees: ~20
    • 4-5 First Timers

Presenter(s)

Notes – Presentation

  • 4 Office 365 Apps
    • One Note
    • Outlook
    • Planner
    • To-do
  • Outlook
    • Multiple different ways to organize
      • Rules
        • Automatically perform some action based on some ruleset
      • Folders
        • Could be based on Projects, contacts
        • 3 folders to organize work
          • Tasks
            • On-going items
          • Follow-up folder
            • Areas that require follow-up
          • Some Day
            • At some point
      • Quicks Steps
        • Automatics steps for organization
        • Ex:
          • Move to folder
          • Flag and Move
          • Custom
      • Flagging Emails
        • Click on flag icon, will color code
        • Can organize by flag in the inbox
        • Adds to Outlook tasks and OneNote
        • Flag Types
          • Can add dates, canned or custom
        • Can drag and drop to Task interface
          • Will bring up a task interface
      • Tasks (similar to the To-do structure)
        • A basic task interface for creating tasked based items from
        • Interface allows you to set dates and other relevant data about
      • Clean Up
        • Icon with the envelope with an X on it
        • Can remove redundant items
    • Other Features
      • Out of office messages
      • Email Signature
    • Batch Email Time
      • If you can do something in less than 2 minutes, do it in your batch email time
      • If it will take longer, make time for those email message
    • Delay Delivery
      • Can set an email to send an email automatically at some prescribed date and time
      • This allows you to compose the email at your leisure and
    • Add Ins
      • Extra features available to certain apps
      • UNC ITS security needs to vet the add-ins before the can be used
      • Can view the list at http://office365.unc.edu/3rd-party-applications/
        • There is a request process if you want an add-in that we do not currently have
  • OneNote
    • Can get at https://office.unc.edu
    • Many different versions
      • Web client
      • Windows 10 applications (multiple)
      • Mobile App
    • Use for
      • Helps with project management
      • Uses to store agenda and meeting notes
    • Organization
      • Notebook
        • Group of sections and pages
      • Sections
        • Group of pages
      • Pages
        • Where you store data
      • Integrates with Meetings
        • Can pull in meeting attendees
      • Email Page
        • Can email a page
        • Everyone in a meeting will be in the to field
      • Sharing
        • Must use a shared notebook if others will need to view
      • Tagging
        • Checkboxes
          • General to-do task structure
        • Highlight or Star an item
          • Note for later
        • Easy to pull important items from notes
        • Can integrate with Outlook tasks
      • Individual vs. Group Notebooks
        • Everyone at UNC gets an individual OneDrive account and Individual OneNote notebook
        • The individual one is not shared by default
        • Can be team based from MS Teams
      • Search
        • Can search all note books, sections and pages
  • ToDo
    • Similar to Wunderlist
      • Wunderlist bought by Microsoft
    • Simple to-do list application
    • Only available in an online application
    • Similar to the Outlook task interface
    • Structure
      • Lists
        • Every list can have tasks
      • Tasks
        • Every task can have additional information
      • Steps
        • Like sub tasks
      • Add to My Day
        • Can add tasks to your day
        • Can drag a task over to My Day
      • Set Reminders
        • Can show up in Outlook
      • Due Date
      • Planned
        • Items with due dates
      • Flagged email
        • Flagged items in email
        • Choose to connect to email and the items will connect
      • Tasks
        • General bucket as a place to store uncategorized items
  • Planner
    • Structure
      • Buckets
    • Similar to Jira
    • Not as powerful as MS project
      • No Gantt charts
    • Good for basic tasks and assigning to people
    • Shared via an Office 365 Group
    • Can assign to anyone in the group
    • Can add
      • Due date
      • Start date
      • Assignment
      • Tasks
      • Attachments
      • Notes
      • Comments
      • Description
    • Copy Tasks, or copy link to tasks
    • Charts
      • Can see the progress and status
      • Late items,
    • Schedules
      • Calendar view of items

Questions

  • Where to store email archive, server or computer?
    • Generally, want to move to a separate space
    • OneDrive is a great space to store this
  • Interacting with Email and MS Teams?
    • Daniel Reeves uses it as a way to monitor MS Teams
    • You can get a reminder that there is a conversation that you missed
  • How to get to the Flag view?
    • In the header space, the icon looks like a flag
  • How do I have multiple auto-generated notebooks?
    • It is usually an individual issue and would need to be reviewed by ITS to be sure
  • If you don’t get through all your tasks in MyDay, what happens?
    • The items will just move off of my day
    • All the items will still be in the lists where it originated
    • You cannot see the list of items not completed in the MyDay
  • When you assign a person to a task in Planner, do they get an email?
    • It can, you just
  • What is the difference between To-Do and Planner?
    • Individual (to-do) vs. shared (planner)
  • Outlook calendar integration?
    • Not planned from what we know
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