Technology Tool & Training Recommendations Table

Accessibilitynow.com

Digital accessibility

Crawford Technologies

No

All

Communications Officers

Tool to make documents digitally accessible for posting online, comes with a small fee.

Any document posted online must be digitally accessible according to Yale’s Digital Accessibility policy.

Product Overview Video

Web-based

Adobe Acrobat

PDF Reader

Adobe

Yes

All

Create, edit, and review PDFs. E-sign documents, and collect signatures.

Any pdf to be posted online must be digitally accessible according to Yale’s Digital Accessibility policy.

Adobe Resources

Both

Adobe Express

Social Media Graphics

Videos

Websites

Adobe

Yes

Multimedia

All-in-one content creation software

Contact the multimedia team for needed graphic creation.

Adobe Tutorials

Both

Aha!

Story Ideation

Idea Management Solution

Aha! Labs Inc.

No

Communications Officers

Technology Team

Online tool used to collaborate on new story concepts and crowdsource and vote on ideas.

Contact Mark.Albis@yale.edu to learn more.

Ideas Support

Web-based

After Effects

Visual Effects & Motion Graphics

Adobe

Yes

Multimedia

Video/motion graphics editing software

Contact the multimedia team for video creation and After Effects technical support. Contact Kimberly.Conner@yale.edu for support

Adobe Tutorials

Creative Cloud Training

Both

Altmetric

Data Reporting

Engagement Tracking

Digital Science

No

Audience Development

Use for online engagement tracking to reveal how and where research is making a difference.

Ask Audience Development team for insights into research performance

Resources

Web-based

AI / Chat-GPT

Content Generation

General Assistance

Microsoft

Yes, usage fees apply

All (upon request)

Technology

Specialized instance of the GPT for general use.

Contact Tech team/ Mike Friscia to discuss

Contact Mike Friscia at michael.friscia@yale.edu

Web-Based

Airtable

Data Reporting

Database Builder

Project Management

Spreadsheet Program

Airtable

Yes

Multimedia

YM Content Team

Helpful with project and data management, and in creating workflows.

Recommended for projects that require a lot of collaboration or a lot of data that needs to be viewed in different ways. Examples include: a year-long project, assignments for photographers/writers/illustrators for an annual report, etc.

Demos

Guides

Web-based

Beatrix

Content Management System

Yale School of Medicine

Yes

All

Technology Team

Web Services

A proprietary content management system that was created by the Office of Communications, but is available to everyone at Yale University. It helps to organize and share news, events, faculty information, and more on our websites.

Use Beatrix for people profiles, YSM news, events, and multimedia to be posted to YSM websites. Contact Ysm.editor@yale.edu to learn more.

Videos

Support Documentation

Web-based

Box

File Storage & Sharing

Box, Inc.

Yes

All

Support Staff

Technology Team

Web Services

Content and file management, file sharing, and asset storage work space.

Use Box for files you want to share and co-edit between people or devices. It has an integration to display on YSM websites giving web owners access to update their online files directly.

Training videos and more

Web-based

Bookings

Public Scheduling

Microsoft

Yes

All

Customize appointment details and booking requirements; integrates with your Microsoft 365 calendar to help quickly find available times that work.

Recommended for building a schedule or making appointments for office hours.

Microsoft Resources

Web-based

Brandwatch

Social Media Management

Cision, Ltd.

No

Social Media

Professional social media toolkit for post scheduling, analytics and brand monitoring across multiple platforms.

An enterprise social intelligence platform that analyzes online conversations and offers meaningful insights to better understand the return on one’s marketing spend.

Training Videos

Web-based

Campus Groups

Campus Experience Management

Event Registration

READY Education

Yes

All

Private community platform, uniting student organizations, departments, teams and every group on campus.

The official platform at Yale that student organizations and front-line student service departments host their events on.

Resources

Web-based

Canva

Graphic Design & Templates

Canva

No

Communications Officers

Social Media

Simplified, web-based graphic design softwares for social media.

Not recommended.

Tutorials

Web-based

CapCut

Video Editing

ByteDance, Ltd.

No

Audience Development

Social Media

Mobile-compatible video editor for social media tools.

Web-based

Cision

Media Monitoring

Cision, Ltd.

No

Audience Development

All-in-one brand monitoring and media outreach tool.

Contact Audience Development team for more info.

Tutorial at Otter PR

Web-based

Clarity

Website Analytics and Heatmaps

Microsoft

Yes

Technology Team

Web Services

YM Content Team

Tool for website analytics, heatmaps, videos, and more.

Use with Google Analytics.

Documentation

Web-based

Confluence

Project Management

Team Collaboration

Atlassian

No

All

Technology Team

Web Services

A collaborative workspace where dynamic pages can be created to capture and share knowledge and ideas. It can also save and organize project-related materials.

Recommended to use for team documentation storing, maintaining institutional knowledge, or user guides for our custom tools. Multiple people can be given access to edit a page or workspace.

Youtube getting started
Confluence does change often so this video may be a little outdated

Web-based

Constant Contact

Email

Constant Contact, Inc.

No

Communications Officers

Email tool used to find, attract, and engage customers. Can be used for sales, marketing, leads and ROI tracking.

Use of Constant Contact is discouraged, due to security issues identified by ITS. (12-13-23)

Communications recommends using Yale Message, as it contains Yale templates and connects to Yale HR listings.

Resources

Web-based

Doodle Poll

Scheduling

TX Group

No

Support Staff

Online poll creator that allows you to find the best time for everyone to meet.

Recommended for simple meetings involving outside/external invitees.

For Yale employees, use Outlook to schedule meetings and events.

Video and Resources

Web-based

DPHOTO

Photo Asset Management

DPHOTO

No

Multimedia/Photo

Photo asset management & distribution (used for contact sheets) tool.

Not recommended for external use.

Used internally by YSM photo team.

Updates

Web-based

EventBrite

Registration event and Management

EventBrite

No

Support Staff

Customize event pages and market events through the Eventbrite Marketplace and integrated email and social media integrations.

Recommended for small events.

Help Center

Web-based

Excel

Data Reporting

Spreadsheet Program

Microsoft

Yes

All

Use cells and spreadsheets to budget, plan, categorize, and calculate.

Recommended to share spreadsheet files with all employees and University members.

Yale LinkedIn Learning Courses

Yale Learn and Grow

Both

Facebook

Social Media/Networking

Meta

No

Audience Development

Communications Officers

Social Media

Social networking site to connect people and create communities. Posts are shared with Friends.

Web-based

Figma

Web Design/Collaboration

Adobe

No

Technology Team

Web Services

Use to create and share web design files.

Contact Mark.Albis@yale.edu to learn more.

Design Basics Documentation

Both

MS Forms

Online Surveys & Quizzes

Microsoft

Yes

All

Customize surveys with real-time results.

Not recommended.

The office prefers if employees use Yale’s Qualtrics tool.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Forms

Online Forms

Salesforce

Yes

Business Office

Support Staff

Tool for housing official YSM forms, such as finance forms, built by the Salesforce health team.

Recommended for when there’s a need to create any official YSM forms.

Contact YSM F&A

Web-based

Freshpaint

Data reporting

HIPAA Compliance

Website Analytics

Freshpaint

YSM and YNHH are currently paying for a combined account

Technology Team

Web Services

Helps to scrub potential PHI data that is sent to third parties, i.e., Google.

Contact Mark.Albis@yale.edu to learn more.

Freshpaint Documentation

Web-based

Getty Images

Stock Photography, Images, and Video

Getty Images

Yes

Communications Officers

Multimedia

YM Content Team

Users can access a media library full of stock images, photos, video, and music. Getty Images holds the rights to these assets, but YSM purchases a set number each year for Communications Officers to use.

Recommended to find new stock photos. Communications officers can be given access to YSM’s licensed images on Getty. Please contact ysm.editor@yale.edu for access.

Search the preview of images YSM has access to here.

Web-based

Google Analytics

Data Reporting

Website Analytics

Google

Yes

Communications Officers

Technology Team

Web Services

YM Content Team

Tracks, reports, and creates dashboards in regards to website traffic and stats.

Contact Ysm.editor@yale.edu to learn more.

Google Analytics Academy

Web-based

Google Drive

Google Docs

Google Sheets

Google Slides

File Storage & Sharing

Google

No

All

Google Drive stores files, spreadsheets, documents or slides that can be shared and co-authored, making it very handy for collaboration.

Google Docs is good for quick writing collaboration opportunities.

YSM websites have an integration with Google Sheets and can display them on websites, giving web owners access to update their online files directly.

Google Slides is helpful for presentations that need to be shared across devices.

Overall, it’s recommended to use Box or MS OneDrive (integrated with Microsoft365 and SSO) for storing important Yale files, instead of Google Drive or Google Docs.

One limitation of Google Drive is that Yale users have to register their Yale email address (or use a personal email address) to be used with Google in order to access the services. If any Yale content is housed in Google Drive, owners have to be aware that no one can access the information in case of emergency unless they’ve been given edit access in advance.

Google Drive Training

Links to more trainings for all Google products are there as well

Web-based

Illustrator

Graphic Design

Adobe

Yes

Multimedia

Use for vector editing & creation, design.

Contact multimedia team for graphic creation.

Creative Cloud Training

Both

InDesign

Publishing & Page Layout Design

Adobe

Yes

Multimedia

Use for desktop publishing and page layout design software.

Contact multimedia team for InDesign support.

Creative Cloud Training

Both

Instagram

Social Media/Networking

Meta

No

Audience Development

Communications Officers

Social Media

Social networking site with free photo and video sharing features. Posts are shared with Followers.

Web-based

Issuu

Digital & Electronic Publishing

Issuu, Inc.

No

This tool prepares web-based print-like books.

Not recommended.

We do not recommend posting to YSM websites as they create usability and accessibility issues for users.

Alternates: We would recommend using the Beatrix publications tool or posting an accessible pdf if a specific layout or ability to print is necessary.

Help Center

Web-based

iStock

Stock Images and Illustrations

Getty Images

No

Multimedia

A website that has stock images and illustrations.

Not recommended.

YSM has a license with Getty Images, so we recommend using Getty instead. Using IStock will require purchasing images separately.

FAQ

Web-based

Jira

Project Management

Project Requests

Task Assignment

Track Progress

Atlassian

No

Business Office

Multimedia

Support Staff

Web Services

Technology Team

This is the ticketing system the Office of Communications uses to track and manage website projects and software-related developments.

Jira is a powerful tool for assigning project tasks, ticketing, bug tracking, and project management that requires substantial set up time and learning. The majority of employee needs can be met by using Qualtrics (for forms or tickets), or Airtable or Microsoft Project (for project management). Contact Mark.Albis@yale.edu to learn more.

Training for Jira may be best handled locally, we have many plugins and customizations that training videos will not cover.

Web-based

Lightroom

Photo Editor

Adobe

Yes

Multimedia

Bulk image organization & processing tool.

Recommended for bulk image processing and editing. Can contact multimedia team for support. Contact abigail.campbell@yale.edu for support.

Creative Cloud Training

Both

LinkedIn

Social Media/Networking

Microsoft

No

Audience Development

Communications Officers

Social Media

Business-focused social media platform for people to present their professional careers and build connections.

Web-based

LinkedIn Learning

Learning Management System

LinkedIn

Yes

All

A learning platform full of video courses and tutorials taught by industry experts in a variety of skills.

Recommended when needing a new online course. Search LinkedIn Learning for a variety of reasons, i.e., a refresher course on software or information you already know; to learn something new if you have been tasked with a project; or browse and see what trainings might be interesting to you or helpful in your position.

No training required. This tool is meant to provide you with training for everything else.

Web-based

Linktree

Social Media/Networking

Linktree

No

Audience Development

Social Media

Helps to combine website and social links in one place to easily link from bios.

Recommended to be used when working with YSM social media channels.

Help Center

Features

Web-based

Looker Studio

Data Analytics tool

Google

Yes

Communications Officers

Technology Team

Web Services

Data analytics tool

Recommended to use when building reports with data. Contact Ysm.editor@yale.edu to learn more.

Looker Studio Help

Web-based

Music Vine

Royalty-free music for videos

Music Vine Limited

No

Multimedia

A library of royalty-free music for videos and posts.

Contact multimedia team for usage

Not Needed

Web-based

NetX

Digital Asset Management System

NetX

Yes

Multimedia

Houses archive of YSM photography and video; can be searched and shared.

Contact the multimedia team for image search and collection, and contact Ysm.editor@yale.edu to learn more.

Videos

Web-based

New York Times

News Articles

The New York Times Company

Yes

News & Publications

Daily newspaper with online articles.

Yale faculty and staff get a free subscription and the office recommends utilizing the opportunity.

Sign up for a free Subscription

Web-based

OneDrive

File Storage & Sharing

Microsoft

Yes

All

Use to store and share files, images, videos and more.

Recommended for sharing, storing and editing files with Yale colleagues.

Box should be used to share files on websites or when working with a broader list of collaborators.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

OneNote

Note Taking & Saving

Microsoft

Yes

All

Designed for free-form information gathering and multi-user collaboration. Create digital notebooks to organize ideas.

This tool is available in our Microsoft suite, but it is not often used office-wide; employees can use it to keep their own notes/tasks/projects organized.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Outlook

Email

Calendar

Scheduling Meetings

Microsoft

Yes

All

Yale’s preferred email and scheduling tool.

Recommended for emailing and scheduling meetings or events with Yale employees. Review our YSM branded email signature guidelines.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Photoshop

Photo & Graphics Editor

Adobe

Yes

Multimedia

Graphics & photo editor

Recommended for image editing and output. Contact abigail.campbell@yale.edu for editing support

Creative Cloud Training

Both

Planner

Project Management

Task Assignment

Track Progress

Microsoft

Yes

All

Assists in creating project plans and status updates, sharing files with colleagues, and organizing and assigning tasks throughout projects.

This tool is available in our Microsoft suite, but it is not often used office-wide; employees can use it to keep their own notes/tasks/projects organized.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

PolicyTech

Document Management System

Navex

Yes

All

PolicyTech houses all official YSM policies, guidelines, references, and procedures.

Work with YSM Policy to add any official YSM policy, guideline, reference, or procedure.

Policytech Help

For general questions, email YSM Policy

Web-based

PowerPoint

Presentations

Microsoft

Yes

All

Support Staff

Make a customized presentation using a variety of slides; add text, images and video.

Recommended for creating presentations, or to create visual-heavy PDFs for Yale employees. Use our PPT branded templates.

Use Google Slides to share presentations across multiple editors or devices.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Premiere

Video Editor

Adobe

Yes

Multimedia

Non-linear video editing software.

Contact kimberly.conner@yale.edu for support & video creation.

Creative Cloud Training

Both

Project

Project Management

Task Assignment

Track Progress

Microsoft

Yes

All

Helps Project Managers develop schedules, assign resources to tasks, track progress, manage budgets, and analyze workloads.

This tool is available in our Microsoft suite, but it is not often used office-wide; employees can use it to keep their own notes/tasks/projects organized. Not everyone may have a subscription to use all the features.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Qualtrics

Online Surveys & Polls

Silver Lake

Yes

Support Staff

Technology Team

Web Services

Create, design, and distribute online surveys and polls.

Recommended to create online surveys and forms. They can be displayed on YSM websites giving web owners access to update their forms directly. Qualtrics is PHI-approved.

Yale’s Qualtrics tool and Support

Web-based

Rev.com

Audio and Video Transcription Management

Rev

No

Multimedia

YM Content Team

Provides closed captioning, subtitles, and transcription services.

Recommended to transcribe audio and video files.

Not Needed

Web-based

Scheduler

Public Scheduling

Microsoft

Yes

Multimedia

Scheduling beyond meetings

Recommended for building a schedule that perpetuates, such as for headshots.

Microsoft Resources

Web-based

SDL Tridion

Content Management System

Tridion

Yes

Technology Team

Web Services

CMS used to manage static content and structure of YSM websites.

Only the Web Team has access to SDL Tridion. All other members of the YSM community use Beatrix.

Contact Ysm.editor@yale.edu to learn more.

Web-based

Semrush

Analytics

Data Reporting

Engagement Tracking

Online Visibility Management

Semrush

No

Marketing

YM Content Team

Content management SaaS platform that marketers use to build, manage, and measure campaigns across multiple channels.

Recommended for optimizing SEO for all content.

Help Center

Web-based

SharePoint

Collaboration

File Storage

News Posts

Shared Calendars

Microsoft

Yes

All

Share and manage content, knowledge, news, and applications that encourage teamwork and collaboration. Can also be used to create internal websites.

Recommended for YSM departments to use when creating specific site pages and/or if they want to host internal files and content, i.e. Departmental Intranets

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Siteimprove

Data Reporting

Website Analytics

Siteimprove

Yes

Communications Officers

Technology Team

Web Services

Website monitoring tool that aims to improve the quality of site content, increase accessibility compliance, and enhance visibility with improved search engine optimization (SEO).

Contact Ysm.editor@yale.edu for access and to learn more.

None Needed

Web-based

Storyblocks

Stock footage

Great Hill Partners

No

Multimedia

A library of stock images and video.

Contact multimedia team for usage

Not Needed

Web-based

SurveyMonkey

Online Surveys

Momentive Global

No

Yale Community

Survey tool that helps users create, send, and analyze surveys. Users can also email surveys and then post them on social media to increase response rates.

Not recommended.

Communications recommends using Qualtrics, as Yale holds a license and provides support.

Not Needed

Web-based

Teams

Chat

Collaboration

Online Meetings

Microsoft

Yes

All

A communications and conferencing platform that allows users to connect via video, audio, phone, and chat.

Recommended for internal video collaboration and team meetings. The chat feature should be used for quick, informal conversations with Yale employees. Teams is recommended to be the leading inner-offie collaborative tool, but greater officer or departmental messaging and announcements should still be shared via email.

Use Zoom video when hosting more formal meetings internally, webinars, or with external clients.

Yale LinkedIn Learning Courses

Both

TikTok

Social Media/Networking

ByteDance, Ltd.

No

Audience Development

Communications Officers

Social Media

Social media video-sharing platform that allows users to create and share short-form videos. Posts are shared with Followers.

Web-based

Vimeo

Video Sharing and Viewing

IAC

No

Multimedia

Social Media

Video sharing website that makes it easy to create, watch, upload, and share online videos.

Web-based

Viva Engage (formerly Yammer)

Chat

File Storage & Sharing

Polls

Praise/Recognition

Social Media/Networking

Microsoft

Yes

All

Similar to a personal news feed, use this tool to share information and connect with coworkers.

Use Teams chat instead for informal communications across Yale colleagues. Yammer is not heavily used throughout the office, though you may find a broader use for it across the University and discover interesting communities to participate in.

Microsoft Resources

Yale LinkedIn Learning Courses

Both

Wall Street Journal

News Articles

News Corp

Yes

News & Publications

Daily newspaper with online articles.

Yale faculty and staff get a free subscription and the office recommends utilizing the opportunity.

Sign up for a free Subscription

Web-based

Word

Text Document

Microsoft

Yes

All

Write, share, and make real-time edits to documents.

Recommended when sharing text documents and files with all employees and University members.

Yale LinkedIn Learning Courses

Both

Workday

Human Resources Information System

Salesforce

Yes

All

Manages payroll, benefits, time off, and other HR and employee data.

Use Workday when you need to request time off, view your W2, change your benefits, and all other HR-related tasks.

Yale Workday Training

Workday Video

Web-based

Writing Style Guide

Journalistic Writing Consistency

The Associated Press Stylebook

Custom YSM

News & Publications

The Guide is a way of making common elements consistent across multiple writers, such as those working with the Yale Medicine clinical practice web site, or those writing for Yale Medicine Magazine and Medicine@Yale newsletter. It follows the journalistic style manual published by The Associated Press Stylebook.

Use YSM style first, then use Associated Press Style. YSM does not follow Chicago Style guidelines.

Writers and editors should also consult Webster’s New World College Dictionary or Merriam Webster online for questions regarding spelling and hyphenation.

Also be familiar with the Disability Language Style Guide published by the National Center on Disability and Journalism.

Writing style guidelines

Web-based

X (formerly Twitter)

Social Media/Networking

X Corp.

No

Audience Development

Communications Officers

Social Media

Social media platform that lets users communicate and stay connected via quick written messages. Posts are shared with Followers.

Web-based

Yale ALERT

Campus Safety Notifications

Emergency Management

Yale University

Yes

All

The Yale ALERT system notifies students, faculty, staff and members of the New Haven/extended Yale communities during emergencies.

Recommended to use to stay up-to-date on urgent messages and/or emergencies around campus.

Yale ALERT Homepage

Voice, Email, and/or Text Messaging

Yale Conferences & Events

(CVent)

Event Registration and Management

Blackstone, Inc.

Yes

Yale Education Administration

Use for online event registration, attendee engagement, venue selection, marketing, and event management for virtual, hybrid, or onsite events.

Recommended for Yale events requiring a fee.

For small events, EventBrite is recommended.

Training Courses

Web-based

Yale Message

Enterprise Email Tool

Salesforce
& Workday

Yes

Communications Officers

Support Staff

Sends targeted email messages to students, faculty, and staff across the university.

Recommended for when theres a need to send broad email messages to Yale communities. Yale Message recipient lists are updated from Workday, so people who have left will no longer receive messages.

Contact Yale message team for access and training

Creating Accessible Emails

Web-based

YouTube

Video Sharing and Viewing

Google

No

Multimedia

Social Media

Video sharing website that makes it easy to create, watch, upload, and share online videos.

Web-based

Zoom

Online Meetings

Webinars

Video Calls

Zoom

Yes

All

A communications and conferencing platform that allows users to connect via video, audio, phone, and chat.

Recommended when hosting more formal internal video calls, webinars, or meetings with external clients.

Use MS Teams for ease of setting up internal meetings with co-workers and teammates, and to have more casual/collaborative conversations.

Yale’s Zoom Quick Guide

Branded backgrounds for zoom are available.

Both