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: 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.

Security Awareness Newsletter

Every month the Information Security Team releases a newsletter containing information for GRCC students, staff, and faculty regarding Information Security Awareness. This month’s issue includes information on the different ways your Bluetooth devices could be hacked, how you can prevent these hacks, and a short history lesson on how Bluetooth got its name.

The March 2019 Newsletter is now available.

G Suite Tip: Moving your GroupWise folder structure to Gmail

In other email programs, including GroupWise, you might have stored email in folders. In Gmail, you use labels to categorize your email. Labels are like folders, but with a twist — you can apply several labels to an email, then later find the email by clicking any of its labels from the left panel.

You can also:

  • Open a label in the left sidebar to see all email with that label.
  • Nest labels within labels.
  • Search for all email with a label.
  • Set up your inbox as you prefer:
    1. See labels on email in your inbox to quickly identify different types of email.
    2. Auto-archive email to route it away from your inbox, as you did with rules and folders.

Create a label:

  1. Go to Gmail
  2. In the top right, click Settings (gear icon) and select Settings.
  3. Click the Labels tab.
  4. Scroll to the Labels section and click Create new label.
  5. Enter the label name and click Create.
  6. You can also create nested labels, which are like subfolders.

Create a label from an email:

  1. From an email, click Labels (tag icon) > Create new.
  2. Enter the label name and click Create.
  3. (Optional) Click Nest label under and choose an existing label to place it under.
  4. The new label automatically applies to your email.

Try this by recreating your GroupWise folder structure as Labels in your Gmail pilot account!

Please Note: 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.

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

Network Drive Usage

The GRCC Information Technology department hopes 2019 finds you well and that you are enjoying our wonderful winter weather.

Thinking ahead to the warmer weather, it may be time for a bit of spring cleaning, at least in your personal network drives. Make sure your J Drive and Google Drive are being used with GRCC best practices in mind. Ensure your drives adhere to the following guidelines:

  • Store only content relevant to GRCC
  • Move any personal files, not relevant to GRCC to an external storage drive
  • Remove files that are out of date and no longer needed
  • Move large files NOT containing personally identifiable information from the J drive to Google Drive

Let’s continue to make our network drive usage be relevant and responsive. If you have any questions, you can always reach out to the Support Desk at itsupport@grcc.edu or (616) 234-4357.

Google Chrome Browser Policy Update

Information Technology has recently rolled out a new policy to your computers that may change the way you interact with Google Chrome. You now have the ability to sign in to your Google Chrome browser, and sync your browsing data to your GRCC Google accounts. This means that your history, bookmarks, extensions, and more can be carried across multiple devices. If you use more than one computer, or move between shared computers, the ability to sign in to the browser can help you manage your data across these devices. Please note that you can only sync your data with your @grcc.edu accounts for security purposes.

Syncing your browsing data goes hand-in-hand with Google Chrome Profiles. With chrome profiles, you can easily create a separate browsing environment for your work and personal accounts. For more information on creating and managing Chrome profiles, please refer to this Google Support article.

You also may have noticed that with this change comes another increase in security; All non-approved browser extensions have been removed from GRCC devices. If there is a browser extension that you use and would like to be reviewed by our IT Security team, please submit a request through the GRCC IT Service Portal, supportdesk.grcc.edu.