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.

PeopleSoft down for required maintenance

Thursday evening, May 16th, all of PeopleSoft which includes the Student and Faculty Online Centers, HR, and Financials, will be down for required database and security patches.  The updates will start at 10 p.m. and finish by midnight.

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

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

• 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.”

• 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.

• 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.

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

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

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

Learn about Google Groups

Confused about this whole “Google Groups” thing? Wondering how you’re supposed to transition from an alias with a shared folder? Watch this short video for an overview on how to benefit from the Collaborative Inbox feature:

Gmail Tip: Don’t Delete your email, Archive it!

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 Transition – Configuring Proxy Access in Gmail

At times it may be helpful to allow others to read or send emails on your behalf. In GroupWise this was known as Proxy access. Gmail allows you to grant someone access to do this by adding a Delegate User.

• Open Gmail
  • You can’t add delegates from the Gmail app

• In the top right, click Settings
• Click the Accounts and Import or Accounts tab
• In the Grant access to your account section, click Add another account
• Enter the email address of the person you want to add
• Click Next Step > Send email to grant access
• The person you added will get an email asking them to confirm.
  • It may take up to 24 hours for you to see them as a delegate after they confirm.

G Suite Tip – Granting read access to your calendar

Allow your team or other members on campus to view your schedule and edit events by sharing your Google Calendar.

• Open Google Calendar
  • Note: You can’t share calendars from the Google Calendar app
• On the left, find the My Calendars section. You might need to click it to expand it
• Hover over the calendar you want to share, click More⠇
• Click Settings and sharing
• Under Share with specific people, add the person or the email address of the person you want to share with.
• Under Permissions, select Make changes and manage sharing, or Make Changes to events
• Click Send

If you share your calendar with an individual, they will see your calendar in their “Other Calendars” list. When sharing your calendar with an email group, they will see it in their “Other Calendars” list after they click on the link in the email invitation from Google Calendar.

G Suite Transition – Copying your GroupWise Contacts to Google

If you have personal contact groups in GroupWise that you’d like to transfer to Gmail, you can do so by exporting as a vCard and then import to Google Contacts.

Google Contacts is currently available in the live environment, so If you’d like to import your contacts ahead of the go-live date, feel free to do so at your convenience.

You can find the instructions to do so by viewing our Knowledge Base article at https://supportdesk.grcc.edu/TDClient/KB/ArticleDet?ID=1035&SIDs=38 or by following the steps below.

1. Login into Groupwise.
2. Navigate to your address book. (On the desktop client, click the Address Book button.)
3. Right-click the name of the book you would like to export and click ‘Export Book.’ (Note: Groups within Groups do not export well, so if necessary, export each sub-group individually.)
4. Navigate and select the destination that you would like this file to be saved.
5. Name the file accordingly and select VCard (*.vcf) file type from the Save as type: drop-down menu.

Importing the vCard to Google Contacts:

1. Log into Google Contacts
   1. Username is your current GroupWise email address (E.g. janedoe@grcc.edu)
   2. Password is your current Campus Network Password
2. Click ‘More’ in the left menu in a menu does not prompt you immediately to import contacts.
3. Click ‘Import.’
4. Click ‘Select File.’
5. Locate the save VCard file in the previous section and click ‘Open.’
6. Click ‘Import.’

Keep in mind:

Google will display the group you imported, with an option to find and merge any duplicates. It is recommended to do so. You may need to manually clean up your group from this point, as it typically will import a blank contact with the group’s name, which can be deleted.

You will also want to rename the label (Google uses Labels as opposed to folders) by clicking the ‘Edit’ icon next to the new label, typically titled “Imported on [Date]”

For additional assistance, reach out to our Google Guides or email GoogleGuides@grcc.edu.

G Suite Transition – Adding Gmail to your Mobile Device

It is now easier to access your email and calendar on mobile with your staff Gmail account! You can add your email address to the mail app your device has, or download the Gmail app on Android or iOS (iPhone).

If you have a personal Gmail account or have used Gmail before, accessing your GRCC Google Account will be the same process.

Add your staff Gmail account on your mobile device using its mail application:

1. Navigate to the settings of your device.
2. Locate the accounts section.
3. Add a new account.
4. When prompted, choose Google for the account type, and sign in.

For specific information for your device, see Google Support’s articles for signing in on Android and iOS (iPhone).

It is important to keep in mind that since your email is a college account, your device will be subject to a few mobile device management permissions.

If you have any questions about the transition to Gmail, please contact our Google Guides at googleguides@grcc.edu.

G Suite Transition – New GRCC Post-IT Board

No need to worry, the Post-It Board is coming with us in the transition to Google!

Instead of being located in your GroupWise Cabinet, the Post-It board has been created as a Community in Google Plus.

Post-It Board is an important place for sharing items and messages with the campus community, and we want to make sure that all faculty and staff members can find the Post-It Board group.

Here’s how to find it in the live environment:

1. Use this direct link (Be sure that you are logged in with your @grcc.edu account versus your old pilot account).

OR

1. From within any G Suite App or Google.com, click the App Menu (waffle).
2. Select Google+ (NOTE: If you haven’t already, make sure you’re signed into your GRCC account).
3. You should see some posts show up right off the bat from the post-it board in your “discover” and “home” pages of Google+
4. Click the green text that says GRCC Post-It Board.
5. Click Join.

 

To create a post:

1. Click the Pencil in the lower right, or start typing in the “what do you want to share?” box.
2. Type your post. (Use the icons at the bottom to add photos, files, links, and more.)
3. Click Post.
4. Select the appropriate category.

G Suite Transition – GroupWise Cleanup

Spring is finally here, and that means it is time to clean! We cannot forget about organizing our cluttered GroupWise inboxes before the transition to Gmail on May 6!

Here are some helpful tips to get you started:

• Create a folder for (messages that still need your prompt attention in your inbox) that share a common subject or task. When Gmail goes live, you will recreate these as labels.

• If you have subscribed to newsletters or feeds that are no longer relevant, unsubscribe from them before Gmail goes live.

• If you save emails in your inbox as a reminder or to-do list, get familiar with Google Calendar and become even more efficient after the move!

As a reminder, your new Gmail inbox will be a fresh clean start. You will be happier and more efficient if it only holds only what you need. Take the time now to keep what is important and get rid of the rest. Believe what you heart tells you when you ask, “Does this spark joy?”

G Suite Transition – Sharing files with Gmail and Google Drive

Ever run into that pesky 20MB limit when sending an email with a large attachment in GroupWise? You can now attach files in Gmail with less restriction than GroupWise.

Google has a better solution to make sure your attachment reaches your recipient. Gmail has a 25MB attachment size. 5MB may not sound like much of a difference, but it is equivalent to 5,242,800 characters!

But wait, there’s more – you can share files over 25MB by utilizing Google Drive.

With Google Drive, there is NO LIMIT to what file size you can share with others.

While using Google Drive, please remember:

• Do not include PII (Personally Identifiable Information, e.g. Student ID Numbers), credit card / financial data, etc.
• Unless necessary, do not share Drive documents outside of the GRCC domain

G Suite Transition – Early Access to Gmail and Calendar begins today

As our campus prepares for the upcoming switch to G Suite, we understand the importance of being able to configure your inbox and populate your calendar prior to May 6.

In response to this need, as of today, April 22, you are now able to access Gmail and Google Calendar using your @grcc.edu credentials. During this time, Gmail and Calendar will not be fully functional, all of your email messages will still be sent and received by GroupWise.

On May 6, your Gmail inbox and Calendar will become fully functional and ready to use.

What does this mean for you?

You can now log into Gmail and Google Calendar with your @grcc.edu campus network credentials. You will not be able to send or receive email in Gmail or add external guests to events until May 6. However, if you share documents or folders within Google Drive, you may see these messages appear in your Gmail inbox instead of GroupWise.

In Gmail, you may begin setting up your labels, filters, signature(s), proxy and send as rights, and configuring your account to work best for you!

In Google Calendar, you can start migrating your GroupWise calendar appointments and setting up shared department or team calendars.

If you need assistance with configuring your new account, reach out to one of our Google Guides, attend a Professional Development offering, or request an individual or team consultation!

G Suite Tip – Working Hours

Have you ever gotten an event or appointment sent to you when you’re not even scheduled to be on campus? Google’s got a solution for you: Working Hours.

Google’s ‘Working Hours’ feature will warn your colleagues when they schedule a meeting for a time when you are not scheduled to be on campus. It is a great way to protect your personal time, and for making sure that appointments are made during times that work for everyone.

How to set working hours:

1. On your computer, open Google Calendar.
2. In the top right, click the Settings icon, and choose Settings.
3. On the left, under “General,” click Working Hours.
4. In the “Working hours” section, click Enable working hours.
5. Select the days you work and set the times you’re available.

In conjunction with working hours, adding an “out of office” event will help your coworkers know when things fall outside of your normal working hours, like vacation, sick leave, or anything in between. Setting yourself as out of the office will automatically decline events sent to you during that time. Here’s how you do it:

1. On your computer, open Google Calendar.
2. Begin creating an appointment for when you’ll be out.
3. Under the event title, click Out of office.
4. Update the dates or time range for when you’ll be out. (You can also update the message people will receive when inviting you during this time.)
5. Click Save.