Monday, April 17, 2017

Introducing Google Team Drives


Team Drives are shared spaces within Google Drive where teams can store their files and guarantee that every member has the most up-to-date information, no matter the time or place. Are your student workers graduating? Have you worked with a professor on a project? Are you starting a project within your department? Give Team Drives a try to preserve any important documents.

Documents and folders are owned by the members of the team, not by an individual

The biggest difference between Team Drives and My Drive is that folders and documents are owned by the members of the team–not by an individual–so documents won't disappear when someone’s account goes away.

However, this benefit doesn't mean that you should jump straight to Team Drives. While My Drive allows you to apply different levels of access for individuals, in Team Drives the same access applies to all folders and subfolders owned by the members of the team, so it's not suitable when there are complex or changing access requirements.

Move My Drive files to Team Drives


  • Move any file you have access to from My Drive to Team Drives, provided the file’s owner has access to the Team Drive as well.
  • Email collaborators is not yet supported in Team Drives.
  • Google Drive app does not support Team Drives–yet.
  • Folder moves are not yet supported.

What makes Team Drives different from just sharing a Google Doc?

  • Every person added to a Team Drive gets instant access to that team’s documents.
  • Team Drives are designed to store the team’s work collectively, so if a document’s creator leaves the team that document doesn’t go with them.
  • Team members are prevented from accidentally removing or deleting files that others need.

Get Started with Team Drives

Step 1: Create a Team Drive

  1. Go to drive.google.com.
  2. On the left, click Team Drives.
  3. At the top left, click New.
  4. Enter a name for the Team Drive.
    Be sure to name the team drive something more descriptive than just Project
  5. Click Create.

Step 2: Add team members

  1. At the top, click Add members .
  2. Add names or email addresses and set access permissions.
    By default, members can upload, edit, and delete files, and invite other members.
  3. Click Send.

Team Drive access levels

  • Full access: By default, people can manage members, and upload, edit, move, or delete all files.
  • Edit access: Edit all files and upload new files. These people can’t move or delete files.
  • Comment access: Can only comment on all files.
  • View access: Can only view all files.

Where to find more information on Team Drives

Team Drives Help Center
Google Learning Center for Team Drives
Exploring Team Drives in G Suite Chautauqua 2017 session, Mon, May 22, 10:30am – 11:30am

Questions?

ITS Help Desk
helpdesk@macalester.edu

Tuesday, April 11, 2017

New wireless service, no more wireless keys!


Use your Macalester username and password to connect to Macalester WiFi


Macalester’s wireless network is being upgraded to increase campus information security. As part of this upgrade, ITS will be replacing our existing Macalester wireless network, for faculty and staff, with Macalester WiFi. Use your Macalester username and unique password to connect to Macalester WiFi; using a shared key (password) will no longer be necessary.

Services affected: Macalester wireless access

Services NOT affected: eduroam, Macalester-Guest will change to Macalester Guest but will be otherwise unchanged.

What is being done: Macalester WiFi will replace the existing Macalester and Macalester-student wireless network for faculty, staff and students.

When is this taking place: Starting Monday, April 10, 2017, opt in to Macalester WiFi. On June 1, 2017, the wireless network Macalester and Macalester-student will be disabled.

What you need to do: If your computer, laptop, tablet or phone is currently connected to eduroam, do nothing. If your device is connected to Macalester or Macalester-student, connect it to Macalester WiFi with your Macalester username and password. Go to https://www.macalester.edu/its/wifi for step-by-step instructions.

Further communications:
Several reminder notices will be sent to faculty, staff and students prior to Thursday, June 1, 2017.

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

Friday, April 7, 2017

Banner Gets a New Look and Feel

Banner, Macalester’s administrative database, recently released a new version, Banner 9. We are currently using Banner 8 and upgrading to Banner 9. We will be upgrading some parts of Banner this weekend and other parts will be upgraded this summer.

Services affected: Banner INB, Banner for Administrative users.

Services NOT affected: Self-Service Banner pages for students, faculty, and staff.

What is being done: Banner administrative pages are being upgraded from version 8 to version 9. New navigation options and a new look and feel will be added to all pages.

When is this taking place: Banner General and Student modules, April 8, 2017. Banner Financial Aid, Accounts Receivable, Finance, Position Control and Payroll, June 2017.

What you need to do: Get started using Banner 9. If your business processes use Banner forms that start with G or S, starting Monday April 10, 2017 you will see the Banner 9 environment. If your business processes use Banner forms that start with R, T, F, P, or N, you will see the Banner 9 environment in June 2017.

Further communications: Reminder notices will come out prior to June 2017. We are in the process of scheduling training for early June which will showcase navigation, look and feel changes as well as changes specific to the pages you use most frequently.
If you have any questions or would like more information, please contact the ITS Help Desk at 651-696-6525 or helpdesk@macalester.edu.

Monday, April 3, 2017

Alert: Student Job Offers

Students, are you looking for a good summer job? Seniors, maybe the start to your postgraduate career? If  so, be very suspicious of job offers that come to you via email.  Legitimate employers rarely work this way. Most especially, don't reply to offers that say "we got your information  from the College's database." This is a lie intended to scam your personal information, such as your username, password and birth date. Instead, consult the good folks in Macalester's Career Development Center. If you do get a suspicious looking job offer, report it to the ITS Help Desk, helpdesk@macalester.edu or 651-696-6525.