Google FAQ

The main difference between Chrome devices and other devices/computers is the operating system. An operating system is what allows your device to achieve its functionality. While your previous/existing device ran/run on the Windows Operating System, Chrome devices run on the web-based Chrome Operating System, which uses the Chrome browser with added functionalities. Chrome devices are designed to help you get things done faster and easier with enhanced security.  

Chromebooks are laptops and tablets powered by the Chrome Operating System whereas Chromeboxes are desktops powered by the Chrome Operating System.

With a Chromebook, you can use offline-ready apps and keep using a Chrome device when not connected to the Internet. Recent documents, spreadsheets, presentations and emails are all available with offline access. Just pre-download content and enable offline access for files and emails to view offline later. Chrome devices also save time as it boots in seconds. Chrome devices feature the Everything Button that helps you find what you need fast- files, apps, and answers online- all from one place. 

The Chrome Operating System user interface looks similar to Windows but with a default set of applications (i.e., Gmail, Drive, Citrix) where the Windows taskbar was positioned. This area is known as the shelf. At the bottom left is the Everything/Launcher button which looks like a circle. In the bottom right where the clock is located is called the information area. Clicking it will offer more choices and settings. 

The Chrome Operating System enables HMH to: implement reliable security including a robust authentication management system; strengthen our infrastructure to protect patient data against the continued increase of malicious threats across all verticals; enhance user experience by providing flexibility, convenience and ease of use; lower infrastructure and support costs; and increase productivity with less work disruption due to cloud-based backup systems. 

The Chrome Operating System will be rolled out incrementally throughout the network. It began in 4Q 2021 and will continue into 2023.  

Yes, Citrix applications and virtual desktops can be accessed through Chrome Operating System devices. Configuration is tailored to seamlessly access HMH-hosted applications including Citrix and VDI environments.

HMH has adopted a new, cloud-based feature for printing and scanning - HMHS Secure Print and Scan. You will need to enroll in HMHS Secure Print and Scan before being able to print using your new Chrome device. A few highlights:

• Confidential printouts will no longer sit at the printer waiting to be retrieved. You will need to badge in to complete the printing process.  

• The ability to print from one facility and retrieve at another. 

• A complete audit trail will be available.

• Printed material can be picked up from any Secure Print-enabled printer at any HMH location. 

Some team members will receive a Chromebook (laptop) or Chromebox (desktop), while others will have existing computers upgraded to the Chrome Operating System. 

Your HMH credentials, typically your email address and password, will allow you to sign in. Your profile is stored in the cloud so your preferences, settings, and more will travel with you. 

Apps are located in two places. One is on the shelf at the bottom of the screen where you will see the Google Workspace apps along with your Chrome browser and Citrix. The other is the app tray which is accessed by clicking the Everything button, click on the up arrow, and then scroll down. 

To access data in Google Drive, use the Drive app on your Chrome device. You can store your files locally on your Chrome device, but we recommend storing online with Google Drive. Check out Working with Files Using a Chrome Device and Moving Files in Google Drive for further information.

Learn common features like screenshots, caps lock, how to use offline, or keyboard shortcuts. More info can be found on the How to Chromebook website. 

The team is working on the ability to use offline-ready apps to keep using a Chrome device when not connected to the Internet. Below are some examples:

• Read and write emails with Offline Gmail

• Write a note or make a list with Google Keep

• Create and edit documents, slides, or spreadsheets with Google Drive apps

• View and RSVP to events with Google Calendar 

On Chrome devices, you can open, edit, download, and convert Microsoft Office files. Learn more here.

Here are some keyboard shortcuts, here are tips on how to use a Chromebook, and here is Google's Chromebook Help Page.

When HMH settings are synchronized to a personal computer, laptop or Chromebook via the Chrome browser, HMH will have control over what sites you can visit and will be able to track your browsing behavior - just like it does when you are logged in on an HMH device. Syncing is not required to access anything in the Google ecosystem, but if you choose to sync learn how here.

To power off the device, hold down the power button, then click shut down on screen and continue holding down the power button until the power light goes off (about 10-12 seconds).

Yes. More details are forthcoming.

No need to search for websites you visit often, you can connect directly to Gmail, MyWay-PeopleSoft, Duo Self-Service, the Google Resource Site, and MyHMH by clicking on: “Managed bookmarks” for Windows devices and “hackensackmeridian.org bookmarks” for Chrome devices in the Chrome browser. More info on bookmarks can be found here.

Yes, you can! Click here for more information.

To turn off Conversation Thread, go to the Settings icon (top right); scroll down to the "Email Threading" section; uncheck the box for Conversation view. 

Google has two options for shared mailboxes depending on the use case: 1) Delegated Accounts, which allows for a team member to delegate access to another team member to manage their inbox on their behalf and 2) Google Groups, which is a shared inbox created for project teams or departments.

Save time navigating in Gmail by using keyboard shortcuts.  

Use the HMH PhishAlarm instead of the built-in Gmail Report Spam and Report Phishing to report suspicious emails to IT. The PhishAlarm is on the right-hand toolbar in Gmail. 

You can set up Out of Office (called "Vacation Responder" in Gmail) by clicking Settings then click See all settings. In the "General" tab, scroll down to "Vacation Responder" and there you will be able to customize the duration, message and audience. Click "Save Changes" when you are finished creating your message. 

Gmail has a feature called "Undo Send" that will allow you to recall a message after you click send. Depending on your settings, you will have from 5-30 seconds to undo a sent message. To learn more about Gmail click here. 

Yes, please see here for instructions on using the Gmail Reverse Conversation add-on. 

Here is a list of approved extensions. If you want to request an extension that is not already approved, please submit a request through MySupport with the requested extension information for review. 

Google will automatically purge messages from Trash after 30 days. You should not store mail you need to keep in your Trash. You can organize emails using labels or move to archive. 

Yes you can by selecting the "Download all attachments" option located on the upper right-hand side of the email containing the attachments. This will generate a single zip file containing all attachments rather than multiple individual files. If you would like to download all attachments and retain their format then select the "Add all to Drive" option. If you do not want to generate a zip file from Gmail, then download the attachments individually.

This guide details how to view rooms/resources, how to add them to your calendar, and how to add them to events. 

You can click the paper clip icon to attach files when composing a message. Your local files from your device will be available. If you are using the VPN or Citrix, you’ll be able to navigate to networked drives and attach files from there as well. If you’re in a Citrix session and need to attach a file from your local device, you’ll need to move it to My Drive or a networked drive and attach from there. 

You can share your calendar with another person, here are instructions. And yes, you can create a Calendar event on behalf of someone else- see instructions.

All email sent outside of HMH is automatically encrypted by Zix and does not require any user action. Learn more.

You need to use the Gmail app. Please see here for instructions. 

If the organizer checks the "Modify event" box under Guest Permissions when creating the event, guests are able to add attachments and additional guests as well as change the event time, location, and description. The default setting can be changed via Calendar/Settings/Event Settings.

You can now quickly start and share a meeting notes document for your Calendar events. Creating a notes document from Calendar will automatically populate the document with the event information and attach the document to the event. Learn more here.

Yes, you can. Click here for more information.

Add watermarks to your Google Docs with ease by clicking Insert > Watermark. Your customized watermark will repeat behind the text on every page of your document, and are preserved when importing or exporting documents from Microsoft Word. Learn more about adding watermarks to Docs.

Google Workspace allows for real-time collaborative editing, the ability to link to other files, and automatically saves all changes while providing team members access to version history. Learn more.

Google Drive is Google's file storage system. Your My Drive serves as a main repository for files you upload and create in Drive. Learn more.

Google Docs is an app similar to Microsoft Word that offers smart editing and styling tools to help you easily format text and paragraphs. Learn more.

Google Sheets is the spreadsheet application which is similar to Microsoft Excel. Learn more.

Google Slides is a presentation program similar to Microsoft PowerPoint. Learn more. 

External sharing has been enabled so that you can share files with non-HMH and non-Google accounts. Visitors can edit, comment on, or view your file just like HMH accounts based on the permissions you assign.   

You can edit, comment, and collaborate on Microsoft Office files using Google Drive, Docs, Sheets, and Slides in one of the following ways: convert Microsoft Office files to their Google equivalents (Docs, Sheets, or Slides), or open, edit, and save Microsoft Office files in Google Drive in their original formats.

Google Meet allows for any HMH team member to create and share video meeting invitations accessible by mobile device, web browser, or dial in. Meetings are secure, allow for screen and file sharing, and provide recording and chat transcription capabilities. Learn more.

Google Chat is a robust application that allows for individual and group messaging. Chat allows users to respond to messages, edit sent messages, forward conversations to Gmail, add a Meet link, and tag others for message alerts. Learn more.

Please see here for instructions on setting up your mobile device.

Follow this checklist to move content in Drive.

Please see here for instructions on deleting older emails.