Tuesday, May 3, 2016

Google Apps Updates for April 2016

Just select a file and click on the “Get sharable link” icon on the top right-hand side menu.

Set a reminder for a specific time and date and get notified when it’s time. To create a reminder, tap on a time in the calendar grid, then select “Reminder.” May 9, 2016

With Goals, users can add a goal and Calendar will help them find the time and stick to these goals.

While you get tons of storage with Google Drive, your local desktop may not have the same amount of free disk space. Now, Drive’s interface will show the size of your individual subfolders as well as the space remaining on your computer. It will also warn you if there is not enough space to sync.

This launch makes it easier to view and type those lengthy equations in Google Sheets on the web, by allowing you to drag and expand the formula bar.

WOW! This is big news! As part of this acquisition, Google will make Synergyse Training for Google Apps available for free to all Google Apps customers.

Welcoming Synergyse to Google
Synergyse will be joining Google, and we intend to make the product available as an integral part of the Google Apps offering later this year.

A recap of the previous month's launches in Google Apps.

Friday, April 29, 2016

(Students) Back it up!

Spring semester ends Monday, and you're working on capstone projects, final exams, term papers, presentations, research, your résumé and other critical data.  Is it all stored in one place?  Along with your pictures, movies and music?  What will you do if that computer gets stolen, dropped, lost or destroyed by a spilled drink (besides curse and cry?)

Back up your data.  You'll be glad you did.  There are multiple ways to do this:

  • Store copies of your most critical files in your personal webfile.macalester.edu.
  • External hard drives are not expensive.  Buy one.  Use it.
  • Flash drives (a.k.a. “thumb drives”) are even cheaper.  Buy two.  Use both.
  • Your computer's OS may have a built-in backup option, such as Apple's Time Machine.
  • Check out 'cloud' storage solutions - some are cheap, some are free.
  • Speaking of cloud storage, upload important files to your Google Drive.
  • Consider burning your data to CD for archiving.  Even if your computer doesn't have an optical drive, most public-access computers do.
For tips and assistance in backing up your data, please contact the ITS Help Desk at 651-696-6525 or helpdesk@macalester.edu.  Play it safe, and you won't be sorry.

Thursday, March 31, 2016

Class of 2016 - Keep Copies of Your Emails and Google Drive Files

Seniors, in just a few weeks you'll accept your Macalester diplomas and become proud alumni, class of 2016! 
Are you interested in hanging on to your Macalester email and Google Drive files? Begin planning to move your Macalester email and Google Drive files to a personal account. Move it or lose it!

Keep your Email
  • Your Macalester accounts will be deleted Friday, September 9, 2016.
  • You will continue to receive email as well as all-campus and all-student email postings until your account is deleted.
  • Depending on how much email you have, it can take several days to move it to a personal email account. 

Keep your Google Drive Files
  • Once your Macalester account is deleted, all of your Macalester Google Drive files or folders will be deleted and cannot be recovered.
  • Change ownership of your files where relevant. Change the owner of each individual Google Drive file. Changing the ownership of a folder does not change the ownership of the files stored within it!
    • Do you own any assignments? You can't change ownership to your personal gmail account. Better make a copy for yourself, then copy and paste it into your personal account.
    • Do you own any group projects for class that need to stay at Macalester after you graduate? Better transfer the ownership to another student who is not graduating.
    • Do you own any work-study related Google Drive files that need to stay with the department after you graduate? Better transfer the ownership to your manager. 

Check out the Graduates Technology Checklist for more info and detailed instructions.