G Suite Tip – How to Sync Google Chrome Profiles and Why It Is Helpful

Logging into the GRCC Google Pilot environment is highly encouraged for you to become familiarized with the features and layout of Gmail.

If you use multiple Google accounts (such as a personal account and a work account,) it’s recommended that you set up Chrome profiles in your Google Chrome browser to switch between them quickly. This is especially useful, as it will help separate your pilot account from your GRCC production account during both the training and months leading up to the go-live date.

With profiles, you can keep all your Chrome info separate, like bookmarks, history, passwords, and other settings.

Profiles are ideal for:

  • Sharing a computer with multiple people.
  • Keeping your different accounts, like work and personal, separate.

You may also view our Knowledge Base resources about creating a work Chrome profile, syncing GRCC Chrome profiles, and other helpful Google topics.

What happens when you sync:

  • You can see and update your synced info on all your devices, like bookmarks, history, passwords, and other settings.
  • You’ll sign in automatically to Gmail, YouTube, Search, and other Google services. If you were signed in before turning on sync, you’ll stay signed in.
  • If you change devices (like if you lose your phone or get a new laptop), you’ll get all your info back.
  • You’ll personalize your experience in other Google products by including your Chrome history with your Web & App Activity.

Note: You can only sign-in and sync your data with your GRCC credentials. Syncing is disabled for all other accounts.

Turn on sync

  1. On your computer, open Chrome.
  2. At the top right, click the Profile icon
    • If you’re already signed in with your Google Account, this will be your account photo.
  3. Click Turn on sync Turn on.

If you’re not signed in, you’ll have to sign in to your Google Account to turn on sync.

G Suite Transition: Department Absence Calendar

Many departments currently rely on using reminder notes in GroupWise to post when someone will be absent for the day so that colleague are able to quickly check a calendar to see if someone is out of the office.

If your department does something similar, this process will be evolving to the use of a shared department calendar in G Suite. With this method, individuals can quickly add an all-day event to their department calendar, while also including their detailed out-of-office event on their personal/default calendar.

To start, one person within your department will need to create the shared calendar. Once created, share the calendar with everyone in your department who needs access. If your department has a Google Group set up you can add that group and it will be shared with all individuals within that group. Note that anyone who is given the “make changes and manage sharing” access permissions will become a shared owner of that calendar.

Sharing a calendar will email the individual, notifying them of the new calendar and prompting them to add it to their calendar list. You can now simply add an all-day event to the calendar with your name and status. The benefit of using a shared calendar for this process is that you can toggle that calendar on and off to see who is out that day, without it cluttering up your calendar.

Keep in mind, it’s still important to update your personal calendar with the details of when you’ll be out. Google Calendar has an Out of Office status when creating events to let others know you’re not in if they try to invite you to an event at 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!

For additional support, register for one of our Professional Development offerings!

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.

Congratulations to the January 2019 SSPD awardees

The Grand Rapids Community College Foundation and the Support Staff Professional Development Grants (SSPD) Review Team congratulate the winners of the January 2019 SSPD competition:

  • Bev Daily ($1,700): Higher Education User Group (HEUG) Alliance Conference
  • Kevin Perrin ($1,700): Higher Education User Group (HEUG) Alliance Conference
  • Rachel Bower ($2,250): Pink Elephant Conference
  • Renida Clark ($2,000): NASPA Conference
  • Michael Couch ($1,600): Achieving the Dream
  • Rebecca DeKorne ($2,000): LifeBound’s 5-day Academic Coaching Intensive Training
  • Kanyn Doan ($2,000): LifeBound’s 5-day Academic Coaching Intensive Training
  • Patrick LaPenna ($1,750): Drupalcon
  • Elizabeth VanPortfliet ($1,770): National Academic Advising Association Conference
  • Myriah Williams ($1,020): Native American Student Advocacy Institute
  • Linda Witte ($1,625): American Medical Technologists Educational Program & Annual Meeting

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.

SSPD Grants: September 2018 Funding Opportunity

The deadline for the submission of grant applications for the Support Staff Professional Development (SSPD) program is September 28, 2018, at 4:30 p.m.

The SSPD application packet and SSPD Guidelines are available on the Grants Department web page at www.grcc.edu/sspdgrants. Please note that applications must include a supervisor’s approval form, a budget form, and budget documentation. If you have any questions about SSPD grants, please contact Lisa Dopke, Interim Director of Grant Development, at 234-3340 or ldopke@grcc.edu. Good luck!