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.

Malicious emails abound – GRCC IT says use caution

IRS Warns of New Email Scam –

The IRS sent out a warning this week about a new email scam that may contain malicious malware. The fraudulent emails, which appear to be sent from “IRS Online,” contain an attachment labeled “Tax Account Transcript,” or something similar. The IRS, however, does not send unsolicited emails to the public, nor emails containing sensitive information such as that which is included in a tax return. The IRS asks the public not to open the email, and if using a personal computer to delete it or forward it to phishing@irs.gov.

Phishing Notification –

GRCC Faculty and Staff may have received an email from ‘Bill Pink’ with the subject “Action Required”. This email is not from President Pink. The email contained one or more links prompting recipients for information. If you clicked these links or provided any information, please let the GRCC IT Support team know.

 

As a reminder, keep the below in mind when working with email:

  • GRCC IT, Faculty, and Staff members should not be requesting banking information or account passwords
  • Don’t open and immediately delete suspicious messages from your GroupWise inbox
  • Don’t click any links or download any attachments from any suspect messages
  • Don’t provide any personal information; including usernames or passwords from suspicious email links
  • Don’t use your work email address for mailing lists

If you receive a phishing attempt, report it to the IT Support Desk at ITSupport@grcc.edu or by calling 234-4357. If you have clicked any links or downloaded/opened any files, please let us know immediately.

October is National Security Awareness month

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 topics such as National Cybersecurity Awareness Month, mobile phone security, and more.

This is the 15th year since National Cybersecurity Awareness Month (NCSAM) began. Each week there is a new topic to learn about and newsletter to read via links on GRCC’s Security Awareness webpage.

GRCC Tech Day TODAY in the Student Center

Tech Day poster. The text reads: "TECH day. Tuesday, September 18, 2018. 10 a.m.-2 p.m. Student Center, Room 203, Raider Grille. Bring your electronic devices for FREE technical assistance!"

What: GRCC Tech Day

When: TODAY, September 18, 2018, 10 a.m.-2 p.m.

Where: Student Center, Room 203, Raider Grille

Bring your electronic devices for FREE technical assistance!

Technicians will be on hand to assist with:

  • Free computer diagnostics.
  • Free and discounted software recommendations (Microsoft Office 365, Avast AVG, Malwarebytes, etc.).
  • Hardware recommendations (RAM, SSD, etc.).
  • Browser recommendations (Chrome, Firefox, Safari, etc.).
  • Assist with virus, Malware, adware, and spyware scans.
  • New laptop recommendations.
  • Software training.

Assistance will also be offered for Blackboard, campus login, campus wifi, Online Student Center, and student email.

Free popcorn while it lasts!

GRCC Tech Day tomorrow in the Student Center

Tech Day poster. The text reads: "TECH day. Tuesday, September 18, 2018. 10 a.m.-2 p.m. Student Center, Room 203, Raider Grille. Bring your electronic devices for FREE technical assistance!"

What: GRCC Tech Day

When: Tuesday, September 18, 2018, 10 a.m.-2 p.m.

Where: Student Center, Room 203, Raider Grille

Bring your electronic devices for FREE technical assistance!

Technicians will be on hand to assist with:

  • Free computer diagnostics.
  • Free and discounted software recommendations (Microsoft Office 365, Avast AVG, Malwarebytes, etc.).
  • Hardware recommendations (RAM, SSD, etc.).
  • Browser recommendations (Chrome, Firefox, Safari, etc.).
  • Assist with virus, Malware, adware, and spyware scans.
  • New laptop recommendations.
  • Software training.

Assistance will also be offered for Blackboard, campus login, campus wifi, Online Student Center, and student email.

Free popcorn while it lasts!

Updates to grcc.edu

The Communications Department, in partnership with IT, is eager to announce exciting updates to grcc.edu, including:

  • A homepage video that captures the spirit of our campus community, academics and athletics.
  • Less scrolling. Web content that extends the full width of the page when the right-hand sidebar is left unpopulated.
  • Print-friendly webpages. In the past, you may have noticed that printed webpages included the sidebar or other attributes that impeded readability. Now, printed webpages read as easily as documents.

These updates allow us to continue improving the user experience of prospective students, current students, faculty and staff.

If you have any questions, please contact commdept@grcc.edu.

GRCC Tech Day Next Tuesday in the Student Center

Tech Day poster. The text reads: "TECH day. Tuesday, September 18, 2018. 10 a.m.-2 p.m. Student Center, Room 203, Raider Grille. Bring your electronic devices for FREE technical assistance!"

What: GRCC Tech Day

When: Tuesday, September 18, 2018, 10 a.m.-2 p.m.

Where: Student Center, Room 203, Raider Grille

Bring your electronic devices for FREE technical assistance!

Technicians will be on hand to assist with:

  • Free computer diagnostics.
  • Free and discounted software recommendations (Microsoft Office 365, Avast AVG, Malwarebytes, etc.).
  • Hardware recommendations (RAM, SSD, etc.).
  • Browser recommendations (Chrome, Firefox, Safari, etc.).
  • Assist with virus, Malware, adware, and spyware scans.
  • New laptop recommendations.
  • Software training.
  • Assistance will also be offered for Blackboard, campus login, campus wifi, Online Student Center, and student email.

Free popcorn while it lasts!

Security Awareness Newsletter

Every month the Information Security Team will be releasing a newsletter containing information for GRCC students, staff, and faculty regarding Information Security Awareness. Content may include: updates in data security on campus, best practices for keeping information secure, and other important topics on information security.

The August 2018 Security Awareness newsletter is now available.