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.

G Suite Tip – Accessing your archived emails after the transition to G Suite

Wouldn’t it be great if you had access to all of your emails, all of the time? How about if they didn’t automatically delete after 6 months? If you’re thinking “YES!” then you’re going to love Gmail.

After the switch to Gmail, you will no longer need to navigate away from your inbox to find old mail. Unless deleted, your mail will remain in Gmail indefinitely. As a best practice, we recommend labeling the mail you want to hang on to, and using the “archive” button. Once archived, your mail will always be available from the “All Mail” folder, or by simply using the search box at the top of your Gmail inbox.

To test this feature out, try logging in to the “pilot” environment to familiarize yourself with the features and layout of Gmail.

“What’s going to happen to our old email in Retain?”

Retain will be available after we migrate to G Suite. This means that up to the day Gmail officially goes live, emails and calendar items will be backed up in Retain and held in the archival system for you to access, if necessary.

For more tips on managing your inbox, see the G Suite Learning Center’s guide on organizing your inbox.

The IT Support Desk has also compiled a handful of tips regarding the transition to Gmail. If you ever feel stuck, take a look in our knowledge base over at the online Support Desk – we have a section dedicated to G Suite related topics.

If you have difficulties logging into your pilot account, please contact the GRCC IT Support Desk at (616) 234-4357.

Disclaimer:

The G Suite Pilot accounts are only for testing and training purposes. Any content migrated from GroupWise to pilot for testing and training purposes will not be moved to the production G Suite environment.

G Suite Tip – how to create a list for your tasks

Keep track of your to-do list digitally through Google Tasks, a simple application located within the right-hand panel of all G Suite Applications for easy viewing and editing. This means the same tasks will appear in both Gmail and Calendar.

Tasks can be used to remind you of emails to send, appointments that need to be made, or documents that need to be written. (I have created a Google Task to complete this GRCC Today article within Google Docs!) Tasks can be used as a simple way to track how you are meeting your daily goals, and are there for your individual use.

If your objective is to create reminders that are shared with others, you can learn more about the other application found in the right-hand panel through the Google Keep instructions online.

You can create lists to keep track of your different tasks.

Create a list:

  1. On your computer, go to Gmail and login to your pilot account.
  2. On the right, click Tasks.
  3. At the top, click the Down arrow.
  4. Click Create a new list.
  5. Enter a name.
  6. Click OK.

Switch between lists:

  1. On the right, click Tasks.
  2. At the top, click the Down arrow.
  3. Click the list you want.

Move a task to a different list:

  1. On the right, click Tasks.
  2. Click the task you want to move. Then, click Edit.
  3. Click the list name.
  4. Choose a list.

When you complete a task, it will only appear at the bottom of the list it was on under Completed. This means that creating a list for your tasks is a great way to view and track progress for different projects within your work day.

G Suite Transition Tip: Snooze a message until later

Hit the Snooze button! Postpone emails to a future date or time that’s more convenient for you.

Your email will come back to the top of your inbox when you want it to, whether that’s tomorrow, next week, or this evening.

To get started, make sure your Gmail is in “Conversation View.”

  1. Open Gmail.
  2. In the top right, click the ‘Settings’ icon (look for the gear symbol).
  3. Click Settings.
  4. Scroll down to the Conversation View section.
  5. Select Conversation view on (messages will be grouped).
  6. At the bottom of the page, click Save Changes.

Snooze an email message:

  1. On your computer, go to Gmail.
  2. Point to the email.

On the right, click the ‘Snooze’ icon (look for the clock symbol).

  1. Choose a later day and time to get the email.

To snooze multiple messages, select the messages. At the top, click ‘Snooze.’

How to find snoozed email messages:

  1. On your computer, go to Gmail.
  2. Go to the Menu button.
  3. Select Snoozed.

Tip: You can also search in:snoozed.

When you snooze an email to a specific time, you’ll get a notification on your mobile device at that time, unless you turned off notifications. Learn more about notifications.

G Suite Transition Tip: How to do a busy search in Google Calendar

Finding a time that works for everyone attending your meeting can be a challenge. The ‘Find a Time’ function in Google Calendar makes coordinating schedules easier. This is the same type of function that you are used to when performing a Busy Search in Groupwise.

You have the ability to see if someone else within the grcc.edu domain is busy or free when adding them to an event. There are two different ways to do so:

  • ‘Find a Time’
  • ‘Suggested Times’

Find a Time:

  1. Go to Calendar.
  2. In the upper left, click Create +
  3. Click on More Options from the Create menu until you are brought to a full screen menu for creating an event.
  4. Next to Event details, click Find a time. You’ll see the local time for guests in other time zones just below their name.
  5. Scroll up or down the time slots, or click the arrows at the top to view different days and weeks.
  6. Click a time slot and then click Save.

Suggested Times:

  1. Go to Calendar.
  2. In the upper left, click Create +
  3. Add event title.
  4. Click More Options.
  5. In the “Add Guests” box, type the name of the person or people you want to invite.
  6. Under “Guests”, click Suggested Times. You will see a list of times when all guests can attend.

Practice this in the pilot environment!

Please Note: The G Suite pilot account is for testing and training purposes only. Any data, settings, or customizations added or changed in your pilot account will not automatically transfer to the production environment on May 5th.

For technical assistance, please contact the IT Support Desk at x4357 or submit a service request on our Support Desk webpage.

G Suite Transition Tip: How do I compose an email using Gmail?

Need to send an email in Gmail? It’s simple! Go to Gmail:

  1. In the top left, click Compose.
  2. In the “To” field, add recipients. If you want, you can also add recipients to the “cc” and “bcc” fields.
  3. Add a subject.
  4. Write your message.
  5. At the bottom of the page, click Send.

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

You may also view our Knowledge Base resources about helpful Google topics.

Please Note: The G Suite pilot account is for testing and training purposes only. Any data, settings, or customizations added or changed in your pilot account will not automatically transfer to the production environment on May 5th.

For technical assistance, please contact the IT Support Desk at x4357 or submit a service request on our Support Desk webpage.

G Suite Transition: Department Absence Calendar

Many departments currently rely on using reminder notes in GroupWise to post when someone will be absent for the day so that colleague are able to quickly check a calendar to see if someone is out of the office.

If your department does something similar, this process will be evolving to the use of a shared department calendar in G Suite. With this method, individuals can quickly add an all-day event to their department calendar, while also including their detailed out-of-office event on their personal/default calendar.

To start, one person within your department will need to create the shared calendar. Once created, share the calendar with everyone in your department who needs access. If your department has a Google Group set up you can add that group and it will be shared with all individuals within that group. Note that anyone who is given the “make changes and manage sharing” access permissions will become a shared owner of that calendar.

Sharing a calendar will email the individual, notifying them of the new calendar and prompting them to add it to their calendar list. You can now simply add an all-day event to the calendar with your name and status. The benefit of using a shared calendar for this process is that you can toggle that calendar on and off to see who is out that day, without it cluttering up your calendar.

Keep in mind, it’s still important to update your personal calendar with the details of when you’ll be out. Google Calendar has an Out of Office status when creating events to let others know you’re not in if they try to invite you to an event at that time. Populating your default calendar will also allow your colleagues to busy search you, so don’t forget to keep this up to date!

For additional support, register for one of our Professional Development offerings!

G Suite Transition: Summer Learning Opportunities Added

G Suite training sessions have been added through the end of June! To register for a session visit the Going Google page.

Remember, if you’ve attended any of these sessions and still have questions, you may request an individual or team follow up meeting with one of our Guides. Simply fill out this form to request an appointment.

G Suite Transition: viewing a co-worker’s calendar

In GroupWise, viewing a specific coworker’s calendar is helpful when scheduling meetings or staffing. This can be done easily in Google Calendar, and most importantly, Google allows for custom color coding!

The simplest way to view someone’s availability in Google Calendar is to type their name into the “Add Calendar” area in the left menu above your calendars. This will add their calendar to your list of “other calendars” and allow you to see if they are free or busy.

The level of detail for what you will see when viewing someone’s calendar depends on the settings they have set for that particular calendar. The settings for your personal/default calendar are found under Access Permissions. The “Make available to public” option would make your calendar accessible to any user of Gmail. You will most likely want to avoid this option!

When selecting “Make available for Grand Rapids Community College,” you can choose between:

  • See only free/busy (hide details)
  • See all event details
  • Make changes to events
  • Make changes and manage sharing

This is up to your own discretion, and should be decided upon by the level of detail added in your calendar events. We advise that you only share your default calendar with select individuals or groups, under “Share with specific people.”

It is important to update your personal calendar with the details of when you’ll be out. Google Calendar has an Out of Office option when creating events, which will warn others that you’re not available if they try and invite you to an event during that time. Populating your default calendar will also allow your colleagues to busy search you, so don’t forget to keep this up to date!

Please Note: The G Suite pilot account is only for testing and training purposes. Any content migrated from GroupWise to pilot will not be automatically moved to the production G Suite environment.

If you have any questions about how to do a specific task or function in G Suite, contact our Google Guides by emailing GoogleGuides@grcc.edu or contact one of our Google Guides directly!

If you have difficulties logging into your account, please contact the GRCC IT Support Desk at (616) 234-4357.

Upcoming professional development opportunities

There’s a seat with your name on it in any of these upcoming staff development sessions:

  • Friday, March 22 – Label Reading, noon-1 p.m.
  • Tuesday, March 26 – StrengthsFinder, 10 a.m.-noon
  • Friday, March 29 – Fitness can be N.E.A.T., noon-1 p.m.
  • Wednesday, April 10 – Coaching Skills for Managers, 1-3 p.m.
  • Wednesday, April 17 – GRCC Purchasing Policy, 1-2:30 p.m.
  • Friday, April 19 – Game Play: Active as a Family, noon-1 p.m.
  • Wednesday, May 15 – Non-Verbal Communication, 1- p.m.
  • Friday, May 17 – Living a Healthy Lifestyle, noon-1 p.m.

Also – Learn how to update a webpage with Drupal Training! Available:

  • Thursday, March 28, 10:30-11:30 a.m.
  • Thursday, April 25, 10:30-11:30 a.m.
  • Thursday, May 30, 10:30-11:30 a.m.

More Information about these interesting sessions can be found on the Professional Development page.

And there is LOTS of Google going on – get ready! The Gmail/Google Calendar transition is only six weeks away!

Visit Google for GRCC to sign up for upcoming GMail/Google Calendar training.

Questions? Contact Angela (angelasalinas@grcc.edu).

G Suite Transition: 1-to-1 GroupWise to G Suite Guide

The G Suite transition team has compiled a collection of top functions and terms from GroupWise and built a comprehensive guide on how to do the same function in G Suite. Follow each link to a Knowledge Base article with specific instructions to walk you through the new process.

You can test out these new functions using your G Suite pilot account. To log in,

  1. From any web browser navigate to google.com
  2. Enter your Campus Network username and password:
    1. Username: your_network_username@pilot.grcc.edu (e.g. janedoe@pilot.grcc.edu)
    2. Password: Your GRCC Campus Network password (Same one you’d use to login to a computer, Groupwise, or Blackboard.)

1-to-1 Guide:

What I did in GroupWise: What I do now:
Send an email Compose an Email Article
Reply to an email Reply to a Gmail Message
Send an appointment Request Create an Event
Busy Search Find a Time for Events
View Multiple Calendars View a Coworker’s Calendar

View Calendars Side by Side

Notes Create Notes In Google Keep
Retract/Resend Appointment Retracting/Deleting an Event

Restoring a Deleted Event

Create Rules Creating Filters for Incoming Mail
Task List Create a List of Tasks in G Suite

Terminology:

Groupwise Google
Appointment Event
Busy Search Find a Time
Folders Labels
Rules Filters

Please Note:  The G Suite pilot account is only for testing and training purposes. Any content migrated from GroupWise to pilot will not be moved to the production G Suite environment.

If you have any questions about how to do a specific task or function in G Suite, contact our Google Guides by emailing GoogleGuides@grcc.edu or contact one of our Google Guides directly!

If you have difficulties logging into your account, please contact the GRCC IT Support Desk at (616) 234-4357.

G Suite Transition- Learning Opportunities Added

Due to popular demand, four additional G Suite learning opportunities have been added! Keep in mind that these courses do not need to be taken in any particular order.

To register for a session, visit the Going Google page.

Remember, if you’ve attended any of these sessions and still have questions, you may request an individual or team follow up meeting with one of our Guides. Simply fill out this form to request an appointment!