Tuesday, October 17, 2017

Network Maintenance Day, Saturday October 28

ITS staff will conduct a scheduled system maintenance period on Saturday October 28 from 6:00 AM until 12:00 noon.  We will perform upgrades, test connections, apply patches and do other tasks to keep our critical campus information systems running efficiently.

Services affected: Internet access will be intermittent.  For this reason, all services accessed across the Internet may be inaccessible at times.  If you get into a service, you may lose access during one of the outage periods.

Services NOT affected: Any software installed directly on your computer should not be affected by the intermittent Internet outages.

What is being done: The routers for our campus Internet connection are being replaced.  Many other systems are being patched and upgraded.

When is this taking place: Saturday October 28, during Fall Break, between 6:00 AM and 12:00 noon.

What you need to do: If you must access Internet-enabled services during the maintenance, expect to lose connectivity, perhaps more than once.  

Further communications: No further communications are planned.  

If you have any questions or would like more information, please contact Ramón Rentas at 651-696-6633 or rentas@macalester.edu.

Monday, October 9, 2017

Upgrading to macOS High Sierra Checklist


ITS has been testing macOS High Sierra since its release on September 25, 2017. We recommend that you only upgrade if your computer has at least 35GB of available storage space and a minimum of 8GB RAM. Before upgrading, make sure you have a backup plan and set aside plenty of time for the installation to complete.

If your Mac is currently running macOS Sierra, it most likely meets all of these requirements.

✓ Have a back up

Backing up your data is strongly recommended. Once the update is complete, there's no going back. Back up your data to your H Drive, Time Machine, or CrashPlan.

✓ Delete any previously downloaded High Sierra installers

During our testing phase, ITS blocked the installation of macOS High Sierra. If you attempted to install the software before Friday, October 6, you will need to delete and redownload the installer. Failure to do so may leave your computer vulnerable to a serious security flaw. Click Finder, choose Applications, drag Install macOS High Sierra to the Trash.

✓ Check software compatibility.

What are the most important software programs you use every day? Many programs such as Microsoft Office and Google File Stream (formerly Google Drive) are known to work great with macOS High Sierra, but some specialized software may need patches or paid upgrades before they work. If you aren’t sure, contact the ITS Help Desk at helpdesk@macalester.edu. Faculty members may contact their Academic Information Associate. RoaringApps compatibility checker may have more information.

The following applications have been tested and launch successfully. ITS cannot test every function in these programs: ATLAS.ti, Citrix, Google Drive File Stream, Mathematica, MATLAB, ChemDraw, TeX, CrashPlan, Banner INB, VPN.

✓ Make sure I have enough storage space.

You need 35GB of available storage capacity. To find the available storage go to the Apple menu and choose About This Mac then Storage.

✓ Make sure I have enough memory (RAM).

ITS recommends at least 8GB of RAM, otherwise your computer may run very slowly. To find the memory (RAM) go to the Apple menu and choose About This Mac then Overview, look for Memory.

✓ Make sure my hardware is compatible if I want to use High Sierra’s new features.

We only recommend the update for the following computer models. To find your model, go to the Apple menu and choose About This Mac.

Mac Pro (late 2012 or newer)
iMac (late 2012 or newer)
Mac mini (late 2012 or newer)
MacBook Pro (mid-2012 or newer)
MacBook (Early 2015 or newer)
MacBook Air (mid-2012 or newer)

✓ Make sure my operating system (OS) is compatible.

Your Mac must be running OS X 10.8 or later to receive the update. To find the version of OS X, go to the Apple menu and choose About This Mac, look for Version.
OS X El Capitan v10.11
OS X Yosemite v10.10
OS X Mavericks v10.9
OS X Mountain Lion v10.8

✓ Clear my schedule.

Upgrading your device to macOS High Sierra may take hours.

✓ Install macOS High Sierra

Go to  Apple menu > App Store… > Featured > macOS High Sierra > Download > Install

Additional Resources

Apple Support page: Upgrade to macOS High Sierra

Apple Support page: Can your Mac use High Sierra?

Thursday, September 21, 2017

MacOS High Sierra upgrade delayed

Apple is scheduled to release macOS High Sierra on Monday, September 25, 2017. ITS will delay the release for College-owned computers until we evaluate and test it for compatibility with existing hardware and software.

Services affected: College-owned Apple computers.

Services NOT affected: Personally-owned Apple computers and Windows computers.

What is being done: ITS has blocked the macOS High Sierra upgrade pending evaluation and testing.

When is this taking place: Monday, September 25, 2017–October 9, 2017.

Further communications: On October 9, 2017 we’ll send an email indicating whether the upgrade will be made available or delayed further.

If you have any questions or would like more information, please contact your Academic Information Associate or the ITS Help Desk at 651-696-6525 or helpdesk@macalester.edu.

Thursday, September 7, 2017

Google Drive Problem 9/7/17

As many Macalester people have noticed, there is a problem with Google Drive. Files  created and stored in Drive may be inaccessible. Google has acknowledged the problem, which is not unique to Macalester, and is working on a fix.

Saturday, September 2, 2017

4 Things that can make your digital life easier

1. Set mailto handler to allow mail.google.com to open all email links.

2. Never miss a holiday or Macalester academic deadline

Subscribe to Macalester’s Academic Calendar.
  1. Click Academic Calendar and Holidays.
  2. Subscribe to the Academic Calendar and Holidays Calendar With: Macalester Calendar, click Add to Macalester Calendar.

3. Manage People with Chrome Profiles

Sign in to get your bookmarks, history, passwords, and other settings on all your devices.

4. Use keyboard shortcuts.


Thursday, August 31, 2017

6-1/2 Ways to Find and Organize Google Drive Files

1. Student accounts are deleted after graduation; make a departmental account the owner

1. Student accounts are deleted after graduation; make a departmental account the owner Accounts of graduated seniors are disabled usually the last day of fall semester’s add/drop period. That means that any Google Docs owned by student workers will no longer be available. Do yourself a favor, and ask the student worker to change the document’s downer to a departmental account or use Team Drives.

2. Use Team Drive

Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done. Go ahead and create a Team Drive to collaborate with others on research projects, work assignments and more!

3. Add a star to the file or folder; use Starred menu to locate

Just like email, you can star a Google Doc or folder making it easier to get back to anytime. Unstarr (can you say, "unstarr?") items you don't need to keep the list tidy.

4. Add the same file to multiple folders, without having to duplicate it
Know the differences between Add, Move, Remove, and Move to trash. Read carefully any messages that appear when you add/move/remove/or trash a file. 

5. Search for keywords, not just titles

6. Use +mention with Assign to and keep track of action items in Docs, Sheets and Slides

Use comments to assign action items to yourself or other collaborators. Go to Advanced Search > Follow up > Action items only to locate your action items and stay on top of things!

6-1/2. Use Advanced search filters

You can find files in Google Drive, Docs, Sheets, and Slides by searching for: File title, file contents, items featured in pictures, PDF files, or other files stored on your Drive. You can also sort and filter search results.

Monday, August 28, 2017

Copy and transfer your Mail and Google Drive files to another Google Account

Class of 2017: Deadline is October 2, 2017. That's when your Macalester account will be deleted. :-(

What you can copy

You can copy and transfer these kinds of files from your Macalester account to another Google Account:
  • Email in Gmail, not contacts, chats, or tasks
  • Documents that you own in Google Drive, except files in the "Google Photos" section of Drive
  • Documents in My Drive
The original files stay in your school account. Any changes you make to the copied files don't affect the originals.

My Drive files that aren't copied

A file in My Drive won't be copied if either of the following are true:
When the copy process is done, you'll be notified by email about any files in My Drive that weren't copied.

Step 1: Verify your Gmail account has enough storage space

Find out how much storage space you’ll need

  1. Log into your Macalester account.
  2. Go to Drive Storage for your Macalester account.  
  3. Add up the Google Drive and Gmail storage you are using. The Google Photos section will not be transferred.

Find out how much storage space you have

  1. Log into your Gmail account.
  2. Go to Drive Storage for your Gmail account.  
  3. From total storage subtract used. Is there enough? If not, you may purchase a plan from Google to purchase more storage.  

Step 2: Prepare your files

To copy content that other people have shared with you, add those files to My Drive.

Details about the copy process

  • The copy process usually happens within a few hours, but it can take up to a week.
  • Copied files might appear in batches on your Google Account during the copy process.
  • When your files are finished copying, you'll get an email at your Gmail address.
  • Each time you copy files from your Macalester account, a new set of copies is created in your Gmail Account.

Step 3: Start the copy process

  1. From your Macalester account, go to Transfer your content.
  2. Enter the email address of the Gmail Account where you want to copy your content.
  3. Select Get code.
  4. On your Gmail Account, check your inbox for a confirmation email from Google. In the email, select Get confirmation code. A new tab will open with a code.
  5. From your Macalester account, go back to the Transfer your content page. Enter the code, then choose Verify.
  6. Choose the content you'd like to copy, then select Start transfer.

See your copied files

To see the files you've copied, sign in to Gmail or Google Drive with your Google Account.
  • Gmail: Copied content will have a label with your school account name and the date you started the copy process.
  • Drive: Copied content will be in a folder labeled with your school account name and the date you started the copy process.

What changes on copied files

There are a few important changes that happen on files copied from Google Drive:
  • You automatically become the file owner of all copied files. The owners of the original files remain the same.
  • Copied files aren't shared with others. You can always choose to share them.
  • Comments are copied, but revision history isn't.

Step 4: Download files that aren't copied (optional)

  • To save your content from other Google products, you can download your Macalester Data.
  • For example, you can download your Gmail contacts, your YouTube videos, and your photo albums in Google Photos.
  • For instructions on how create an archive, check out Google’s Download your data support page.


Need assistance?

ITS Help Desk

ShortURL: https://goo.gl/vdd3MV

Wednesday, August 23, 2017

Update your Macalester Email Signature

Office or Department
651-696-xxxx | email@macalester.edu

1600 Grand Avenue
Saint Paul, MN 55105 USA


Follow these instructions to update your email signature to match the new Macalester brand.
  1. Log in to your Macalester email account at gmail.com
  2. Click the gear icon in the upper right corner of your email window and select Settings.

  3. On the General tab, locate the Signature field and erase your current signature.

  4. Select and copy the following (including the shield image):

    Office or Department
    651-696-xxxx | email@macalester.edu

    1600 Grand Avenue
    Saint Paul, MN 55105 USA

  5. Paste the text/image into the Signature field.

  6. Select each piece of information and replace it with your information. Note that the name should be typed using all uppercase letters.

  7. Scroll to the bottom of the page and click Save Changes.

  8. When you create a new email message, your signature will look like this:

    If you need assistance, please contact the ITS Help Desk at helpdesk@macalester.edu or 651-696-6525