Announcements

The New Google Calendar

Many people switched to the New Google Calendar when it was released with an opt in option starting in

November 2017. On February 28, 2018, Google Calendar released the new calendar to all users and shut down the old Google Calendar. New features in Google Calendar include:

See event details with one click
Manage multiple calendars side by side in Day view
Quickly add new events
Right click events to change the color or mark tasks as done
Notice events you haven’t replied to will have an outline instead of a solid color

What are Google Team Drives?

The G Suite Learning Center describes what you can do with Team Drives and the difference between Team Drives and My Drive:

Google Team Drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.

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.

Learn how to create a Team Drive and set permissions at https://gsuite.google.com/learning-center/products/drive/get-started-team-drive/.

Drive File Stream Replaces Google Drive Sync

Google has a new and more convenient way to access Google Drive files from your computer. Using Drive File Stream, you can quickly see your Google Drive files in the File Explorer, just like you would access files on a network drive.

The previous tool called Drive for Mac or PC required you to select which files to sync to your computer. The downside to this tool was syncing files took up space on your hard drive and would not allow you to sync Team Drives. Now you can browse, organize, and access Google Drive files without downloading all of them to your computer. Moreover, Drive File Stream shows both My Drive and Team Drives.

Although Docs, Slides, Sheets, and Forms will still open in your browser such as Google Chrome, Drive File Stream makes it easier to save files from other applications such as Word directly to Drive. For example you can create a new Word document and select File > Save As > Browse > Google Drive File Stream (pictured below).

Access your Google Drive files easier and faster by downloading Drive File Stream today. Use the link below to get directions, register for the Google Suite Updates workshop, or email bkeith@francis.edu to schedule a meeting for assistance setting up Drive File Stream.

Click here for directions on How to Download Drive File Stream.

Gmail Tip of the Day - Inbox Type and Categories

Hello,

Gmail offers a few different ways to display your inbox.

Choose Your Inbox Style:

Open Gmail.
In the top right, click the gear > Settings.
Click the Inbox tab.
In the "Inbox type" section, select Default, Important first, Unread first, Starred first, or Priority Inbox.
Choose other settings, like whether to show importance markers or how to filter mail.

WARNING: Turning on categories will add tabs in your inbox for Social, Promotions, Updates, or Forums. You will still need to check these tabs regularly, because emails sent to all employees or all students might automatically go into a category until you train Gmail to know your preferences. You can drag an email into a different category or the Inbox to change its filtering.

Have a great day, IT Services

Gmail Tip of the Day - Change Download Location

Hello,

When you download an attachment from Gmail it might be automatically saving to downloads. You can choose a different location on your computer where downloads should be saved by default or pick a specific destination for each download.

On your computer, open Chrome.
At the top right, click More Settings.
At the bottom, click Show advanced settings.
Under the "Downloads" section, adjust your download settings:
- To change the default download location, click Change and select where you'd like your files to be saved.
- If you'd rather choose a specific location for each download, check the box next to "Ask where to save each file before downloading."

You might also want to double check that you are using the correct email address for services and accounts such as the InterLibrary Loan Program. Some employees have their username@francis.edu in their InterLibrary Loan account. Faculty and staff email addresses are typically first initial last name @francis.edu such as jsmith@francis.edu.

Thank you, IT Services

Gmail Tip of the Day: Themes and Filters

Here are two Gmail tips for the day.

Themes - You can choose an image for your inbox background. Open Gmail, click Settings Themes.
Filters - Filters can automatically label, archive, delete, star, and forward your incoming emails.

Open Gmail.
In the search box at the top, click the Down arrow .
Enter your search criteria. If you want to check that your search worked correctly, see what emails show up by clicking Search .
At the bottom of the search window, click Create filter with this search.
Choose what you’d like the filter to do.
Click Create filter.
Note: When you create a filter to forward messages, only new messages will be affected. Additionally, when someone replies to a message you've filtered, the reply will only be filtered if it meets the same search criteria.
Use a particular message to create a filter
1. Open Gmail.
2. Check the checkbox next to the email you want.
3. Click More.
4. Click Filter messages like these.
5. Enter your filter criteria.

Happy Friday,

IT Services

Gmail Tip of the Day - How to Create Multiple Signatures

Hello,

If you like having multiple signatures or selecting when to add your signature, then you might want to try Gmail's canned responses.

Instructions

Enable canned responses:

In Gmail, click the Gear and select Settings. (You might want to turn off the automatic signature under the General tab.)
At the top, select the Labs tab.
Select Enable for Canned Responses.
At the bottom, click Save Changes.

Create canned response signatures:

In Gmail, click Compose.
In the New Message window, type and format your signature.
In the bottom-right corner, click the down arrow and selected Canned responses > New Canned Response.
Enter a name for the signature and click Ok.

Send email with canned response signatures:

In Gmail, click Compose and type your message.
In the bottom-right corner, click the down arrow, select canned responses, and choose a saved signature to insert in your message.
Click Send.

A side note: We still have distribution lists for sending email to employees and students. In the to field type Grp_Employees or Grp_Students to browse the groups.

Thank you, IT Services

Gmail Tip of the Day

Hello Everyone,

Thank you for your patience this week as mail was being copied from GroupWise to Gmail. We hope you are liking some of the new features in G Suite for Education.

Gmail Tip of the Day

You can add a shortcut for Gmail and Google Calendar to your task bar.

Open Google Chrome and sign in to Gmail.
Click the chrome menu (3 dots in the top right corner of the browser below the x).
Select More Tools > Add to Desktop.
Then drag the icon from the desktop to the task bar at bottom of the screen.
Next, access Google Calendar and repeat steps 2-4.

Another option is to pin the Gmail tab in the Chrome Browser.

Open Google Chrome and sign in to Gmail.
Right click on the tab at the top of the browser (it might say inbox).
Select Pin tab.
Open a new tab and access Google Calendar. Then repeat steps 2 and 3.

Although you can still open GroupWise, please remember to not send or reply to messages there.

Thank you,

IT Services

GOOGLE: Three items for you to consider

Sent to Employees on 3/1/17

Hello:

Although we have advised not to use the GroupWise system, we felt it was necessary to send this message on both email systems.

The GroupWise Email system is still accessible. However, please do not send email messages from the GroupWise Email account. Any message sent from the GroupWise account will only be delivered within the GroupWise Email system.
Be sure to check the default email account on your mobile device. If you were using the GroupWise email account as your default, then our recommendation is that you should remove the old GroupWise Email account, then change the default email account to the new Google SFU account. Directions for setting up your mobile device can be found at https://sites.google.com/francis.edu/gapps/training/mobile.
If your department used an email address to receive “departmental email messages”, such as itservices@francis.edu, then a work order should be submitted requesting the creation of the email account on the new Google SFU system.

IT Services

FINAL NOTICE: Moving to Gmail Today at Noon

Sent to All Users on 2/28/17

Hello,

We are excited to move to Gmail today, Tuesday, February 28, at noon, and want to thank you for your patience and cooperation as we transition to G Suite. Don’t panic if you don’t see all of you mail just yet, we will be finishing the last round of migrations today.

What you need to do

Go to google.com and click sign in. In the future there will also be a new Gmail link on my.francis.edu.
Login with your email address and my.francis.edu password.
If it prompts you to change your password, go ahead and change it. You may have to use different passwords for a short time period. We will be implementing a new password tool soon that will sync passwords across all products.

For more information on Gmail, Google Calendar, and setting up your mobile device visit our Going Google website at https://sites.google.com/francis.edu/gapps.

Thank you,

IT Services

Reminder: Your GroupWise Email is Moving to Gmail

Sent to Employees on 2/27/17

Hello,

On Tuesday, February 28 at 12pm eastern all new incoming mail will starting going to Gmail and will stop going to GroupWise.

What we're migrating

We're migrating your GroupWise data as follows:

Messages in GroupWise, including subfolders and sent mail ==> Google Email
Appointments in your GroupWise Calendar ==> Google Calendar
Contacts in your GroupWise Address Book ==> Google Contacts

What you'll need to do

After Tuesday, February 28 at 12pm eastern, start using Google for all your email correspondence and calendar scheduling. Before then you can login to your Google account and begin customizing your settings. You might want to complete the following tasks:

Create your email signature under the Gmail Gear > Settings > General.
Add a vacation rule if you are away for spring break. This is also under the Gmail Gear > Settings > General.
Sync your Gmail and calendar to your mobile device. Get directions at https://sites.google.com/francis.edu/gapps/training/mobile.

Thank you,

IT Services

Reminder: Your GroupWise Email is Moving to Gmail

Sent to Students on 2/27/17

Hello,

On Tuesday, February 28 at 12pm eastern all new incoming mail will starting going to Gmail and will stop going to GroupWise.

What we're migrating

We're migrating student GroupWise data as follows:

Messages in GroupWise ==> Google Email

What you'll need to do

Export your GroupWise calendar. Get directions at https://sites.google.com/francis.edu/gapps/training/calendar.
Sync your Gmail and calendar to your mobile device. See how easy it is at https://sites.google.com/francis.edu/gapps/training/mobile.

Thank you,

IT Services

Google Passwords Syncing with My.Francis.Edu

Sent via email on 2/21/2017 by IT Services

Hello,

In preparation for the move to Gmail, we will be making your password for Google the same as your my.francis.edu password. This password sync will happen on Wednesday, February 22 after 4pm. This will make it easier for everyone to login. If you have been using your SFU Google account, you will need to retype any saved passwords and begin signing in to Google with your my.francis password.

To access your SFU Google account:

Go to www.google.com
Click Sign In
Type your email address (such as jcb101@francis.edu for students or jconrad@francis.edu for faculty and staff)
Type the same password you use for my.francis.edu

Remember we will begin using Gmail on Tuesday, February 28. Please do not try to send email from Gmail until the switch, but you can start exploring Google Drive and Hangouts. For more information visit https://sites.google.com/francis.edu/gapps.

Thank you,

IT Services

GroupWise to Google!

Sent via email on 2/17/2017 by IT Services

Greetings:

Saint Francis University is now starting to switch our email and calendar systems from GroupWise to Google. With G Suite, we'll gain the benefits of more space, more communication and collaboration tools, and mobile access for everyone.

When are we switching? The switch to Gmail is planned for Tuesday, February 28, 2017.

Will my email address stay the same? Yes.

Will my mail be copied over? We are currently testing migration tools to copy over mail. We hope to copy over mail, contacts, and calendars for most faculty and staff.

What about my GroupWise archive? After the switch, employees with an archive will be able to submit a work order to IT Services to request a transfer.

Will I still have access to GroupWise? You will still be able to open GroupWise. However, after the date we switch all new mail will be found in Gmail and you will only be able to send and reply to messages in Gmail.

How much time is required to set up my mail? You'll be able to master the basics, like sending and receiving email and viewing and scheduling meetings, very quickly. It may take more time to really learn to make the most of your new services, depending on how you currently use GroupWise. For example, if you want to learn about the different ways to configure your inbox or how to use advanced calendar sharing, expect to spend a few hours over the course of a week or so to review documentation and setup your services.

What training is available? To help you get started with your new Gmail and Google Calendar, we’ll provide you with instructions to access your account. All students and employees have access to a website with documentation and self-paced training: https://sites.google.com/francis.edu/gapps. Additionally employees can attend training in the Center for Excellence in Teaching and Learning (CETL).

What’s Next? Stay tuned for an announcement when your password for Google will become the same as your password my.francis.edu. This will be important for faculty, staff, and students currently using their SFU Google account.

Thank you, IT Services

Google Update: Switching from GroupWise to Gmail

Sent via email within the CETL Newsletter on 1/31/2017.

On Monday, January 23, 2017 IT Services began working with a third party to set up Identity Management. The goal of the Identity Management is to enable users at our University to use the same username and password across a variety of sites and services including My.francis.edu, Google, Active Directory, and cloud based services.

In the near future you might be asked to create a new password that meets requirements for Identity Management, Active Directory, and Google. This means having a strong password that is at least eight characters long and has a combination of upper case letters, lower case letters, and numbers. We will also continue with the current INFONET password policy that states, “passwords must be changed every 180 days.” We will keep you updated as this work continues. Please keep in mind that you should never give your password out to anyone via email. No legitimate organization will ever ask for your password via email, including IT Services.

The switch from GroupWise email to Gmail and Google Calendar is still planned to take place during the week of February, 27, which is spring break. There are a variety of trainings scheduled during February for Google Apps, Gmail, and Google Calendar. We will continue to offer training over spring break and after the switch. For self-paced training and tutorials visit our Google Apps support website at: https://sites.google.com/francis.edu/gapps

The staff in the CETL are happy to help with any questions you have about Gmail and Google Apps.

Email Moving to the Cloud - Going Google

Sent via email on 12/10/2016 by Wayne Powel, Provost

SFU Colleagues:

If I were you and read that subject line, my first thought would be, "Oh no! What a pain this will be. All those contacts I have that I'll need to give a new email address to ..." Well relax. What you're going to find is that very little will change. Your email address will not change, it will still be me@francis.edu, and your username and password will stay the same. All your contacts will be there as well as your calendar. The interface will look different as it will no longer be GroupWise, but the features will largely remain the same.

So, why the move? Well, GroupWise email users have been reporting issues of not enough storage space, slow speeds, and no mobile access for students. Going to Google will provide all users with more email storage, more communication tools such as instant messaging and video calls, and the ability for all users, including students, to access email and calendar from mobile devices. Moreover, IT will no longer have to support a separate email server and data backup.

We are working on a 13 week plan with a go live date around the end of February. One of our tasks is to sync accounts, which will allow you to use the same username and password for Google Apps and Gmail that you use for my.francis.edu. Then we will copy email for faculty and staff and provide training. We will continue to send you updates about the move. In the meantime, you can view a Gmail Q&A PowerPoint at https://docs.google.com/presentation/d/11jve5x1_mTz03iwkv7TfGZk_CI63hJaoGYaA-e3FjAI/edit?usp=sharing.

Thank you and have a Merry Christmas,

Wayne Powel, Provost

Saint Francis University is reviewing a plan to move to Google!

Sent via email on 9/12/2016 by SFU IT Services

Hello:

We are excited to announce that members of the Saint Francis University community are reviewing plans to move our email and calendar platform from Novell GroupWise to Gmail and Google Apps. With Google Apps, we will gain the benefits of a robust and innovative feature set, the ability to access email and calendar services from any Internet-connected device, much more storage capacity, and lower infrastructure and support costs.

Although we don’t have an exact date when the move will happen, we will be testing it with a small group throughout the Fall semester. Saint Francis University has been using Google Apps for a few years, and many of you already use your SFU Google Drive account. You can continue to use Google Drive, but at this time please do not send mail from Gmail. In the coming months, you'll receive additional announcements about the move.

Thank you,

IT Services