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CCSFmail - CCSF Google Mail and Apps

All CCSF Employees can get a CCSFmail account - our branded form of Google mail.

First: You must have a GroupWise email account. This is the address to which all official CCSF email announcements are sent. Once you have a GroupWise account, it's easy to get a CCSF Gmail account:

When the account is created, you'll receive an email to your CCSF GroupWise email with instructions on how and where to log in. You will receive a separate email with your default password.

Google Apps workshops scheduled for intersession and Spring 2012

posted Dec 12, 2011, 12:47 PM by Victor J. Fascio

A good place to look for upcoming workshops, pre-registration as well as signups for accounts is http://tinyurl.com/tlc-workshop-signup - These pages are updated as soon as sessions are scheduled.
Of course, for all CCSF Google apps workshops, you should have a Faculty account (one with a login of the form firstname.lastname@mail.ccsf.edu - student accounts have a login that is first initial+last name + (perhaps) a number. Get an empoyee account here.

Dates for workshops -  Drop-ins may be allowed, unless our small lab is full. So, to ensure a seat, pre-register here.

Intersession: 

Monday, January 9, 9:30-11:30: Logging in, Google Mail; Google Documents overview
Monday, January 9, 1:00-3:30: Google Calendar and Forms
Wednesday, January 11, 9:30-11:30: Google Sites 1
Wednesday, January 11, 1:00-3:30: Google Sites 2

To ensure a seat, pre-register here

Feb/March 2012:

Tuesday, Feb 28, 1:30-3:30: 1 - Logging in, Google Mail; Google Documents overview
2012: Tuesday, March 6:1:30-3:30 2 - Google Calendar and Forms
2012: Tuesday, March 13: 1:30-3:30 3 - Google Sites (1)
2012: Tuesday, March 20: 1:30-3:30 4 - Google Sites (2)

To ensure a seat, pre-register here

April/May 2012:

Wednesday, April 11: 1:30-3:30: 1 - Logging in, Google Mail; Google Documents overview
Wednesday, April 18:1:30-3:30 2 - Google Calendar and Forms
Wednesday, April 24: 1:30-3:30 3 - Google Sites (1)
Wednesday, May 2: 1:30-3:30 4 - Google Sites (2)

To ensure a seat, pre-register here

The look has changed - or can change

posted Dec 12, 2011, 12:18 PM by Victor J. Fascio   [ updated Dec 12, 2011, 12:20 PM ]

In any of the Google apps, you may see a message like this at the top of a page:

Google message about updating the look of Gmail
You have some control over when the look changes, but that will change. Soon, you will login  and find that the look is different. But if you are proactive, you can minimize the shock.
Here are some links that introduce you to the changes:
General intro to Mail, Calendar and Site changes.
Changes in Gmail: information with a video.
Changes to the look of Google Docs.
And to Sites.

Groups in Google Mail

posted Oct 11, 2011, 1:26 PM by Victor J. Fascio   [ updated Oct 11, 2011, 1:27 PM ]

A group is a named set of addresses - like the addresses of all students in a class, or all the participants in a committee. Whe you want to send an email to all these addresses, you send to the group. That is, you enter the name of the group in one of the To: fields in your new email. It's probably best to click the Add BCC link and put the group name in the BCC field to hide addresses other than their own from folks in the group.

Start by clicking the Contacts link on your mail page.
You'll see a list of saved addresses. Further down the left-hand column, you'll see a listing for Most Contacted with a number beside it, and another for Other contacts (with a larger number). Click whichever one shows the contacts you want to add to your group. You can also add a single contact by clickiing the top Add to "My Contacts" button and entering an address.

Adding contacts to a group: the Groups pulldown menu
Create the Group: Click the New Group link on the left and name your group.

Add contacts to the Group:
1: Check the selection box beside all the contacts you want to add to your group.
2: With the contacts selected, click the Groups button on the top toolbar and select the name of the group.
3: Click Apply
    Now all your selected contacts are in the group.

To add more contacts: Select them and use the Group Button again.

To take one or more contacts out of a group:
1: Select the contacts using their selection boxes
2: Click the Groups pulldown and UNcheck the group name

Import Contacts from GroupWise mail to CCSFmail (CCSF Google mail)

posted Sep 28, 2011, 2:17 PM by Victor J. Fascio   [ updated Oct 3, 2011, 10:47 AM ]

You can import names and email addresses from  your Groupwise account into your CCSF Gmail. Then, when you start to type in a name, auto-complete will suggest names to choose with a press of the Enter or Return key. You must use the GroupWise Windows program (the one that you access only on campus by clicking on its desktop icon ). You can't export names in the Web version (the one that comes up when you type gww.ccsf.edu into a browser).

Important Note: Don't try to import the entire Novell Groupwise Address book! It's too big. The process will choke-just stop and leave you hanging.
Choosing your Frequent Contacts address book

In GroupWise, click the Address book button (top left). Choose the address book you want to copy from. There is a limit of 3000 to the number you can import at the same time - that's why you shouldn't try to copy the entire Novell GroupWise address book. Your most frequently contacted folks are saved in your Frequent contacts address book - but that may also be too big. So, my advice is to select contacts using one of these standard methods:
  1. Click on the top address book name you want to copy, then shift-click the bottom name (to select a large block of contiguous name)
  2. Ctrl-click (Cmd-click on the Mac) on a number of names to select them (they don't have to be together)
  3. Use a combination of these two methods: Select a block with Click - Shift-click; then Ctrl/Cmd-click within it to DE-select individual messages

Export your GroupWise contacts to a VCard file

  1. Click the File menu (top left) and choose Export --> Selected items and then click OK.
  2. On the next screen, select where you want to save the file of of names.
  3. Then - this is the important part - click the down-arrow to the left of the Save as type box and choose VCard (*.vcf)
  4. Click OK.
Choosing the Vcard format when you save your contacts

Import your VCard file into Gmail

  1. Now login to your CCSF Gmail account and click the Contacts button.
  2. At the bottom of the Contacts listing, select Import
  3. Click Choose Files to browse to the .vcf file you saved on your computer, and navigate to your .vcf file.
  4. Select it and click Open
  5. Then select Import
Your GroupWise names become contacts in Gmail. When you start typing one of their names, Gmail will show a list of possibilities that include these names to click on to complete the address.


Google's own help suggestions: Apps for educators

posted Aug 22, 2011, 10:22 AM by td.comm camias   [ updated Aug 22, 2011, 11:22 AM ]

This is the text of an email from Google:
As you’re getting ready for back to school this year, please find a few resources below to help you make the most out of your investment and utilization with Google Apps for Education. Feel free to forward these resources to others as needed. I’ll also be in touch with many of you individually to discuss these resources in detail, but please feel free to reach out to me if you have additional questions or would like to discuss your back to school plans.

You might want to check out our video training clips from the Apps Learning Center.

32 Ways to use Google Apps for Students and Faculty/Staff:
We created these presentations to showcase specific ways students and faculty can use Google Apps for school, work, or anything else in a higher education context. Use these as templates to customize for your own trainings, workshops, or sessions; share with your academic computing or technologies groups, or add to your resources and documentation pages. We’ll also have a webinar later this fall to dive deep into the 32 ways, so stay tuned!

Google Apps vs Personal Gmail?
We created this quick, fun presentation template to show students why using their Google Apps account for school makes their lives easier than using personal @gmail.com accounts. This should be helpful for addressing users who still like to forward everything to Gmail!

New Look for Google Apps:
This short presentation walks through the new look and feel for Google Apps. It outlines the reasons, timeline, and examples of how we’ll introduce the new look to your users. Feel free to post this content on a resource site or use for trainings or workshops.

Make sure your students can see your site

posted Aug 19, 2011, 3:36 PM by td.comm camias   [ updated Aug 19, 2011, 4:07 PM ]

Sharing is really easy in Google Docs and Sites. But there are a few pitfalls to be aware of  in our CCSF system. Many folks have received complaints, for example, when students have clicked on their site link are were told that they didn't have permission to access the site - even though the creator shared the site with "Everyone at CCSF.edu."
The trick is that Everyone at CCSF.edu really means: Anyone who has a CCSFmail account as is logged into it at that moment. This is not a barrier that you want to place between your site and your students. Here's how to avoid it.

To get into sharing settings for a Google site:
  1. Get into your site (login and click the Sites link; or click the Sites link, top left when in Mail)
  2. Click More Actions (top right)
  3. Click Manage Site on the More Actions menu
  4. On the left column, click the Share this Site link.
If you have left the default settings (Private - not shared with anyone), you'll see this, but with your login name listed:
Site: Default sharing settings (Private)

If you have shared with CCSF.edu, you'll see this:
Site sharing setting: Everyone at CCSF

This is NOT what you want.















In either case, click the Change link - This is what you want to change to:

Site sharing setting: Public with link

Public on the web means that your site will have an http address tha search engines like Yahoo, Bing, and Google itself will search and return in some queries; Anyone with the link keeps your site out of the search engines, but doesn't require users to be logged into Google to see your site. Take your pick.

Of course, you can copy your site address from the address line in the browser when you are on your home page.
Send it in emails, put it on your syllabus and your business card - enjoy!









Google mail on your iPhone or Android phone

posted Jun 21, 2011, 12:18 PM by td.comm camias   [ updated Jul 5, 2011, 11:26 AM by Victor J. Fascio ]

Gmail on your phone...


And visit Google's help page at http://www.google.com/mobile/mail/

CCSFmail is a lot more than email!

posted Jun 9, 2011, 4:28 PM by td.comm camias   [ updated Jun 10, 2011, 9:57 AM ]

When you get a CCSFmail account, you also have access to all these Google Apps (Applications - online programs):
  • Google Docs: Online Word processing documents
  • Google Spreadsheets: Like Excel, complete with formulas; can be downloaded into Excel
  • Google Forms: Input forms to capture data from anyone - read their inputs in a spreadsheet that the form automatically creates for you.
  • Google Calendar: You automatically get a personal calendar. But you can create multiple calendars and make them accessible to others. Then, you can display any of your calendars in a Google web site page or in the CCSF Web site. Here's an example on a Google site. Here's the same calendar displayed in an official CCSF web page.
  • Google Presentations: A simple PowerPoint-like tool for creating online files. Has all the features that PowerPoint users actually use.
With each of these apps, you can:
  • Access them from any internet-connected computer.
  • Link to them from a web site or send a link to them via email
  • Keep them private to you; share them with a select group (like a committee or student workgroup); or make them publicly available.
You aren't limited to using Google's apps. You can also upload (=save on Google's servers) files created in other standard programs. Then you can access them whenever you log in to your CCSFmail account.

Conversations

posted Jun 9, 2011, 3:32 PM by td.comm camias   [ updated Jun 22, 2011, 10:55 AM ]

You've probably noticed that Gmail puts all messages and replies together in what it calls a conversation.
A conversation as it appears in your inbox
The conversations that include "me" in the list combine your sent messages with other replies.


When you click to open a conversation, only the most recent entry displays in full. The earlier message are collapsed like a deck of cards: the most recent on top, the others hidden underneath except for their headers.

Reply to the author of the most recent message by clicking Reply. Or click the down-arrow beside the Reply button for other options.

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