Thursday, April 26, 2012

Students: back it up!

If your capstone project, term papers, research notes, résumés and other critical data are stored in just one place - say, only on your computer's hard drive - you risk losing it all in a heartbeat.  Same with your music and your pictures.  One spilled beverage, power surge or accidental fumble and it all could be permanently lost.

Back it up!

  • Store copies of your most critical files in your network H: drive.
  • External hard drives are not expensive.  Neither are 'cloud' storage solutions.
  • Flash drives ("thumb drives") are even cheaper.
  • Consider burning your data to CD.

If you need advice or assistance about how to back up and protect your data, please call the ITS Help Desk at 651-696-6525 or email

Monday, April 23, 2012

Multiple Google Accounts

Recently, the instructions and corresponding buttons on signing-in to multiple Google accounts changed. For example, Switch Account changed to Add Account. For up-to-date instructions, read more on Multiple Google Accounts.

If you have never used this feature but would like to, first read more about Enabling Multiple Sign-In. Contact the ITS Help Desk at or 651-696-6525 should you need assistance. 

Wednesday, April 18, 2012

How to delete voice mail messages

To delete a voice mail message, you don’t have to wait until you have listened to the entire message, just press 7 6 anytime while listening to the message and it will be marked for deletion. CallPilot won’t actually delete the message until you hang up.

In case you deleted the wrong message, press 4 (previous) to get back to the message and press 7 6 to restore it. If you don’t do anything, CallPilot will automatically play your voice mail messages, including the ones marked for deletion. CallPilot announces messages marked for deletion something like: “message #1, deleted,” where the message number will change depending on where it falls in your voice mailbox.

Navigating the new voice mail system does take a little bit to get used to. For navigation hints, check out this CallPilot Flowchart found at

Tuesday, April 17, 2012

Alert: Scattered Google Mail Problems (Fixed)

Google reports that a small number of their mail users are experiencing problems accessing messages in the late morning of Tuesday April 17.  This affects both GMail and Google Apps (Macalester's version of the tool).  Google staff are aware of the problem and are actively working to resolve it.  You can check their progress on the Google Apps Status Dashboard, if desired.

Update, 1:25 PM:  Google reports that the problem has been fixed.  If you are still having difficulty accessing your mail, try clearing your browser's cache and restarting it.  For assistance, please call the ITS Help Desk at 651-696-6525.

Friday, April 13, 2012

Run Apple Software Update to combat Flashback

All Macalester Macintosh users are encouraged to run Software Update now, in order to avoid complications with Flashback.

The Flashback trojan is a Macintosh specific malware that exploits a security vulnerability in Java. Apple has released an update that will fix the security hole, as well as search for the malware and remove it.

To install the update:
  1. From the Apple Menu, select Software Update...
  2. Click Continue to install any recommended updates.
For more information about Flashback, see Apple’s knowledge base article. If you have questions or would like assistance, please contact the ITS Help Desk via email or call 651-696-6525.

Thursday, April 12, 2012

Last Call for Octel Voice Mail

As advertised in the Daily Piper, our Octel voice mail system is being retired on Friday, April 13 2012.  After Friday you will no longer be able to access your old Octel voice mailbox.  Until then, you can listen to your old messages by following these steps:

  1. dial 7123 (from off campus, dial 651-696-7123)
  2. press * followed by your mailbox number
  3. follow the prompts.

If you have not initialized your new CallPilot mailbox, dial 6666 or press the Message key on your phone. Your initial password is 1 2 followed by your voice mailbox number.

For information, including the instructions to initialize your new voice mailbox, and a new CallPilot flowchart, please visit

For assistance, please send an email to or call Kelly Borke at 651-696-6566.

Monday, April 9, 2012

Forward or reply to voice mail messages

When you forward or reply to a message, CallPilot gives you the opportunity to save the forwarded or replied-to version with your recorded introduction, otherwise it will be automatically deleted once you hang up.

Listen to your messages and you can choose to delete the original message by pressing 7 6.

Continue listening to your messages and you will hear something like: “message 4, sent and deleted.” CallPilot is referring to your forwarded or replied-to message with your recorded introduction. That message will be deleted from your mailbox as soon as you hang up your phone, unless you press 7 6 while listening to restore it.

For more CallPilot information, go to

Thursday, April 5, 2012

Seniors, Migrate Your Data!

Congratulations to the Class of 2012! As you transition from student to alum, plan ahead. Your Macalester electronic accounts will be disabled on Monday, September 17, 2012. These include not just your Google email, but also Google Docs, Calendar, Sites and other Google services; files you have saved on the G:, H: and M: drives, and any personal Web pages. You will need to migrate any files you want out of these accounts before September 17, 2012.

For shared files, especially Google docs, you should transfer ownership to someone else. By making another person (who is not graduating) the owner, a Google doc can continue to be shared and edited after your account is deleted.

You will continue to receive all-campus and all-student email postings until your account is closed. Full details and instructions on all services and what you need to do are posted on ITS' Graduate Techlist.

Depending on how much mail you have, it can take several days—even a week—for the Google Mail Fetcher to migrate your messages. Don’t wait until the last minute to begin migrating your data. Move it or lose it!

CallPilot: Two Shortcuts

Shortcut 1: Press # to enter voice mailbox from your office phone

When logging into CallPilot, press # instead of entering your mailbox when prompted. This shortcut only works if you are using your own office phone and if you don’t share your phone.

Shortcut 2: Press 2 to skip envelope and play message

If you want to skip the envelope information that you hear before each message, press 2. 

Want to stop the envelope information form automatically being announced?

Send an email, requesting that we turn the envelope information off. You will still be able to hear the envelope information any time by pressing 7 2 while listening to a message.

For more CallPilot information, go to

Monday, April 2, 2012

Voicemail Greeting: Record new or append existing?

Do you want to re-record your greeting or append to your existing greeting? Here's how to do either one:


After you have pressed # to end your recording or if you are listening to your greeting:
  1. Press 7 6 to delete the greeting.
  2. Press 5 to record a new greeting. 
  3. Press # to end recording.
  4. Press 4 to return to your mailbox or hang up.

To append to your current greeting

Press 5, either after pressing # to end recording or after pressing 2 to listen.

To listen to your existing external greeting

Access your voice mailbox and press 8 2 1, then 2 to listen.


If you have any questions, please email, or call Kelly at 651-696-6566.

For more CallPilot information, go to