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 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.

G Suite Tip – Departmental Transition Assistance

Our Google Guides would like to thank the Counseling, Student Success & Retention, and Music departments for inviting us to their departmental meetings to discuss in depth what GRCC’s transition to GMail will look like and how it will impact their business practices.

If your department would like to have a Google Guide attend your team meeting, simply contact one of our many Google Guides. Alternatively, for in-depth support in migrating your business practices, you (or your team) may request a consultation request through our service catalog.

Third Annual ‘Fall in Love With STEM’ this Saturday in Calkins

The third annual “Fall in Love with STEM” event takes place this weekend at GRCC!

GRCC faculty and students will lead sixth-, seventh- and eighth-graders in “exploration stations,” with activities designed to strengthen science, technology, engineering, and math skills. It’s one of several events organized by the West Michigan chapter of the Association of Women in Science. No advance signup is needed for “Fall in Love with STEM.”

WHEN: Saturday, February 23, from 1-4 p.m.

WHERE: Calkins Science Center, 226 Bostwick Ave. NE

Upgraded digital signs are a new way to tell the GRCC story

The digital signs in buildings across the GRCC campuses have a new look, bringing more information about people and events.

The new presentations go into effect on Monday, Feb. 18, and Tuesday, Feb. 19, and are the result of a collaboration between the Communications and IT departments.

New software allows us to display dynamic, branded content in line with our mission to provide relevant information to our students in innovative ways. You can expect to see institutional events, information, and videos reinforcing to students and employees that GRCC is a welcoming place for our community and beyond.

Events, with some exceptions, that require design from our Graphics department will automatically have a digital sign created for them.

G Suite Tip – Configuring Chrome Profiles

If you use multiple Google accounts (such as a personal account and a work account), it is 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.

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

  1. Open your Google Chrome browser.
  2. At the top right, click the button with your Initial or User Icon.
  3. Click Manage people.
  4. Click Add person.
  5. Choose a name and a photo (optional).
  6. Click Save. A new window will open and ask you to sign in
  7. Enter your username and password:
    1. Username: your_network_username@pilot.grcc.edu
      e.g. janedoe@pilot.grcc.edu
    2. Password: Your GRCC Network Password
      Same one you’d use to login to a computer, your GroupWise, or Blackboard
  8. (Optional) Turn sync on in Chrome with a Google Account for the new profile. Their bookmarks, history, passwords, and other settings will automatically sync.

For technical assistance, please contact the IT Support Desk at -4357 or submit a service request at supportdesk.grcc.edu

Third Annual ‘Fall in Love With STEM’ set for February 23

Important update: The “Fall in Love with STEM” event, originally scheduled for Feb. 9, has been postponed because of weather. It has been rescheduled for 1-4 p.m. Feb. 23 in the Calkins Science Center, 226 Bostwick Ave. NE.

GRCC faculty and students will lead sixth-, seventh- and eighth-graders in “exploration stations,” with activities designed to strengthen science, technology, engineering, and math skills. It’s one of several events organized by the West Michigan chapter of the Association of Women in Science. No advance signup is needed for “Fall in Love with STEM.”