Category: IT (Page 3 of 11)

SharePoint Migration Lessons Learned

November 10, 2025 /

Sharepoint Migration Lessons Learned

Revised by: Andrae 12/20/24

Validated multiple different scenarios as a dry run using the Ultrex Test MS365 Tenant.

Lessons Learned:

–              If a folder / file is owned by User 1 in OneDrive and User 1 has shared contents to User 2 with edit permissions (didn’t test with view permissions), and then User 1 is unlicensed/deleted, from User 2’s OneDrive you can still move files/folders into a Sharepoint site that User 2 is a site member of w/ edit permissions as well, by using OneDrive’s “Move To” company sharepoint site function.

o   The value of this is that file version history will move across with the contents to the Sharepoint site.

–              Sharepoint Migration tool is the best tool to use if you have files locally synced on the computer you want to upload from. But since this is essentially creating a copy of those files (if downloading from OneDrive), then you’ll lose file version history and will be uploading a fresh copy into the sharepoint site you need.

When name files / sharepoint sites, plan how you will be syncing the files to your users’ devices. Sharepoint sites will display name in the following order: “Document Library Name – Sharepoint Site Name”. For example in MPP’s it will show as “Shared – Accounting”. Then if you’re having users look in separate spots for where files are living (i.e. OneDrive for items owned by you, and Sync to Device for Sharepoint Sites that will show up in a separate line in File Explorer outside of the OneDrive live), it needs to be clear which library is for which site since you only have so much room.

If having users “Add Shortcut to OneDrive”, make sure to just select the Document Library tab and say “Add Shortcut to OneDrive” without highlighting any of the subfolders, and this will add the Full Parent Library folder in a top level folder in OneDrive. Avoids having to select each folder and say “Add Shortcut to OneDrive” and clutter OneDrive with a million unclearly named folders.

Sharepoint Migration Starting letter

November 10, 2025 /

Hello team,

So Monday the 30th of December marks the start of our OneDrive/SharePoint migration project. This has been a long time coming, and represents a big leap forward for staff ease of working from home and stability of file access. 

To ensure that you maintain access to any critical files and prevent losing recent changes, we recommend that beginning Monday the 30th of December, anyone who needs to ensure continued access to updated documents should have saved them to their desktop (or any other local to your computer location). After the migration is complete, you will be able to place these files into their proper locations in OneDrive/SharePoint.

While we’re in the midst of the move, a couple of key notes-

You won’t have access to the file server/current documents during the move, so if you don’t make copies to your machine before then for files you need during the transition, then assume you won’t be able to work with them.

Directly after the migration we have a training session booked to get at the basics of “Where’s my stuff?” and “How can I access my stuff?”

You’re likely to get emails during our work informing you that a new sharepoint site has been shared with you- please ignore those, and certainly don’t go to the link and start interacting with files until the migration is done and the training session is complete. If files are played with on the source or destination while we’re in progress, it can delay the migration and have all staff waiting on the completion date if we have to start over because of file sync issues. 

We’ll be holding a training session on January 6th at XXXXX  to help your team get familiar with accessing and managing files in OneDrive/SharePoint. Anyone who needs assistance should bring the device they use so we can help them get signed in on the spot. For anyone who cannot attend, we will provide an email with written instructions and a how-to video demonstrating file access and organization in OneDrive.

As we complete the SharePoint migration, a member of our team will be on-site to assist with any other technical issues you may have. We understand that change comes with a learning curve and potential adjustments, and we’re fully prepared to guide you through this process.

Thank you for your cooperation and for trusting us to help streamline your file management environment. We value your partnership and look forward to ensuring a smooth, efficient transition for you and your organization.

Best regards,

Jim Smith

Ultrex IT

541-862-1053

IT@Ultrex.com

Sharepoint Staff Training Day welcome email

November 10, 2025 /

Hello Team!

Today, we’re diving into our MS365 file-sharing process to ensure you can access your documents as directly and efficiently as possible. Alongside our in-person training, here’s a step-by-step guide for the one-time setup and ongoing use of SharePoint and OneDrive.

One-Time Setup:

  1. **Access the Provided Links:**
    • We’ll send you a series of links corresponding to different department pages.
    • Click on each link from your computer (PC or Mac).
  2. **Navigate to the Documents Section:**
    • Once on a department page, locate and click on “Documents” in the menu. This may appear on the left-hand sidebar or across the top.
  3. **Identify the Relevant Folder:**
    • Within the Documents section, find the folder named after the department page you’re on, such as Governance, Communication, Management, or Operations.
  4. **Add Shortcut to OneDrive:**
    • Click to highlight the folder (avoid double-clicking to enter it).
    • At the top of the page, select “Add shortcut to OneDrive.”
  5. **Repeat for Each Link:**
    • Perform the above steps for each department link you’ve been provided.
    • If you encounter an error stating, “You need permission to access this site,” it means you don’t have access to that folder. You can safely skip it. If you believe this is an error, please confirm with your point of contact, and we can adjust your access as needed.

Ongoing Use:

  • **Accessing Shared Folders:**
    • After adding shortcuts, you can access these folders through the OneDrive app on your computer, phone, or tablet.
    • Download the OneDrive app from Microsoft on your preferred device and sign in using your organizational email credentials.
  • **Understanding Shared vs. Personal Folders:**
    • The folders you’ve added are communal spaces. To share files with the team, place them into the corresponding department folder.
    • Creating new files or folders within these shared directories will automatically grant access to the appropriate team members.
    • Avoid using OneDrive to override sharing settings; adhering to the established structure ensures smooth collaboration.
  • **Personal Backups:**
    • If your computer backs up the Documents, Desktop, and Photos folders into OneDrive, these are stored in your personal, confidential space and are not shared with the staff.
    • Seeing these folders in OneDrive doesn’t mean others can access them.

Best Practices:

  • **Naming Conventions:**
    • Use clear and descriptive names for files and folders. For example, “Fall2020_Logo” is more informative than “NEW_LOGO.”
    • Within the four core shared folders, please follow company naming conventions. For your personal OneDrive folders, you have more flexibility.

For a visual walkthrough of these steps, you can watch the following video:

SharePoint Training

Thank you for your attention. If you have any questions or need further assistance, don’t hesitate to reach out—we’re here to help!

Welcome to MS365 intro training letter

November 10, 2025 /

Hello! I’m Jim with Ultrex IT, and we’ll be doing training shortly on your new Microsoft 365 organizational accounts. We are assisting you in a transition from personal accounts to Microsoft 365 Organizational accounts for all work-related activities. This change will provide us with a unified platform for email, office applications, and, in the near future, file sharing.

Setting Up Multi-Factor Authentication (MFA):

The first time you log in to your new Microsoft 365 account, you will be prompted to set up MFA. Please follow these steps to complete the process:

  1. Sign In to Microsoft 365:
    • Visit office.com from a computer or tablet, and have your phone on hand and click on “Sign In.”
    • Enter your new Microsoft 365 email address and password.
  2. Begin MFA Setup:
    • After entering your credentials, you’ll see a prompt stating, “More information required.” Click “Next” to proceed.
  3. Choose Your Verification Method:
    • Authenticator App (Recommended):
      • If you don’t already have an Authenticator app installed on your mobile device, download it from the Apple App Store or Google Play Store. We recommend the Google Authenticator app as a best-practice.
      • Open the app, select “Add account,” and give the app camera permissions so you can take the picture of the coming QR code.
      • Return to your computer and click “I want to use a different authenticator app” then next.” A QR code will appear on the screen.
      • Use the Authenticator app to scan the QR code. This will link your Microsoft 365 account to the app.
      • After scanning, click “Next.” A you’ll need to put in the code now being displayed on your phone.
    • Phone Verification:
      • If you prefer to receive verification codes via text message or phone call:
        • Select “I want to set up a different method” and choose “Phone.”
        • Enter your mobile phone number and specify whether you want to receive a text message or a phone call.
        • Click “Next.” You’ll receive a code via the chosen method.
        • Enter the code on the sign-in screen to verify your phone number.
  4. Finalize Setup:
    • Once your verification method is confirmed, click “Next.”
    • You’ll see a confirmation that MFA is now enabled for your account. Click “Done” to complete the process.

Important Notes:

  • Authenticator App vs. Phone Verification: While both methods enhance security, using the Microsoft Authenticator app is recommended for a more secure and seamless experience.
  • Future Sign-Ins: After setting up MFA, you’ll be prompted to verify your identity using your chosen method when accessing your account from new devices or locations.

What about my old email?:

  • Email: We will be adopting Outlook.com for email communications. To ensure you continue receiving messages sent to your personal Gmail accounts, we recommend setting up automatic forwarding from Gmail to your new Microsoft 365 email address. This will consolidate your emails into one inbox, eliminating the need to check multiple accounts. Your old email account will not be deleted or going away, but it’s best to view it as an account you can log into for viewing historical email, not checking two places at once. To that end:

Setting Up Email Forwarding from Gmail to Outlook:

To forward your Gmail messages to your new Microsoft 365 email address, please follow these steps:

  1. **Access Gmail Settings:**
    • Sign in to your Gmail account.
    • Click on the gear icon in the top-right corner and select “See all settings.”
  2. **Add Forwarding Address:**
    • Navigate to the “Forwarding and POP/IMAP” tab.
    • In the “Forwarding” section, click “Add a forwarding address.”
    • Enter your new Microsoft 365 email address and click “Next,” then “Proceed,” and finally “OK.”
  3. **Verify Forwarding Address:**
    • A confirmation email will be sent to your Microsoft 365 inbox.
    • Log in to your Outlook account, open the confirmation email, and click on the verification link provided.
  4. **Enable Forwarding:**
    • Return to your Gmail settings page and refresh the browser.
    • In the “Forwarding and POP/IMAP” tab, select “Forward a copy of incoming mail to” and choose your Microsoft 365 email address from the dropdown.
    • Decide on the action for Gmail’s copy of the emails (e.g., keep, archive, or delete).
    • Click “Save Changes” at the bottom of the page.

Training Session:

An in-person training session is scheduled. During this session, we will cover:

  • Navigating the Microsoft 365 dashboard.
  • Using Outlook.com for email communications.
  • An overview of Word, Excel, and PowerPoint.
  • Addressing any questions or concerns you may have.

Support:

Ultrex IT will be your primary contact for any account-related issues or technical support. You can reach us at IT@Ultrex.com or call 541-862-1053.

Next Steps:

  • Log into your account for the first time at outlook.com and set up Multi-Factor-Authentication (MFA)
  • Set up email forwarding from your personal Gmail account to your new Microsoft 365 email address to streamline your communications.
  • If you have any immediate questions or concerns, feel free to reach out to Ultrex IT or Scott.

Reach out if you need any help- we live to serve!

How to Send Emails from a Different Account Using Outlook

November 10, 2025 /

Configuring Outlook to Send Emails From Another Account

If you need to send emails from a different email account using Outlook, follow these steps:

  1. Open Outlook and start a new email.
  2. Click on the three dots (…) in the options menu of the new email window.
  3. Select the ‘From’ field dropdown.
  4. Choose the desired email account you have been authorized to send from. If it’s your first time sending from that account, you may need to add it using the shared email box feature.
  5. Once selected, this setting will remain available for future emails, making it easy to switch between authorized accounts.

This process allows for smooth switching between various accounts and is available in both Outlook.com and Outlook classic versions.

How to enable external email communication for a specific user in Google Groups when Organizational Unit is more restricted

November 9, 2025 /

How to enable external email communication for a specific user in Google Groups

Raised from ticket #2159

If you need to allow a specific user to receive external emails for a limited time, follow these steps:

  1. Create a New Group with External Communication Permissions:
    • Access the Google Admin Console: Navigate to admin.google.com and sign in with your administrator credentials.
    • In the Admin Console, go to Groups.
    • Click on Create group.
    • Enter the group’s name, email address, and description.
    • Set Group Access Permissions:
      • Allow external members if needed.
      • Permit external users to send emails to the group.
      • Set viewing permissions according to your requirements.
    • Click Create group to finalize.
  2. Add the User to the New Group:
    • In the Admin Console, navigate to Groups.
    • Select the newly created group.
    • Click on Members.
    • Click Add members.
    • Enter the user’s email address and assign the appropriate role (e.g., Member).
    • Click Add to group.
  3. Ensure No Conflict with Original Group:
    • Review the original Organizational Unit’s settings in Apps > Gmail > Compliance to confirm that external communication is restricted.
    • Ensure that the user’s membership in the new group does not grant them unintended permissions in the original Organizational Unit.
  4. Monitor and Adjust as Needed:
    • Regularly review the group’s activity to ensure that external communications are functioning as intended.
    • If any issues arise, revisit the group settings to make necessary adjustments.

By following these steps, you can successfully enable a specific user to communicate externally while maintaining their membership in a group with restricted external communication.

How to Apply for Adobe Nonprofit Discounts for Acrobat Pro

November 9, 2025 /

Applying for Adobe Nonprofit Discounts

Step-by-step Guide

  1. Check Eligibility: Ensure your organization is eligible for nonprofit pricing by providing a 501c3 document or IRS letter of determination.
  2. Visit Adobe’s Nonprofit Page: Navigate to Adobe Nonprofits.
  3. Login and Verification: Sign in with the organization’s Adobe account (ensure monitoring of the email linked to this account for important communications).
  4. Submit Necessary Documents: Provide required documents as per Adobe’s guidelines for nonprofit verification.
  5. Await Approval: Adobe will review the submission; keep track of emails for approval updates.
  6. Account Monitoring: Once approved, ensure the technical contact to manage your Adobe account updates the payment details and approves the change in subscription to enjoy the discounted rate.
  7. Finalize Subscription Adjustments: Work with Adobe support as needed to confirm discount application and complete any subscription transitions.

Troubleshooting

  • If payment or approval gets delayed, contact Adobe Support for status updates and further guidance.
  • Always ensure communication lines are open between relevant IT, administrative staff, and Adobe personnel.

Hide a Local User Account from the Sign-In Screen in Windows 11 by GUI or by Powershell Admin/Script

November 9, 2025 /

Hide a Local User Account from the Sign-In Screen in Windows 11 by GUI or by Powershell Admin/Script

Overview

This guide explains how to create or use a local Windows 11 user account while hiding it from the login screen, so that the account remains active and accessible (by name/password), but does not appear among visible users at sign-in. The script near the end after the GUI steps will make this faster.

NOTE: The script is untested as of 6-20-25 because I don’t have time but from the looks of it seems pretty good. Definitely test on a throwaway vm before deploying the script please. – Andrae

This will be good for hiding the Scanning user especially, attention raised from Tavros #3583 where staff was concerned about having this extra user installed for no clear reason. We can use this to hide service accounts as needed so it doesn’t become a concern for anyone that might be a little more tech-fearful or just wants more cleanliness.

🔒 Who This Is For

  • Administrators creating service, support, or maintenance accounts.
  • Users who want to keep an account functional but discreet (not visible to regular users).

✅ Requirements

  • You must be logged in with an administrator account.
  • Be comfortable using the Registry Editor (regedit.exe).
  • 👇 (Optional) Backup your registry or create a System Restore point.

🧰 Step-by-Step Guide

1. Open Registry Editor

  • Press Win + R, type regedit, and press Enter.

2. Navigate to This Key

CopyEditHKEY_LOCAL_MACHINE\
 SOFTWARE\Microsoft\Windows NT\
 CurrentVersion\Winlogon

3. Create Required Subkeys

  • Right-click Winlogon ➜ New ➜ Key, name it SpecialAccounts.
  • Under SpecialAccounts, create another key named UserList.

4. Add the User to Hide

5. Restart Windows

  • Logs off or reboot the PC to apply changes.
  • The specified user will no longer appear on the Windows 11 login screen, although the account is still active with its password intactwintips.org+1umatechnology.org+1.

🔄 Unhide or Re-enable an Account

🔔 Important Notes

  • Account remains usable: Users can still log on if they manually type the account name and password (e.g. via `Ctrl+Alt+Del ➜ “Other User”)superuser.com+20xjamesli.com+2wintips.org+2.
  • Does not increase security: This is an obscurity measure, not real protection—admins with registry or local privileges can still see and modify hidden accounts.
  • Admin account caution: If you hide the only admin-level account, consider having another visible admin available to avoid lockout0xjamesli.com+4checksomebytes.com+4wintips.org+4.

👥 Alternative Methods

MethodDescription
Disable the AccountMakes the account unusable, not just hidden. Run: net user username /active:notechssh.com+7wintips.org+7superuser.com+7
Group PolicyEnterprise/Pro users can adjust GPO to hide last user or enumerate accounts; not aimed at per-user hiding

🔍 Troubleshooting

  • Registry path must be exact, including spelling and capitalization.
  • Ensure the username matches exactly (including spaces or symbols).
  • If changes aren’t immediate, reboot.
  • If locked out of admin rights, you can still revert using runas from a standard accountanswers.microsoft.com+1superuser.com+1.

✅ Summary

To hide an active local user account from the Windows 11 sign-in screen:

  1. Use Registry Editor to add a DWORD under:CopyEditHKLM\SOFTWARE\Microsoft\Windows NT\CurrentVersion\Winlogon\SpecialAccounts\UserList
  2. Name it after the user and set the value to 0.
  3. Restart the computer.
  4. To unhide, change value to 1 or delete it.

This method effectively hides the account from the login UI, while preserving its functionality—useful for behind-the-scenes or admin accounts.

📚 Sources

Let me know if you’d like screenshots, automation scripts, or batch commands to make this process even easier!

Favicon
Favicon
Favicon

Sources

You said:

A powershell script to do this even quicker would be awesome if you’ve got it.

ChatGPT said:

Here’s a PowerShell script that automates hiding (or unhiding) a local user account from the Windows 11 login screen by updating the registry:

powershellCopyEdit<#
 .SYNOPSIS
   Hide or show a local user account on the login screen (Windows 10/11).
 .PARAMETER Username
   Name of the local user account to toggle.
 .PARAMETER Hide
   Specify $true to hide the account, $false to show (or remove) it.
 .EXAMPLE
   .\HideLocalUser.ps1 -Username "ServiceAccount" -Hide $true
#>

param(
  [Parameter(Mandatory)][string]$Username,
  [Parameter()][bool]$Hide = $true
)

$regPath = "HKLM:\SOFTWARE\Microsoft\Windows NT\CurrentVersion\Winlogon\SpecialAccounts\UserList"

# Ensure the key path exists
if (-not (Test-Path $regPath)) {
    New-Item -Path $regPath -Force | Out-Null
}

# Set DWORD to 0 to hide, 1 (or delete) to show
if ($Hide) {
    New-ItemProperty -Path $regPath -Name $Username -PropertyType DWORD -Value 0 -Force | Out-Null
    Write-Output "✅ '$Username' is now hidden from the login screen."
} else {
    # Option A: Set value to 1
    if (Get-ItemProperty -Path $regPath -Name $Username -ErrorAction SilentlyContinue) {
        Remove-ItemProperty -Path $regPath -Name $Username -ErrorAction SilentlyContinue
    }
    Write-Output "✅ '$Username' is now visible on the login screen."
}

📌 How to Use

  1. Save the above script as HideLocalUser.ps1.
  2. Open PowerShell as Administrator.
  3. Run to hide:powershellCopyEdit.\HideLocalUser.ps1 -Username "YourUserName" -Hide $true
  4. Or run to unhide:powershellCopyEdit.\HideLocalUser.ps1 -Username "YourUserName" -Hide $false
  5. Reboot the PC to apply the changes and refresh the sign-in screen.

🧠 How It Works

✅ Bonus Tip

To quickly hide built-in or admin accounts, you can edit the script like this (no prompts):

powershellCopyEdit.\HideLocalUser.ps1 -Username "Administrator" -Hide $true

Great for service or admin user automation.

Great Youtube Links for customers

November 9, 2025 /

Please follow the formatting below

—————————————————————-

Link:

Use:

Training on the basics of use, and the difference between MS programs Lists, Planner, Project and ToDo.

—————————————————————-

AI Prompts: How to use Plaud AI to Summarize conversations and calls

November 9, 2025 /

How to Use Plaud AI to Generate Recap Emails from Call Recordings (Andrae’s Style)

📌 Overview

This guide shows how to leverage Plaud AI in combination with a custom prompt (crafted using GPT or Gemini) to transform call recordings into friendly, customer-facing recap emails — tailored to the warm and accessible tone we use at Ultrex IT. If you’re already using GPT to match your email writing style, this will feel like magic. 🙂

🧠 Step 1: Train GPT (or Gemini) to Write Like You

Before using Plaud AI, ensure that your LLM of choice (e.g., GPT-4 or Gemini) understands your writing voice. If you’ve already done this, skip to Step 2.

💬 Recommended Prompt to Train GPT:

“I’m using Plaud AI to help summarize call recordings of my meetings, and I’d like to create a prompt template that helps summarize those calls into recap emails in the same way that I’ve had you remember how I write. What would you recommend prompting this AI tool with to help it summarize and recap in my style?”

GPT will likely return something like the below 👇

📝 Example Plaud AI Prompt Template (Andrae’s Recap Email Style)

Please summarize the following meeting transcript into a warm, friendly recap email in the style of an IT specialist at a small MSP. The email should:

  • Start casually, with a greeting like “Howdy [Name]!” or “Hey there, [Name] :)”
  • Include a quick summary at the top, clearly and casually stating what the meeting covered.
  • Break down key points into bullet-style notes, using plain language, occasional smiley faces, and a warm, supportive tone.
  • Highlight decisions made, tasks assigned, next steps, or anything the client should be aware of.
  • Make technical parts accessible without overexplaining.
  • End with a warm, appreciative closing, such as:
    • “If you have any questions or concerns, please do let us know! We’ve got your back :)”
    • “Thanks again for all that you do. We’re here and ready to serve :)”
    • “Hope this helps! Enjoy the evening!”
  • Avoid sounding stiff or overly formal. Use light, friendly phrasing like “looks like,” “sounds like,” or “just a heads-up.”

Generate the email as if you’re writing on behalf of Andrae, summarizing a call for a client after a tech session or planning chat.

✨ Example Output Structure (Auto-Generated by Plaud)

Subject: Quick Recap from Our Chat Today 🙂

Howdy [Name]!

Just wanted to send over a quick recap of our conversation earlier — here’s what we covered:

  • Looks like the email forwarding issue is resolved now 🎉
  • We’ll go ahead and reassign the license next week once the new user is set up
  • Sounds like you’ll touch base with your alarm vendor about the line being used
  • Just a heads-up: that shared folder might still sync a few extra copies — let’s keep an eye on it

If anything comes up or if you need help in the meantime, we’re here and ready to serve 🙂

Hope this helps!
— Andrae

📥 Step 2: Download Your Call Recording

  1. Visit the RingbyName OX Web Portal
  2. Click your User Dropdown (upper right) → System Administration
  3. Go to Reporting & Analytics → Advanced Reporting
  4. Adjust filters or hit Search to list calls
  5. Click the MP3 icon next to your recording to download

🔁 Step 3: Upload to Plaud and Generate the Summary

  1. Go to https://app.plaud.ai and log in
  2. Click Import to upload your audio file
  3. Once uploaded, click the entry → choose Generate → then View All
  4. Scroll to Custom Summary Templates
  5. Create a new template, paste in the prompt above
  6. Run the summary!

Happy prompting 🙂

« Older posts Newer posts »

© 2026 Ultrex Staff

Theme by Anders Noren — Up ↑