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Privacy Impact Assessment

Product overview - Free business icons Overview and Key Features:

The Privacy Impact Assessment (PIA) service allows users of information technology to assess the impacts and risks related to the use of personal information for staff, faculty and students. PIAs are done as part of vendor and application reviews to identify privacy and compliance risks. However, it is recommended that any changes to data flows to existing processes also undergo PIAs to avoid non-compliance with FIPPA requirements.

 

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Privacy policy guidance

Freedom of Information and Protection of Privacy (FIPP) Office

Contact the Security team with questions at security@utoronto.ca

Email Services

""   Overview and Key Features:

With the new UTmail+, you get all the email features you know and rely on plus increased functionality. Automatically organize your inbox and share documents by connecting to Microsoft 365’s OneDrive. You can connect from anywhere: log in to Outlook/UTmail+ online or download the Outlook desktop and mobile apps to access your email from any device.

""   Getting Started:

  • Web Version

To access the Outlook (UTmail+) Web interface, sign in to your work account at mail.utoronto.ca. For the first time, the page will prompt you for UTORid confirmation.

  • Desktop Version

A downloadable version of Outlook is included to the Microsoft 365 package and available for University of Toronto-owned computers under the Microsoft Campus License Agreement.

""   Get Help:

If you’re looking to get started or have any questions or concerns, we recommend beginning by reviewing the relevant resources:

Recommended External Resources

Support Level: Advanced support available

Cloud Storage Services (OneDrive)

Product overview - Free business icons   Overview and Key Features:

Using OneDrive, you can securely store all your personal files in one place, easily share them with your colleagues and access them from any device.

With OneDrive, you can also:

  • Control the sharing rights on your documents and access files remotely.
  • Eliminate the need to send files to yourself by email: you no longer need to use your inbox for document storage.
  • Better collaborate with colleagues by editing and sending changes to OneDrive email attachments in real time through UTmail+. There is no need to collate multiple recipients’ edits and comments.
  • Keep track of document comments and edits in one place, not across multiple copies of a document.

   

Help - Free computer icons   Getting Started:

  • Web Version

To access the OneDrive Web interface, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select OneDrive

  • Desktop Version

Faculty members, librarians, and administrative staff with at least a 20 per cent appointment can download and install OneDrive on up to five personal devices the Office home page.

   

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Support Level: Basic support only

Managed Network Services

Product overview - Free business icons   Overview and Key Features:

Networks as a Service (NaaS) allows departments to leverage the expertise of the EIS Enterprise Networking group to ensure fast, reliable local area network (LAN) connectivity. This service is designed to address skills and capacity gaps often faced by departments with limited IT staff.

NaaS handles the design, provisioning, and ongoing management of departmental networks, making costs more predictable and easier to budget—treating the network as a utility, similar to power, heating, or cooling. Pricing is based on a per-port model and includes the cost of network switches. Departments that have recently completed a network refresh may opt to subscribe to the Network Management component only.

 

Help - Free computer icons   Getting Started:

If you’re interested in subscribing to NaaS, have questions about the service, or would like to request a network assessment, please contact us.

Diagramming and Visualization Tools (MS Visio)

Product overview - Free business icons   Overview and Key Features:

Microsoft Visio is a diagramming tool that is part of the Microsoft Office suite of productivity software. It is primarily used for creating various types of diagrams, such as flowcharts, organizational charts, network diagrams, and more. Visio provides a user-friendly interface with a wide range of shapes, templates, and tools to help users visualize and communicate complex information effectively.

Key features of Microsoft Visio include:

  • Templates and Shapes: Visio comes with a large library of templates and shapes that cater to different types of diagrams and industries. This makes it easy to start creating diagrams without having to design everything from scratch.
  • Customizable Diagrams: Users can customize shapes, lines, colours, and other elements to create diagrams that suit their specific needs. This flexibility allows for the creation of professional-looking diagrams.
  • Export and Integration: Diagrams created in Visio can be exported in various formats, including PDF, image files, and even web pages. This makes it easy to share diagrams with people who may not have Visio installed.

   

Help - Free computer icons   Getting Started:

  • UTmail+ Home
  • Log in to your online Outlook/UTmail+ account and click on the waffle in the top left corner. Select the Visio tool.
  • Visio web-based version is available for Faculty, Staff and Students.

If the full version of Visio is required it must be purchased through the License Software Office at uSource.

 

Collaboration and Communication Platform (MS Teams)

Product overview - Free business icons   Overview and Key Features:

Microsoft Teams is a chat-based collaborative workspace that brings together people, content and conversations. With Teams, channels of colleagues can create content while collaborating with one another at the same time. Users can share files through Teams both internally and externally, and access their team files on SharePoint.

The powerful chat functionality of Teams enables instant text, audio, and video communication among university colleagues. It integrates Office apps like Word, Excel, PowerPoint, and OneNote, offering a collaborative experience.

 

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Desktop Version

While Microsoft Teams is available as a web app, the Teams desktop client is recommended for a more robust experience. The desktop version offers better integration with Microsoft 365, efficient resource use, and enhanced notifications.

 

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If you’re looking to get started or have any questions or concerns, we recommend beginning by reviewing the relevant resources:

Report a security incident to the Security Team

Support Level: Basic support only

Video Content Management (MS Stream)

Product overview - Free business icons  Overview and Key Features:

Microsoft Stream is a secure video service that allows you to share recordings of classes, meetings, presentations, training sessions and related videos. With Stream, users can access their videos on multiple devices from any location and deliver both live and on-demand videos to curated audiences.

 

Help - Free computer icons   Getting Started:

To access Stream, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select Stream

Storage Note

It’s important to note that, unlike Stream Classic, the new Stream integrates with Microsoft 365, allowing for video files to be stored and shared directly within OneDrive or SharePoint which may impact storage quotas.

 

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Recommended External Resources

Service Level: Basic support only

MS Power Platform

Product overview - Free business icons   Overview and Key Features:

Microsoft Power Platform is composed of two key products and other services: Power Apps and Power Automate.

  •  Power Apps: Microsoft Power Apps is a suite of apps, services, and connectors, as well as a data platform, that provides a rapid development environment to build custom apps for your business needs.
  • Power Automate: Microsoft Power Automate is used to automate repetitive business processes. Beyond simple workflows, Power Automate can send reminders on past due tasks, move business data between systems on a schedule, talk to more than 600 data sources or any publicly available API, and can even automate tasks on your local computer like computing data in Excel.

   

Help - Free computer icons   Getting Started:

Power Apps and Power Automate are available to all full-time staff and faculty.

Once you receive confirmation, log in to your online Outlook/UTmail+ account and click on the waffle in the top left corner. Click on “All apps”. Select the Power Apps or Power Automate tool.

If you don’t see Power Apps and Power Automate under your M365 apps launcher, please check your eligibility Microsoft 365 Licensing – Toolkits for staff, faculty, students and other community members and ask your local IT helpdesk to submit a Microsoft 365 License Exception Request.

Get Started with Power Platform environments (FAQ and best practices).

 

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Overview of Microsoft Power Platform (Microsoft)

Support Level: License provisioning and Governance only.

Task Management Tools (MS Planner)

Product overview - Free business icons   Overview and Key Features:

Microsoft Planner is a simple way to organize teamwork and manage tasks.  With Planner, you can bring teams, tasks, documents and conversations together in one place.

Use Planner to create a project plan, assign tasks to a team of individuals and update the status of your tasks. In Planner, each project can be organized visually with a plan board. Using the board, you can organize tasks into buckets, categorize tasks based on their status and easily drag and drop tasks between columns.

 

Help - Free computer icons   Getting Started:

To access the OneDrive Web interface, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select Planner.

Open a ticket in the Enterprise Service Centre (ESC) to request more information.

 

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Search the Knowledge Base for more information about MS Planner.

Support Level: Basic support only

 

Online Forms and Surveys (MS Forms)

Product overview - Free business icons   Overview and Key Features:

With the Microsoft Forms tool, you can create surveys, polls and formative quizzes – and easily see results as they come in. When you create a survey or form, you can invite others to respond to it using any web browser, even on mobile devices. As results are submitted, you can use the lightweight, built-in analytics to evaluate responses. Form data can be easily exported to Excel for additional analysis.

The Microsoft Forms tool provides basic functionality for forms and surveys. It offers time-saving and efficient features, including:

  • Re-usable template forms.
  • The option to add pictures and videos to your survey.
  • Collaborative design that allows you to co-edit forms with colleagues.

   

Help - Free computer icons   Getting Started:

Log in to your online Outlook/UTmail+ email account and click on the waffle in the top left corner. Select the Forms tool.

 

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Open an incident ticket using Enterprise Service Centre (ESC)

Support Level: Basic support only