G Suite Transition – Adding Gmail to your Mobile Device

It is now easier to access your email and calendar on mobile with your staff Gmail account! You can add your email address to the mail app your device has, or download the Gmail app on Android or iOS (iPhone).

If you have a personal Gmail account or have used Gmail before, accessing your GRCC Google Account will be the same process.

Add your staff Gmail account on your mobile device using its mail application:

  1. Navigate to the settings of your device.
  2. Locate the accounts section.
  3. Add a new account.
  4. When prompted, choose Google for the account type, and sign in.

For specific information for your device, see Google Support’s articles for signing in on Android and iOS (iPhone).

It is important to keep in mind that since your email is a college account, your device will be subject to a few mobile device management permissions.

If you have any questions about the transition to Gmail, please contact our Google Guides at googleguides@grcc.edu.

G Suite Transition – New GRCC Post-IT Board

No need to worry, the Post-It Board is coming with us in the transition to Google!

Instead of being located in your GroupWise Cabinet, the Post-It board has been created as a Community in Google Plus.

Post-It Board is an important place for sharing items and messages with the campus community, and we want to make sure that all faculty and staff members can find the Post-It Board group.

Here’s how to find it in the live environment:

  1. Use this direct link (Be sure that you are logged in with your @grcc.edu account versus your old pilot account).

OR

  1. From within any G Suite App or Google.com, click the App Menu (waffle).
  2. Select Google+ (NOTE: If you haven’t already, make sure you’re signed into your GRCC account).
  3. You should see some posts show up right off the bat from the post-it board in your “discover” and “home” pages of Google+
  4. Click the green text that says GRCC Post-It Board.
  5. Click Join.

 

To create a post:

  1. Click the Pencil in the lower right, or start typing in the “what do you want to share?” box.
  2. Type your post. (Use the icons at the bottom to add photos, files, links, and more.)
  3. Click Post.
  4. Select the appropriate category.

G Suite Transition – GroupWise Cleanup

Spring is finally here, and that means it is time to clean! We cannot forget about organizing our cluttered GroupWise inboxes before the transition to Gmail on May 6!

Here are some helpful tips to get you started:

  • Create a folder for (messages that still need your prompt attention in your inbox) that share a common subject or task. When Gmail goes live, you will recreate these as labels.
  • If you have subscribed to newsletters or feeds that are no longer relevant, unsubscribe from them before Gmail goes live.
  • If you save emails in your inbox as a reminder or to-do list, get familiar with Google Calendar and become even more efficient after the move!

As a reminder, your new Gmail inbox will be a fresh clean start. You will be happier and more efficient if it only holds only what you need. Take the time now to keep what is important and get rid of the rest. Believe what you heart tells you when you ask, “Does this spark joy?”

G Suite Transition – Sharing files with Gmail and Google Drive

Ever run into that pesky 20MB limit when sending an email with a large attachment in GroupWise? You can now attach files in Gmail with less restriction than GroupWise.

Google has a better solution to make sure your attachment reaches your recipient. Gmail has a 25MB attachment size. 5MB may not sound like much of a difference, but it is equivalent to 5,242,800 characters!

But wait, there’s more – you can share files over 25MB by utilizing Google Drive.

With Google Drive, there is NO LIMIT to what file size you can share with others.

While using Google Drive, please remember:

  • Do not include PII (Personally Identifiable Information, e.g. Student ID Numbers), credit card / financial data, etc.
  • Unless necessary, do not share Drive documents outside of the GRCC domain

G Suite Transition – Early Access to Gmail and Calendar begins today

As our campus prepares for the upcoming switch to G Suite, we understand the importance of being able to configure your inbox and populate your calendar prior to May 6.

In response to this need, as of today, April 22, you are now able to access Gmail and Google Calendar using your @grcc.edu credentials. During this time, Gmail and Calendar will not be fully functional, all of your email messages will still be sent and received by GroupWise.

On May 6, your Gmail inbox and Calendar will become fully functional and ready to use.

What does this mean for you?

You can now log into Gmail and Google Calendar with your @grcc.edu campus network credentials. You will not be able to send or receive email in Gmail or add external guests to events until May 6. However, if you share documents or folders within Google Drive, you may see these messages appear in your Gmail inbox instead of GroupWise.

In Gmail, you may begin setting up your labels, filters, signature(s), proxy and send as rights, and configuring your account to work best for you!

In Google Calendar, you can start migrating your GroupWise calendar appointments and setting up shared department or team calendars.

If you need assistance with configuring your new account, reach out to one of our Google Guides, attend a Professional Development offering, or request an individual or team consultation!

G Suite Tip – Working Hours

Have you ever gotten an event or appointment sent to you when you’re not even scheduled to be on campus? Google’s got a solution for you: Working Hours.

Google’s ‘Working Hours’ feature will warn your colleagues when they schedule a meeting for a time when you are not scheduled to be on campus. It is a great way to protect your personal time, and for making sure that appointments are made during times that work for everyone.

How to set working hours:

  1. On your computer, open Google Calendar.
  2. In the top right, click the Settings icon, and choose Settings.
  3. On the left, under “General,” click Working Hours.
  4. In the “Working hours” section, click Enable working hours.
  5. Select the days you work and set the times you’re available.

In conjunction with working hours, adding an “out of office” event will help your coworkers know when things fall outside of your normal working hours, like vacation, sick leave, or anything in between. Setting yourself as out of the office will automatically decline events sent to you during that time. Here’s how you do it:

  1. On your computer, open Google Calendar.
  2. Begin creating an appointment for when you’ll be out.
  3. Under the event title, click Out of office.
  4. Update the dates or time range for when you’ll be out. (You can also update the message people will receive when inviting you during this time.)
  5. Click Save.

G Suite Transition – Early Access to Gmail and Calendar

As our campus prepares for the upcoming switch to G Suite, we understand the importance of being able to configure your inbox and populate your calendar prior to May 6.

In response to this need, during the period from April 22-May 3, you will be able to access Gmail and Google Calendar using your @grcc.edu credentials. During this time, Gmail and Calendar will not be fully functional. All of your email messages will still be sent and received by GroupWise.

On Monday, May 6, your Gmail inbox and Calendar will become fully functional and ready to use.

What does this mean for you?

On Monday, April 22, you will be able to log into Gmail and Google Calendar with your @grcc.edu campus network credentials. You will not be able to send or receive email in Gmail or add external guests to events until May 6. However, if you share documents or folders within Google Drive, you may see these messages appear in your Gmail inbox instead of GroupWise.

In Gmail, you may begin setting up your labels, filters, signature(s), proxy and ‘send as’ rights, and configuring your account to work best for you!

In Google Calendar, you can start migrating your GroupWise calendar appointments and setting up shared department or team calendars.

If you need assistance with configuring your new account, reach out to one of our Google Guides, attend a Professional Development offering, or request an individual or team consultation!

G Suite Tip – Attachments in Gmail

You can now attach files in Gmail with less restriction than GroupWise.

Have you ever not been able to send an email with a large attachment in GroupWise? Google has a better solution to make sure your attachment reaches your recipient. Gmail has a 25 MB attachment size, opposed to GroupWise which had an attachment file size limitation of 20 MB. (5 MB may not sound like a lot, but it is equivalent to 5,242,800 characters!)

The way that GRCC IT suggests sharing file sizes over 25 MB is by utilizing Google Drive. With Google Drive, there is NO LIMIT to what file size you can share with others.

While using Google Drive remember:

  • Do not include PII (Personally Identifiable Information, e.g. Student ID Numbers), credit card / financial data, etc.
  • Unless necessary, do not share Drive documents outside of the GRCC domain

Upcoming professional development sessions

LOTS of Google going on right now – get ready!

The GMail/Google Calendar transition is only three weeks away. Visit the Professional Development page to sign up for GMail/Google Calendar training.

More information about these interesting sessions can be found online, including links to register. Questions? Contact Angela (angelasalinas@grcc.edu).

There are still seats available in the following sessions; you could be there learning, growing, and enjoying!

  • Friday, April 19 – Game Play: Staying Active as a Family
    • Noon-1 p.m.
    • 309 Sneden
  • Thursday, April 25 – Drupal Basics
    • 10:30-11:30 a.m.
    • 351 Main
  • Tuesday, April 30 – Customer Experience and Your Career
    • 9 a.m.-noon
    • 307 Sneden
  • Tuesday, May 7 – Performance Evaluation Feedback
    • 1-2:30 p.m.
    • 207 Sneden
  • Tuesday, May 14 – Active Shooter Response Training
    • 10-11:30 a.m.
    • 234 Student Center
  • Wednesday, May 15 – Non-Verbal Communication
    • 1-3 p.m.
    • 304 Sneden
  • Friday, May 17 – Living a Healthy Lifestyle
    • Noon-1 p.m.
    • 309 Sneden
  • Wednesday, May 29 – Business Writing Workshop
    • 8:30 a.m.-4:30 p.m.

G Suite Tip – Mute email notifications

Sometimes you are just too popular, and those pesky email threads of conversations that no longer apply to you keep reappearing in your inbox. You may want to avoid being distracted by an email thread, but still view the conversation later. You may also want to turn off notifications from a forum. Gmail understands your pain, and added the mute feature just for you.

To mute a conversation, you would open the conversation and click “More” from the drop-down menu. Once you choose “Mute,” the conversation is archived. This will remove the conversation from your inbox and automatically archive any incoming conversation threads as unread. A conversation thread will appear in your inbox if it is sent to only you in the “To” or “Cc” fields.

You can easily find these conversation threads by searching “is:muted” or “from:” with the name of a member of the conversation in the search field.

Ready to unmute? Click the “X” by the “Muted” label from within the conversation thread, or choose “More” from your actions button and then “Unmute” from the drop-down menu. New conversation threads will now appear in your inbox again.

It is important to note that we suggest you choose “Archive” over “Delete” when removing emails from your inbox in Gmail. Archive will remove emails but allow for them to be searched again in the future if you need them. Delete will make emails irretrievable in the future, so use with caution.

G Suite Transition Tip – Exporting your GroupWise Calendar

When we transition to G Suite in May, users will be responsible for migrating their own calendar appointments. There are several ways this can be accomplished, for one re-creating each appointment manually in Google Calendar.

Another option is to export your calendar from GroupWise and import it into Google Calendar, for detailed instructions on how to do this, visit this Knowledge Article.

We strongly recommend taking the time to learn more about exporting your GroupWise Calendar and practicing in the pilot environment. See the video below for a tutorial of how to complete this process:

For more information regarding the G Suite transition, visit our Resource Page.

 

G Suite Transition Tip – Moving emails after the transition

After we make the transition to Gmail, you will be able to send mail that is archived from GroupWise to your Gmail inbox.

GRCC currently uses Retain to store archived emails. This service will be available for a minimum of three years. This means that up to the day before Gmail officially goes live, May 5, 2019, emails and calendar items will be stored in Retain and held in this archival system for three years.

To login to Retain, please go to the Archive page and enter your network login credentials.

Once logged into Retain, you can forward an email to your Gmail account.

  1. Check the corresponding box of the email you would like to forward
  2. Click on the Forward button directly above the returned search results
  3. In the new window, type in a valid email address in the Recipient(s) box
  4. Make a comment if necessary
  5. Click Forward Message button at the bottom

For technical assistance, please contact the IT Support Desk at x4357 or submit a service request at supportdesk.grcc.edu

G Suite Tips: Getting G Suite Help and Training

Google is constantly making improvements to its services, and GRCC Staff and Faculty will directly benefit! Google announced April 2, 2019 that they will be adding a quick access button and Help menu options for the Google Help Center, Google Support Learning Center, and product update information within their applications. This feature will be on by default, and will start to appear April 17, 2019 so be sure to check it out in your Gmail Pilot account on that date.

What does this mean?

For help in Gmail, Calendar, and Drive, a “?” button will now appear in the upper right-hand corner next to the apps menu and your user icon.

A screenshot of the "?" button in Google.

In Google Docs, Sheets, and Slides, the Help drop-down in your toolbar will also include Training and Updates options.

A screenshot demonstrating the location of the 'Training' and 'Updates' tabs in the 'Help' menu.

What is the difference?

  • Help: links to the relevant product Help Center.
  • Training: links to the relevant product Learning Center.
  • Updates: Info about recent product updates.
  • Send feedback: Lets users provide product feedback directly to Google.

G Suite Transition – Department Assistance

Are you concerned about how your department’s business practices will be continued or improved in our transition to Google?

The IT Customer Support Desk wants to make sure that your team has emailing and calendaring practices in place before the transition. In order to do that, we are making ourselves available for consultation appointments to meet with you and your team to help develop best practices in Gmail and Google Calendar.

Leverage the experience and knowledge of the Information Technology department to:

  • Increase productivity & efficiency
  • Identify new departmental business practices for operating in the Google G-Suite environment
  • Implement technology orientated processes and procedures

You may request this service online or contact the GRCC IT Support Desk at (616) 234-4357.

G Suite Tip – How to Sync Google Chrome Profiles and Why It Is Helpful

Logging into the GRCC Google Pilot environment is highly encouraged for you to become familiarized with the features and layout of Gmail.

If you use multiple Google accounts (such as a personal account and a work account,) it’s recommended that you set up Chrome profiles in your Google Chrome browser to switch between them quickly. This is especially useful, as it will help separate your pilot account from your GRCC production account during both the training and months leading up to the go-live date.

With profiles, you can keep all your Chrome info separate, like bookmarks, history, passwords, and other settings.

Profiles are ideal for:

  • Sharing a computer with multiple people.
  • Keeping your different accounts, like work and personal, separate.

You may also view our Knowledge Base resources about creating a work Chrome profile, syncing GRCC Chrome profiles, and other helpful Google topics.

What happens when you sync:

  • You can see and update your synced info on all your devices, like bookmarks, history, passwords, and other settings.
  • You’ll sign in automatically to Gmail, YouTube, Search, and other Google services. If you were signed in before turning on sync, you’ll stay signed in.
  • If you change devices (like if you lose your phone or get a new laptop), you’ll get all your info back.
  • You’ll personalize your experience in other Google products by including your Chrome history with your Web & App Activity.

Note: You can only sign-in and sync your data with your GRCC credentials. Syncing is disabled for all other accounts.

Turn on sync

  1. On your computer, open Chrome.
  2. At the top right, click the Profile icon
    • If you’re already signed in with your Google Account, this will be your account photo.
  3. Click Turn on sync Turn on.

If you’re not signed in, you’ll have to sign in to your Google Account to turn on sync.