Faculty

Here are some FAQ's to Refer to your Google Move

1. When we switch from Outlook to Gmail, what happens to the email sent to my CLU address?

You will continue to receive as usual through Gmail. You won't lose any previous CLU emails. All emails that have been sent to your current CLU email address via Outlook will automatically be migrated to your upgraded @claremontlincoln.edu email.

2. Will I be able to continue to work with my productivity apps such as Microsoft Office?

Yes, you will have access to Microsoft Office tools like Word, Excel, PowerPoint, and add-ons like Zoom. More information on this will be available to you in the training site in the coming weeks. However, once we go live with Google, you will have to use Google’s Gmail and Calendar as Outlook will no longer be available.

3. I have a personal Gmail account, will this conflict with my work account?

No, we want you to feel safe and secure that your claremontlincoln.edu data and personal files will always remain separate. HINT: Setting up Chrome profiles allows you to switch between both your personal and claremontlincoln.edu work account quickly and simply, you can even save bookmarks and search history specific to your account which will never overlap. (This is covered under Gmail in the training site and as part of the training sessions).

4. When are we planning to switch?

We plan to make the switch by the first week in April.

5. What are some real-world examples of other Universities who have moved to Google?

You could find some real-world examples here: https://edu.google.com/why-google/case-studies/

Top Universities that have gone Google include:

● Yale University

● Northwestern University

● Brown University

● Vanderbilt University

● University of Notre Dame

● University of Southern California

● Wake Forest University

● The College of William and Mary

● Brandeis University

● Case Western Reserve University

● University of Maryland

● Boston University

● Rutgers University

● Clemson University

● University of Minnesota

6. Why are we converting to Google Workspace (formerly G-Suite) as our primary productivity platform?

● Real-time collaboration and feedback on documents, sheets, and more

● Access of your email, calendar, documents from any device

● Video conferencing from your computer at your desk or on your phone as you travel

7. When will I have to begin using Google Workspace (G-Suite)? For now, you will still use your Office 365 account for your mail, contacts, and calendaring. Please look for upcoming communication with specific timeframe details but we are looking at changes taking place by April 1. [1] In the meantime, we will keep sending you an abundance of information to help you prepare.

8. How will I log into my Google Workspace (formerly G-Suite) account? You will log into your Google Workspace account the same way you have been logging into Microsoft and can also use this link http://email.claremontlincoln.edu/.

9. How will students and faculty access their resources such as the Student Portal, Canvas, Library, Email, etc.? The current process of accessing resources will not change. Students can access their resources at https://www.claremontlincoln.edu/students and faculty can access their resources at https://www.claremontlincoln.edu/faculty. Look for the new Google icon on your website resource page.

10. Where do I save my documents and spreadsheets and what if they are MS Office documents like Word, Excel, or PowerPoint? If you are using MS documents, you can save and use them in the Google Drive for Desktop (formerly Drive File Stream). You can Install Google Drive for Desktop as follows:

● On your computer, follow the installation instructions in the Drive Help Center

● Once you have clicked the link, then download and follow the instructions

● Then when fully installed, you will see Google Drive for Desktop at the bottom right on Windows or at the top right on Mac

● Click Google Drive for Desktop To access your Drive files and folders, click Open Drive Folder

You will also have access to trainings and training videos on how to do this by clicking here.

When you install Google Drive for Desktop on your computer, it creates a drive in My Computer or a location in Finder named Google Drive for Desktop. All your Drive files appear here. Also, you have the ability to work with files offline. To make non-Google files on your desktop available offline, install Google Drive for Desktop.

● On your desktop, click Google Drive for Desktop

● Click Open Google Drive

● Go to the file or folder you want to access offline, right-click it, and select Google Drive for Desktop Available offline

11. Will all my calendar events be moved over? Some recurring Outlook calendar events that do not have an end date may not show up in your Google calendar. These events may need to be recreated.

12. Where can I find more information about this transition? To help you get the most from your new Google Workspace services, go to the training site that contains the following resources:

● Day 1 Setup Guide

● Training videos

● Instructional resources for Gmail, Calendar, and Drive, Drive File Stream, Sheets, Documents, Slides, etc.

● FAQs

● Much More

13. How do I add or change a signature? You can put up to 10,000 characters in your signature.

• Open Gmail.

• In the top right, click Settings.

• In the "Signature" section, add your signature text in the box. If you want, you can format your message by adding an image or changing the text style.

• At the bottom of the page, click Save Changes.

14. How do I set up a signature block for my CLU Gmail account?

CLU will take care of setting up a standardized signature block for all staff and faculty leadership and will be implementing it through a Google app. You don’t need to take any action at this point.

15. How do I set up auto response/vacation response?

● On your computer, open Gmail.

● In the top right, click Settings.

● Scroll down to the "Vacation responder" section.

● Select Vacation responder on.

● Fill in the date range, subject, and message.

● Under your message, check the box if you only want your contacts to see your vacation reply.

● At the bottom of the page, click Save Changes.

16. How do I keep my inbox view when I am reading or replying to an email?

● Open Gmail.

● At the top, right click the gear symbol which is settings

● Under Reading Pane, select your split-pane mode.

o No split

o Right of inbox

o Below inbox

17. Will my contacts be migrated over to my new CLU Gmail account? If your contacts are on the server, they will be migrated to your new CLU Gmail account. If you have contacts in different email accounts, they will not be migrated.

18. How to import contacts from Microsoft Outlook to Gmail?

• In Microsoft Outlook, go to the Contacts field

• From the File menu, select Import and Export

• Select Export to a file and click Next

• Select Comma Separated Values (Windows) and click Next.

• Select Contacts and click Next

• Select Replace duplicates with items exported

• Click Browse

• Click Desktop and create a name for the file

• Click OK

• Click Finish

From your computer, go to www.gmail.com

• Log into your Gmail account.

• Click the waffle grid in the upper right corner

• Click Contacts - the Contacts list now opens

• Click Import

• Click Choose File, and then navigate to the .csv file that you created and select the file

• Click Import. Your contacts will load.

19. How can I add new contacts to my Gmail Account?

1. In your email, go to Contacts.

2. At the top left, click Create contact.

3. Enter the contact's information.

4. Click Save.

20. What could be the cause of any problems with importing my contacts? You can have problems when:

· You import more than 3,000 contacts at a time. If you have more than 3,000 contacts, split them into multiple CSVs before you import them.

· You reach the limit of 25,000 contacts. Learn about contact size limits.

· The contacts aren't formatted to work with Google Contacts. Make sure your contacts are saved as a vCard or CSV file.

21. How to schedule a Zoom meeting from Google Calendar?

1. Sign into the Google Calendar app.

2. Tap the plus icon then Event.

3. Tap the drop-down arrow next to Add Google Meet video conferencing which will ting to your meeting details.

Enter your meeting details like the title, location, and guest list.

**Note: Only changes to the topic, date, time, and time zone will sync to the meeting in the Zoom web portal and client/app. All other meeting details will only apply to the Google Calendar event.

In the top-right corner, click Save.

22. Will all my calendar events be moved over? Some recurring Outlook calendar events that do not have an end date may not show up in your Google calendar. These events may need to be recreated.

23. Adding Google Workspace to your mobile device: With Google Workspace apps on your mobile devices, you have the freedom to work securely from anywhere with your phone, laptop, or tablet. Before you start this checklist, make sure your phone is charged and your operating system (OS) is up to date.

1. 1. IOS Device addition-

• On your iOS device, open the App Store and search for a Google app, such as Gmail.

• Follow the on-screen instructions to download and install the app.
  You might need to enter your Apple ID and password.

• When the installation is complete, open Gmail .

• Tap Sign in>Google>Continue.

• Sign in using your Google Workspace account.
  Your Google Workspace account is the account that you use for work or school.

• If you want to receive notifications from Gmail, tap Allow.

1. 2. Android Device addition-

• Open the Settings menu and to Accounts (& sync settings) on your device.

• The Accounts settings screen displays your current sync settings and a list of your current accounts.

• Touch Add Account

• Touch Google to add your Google Apps account

24. Customize your Gmail:

• Add a theme to your inbox

• Set up your email out of office settings

• Add stars and importance markers to flag important emails

• Move your chat window if you need

25. Customize your Calendar:

• Customize your calendar view to daily, weekly, monthly

• Add interesting calendars like Holidays, Birthdays, sports

• Add colors to calendar events

• Customize calendar notifications

26. Using Gmail offline: Use Gmail offline to read, respond to, and search your Gmail messages when you aren't connected to the internet. Any email you write, archive, label, or delete while you're offline will be sent or moved when you’re back online.

When you enable Gmail offline on a device, your messages sync with the browser's storage on the computer you're using. Enable Gmail offline on each device for which you want offline access.

27. Enable Gmail offline:

• At the top right, click Settings >See all settings.

• Go to the Offline tab and check the Enable offline mailbox. (Optional) Next to Sync settings, choose how many days of email you want to store offline.

• Next to Security, choose whether to keep or remove offline data on your device. Click Save Changes.

28. How do I add or change a signature on my mobile device?

All users can add a signature block on their mobile device as follows:

ANDROID USERS:

• Open the Gmail app.

• In the top left, tap Menu.

• Scroll to the bottom, then tap Settings.

• Choose the Google Account where you want to add a signature.

• Tap Mobile Signature.

• Enter the text for your signature.

• Tap OK.

IPHONE OR IPAD USERS:

• Make sure you've downloaded the Gmail app.

• On your iPhone or iPad, open the Gmail app .

• Tap the Menu .

• Scroll to the bottom, then tap Settings.

• Tap your account.

• Tap Signature settings.

• Switch the "Mobile Signature" setting on.

• Add or edit your mobile signature.

• To save, tap Back .