EdUHK.OCIO

🎉 Get Ready to Ditch Your Embarrassing Gmail Address with Google's New Rename Function! ✏️

😳 Great news! Google is gradually rolling out a new option that lets users change their personal Google Account email address. This way, users get to switch to a new email address while keeping the mailbox, Drive, Photos, etc intact. Here’s how:
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1️⃣ Sign in at myaccount.google.com.
2️⃣ Click Personal info → Email → Google Account email.
​3️⃣ If you see “Change Google Account email”, click it and follow the steps to enter your new Gmail address. Your old address will remain an alternate email on your account.
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⚠️ Keep an eye out for the release of the feature to you!🔐📧

Learn more: https://support.google.com/accounts/answer/19870?hl=en&co=GENIE.Platform%3DDesktop&sjid=17220230147544604145-NC

🚨 Scam Alert! Beware of Impersonations Targeting University Students!🚨

Scammers are posing as university professors and staff to deceive you into giving them money. These scams have affected students across all levels. Stay informed and learn the common tactics used by these scammers:
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🎭Tactic 1: ”Guess Who I Am“
Scammers call and ask you to guess their identity and impersonate whoever you name. Then they will switch to WhatsApp for communication and make up various reasons to request money.
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👤Tactic 2: Fake Staff Notifications
Imposters claiming to be university staff/event organisers may say the event time/location has been changed. They will then ask you to use WhatsApp and ask you to help transfer “advance payments”, with promises of reimbursement.

⚠️ REMEMBER:
🔹 Never believe callers in unsolicited incoming calls.
🔹 University professors and staff will NEVER ask you to transfer money to personal accounts.
🔹 Always verify the caller‘s identity through official channels.

📲 In case of doubt, call the Anti-Scam Helpline at 18222.

Stay vigilant and share this post with your friends! 🛡️

Ref: https://www.adcc.gov.hk/en-hk/alerts-detail/alerts-2011676972600094721.html

🔔Quick Tip for Outlook Users: Get to know the AutoComplete List Feature in Outlook📧

Did you know Microsoft Outlook has an AutoComplete List feature? It helps by suggesting names and emails as you type in the To, Cc, or Bcc fields, based on your previous emails. While super handy, it can sometimes suggest the wrong contacts, especially when you are in a hurry. ✨

You can:
1. Remove individual AutoComplete List entries by clicking the X next to them when they pop up.
2. (For Classic Outlook) Remove the entire list by choosing File > Options > Mail in Outlook. Scroll down to Send messages, and click Empty Auto Complete List and OK.
3. (For Classic Outlook) Turn off the feature by choosing File > Options > Mail in Outlook. Then, scroll down to Send messages, uncheck Use Auto-Complete List to suggest names when typing in the To, Cc and Bcc lines and click OK.

For a detailed guide, check out our FAQ at https://www.eduhk.hk/ocio/content/faq-how-manage-outlook-autocomplete-list.

Need help? Our IT Help Desk is here for you! 📞 2948 6601 or 📨[email protected]

ITSupport

🧧🐎 Happy Lunar New Year 2026! 🏮🎉

In view of the anticipated lower service demand, our IT Help Desks on the Tai Po campus (C-LP-20) and at the Study Centres will be closed early at 1:00 pm on Lunar New Year's Eve (16 Feb 2026). However, our Classroom Support Team (x6529) will be here to assist you as usual!

We wish everyone a prosperous and joyous Lunar New Year! 🧨🎊

🧨 Embrace the Tradition of Spring Cleaning -- Digitally!✨

As the Lunar New Year draws near, many of us are busy with traditional spring cleaning. Don't forget about your digital files? Clear out the old to make room for fresh beginnings! 🧹

Not sure where to start?🤔 While there are many methods, here are three simple rules for your reference:

1️⃣ Recoverability: Can you easily download it again? If yes, delete it. 🗑️
2️⃣ 1-Year Rule: Haven’t opened it in a year, and it’s not essential? Consider archiving or deleting it. 📤
3️⃣ Version Control: Retain only the final version and ditch the drafts. ✨

Start the new year with a clea and organised digital space!

📂 Staff News: Organise Your Microsoft Outlook with Automatic Online Archive📧

Are you overwhelmed by a cluttered mailbox?😫 Set up automatic Online Archive and let Outlook move older emails for you. What's more? Emails moved to Online Archive do not count toward your storage limit!!

1️⃣ Launch the Outlook desktop client in Classic mode.
2️⃣ Navigate to your Inbox or the folder you wish to archive.
3️⃣ Click Folder → Folder Properties.
4️⃣ Choose the Policy tab. Under Online Archive, select the time period after which emails will be archived (e.g., 2 years).
5️⃣ Hit OK and let Outlook do the rest. Note: This process may take up to 7 days to be effective. ✨

Your folder structure remains the same in Online Archive, which appears below your primary mailbox for easy access. Free up space in your primary mailbox now!

Save this post and share it with your colleagues and friends. 🧠📩

Visit 👉 https://www.eduhk.hk/ocio/content/faq-how-use-microsoft-outlook-online-archive for more details.

📢 Reminder! New Microsoft 365 Storage Quotas Implemented on 15 Jan 2026

The new Microsoft 365 storage quotas for staff and students were implemented on 15 Jan 2026. Remember to regularly review your storage usage and ensure your mailboxes and/or OneDrive are below the set limit. 📬✨

To check your Microsoft 365 usage 👉 https://www.eduhk.hk/ocio/content/faq-how-check-your-m365-usage.

🚨 Staff News: Update your DUO mobile app!📱🔒

Due to Duo’s security updates, the mobile app versions older than 4.85.0 will no longer be supported from 2 Feb 2026. To ensure uninterrupted access to University services that use Duo for multi-factor authentication, remember to update your Duo mobile app to the latest version as soon as applicable.

Need help? Feel free to reach out to our IT Help Desk!📞📧

🔒️ Portable Storage Media Data Protection – Important Notes to Colleagues⚠️

As the portable storage media data protection initiative for staff takes effect from 28 Jan 2026, here are a few reminders to ensure a smooth transition and maintain seamless operations.

🔹 𝗣𝗹𝗮𝗻 𝗔𝗵𝗲𝗮𝗱: Encryption times vary based on the size and speed of your storage media. Interrupting the process may cause data loss or damage! ⚠️
🔹 𝗗𝗮𝘁𝗮 𝗦𝗲𝗰𝘂𝗿𝗶𝘁𝘆: Never store the master copy or the only copy on portable storage—data recovery is not guaranteed if you forget your password.
🔹 𝗖𝗼𝗺𝗽𝗮𝘁𝗶𝗯𝗶𝗹𝗶𝘁𝘆: Encrypted drives may be incompatible with non-Windows devices like multifunction printers, 3D printers, or computer systems that use other encryption methods. Encryption on Mac OS will be introduced in a later phase!

Find out more 👉 https://www.eduhk.hk/ocio/portable-storage-media-data-protection

🚨 Stay Alert to Deepfakes! 🤖🎭

From fake social media ads, medical misinformation, to po*******hy using images without consent, deepfakes are everywhere. This particular AI technology is commonly abused to mimic and replace a person's face, voice or actions with malicious intent, and the impact could be profoundly damaging.

Here are four tips to protect yourself from deepfakes:
💡 Verify identities: If you receive an unexpected video call, confirm the caller’s identity through trusted channels before sharing any sensitive information.
💡Be cautious on social media: Limit the photos and videos you share. Regularly review privacy settings on your social media accounts, and avoid accepting friend requests from unknown individuals.
💡Ensure data security: Implement appropriate technical measures to protect your social media and cloud accounts that store personal photos, videos and data.
💡Stay informed: Keep yourself abreast of the latest trends and news on cybercrimes to better understand and recognise potential threats.

The Office of the Privacy Commissioner for Personal Data (PCPD) has recently published toolkits for schools and parents to address the misuse of AI deepfakes. 👉 https://www.pcpd.org.hk/english/news_events/media_statements/press_20251217.html

Seeing isn't always believing! Stay vigilant and ensure the safety of yourself and others! 🛡️✨

Ref: The Office of the Privacy Commissioner for Personal Data

📢 Staff News: Portable Storage Media Data Protection at EdUHK 🔒

Starting 𝟮𝟴 𝗝𝗮𝗻 𝟮𝟬𝟮𝟲, we are rolling out mandatory encryption for all portable storage media across University computing devices for staff. This is a key step in safeguarding data stored on portable storage drives, aligning with our Information Security Policy.

💡 𝗕𝗲𝘀𝘁 𝗣𝗿𝗮𝗰𝘁𝗶𝗰𝗲: Whenever possible, use network drives or cloud storage with password protection and access control.☁️ Cloud storage not only provides robust security but also offers seamless access with control - helping you keep your files safe!

Learn more 👉 https://www.eduhk.hk/ocio/portable-storage-media-data-protection