Why cybersecurity matters for everyone at UM

Cyber threats are evolving rapidly, and higher education institutions like ours face increasingly sophisticated risks. The university is focused on strengthening our defenses and making cyber safety a shared responsibility across campus.

But cyber security isn’t just about avoiding threats right now—it’s about setting yourself up for a safer, easier future. Whether you’re a student, staff member, or faculty, the steps you take today can save you time and stress down the road.

UM’s Commitment: Training, awareness, and support

UM is continually rolling out programs designed to equip our community with the knowledge and tools to protect personal and university information, as well as our digital infrastructure. As part of this commitment, we are offering cybersecurity and privacy awareness training for all faculty and staff and researchers.

The online training program is offered through the Microsoft 365 platform (Microsoft Defender), consists of 6 modules, and takes 45-60 minutes to complete. Here for more information: https://umanitoba.sharepoint.com/sites/um-intranet-about-ist/SitePages/Cyber-awareness-training.aspx

How to enroll

If you or your unit or department would like to be enrolled in this essential training or would like more details, please contact IST Service Desk, srvdesk@umanitoba.ca, 204-474-8600. 

Together, we can create a safe and cyber secure university.

For more information on why Microsoft is making these changes to Microsoft 365 storage please visit https://www.microsoft.com/en-us/education/products/microsoft-365-storage-options#FAQ 

What you need to know 

As a result of this change, the University of Manitoba is setting new storage limits for students, faculty and staff to align with this new policy.  

This change will affect your ability to store and edit files in your OneDrive account or SharePoint and may affect your ability to send emails if you are over the limit. 

PLEASE NOTE: If you are over the new quotas, you have up to six months to review and clean up your files and email to meet the new quota. All accounts should be within the new quota no later than February 28, 2026.  

New storage limits for students 

• Email – 50 GB limit 
• OneDrive – 25 GB limit 
• SharePoint/Teams – 50 GB limit 

New storage limits for faculty and staff (UM Intranet)

• You have up to six months to review and clean up your files and email to meet the new quota. All accounts should be within the new quota no later than February 28, 2026.  
• You will get an extra 25 GB to help with cleanup. This extra space will be removed once you’re back within quota. For example, if you are currently using 225 GB of storage, your new temporary limit will be 250 GB. This gives you time to clean up and reorganize your files before the new quota takes effect.
• If you are currently over the new quota, over the next few weeks, the project team will reach out to you to help identify the best storage solutions for your needs. 

Microsoft OneDrive, Outlook and SharePoint will notify you within these applications when you are at 80% storage used or are over the limit. Should you exceed these limits, you will lose the ability to send email and/or your documents in OneDrive or SharePoint will be converted to Read Only until your storage is reduced. 

Take action now 

While the new quotas begin on September 3, 2025, if you are over the new quota, you have up to six months to review and clean up your files and email to meet the new storage quota. 

Find out how to check and manage your storage 

The Information Services and Technology website has a number of helpful resources which can help you learn how to check and manage your storage levels and adopt best practices for your files. 

Please submit your questions or feedback through this form. 

Fall readiness checklist:

Guarantee a smooth and efficient start to the new school year.

• Check for your assigned classroom in Aurora or with your departmental contact to confirm your class location.
• Visit your assigned classroom(s) to confirm the configuration
• Attend a demonstration of the installed classroom and portable audiovisual equipment
  • Group demonstrations (see the schedule of demonstrations below)
  • Schedule a one-on-one demonstration for unique teaching spaces
    • Reserve the space through AdAstra then book a demo through the IST Service Desk
• Ensure your technology is functioning properly:
  • Make sure you are connected to the UM Wi-Fi network (uofm secure instructions)
  • Ensure you are set up for Multifactor Authentication
  • Buy your lapel microphone. Contact your business manager to order through EPIC. 
  • Get the right video adaptor for your laptop. University classrooms have VGA or HDMI connections. 

Schedule of demonstrations of classroom and portable AV equipment

IST Audio-Visual is hosting drop-in demonstrations of the university’s installed classroom and portable audiovisual equipment on the following days:

Tuesday August 26

9:30 am to 11:00 am – Isbister 235 (digital control room)

11:30 am to 1:00 pm – Isbister 231 (analog control room)

1:30 pm to 3:00 pm – Tier 302 (bring your own device and portable equipment)

Wednesday August 27

9:30 am to 11:00 am – Isbister 231 ( analog control room)

11:30 am to 1:00 pm – Tier 302 (bring your own device and portable equipment)

1:30 pm to 3:00 pm – Isbister 235 (digital control room) 

Thursday August 28

9:30 am to 11:00 am – Tier 302 (bring your own device and portable equipment)

11:30 am to 1:00 pm – Isbister 235 (digital control room)

1:30 pm to 3:00 pm – Isbister 231 (analog control room)

These demonstrations will review:

• The features of the room that are available to instructors.
• Basic troubleshooting procedures. 
• How the following room configurations and technologies work:
  • Digital control room – Examples: Tier 301, Armes 205, St John’s 172
  • Analog control room – Examples: EITC2 320, University College 237, St Paul’s 100
  • Bring your own device and portable equipment – Focused connecting laptops, MacBook’s, iPad to the control panel and display and demonstrations of the portable projector and document camera.

What you need to know

• We encourage you to attend these demonstrations of the equipment you will be using in order to be fully prepared as audio visual classroom support is not resourced to start every class (confidence start).
• Blended or hybrid teaching, where a combination of students are both in class and remote, is currently not supported at the University of Manitoba. Should you wish to discuss this topic further please contact Mark Torchia, Vice Provost (Teaching and Learning).
• Audio visual classroom support will respond to any urgent in-class issues that you may encounter. Contact the IST Service Desk at 204-474-8600 and we will strive to respond in person within 10 minutes.

If you have any questions or need assistance being prepared for fall classes, please contact the IST Service Desk at: 2040-474-8600 or check online at https://umanitoba.ca/information-services-technology/#contact-us

Key changes:

• New Name and Icon: The app is now called the Microsoft 365 Copilot app, with a new icon to reflect this change.
• Enhanced Functionality: The app continues to serve as a productivity hub, allowing users to find, create, share, and collaborate in one place. The integration of Copilot introduces AI-driven features for tasks such as asking questions, creating content, drafting documents, and building agents.

How does this impact me?

• A fresh look and feel: The user interface (UI) has been modernized for clarity and ease of use, including cleaner layouts, smarter menus, and a more consistent experience across apps. Helpful tip: Use the built-in walkthrough the first time you open the Copilot app – it’s a great way to get oriented.
• Updated URL: The web URL has been updated to m365.cloud.microsoft, with automatic redirects from office.com and microsoft365.com. So update those Bookmarks.
• Free access to Copilot chat: Users with a Microsoft 365 license or a Microsoft 365 Copilot license can access Copilot Chat at no additional cost.

For more details, please visit the The Microsoft 365 app transition to the Microsoft 365 Copilot app.

However, third party audits and UM internal investigations have identified numerous security and privacy concerns, including a lack of data transport layer security and several below standard data encryption practices. DeepSeek also collects extensive data (including personal information) and, as a result of insecure practices, this data is at risk.

These concerns have prompted the Canadian federal government and several Canadian universities to take precautionary action by banning the use of DeepSeek.

After careful review by IST and the Provost Office, several recommendations were proposed to safeguard the safety and privacy of UM members. These recommendations have been approved by the President’s Executive Team and the following regulations now apply to all UM students, faculty, and staff.

New regulations:

1. All members of UM must remove DeepSeek from any UM owned devices or any other devices (including personal devices) that connect to the UM network.
2. IST will block the DeepSeek domain and URL’s on the UM campus firewall.
3. IST will block DeepSeek (via Intune and Defender application firewall) on any devices that are managed with Intune or Defender applications.

Exceptions may be considered for academic purposes. Please contact Information Security and Compliance via the IST Service Desk for more information.

The UM Artificial Intelligence (AI) Committee is in the process of establishing an AI Framework for the university.

These restrictions are issued under the UM Use of Computer Facilities Policy and the Information Security Policy. Non-compliance may be addressed through appropriate remedies in accordance with UM policies.

Strengthen Your Passwords: Use strong, unique passwords for each of your social media accounts. Avoid using easily guessable information such as your name, birthdate, or common words.  

Enable Two-Factor or Multi-factor Authentication: Adding an extra layer of security through two-factor authentication (2FA) can significantly reduce the risk of unauthorized access.  

Be Cautious with Personal Information: Limit the amount of personal information you share on social media. Avoid posting sensitive details such as your address, phone number, or financial information. Scammers can use this information to steal your identity or commit fraud. 

Review Privacy Settings: Regularly review and update the privacy settings on your social media accounts. Ensure that your posts and personal information are only visible to trusted friends and connections. This can help prevent strangers from accessing your data. 

Stay Vigilant for Suspicious Activity: Keep an eye out for any unusual activity on your social media accounts. If you notice any unauthorized logins, unfamiliar posts, or messages, take immediate action by changing your password and reporting the activity to the platform. 

Additional Ways to Protect Yourself 

• Educate Yourself: Stay informed about the latest security threats and best practices for online safety.  

• Use Secure Networks: Avoid accessing your social media accounts over public Wi-Fi networks, as they can be vulnerable to hackers. Use a virtual private network (VPN) to secure your internet connection when using public networks. 

• Monitor Your Accounts: Regularly check your social media accounts for any signs of suspicious activity. Set up alerts to notify you of any unusual login attempts or changes to your account settings. 

• Stay on your toes for Phishing Scams: Be cautious of messages or emails that ask for your personal information or direct you to suspicious websites. Verify the authenticity of the sender before clicking on any links or providing any information. 

By following these tips, you can enjoy the benefits of social media while keeping your personal information safe from identity theft.  

The new agreement will offer faculty and staff a fully managed service with a variety of print devices to choose from. It provides a lower total cost of ownership compared to the previous program, while still allowing you to choose the device that best suits your faculty or department needs.

Effective immediately, faculty and staff can purchase printers and multifunction devices from the new program. Please note that the service and support for existing Kyocera print devices at the University of Manitoba will continue to be provided by Gold Business Systems.

For full details on the Print and Print Services program, please review the procedures and content in the attached links: Information Services and Technology | University of Manitoba | Printers.

Please contact vendormgmt@umanitoba.ca if you have any questions.

1. Be cautious with emails, texts, or calls related to your accounts or asking you to make purchases.
   • Cybercriminals take advantage of the holiday rush to trick people into revealing personal or protected UM information or making fraudulent transactions. Look for warning signs such as unfamiliar senders, urgent language, and requests for sensitive information. If something seems suspicious, it probably is. To protect yourself, always verify the sender’s email address and look for external email tags that indicate the message is from outside your organization.
2. Be aware that everyone must help to protect the UM community.
   • Universities and education institutions are being targeted by cyber criminals. Staff, faculty and students must also play their part by being vigilant and reporting any suspicious activity to IST or through Microsoft’s integrated email security in Outlook.
3. Be informed and take advantage of our upcoming UM cybersecurity training opportunities.
   • Cybersecurity awareness programs and training can help staff, students and faculty recognize and avoid scams.

By staying aware, informed and cautious, you can enjoy a safe and secure holiday season. Remember, cybersecurity starts with you!

Navigating the digital world is like exploring the vast Canadian wilderness—exciting and full of wonderful possibilities! But remember, with great adventure comes great responsibility to be prepared. Cyber threats are on the rise, and it’s up to us to stay ahead of the game and protect ourselves and our university community from online threats.

Cybersecurity is a team endeavor:

As a superstar member of our university community, you play a crucial role in keeping our systems and data safe. By following some simple best practices and staying in the know about the latest cybersecurity threats, you can help keep the path ahead safe and secure for our UM community.

Key Security Reminders:

• Password Awareness: Passwords protect and limit access to your personal data and the IT resources at the University of Manitoba.
• Device Defense: Keep your devices and connections secure with our Information Security Tips.
• Double Trouble: Use UM multi-factor authentication. It adds an extra layer of security to our university accounts to protect you, your data, and university systems from unauthorized access and phishing attacks
• Travel Smart: Check out our Travel Security tips before you set off.
• Suspicious Stuff: Report any suspicious emails or activity to IST Service Desk or spam@umanitoba.ca.
• Click Carefully: Be cautious when clicking on links or downloading attachments from unknown sources.

Additional Resources:

For more tips and tricks on securing your accounts and devices, check out these resources:

• UM Information Security and Compliance page: This page includes info on security tips, email security, social media security, and more.
• Get Cyber Safe: A national public awareness campaign to inform Canadians about cybersecurity and the simple steps they can take to protect themselves online.

Let’s Look out for Each other:

By working together, we can create a secure and safe online environment for everyone. If you have any questions or concerns, don’t hesitate to reach out to us.

Stay safe and explore smart!

Best regards, your teammates at Information Security and Compliance

Why Pronouns Matter

Pronouns are an essential part of respecting individuals’ identities and fostering a sense of belonging. By including pronouns on profile cards, we take a significant step towards honoring personal identities and creating a supportive space for people of all genders.

How It Works

The pronouns feature is off by default but can be enabled by those who wish to add their pronouns to their profile cards. This feature is now available across various Microsoft 365 applications at UM, including Outlook, Teams, and Microsoft Search. You can enter your pronouns, which will then be visible to anyone within our environment, including guest accounts.

How to add, change, or delete pronouns on your profile in Microsoft 365

 Microsoft Teams

1. Select your profile picture in the upper right corner of Teams, then select your name/email address.
2. On your profile card, select + Pronouns or the pronouns listed below your name.
3. To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns.
4. Select Save to update your profile. Select Cancel if you don’t want to save your changes.
5. SelectGot it to exit the confirmation dialog.

Microsoft Teams (mobile)

1. Open Teams on your mobile and select your profile picture. Your profile card will display.
2. On your profile card, select + Pronouns or the pronouns listed below your name.
3. To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns.
4. Select Save to update your profile. Select Cancel if you don’t want to save your changes.

Microsoft ( New) Outlook and Outlook on the web

1. Open Microsoft New Outlook or Outlook on the web. Please note: these instructions will not work on the older version of Microsoft Outlook
2. Open your Sent Items
3. Select and open one of your sent messages.
4. In the opened message, click on your Profile image
5. Select the +Pronouns or the pronouns listed below your name.
6. To add or change your pronouns, select from the examples (only available in English), or enter your own. To delete, remove your pronouns.
7. Select Save to update your profile. Select Cancel if you don’t want to save your changes.
8. SelectGot it to exit the confirmation dialog.

Our Commitment to Inclusion

The University of Manitoba encourages the declaration of pronouns but does not require it. We believe that this feature will help us create a safer and more affirming environment for everyone. By respecting and acknowledging personal pronouns, we can contribute to a more inclusive community.

For more information and detailed instructions, please refer to the following resources:

• Pronouns on your profile in Microsoft 365 – Microsoft Support
• Profile cards in Microsoft 365 – Microsoft Support

Let’s work together to make our university a place where everyone feels respected and valued.