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.

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.

Technology Reminder – Restart your computers

In light of a recent security patch that has been deployed to Google Chrome, IT is recommending all users restart their GRCC-provided devices to ensure all devices are up to date. While IT does automatically push out updates to all computers on a nightly basis, this recommendation is merely a best practice.

We are also recommending users either force close the Google Chrome browser on their personal computer and mobile devices or restart said devices to ensure those too are up to date with the most recent security patch.

If you have questions, please direct them to our IT Support Desk at -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!

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.

Upgrade to Windows 10

Microsoft will be ending support for Windows 7 beginning in January 2020. In order to avoid compromising the security of our Windows 7 computers, we ask that all users currently running Windows 7 migrate to Windows 10 before support ends.

To request your computer to be upgraded, please submit a Service Request or call the IT Support Desk. An IT technician will follow-up and schedule a time to begin the migration process. During the migration process, an IT technician will ensure your data, including web browser bookmarks, is backed up and put back in place. The migration process takes approximately 3-4 hours, and you do not need to be present during the migration unless you have special requests for the technician when they arrive.

If you have questions, contact the IT Support Desk at 234-4357.

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 supportdesk.grcc.edu; 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.

SLT Profile: Drug and Alcohol Abuse Prevention Oversight Team

The Drug and Alcohol Abuse Prevention oversight team monitors, evaluates, and makes recommendations for improvement for the Drug and Alcohol Abuse Prevention Program (DAAPP).

The DAAPP supports student and employee awareness, education, and coordinated programming for drug and alcohol prevention. This covers training, compliance notification, policy review, and programming based on an established timeline.

Over the last year we have:

  • Completed and presented the DAAPP Biennial Review Report.
  • Conducted the prevention program evaluation, including recommendations for changes.
  • Offered programming at the fall and winter Welcome Week, and during the winter semester.
  • Emailed compliance notification to students, faculty and staff.
  • In the coming year we plan to:
  • Use feedback to improve awareness and training for employees.
  • Improve the notification open rate for students.
  • Explore how to increase the program awareness offerings for students through an online solution.
  • Leverage existing programs.

The team is comprised of Campus Police, I.T., Human Resources, Counseling and Career Development, Financial Aid, CRM Coordinator, IRP, Dean of Student Affairs Office, Student Life and Conduct, Office of General Counsel, and Faculty representatives.