91±¬ÁÏ

May 2026 Newsletter

Find Anything Fast

The 91±¬ÁÏ System Information Technology team is here to help you work smarter, not harder. If you’ve ever spent ten minutes hunting for a file you know exists somewhere, you’re not alone. In our February poll, 48% of you said forms, policies, and resources on the UMS website take the longest to track down, and “something I saved in Drive” and “an old email” weren’t far behind.

This month, we’re sharing moves that change how you find things, not just how you search for them.
Latest Updates
AI Training | Beginner & Intermediate Sessions This Spring:ÌýThe Maine Center’s AI Essentials Series continues with new beginner and intermediate sessions on tools like ChatGPT, Gemini,ÌýNotebookLM,Ìýand Claude. Tuesdays, through May 26, 11:30 AM–1 PM on Zoom.Ìý$25/session.Ìý
April Poll Results
Last month, we asked: What takes you longest to track down at work?
Here’s what you told us (45 responses):

You also shared some tips. A few favorites:
“Use Google’s built-in search options, like to:, from:, subject:, in:, etc.”
“Using quotations in my Gmail searches when I remember a particular phrase but don’t remember the subject or when it was sent.”
“Labeling emails and sorting them out of my inbox is extremely helpful!”
This month’s tips are shaped by exactly what you told us.
👀ÌýThis Month’s Poll
Which routine task eats up your time that you wish would just run itself? There’s a spot to submit your best automation tips and questions too!

 
This Month’s Focus
Stop hunting. Start finding.

â�‰ï¸�ÌýFinding things at UMS means searching across several different environments:ÌýGoogle Workspace, Microsoft 365, campus websites, and TDX. Each one works a little differently, and each one has features that make finding things faster once you know where to look.

✅ÌýÌýResearch shows that time spent searching for information is one of the biggest drains on workplace productivity,Ìýand longer search times are directly linked to lower quality work. The fix isn’t learning everything at once. It’s knowing a few moves that work across the tools you already have.

🚀ÌýÌýYour UMS toolsÌýinclude Google Workspace, Microsoft 365, TDX, and more. This month covers smarter search in Drive, finding anything on a UMS website, Gmail shortcuts your colleagues are already using, and how to get more out of TDX before you ever submit a ticket.
 

Stop Typing. Start Filtering:Ìý
Find any file in Drive without remembering what it’s called.

Google Drive’s filter chips let you find files without remembering what they’re called. Click the search bar, skip the typing, and use the People, Modified, or Location chips instead. Your brain remembers who you worked with and roughly when far better than it remembers file names.


 
Quick Wins for Finding Things Fast
Find Anything on a UMS Website

Searching a website can be frustrating. This workaround helps for anything public.
Steps:
In your favorite search engine, type site:maine.edu and what you need.ÌýExample:Ìýsite:maine.edu RFP
For a specific campus: site:usm.maine.edu advising
Works for the knowledge base too: site:tdx.maine.edu how to print


 
Use Gmail Search Operators

Gmail’s search bar accepts operators that filter results precisely, and you can combine them for even faster results.
Filters to Try:
from:name@maine.edu to find emails from a specific person
subject:budget to search subject lines only
has:attachment to find emails with files attached
“exact phrase” in quotes to find that specific wording


 
Your One-Click Shortlist
Stars aren’t just for “important” things. Use them as a temporary shortlist for what you’re working on right now.

On Monday, star the 2-3 emails, files and chats you need most this week.
Access them anytime by clicking Starred in the left sidebar of Gmail, Drive, or Chat.
On Friday, unstar them when the work is done!
Take it a step further with custom star options.



 
UMS IT in Action

🎉 Rave Mobile Safety is Live
When something urgent happens on campus, you deserve to know about it fast. Rave Mobile Safety is now live system-wide, delivering emergency notifications wherever you are and on whatever device you’re using, by text, email, and voice call simultaneously.
Behind the scenes, the UMS Information Technology team worked across all seven campuses to configure Rave, verify contact data, and test delivery across multiple channels. Coordinating notification preferences for thousands of users across different systems required careful data work and close collaboration with campus safety offices.
If you receive emergency notifications from your home university, you’re already covered. Log in to Rave to review your settings and make sure the right notifications are reaching you the right way.
Have you noticed technology running more smoothly lately?
Whether it’s a seamless login, fast support, or things just working the way they should – it’s no accident. Behind the scenes, IT teams across the system are keeping everything moving.
It only takes a minute to make someone’s day!

 
Need Tech Support?
UMS IT is here to help! Reach out via email, phone or chat. Walk-in help is also available.

IT Support:Ìý
Email:Ìýhelp@maine.edu
Phone:Ìý1-800-696-4357
LiveChat:Ìý

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