Google Calendar tip: Viewing calendars side-by-side

Google Calendar makes scheduling easy!

View a coworker’s calendar with your own so you can instantly coordinate meetings.

Note: A coworker has to share their calendar with you for you to see it.

  1. Open Calendar, and click Settings settings > Settings.
  2. Scroll to View options.
  3. Check the View calendars side by side in Day View box.
  4. Go back to your calendar grid and at the top, in the view switcher, select Day.
  5. On the left, click a coworkers name to see their calendar.

You’ll see everyone’s calendars side-by-side next to yours so you can view everyone’s agenda.

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

ImageNow (Perceptive Content) Upgrade

ImageNow (Perceptive Content) will be upgraded Thursday evening, May 16.

The upgrade will take place from 6 p.m. until midnight. During this time, ImageNow, including the submission and viewing of LOAs, will be unavailable. Also, notifications for timesheet submissions done during this time may be delayed.

WebNow users

As part of this upgrade WebNow will be replaced with eDocs, a modern way to interact with ImageNow.

eDocs still requires a network connection but no longer runs on Java, so you can now access your documents and approve time sheets from any web browser on campus, including your phone. Attached you can find documentation for general tips on using eDocs. For documentation on time sheets and LOAs please see https://grcc.edu/humanresources/forms/payrollforms and https://grcc.edu/humanresources/applicationforleaveofabsence

ImageNow Desktop client users

If you use the ImageNow desktop client, please leave your computer on after leaving for the day on Thursday so that the new client version can be installed. You will not be able to log into ImageNow until your client has been updated.

If your computer is off overnight or goes to sleep, the client should start installing automatically when you log in the next morning. You can check its progress by going to the Start Menu and searching for the Software Center. If the new 7.2.3 client hasn’t started installing you can start the upgrade manually as well. It should take about 20 minutes to install and will require a machine reboot afterwards.

After the client is updated your local preferences will be reset to the default values. If you had a list of frequently used queues that always showed up after logging into the client, you can add these back by going to Settings and then Options. From here you can go to the Toolbar option on the left, click the Message Center tab, and then select which queues you want to see.

Please contact IT Support at x4357 or itsupport@grcc.edu if you use any additional ImageNow printers besides the standard one or if your client is not installing properly.

eDocs Tips

  • Additional documentation can be found at https://docs.hyland.com/Experience/en_US/Portal/Help.htm
  • eDocs separates the viewing of documents from basic workflow routing. Click on Documents to search for documents, including your timesheets and leave of absences. Click on Workflow to process document queues and approve time sheets.
  • At any time click on the home icon to return to the home page

Icons for Documents (a sheet of paper with the right upper corner turned down) and Workflow (a full inbox).

The computer screen after logging into eDocs: Under "Document Views" on the left, "My HR Documents" has been selected. The two choices underneath ar "By Doc Type" and "By Year." on the right-hand side the headings are "Document Name" and "Year." HRP Time Sheet for 2019 has been selected.

  • Return to the previous list of documents, either views or workflow queues: When viewing a document, click on the arrow pointing backwards.

The top menu bar for eDocs: Under "Workflow," the backward arrow -- the first icon choice -- has been selected.

  • Add a stamp or other annotation: When viewing a document in workflow, click on the pencil icon and click “Create
    Annotation.” Click on the document where the annotation should go. Select annotation type; click “Add.”

Under "Workflow," the icon of a pencil on paper -- the fourth option from the left -- has been selected for annotation.

  • Route the document forward to another queue: When viewing a document in workflow, click on the icon of a page with an arrow pointing forwards and then select the queue to route it to. If there is only one option for where the document can be routed forward to, the document will be automatically routed once this icon is clicked.

Under the "Workflow" menu, the icon on the far right has been selected for routing.

  • Route the document upstream to a previous queue: When viewing a document in workflow, click on the icon of a page with an arrow pointing backwards and then select the queue to route it back to. Even if there is only one option for where the document can be routed back to, you will need to click again to select the queue.

Under Workflow, the next-to-last icon on the right has been selected for routing a document to a previous queue.

  • Show or hide Thumbnails on the left side of the screen: Click the grid icon to toggle this view.

Five icons sit about Document Properties; the first one -- a grid -- has been selected.

  • Show or hide Related Documents at the bottom of the screen: Click the document icon to toggle this view

Five icons sit above Document Properties. The second from the left has been selected for showing or hiding related documents at the bottom of the screen.

  • Show or hide Document Properties on the right side of the screen: Click the information icon to toggle this view.

Five icons sit above Document Properties. The one on the far right, a lower-case "i" in a circle, has been selected to show or hide document properties on the right side of the screen.

G Suite Transition – Drop-In Assistance Dates

Now that the college has moved to G Suite, have you built up a list of questions on how to perform certain tasks or functions? Do you want to know how to improve your email and calendaring tasks?

Our G Suite Transition Team is offering two drop-in dates for you to get answers to all of your questions! Join us on Wednesday, May 8, from 9-11 a.m. or Thursday, May 9, from 1-3 p.m. in 351 Raleigh J Finkelstein Hall (formerly Main Building).

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.