https://gustavus.edu/gts//api.php?action=feedcontributions&user=Jtwaddle&feedformat=atomTechnology Services Wiki - User contributions [en]2024-03-28T10:45:47ZUser contributionsMediaWiki 1.31.1https://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38587Google groups2021-02-23T17:36:14Z<p>Jtwaddle: /* Collaborative Inbox */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==Collaborative Inbox==<br />
Enabling the Collaborative Inbox option on a Google Group allows managers to manage the conversation that are sent to a group more effectively.<br />
<br />
To learn more about a Collaborative Inbox and how to enable it on a Google Group, please visit the link below.<br />
[https://support.google.com/a/users/answer/167430?hl=en https://support.google.com/a/users/answer/167430?hl=en]<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger than this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38586Google groups2021-02-23T17:35:54Z<p>Jtwaddle: /* Collaborative Inbox */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==Collaborative Inbox==<br />
Enabling the Collaborative Inbox option on a Google Group allows managers to manage the conversation that are sent to this group more effectively.<br />
<br />
To learn more about a Collaborative Inbox and how to enable it on a Google Group, please visit the link below.<br />
[https://support.google.com/a/users/answer/167430?hl=en https://support.google.com/a/users/answer/167430?hl=en]<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger than this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38585Google groups2021-02-23T17:34:49Z<p>Jtwaddle: /* Collaborative Inbox */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==Collaborative Inbox==<br />
<br />
To learn more about a Collaborative Inbox and how to enable it on a Google Group, please visit the link below.<br />
[https://support.google.com/a/users/answer/167430?hl=en https://support.google.com/a/users/answer/167430?hl=en]<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger than this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38584Google groups2021-02-23T17:34:40Z<p>Jtwaddle: /* Enable Collaborative Inbox */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==Collaborative Inbox==<br />
<br />
To learn more about a Collaborative Inbox and how to enable it on a Google Group, please visit the link below.<br />
[[https://support.google.com/a/users/answer/167430?hl=en https://support.google.com/a/users/answer/167430?hl=en]]<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger than this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38583Google groups2021-02-23T17:08:02Z<p>Jtwaddle: </p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==Enable Collaborative Inbox==<br />
<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger than this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Department_Share&diff=38582Department Share2021-02-17T21:35:18Z<p>Jtwaddle: /* Google Drive */</p>
<hr />
<div>Department Shares are network storage spaces shared by small groups of users or departments. <br />
<br />
==Advantages and Disadvantages of Department Shares==<br />
====Advantages====<br />
Department Shares provide password protected, backed up, collaborative work spaces for departments and small groups. The shares are accessed from users Home Directories and easily accessible from a campus network connection. Remote (off campus) access is available via Virtual Lab or Remote Desktop for employees. <br />
====Disadvantages====<br />
The size of most Department Shares are limited due to physical equipment costs and capacity limitations. Department Shares do not allow for real time collaboration. If multiple users are editing the same file, problems can occur. Access from off campus can be cumbersome, and different from on campus access. Shares can only be set up to allow campus community members access, non-campus users need different solutions.<br />
<br />
==Accessing a Department Share==<br />
There are two different department shares available. A department share is automatically created for each department based on the information in our ERP. There are also department shares available by using your [[Home_Directory#On-Campus_Access | Home Directory]].<br />
<br />
====Mapping a Drive (Windows On Campus)====<br />
<br />
=====Automatically generated Department Share=====<br />
#Open '''This PC''' or '''Computer'''<br />
#Open the '''Y:''' drive or type '''\\gustie.gac.edu\dept''' in the address bar to access your department share.<br />
#Navigate to your Department folder->\Share. All employees of your department can access and read files in this folder.<br />
<br />
=====Home Directory Department Share=====<br />
When on campus, Windows users can access their Home directory Department Shares through their Home Directory. The shares appear as a folder in users Home Directories. To access your home directory, please see:[[Home_Directory#On-Campus_Access | Home Directory]].<br />
<br />
====Connecting to Server (Macintosh On Campus)====<br />
<br />
=====Automatically generated Department Share=====<br />
#In the Finder, choose Go -> '''Connect to Server'''.<br />
#For the server path enter: '''smb://gustie.gac.edu/dept'''<br />
#Navigate to your Department folder->\Share. All employees of your department can access and read files in this folder.<br />
<br />
=====Home Directory Department Share=====<br />
When on Campus, Macintosh users can access their Home directory Department Shares through their Home Directory. The shares appear as a folder in users Home Directories. To access your home directory, please see:[[Home_Directory#Mac_OS_X | Home Directory]].<br />
<br />
====Virtual Lab (Off or On Campus)====<br />
Departmental Shares are available to users who are logging in and using the Virtual Lab Environment. Virtual Lab allows students and employees remote access from their personal machines to a virtual windows desktop lab machine. For help with Virtual Lab, please see: [[Virtual_Lab | Virtual Lab]].<br />
====Remote Desktop (Off and On Campus)====<br />
'''Gustavus Employee Remote Desktop Solution''' - For directions on using the staff/employee remote desktop solution, please see: [https://docs.google.com/document/d/1HmzQ9bwVq2JPy3VSqL0eXXwf8VroSRNrB_97TNp_4pI/edit#heading=h.i0tmy4bthlot Gustavus Remote Desktop - You must be logged into your Gustavus Google Account to view].<br />
<br />
====WebMail File Manager (Off Campus)====<br />
Home directory and Home directory Department Share access is available with the File Manager option in [[WebMail]]. For help using this option, please see:[[File_manager | WebMail File Manager]].<br />
<br />
====ftp (Off Campus)====<br />
File Transfer Protocol (FTP) access to Home Directories and Home Directory Department Shares is available (ftp.gac.edu). Access is authenticated with your Gustavus User Account credentials. There is a variety of ftp applications that will work. For help using Filezilla, please see: [[Filezilla]].<br />
<br />
==Requesting a shared folder between different departments==<br />
To request a shared folder between different departments, please contact the Technology Helpline with the following information:<br />
*Usernames of those users who need access to the share<br />
*A name for the shared folder that is applicable to the content of the share or those who have access to it<br />
*Size estimate.<br />
<br />
==Department Share Maintenance==<br />
Individual departments or groups are responsible for maintenance and upkeep on their shares. <br />
*An annual review of users with access privileges is recommended. Contact the Technology Helpline to ask who has access to your share. <br />
*Annually reviewing and removing unneeded or archival data is recommended.<br />
<br />
==Alternatives to Department Shares==<br />
====Nebula====<br />
Nebula is a file server used by classes and departments to share files. '''Important Note: data on nebula is not backed up.''' Additional information and help: [[nebula]].<br />
<br />
====Google Drive====<br />
Google Drive is a cloud based storage system. Google Drive lets you create documents (text document, spreadsheet, slideshow) in any web browser and store them online. Documents created or stored in Google Drive can be shared and edited collaboratively. Please see [[Google Drive]] for additional information or help.<br />
<br />
====Office365====<br />
Microsoft Office 365 is a cloud based office suite. It provides cloud storage (unlimited for current students. faculty and staff), access to Web App versions of Word, Excel, PowerPoint and depending on licensing can also offer Office on demand and a download of the full desktop version of the Microsoft Office Pro suite. For additional information or help, please see [[Office 365]].<br />
<br />
====Moodle====<br />
Moodle is an open-source online course management system. Gustavus maintains its own Moodle server. Courses can be created for groups or projects. Gustavus' Moodle site is located at http://moodle.gac.edu. For additional help and information please see [[Moodle]].<br />
<br />
==Helpful Hints==<br />
===Data Security Information===<br />
Gustavus Employees have several recommended options for storing and sharing information depending on the classification of that data. For information on where to save date, please see: [https://gustavus.edu/gts/security/filesharing.php File Sharing and Storage].</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Incoming_Student_Technology_FAQ&diff=38581Incoming Student Technology FAQ2021-02-17T21:34:55Z<p>Jtwaddle: </p>
<hr />
<div>==First-year student mailing==<br />
A packet was sent through the mail to all admitted students. This packet contains a Gustavus ID number and a link to create [[Gustavus usernames]] and [[Gustavus password|passwords]]. This account will enable you to check Financial Aid Awards. If you did not receive this mailing, or have questions or concerns regarding it, please contact the Gustavus Admission office (507-933-7676).<br />
<br />
{{Purchasing_a_computer}}<br />
<br />
==Software==<br />
===Things to do BEFORE you get to Gustavus!===<br />
# If you are a Windows user, make sure your "Windows Updates" are current (visit [http://windowsupdate.microsoft.com Windows Update]).<br />
# If you are a Macintosh user, run [[Software Update]], and apply all critical updates.<br />
# Ensure that your machine is protected from viruses by using an Anti-Virus client with up-to-date definitions.<br />
# Verify that you have all of the necessary software documentation, serial numbers, and installation media. Please bring these to campus with you.<br />
# During any transition, it's wise to make backups of any critical data. We recommend a cloud-based backup.<br />
<br />
===Get Microsoft Office Free===<br />
<br />
At Gustavus, all faculty, staff, and employees use the [[Microsoft Office Suite]] for [[Microsoft Windows|Windows]] or [[Macintosh]]. <br />
<br />
Gustavus currently has Microsoft Office 365 available for free for all current active students. Please visit our [https://gustavus.edu/gts/Office_365 Office 365 page] for more information.<br />
<br />
===Get access to Hoonuit for free!===<br />
Hoonuit is an online, on demand, training site that offers over 50,000 tutorial videos on over 250 technology applications, including Microsoft, Google, and Adobe. Topics are subdivided into very small chunks, and presented in videos of one or two minutes, so learners can easily and quickly find the training they need on specific topics. Instructors can pull Hoonuit videos directly into their Moodle courses.<br />
<br />
24/7 access to training offers flexible, just-in-time learning - just navigate to https://gustavus.edu/hoonuit and login using your GAC Credentials!<br />
<br />
===What about Anti-Virus software?===<br />
====Should I come with an anti-virus product?====<br />
It is recommended that you use an anti-virus product before you come to campus. If you do not use the built-in Windows anti-virus product and use a different anti-virus software, please be sure your subscription is up-to-date.<br />
<br />
====Does Gustavus provide anti-virus software?====<br />
As Windows 8 and Windows 10 have anti-virus included, Gustavus does not provide anti-virus software.<br />
<br />
====What can I do to protect my computer from spyware?====<br />
The best way to avoid getting spyware and adware is by not installing "high-risk" applications like peer to peer music downloading software, and other suspect "freeware," and "shareware" programs. <br />
<br />
Use caution when installing software. Make sure your operating system, software and browser plug-ins are all up to date. Use a strong and unique password.<br />
<br />
==Connecting to the Internet==<br />
===Which connection method is recommended?===<br />
When connecting to the Gustavus network from your residence hall room, we recommend using the "wired" connection. A wired connection is faster and more reliable.<br />
<br />
===How many wired ports are in each room in the Residence Halls?===<br />
This depends on the room that you are assigned. However, in most cases, for first-year students, it will be one per person. The [[wired ports]] are the recommended way for connecting your computer to the Internet while in the rooms. It is more reliable and faster than the wireless connections.<br />
<br />
===Is there wireless in the Residence Halls?===<br />
Yes, wireless connectivity is available. However, due to the popularity and physical limitations of this service, the connection will be less reliable than using your wired connection to the Internet.<br />
<br />
===Can I bring a [[router|wireless router]] to campus?===<br />
No. Gustavus is currently expanding the wireless network to all the residence halls. Using personal wireless routers will interfere with this network, therefore, we do not allow personal wireless routers.<br />
<br />
===Where else is the wireless network?===<br />
For an up-to-date listing of where the Gustavus wireless network is located, please visit [[Gustavus Wireless Network]].<br />
<br />
===How do I connect to the Gustavus network?===<br />
#Turn on your computer.<br />
#Plug your [[Ethernet cord]] into the [[Ethernet jack]] on the wall (the wide one).<br />
#Plug your Ethernet cord into the computer's [[Ethernet port]].<br />
#Launch a [[web browser]] ([[Mozilla Firefox]], Chrome or [[Microsoft Edge]]).<br />
#You will be automatically redirected to a registration screen. If not, please type in greg.gac.edu into the URL bar.<br />
#Follow the on-screen directions.<br />
<br />
You may have to register your computer more than once. You will need to register your computer when you access the wireless network, the wired network, and when you plug your computer into any other buildings' network jacks.<br />
<br />
====How many [[networked devices]] can I register?====<br />
You can register as many as you would like.<br />
<br />
====How do I connect my [[video game console]] such as the [[Xbox One]] or [[Playstation 4]] to the Internet so I can use the online features?====<br />
Please visit [https://register.gac.edu/registerdevice.php https://register.gac.edu/registerdevice.php] to register this device on the Gustavus network.<br />
<br />
====Are there any devices that don't work well on the Gustavus network?====<br />
Due to the design of the [[Chromecast]], Amazon's [[Fire TV Stick]] and the [[Roku]], these devices are not compatible with our network.<br />
<br />
====Are there any streaming devices that you recommend?====<br />
Devices such as a [[Smart TVs|Smart TV]], Smart Blu-ray players, the [[Apple TV]], and the [[Nexus Player]] work well on our network to stream Netflix, Hulu, etc. However, '''Screen-casting from a cell phone/tablet to the device currently isn't supported.''' We recommend that when using these devices, you use an ethernet (RJ45) cable (provided free by Technology Services). If you haven't purchased a Blu-ray player or TV yet, look for a wired ethernet (RJ45) port on the back when purchasing.<br />
<br />
==Support==<br />
===Is there anybody to help me connect to the Internet when I come to campus?===<br />
Yes, the [[Technology Helpline]] is here to help you! To contact us, dial 507-933-6111 or visit us in Olin Hall 124 (ground floor).<br />
<br />
===Can the Helpline visit my room and help me connect to the Gustavus network?===<br />
During the Fall Orientation for first-year students, the Technology Helpline will visit the Residence Halls, visit your room, and offer connectivity help. <br />
<br />
During the rest of the year, the [[Technology Helpline]] '''does not''' visit students' rooms.<br />
<br />
==Printing==<br />
===Do I have access to campus owned printers?===<br />
Yes, there are printers in the [[residence hall| Residence Halls]] that are available for you to print to from your personal computer in your room. Here are [https://gustavus.edu/gts/Printing#Residence_halls instructions on configuring your personal computer] to print to the printer in your building.<br />
<br />
===Do I need a personal printer?===<br />
It is not necessary that you purchase or bring a printer to campus. All residence halls are equipped with black and white laser printers in the labs. Please see [[Printing]] to set your computer to print to the [[residence hall]] printer.<br />
<br />
If you need to print in color, color laser printing is available in the Library, Confer Hall, the GIS computer lab in Nobel, and Anderson Hall.<br />
<br />
===Are there any fees for printing in computer labs at Gustavus?===<br />
<br />
<table class="fancy"><br />
<br />
<tr><br />
<th>Print Option</th><br />
<th>Cost per Page Printed</th><br />
</tr><br />
<tr><br />
<td> Single-Page B/W </td><br />
<td> $0.06 </td><br />
</tr><br />
<tr><br />
<td> Two-Sided B/W </td><br />
<td> $0.12 </td><br />
</tr><br />
<tr><br />
<td> Single-Page Color </td><br />
<td> $0.25 </td><br />
</tr><br />
<tr><br />
<td> Two-Sided Color </td><br />
<td> $0.50 </td><br />
</tr><br />
</table><br />
<br />
==Other==<br />
===When do I find out my username and password for my Gustavus e-mail account?===<br />
<br />
[[Gustavus username|Gustavus usernames]] and [[Password|passwords]] are sent out via a secondary e-mail address. If you do not receive this information, or have questions or problems, please contact the [[Technology Helpline]].<br />
<br />
===Can I configure my Gustavus e-mail on my iPhone or Android?===<br />
Yes, definitely. Please use the Gmail mobile app, using your Gustavus credentials, from the App Store or the Google Play store.<br />
<br />
===Is there an online storage space for me to save my files?===<br />
Yes, Gustavus Google Drive cloud storage is available for all students. You can access your Gustavus Google Drive at https://drive.google.com. This website utilizes your Gustavus e-mail username and password. Google Drive gives you limited storage. A great place to save papers and large movie files.<br />
<br />
===Do I need a USB flash drive?===<br />
USB flash drives or thumb drives, while unnecessary, are a convenient way to transport data between computers. We would recommend a flash drive that is at least 4 GB. If you use one, please make sure to remove it from lab computers when you are done. Also it is a great idea to save a file on the flash drive with contact information, just in case it is lost.<br />
<br />
A better alternative would be Gustavus [[Google Drive]]. This is the preferred way of saving papers, pictures, or other documents that you want to make sure are safe.<br />
<br />
===Are the classrooms technology-enhanced?===<br />
Currently, there are 87 technology-enhanced classrooms complete with a projector, wireless networking, laptop hookup, and DVD/VCR player hookups. Most of these classrooms have a classroom computer, while classrooms in our newest building, Beck Hall, requires faculty and students to use a laptop to connect to the projector. Each year, the number of this type of classroom continues to rise.<br />
<br />
===What personal information can I view online - my grades, class schedules, degree progress, transcripts, or other information?===<br />
As a student, you will be able to check all of this by logging into [https://wa.gac.edu/WebAdvisor/WebAdvisor?TYPE=M&PID=CORE-XWAMMN&TOKENIDX=3480064976 WebAdvisor] with your Gustavus username and password.<br />
<br />
===Is there a way to find contact information for faculty, staff, and other students?===<br />
<br />
Yes, we have an online directory found at https://gustavus.edu/search/. Faculty and staff information does not require a log-in. Student information is only available to those who have a [[Gustavus username]] and [[Password|password]].<br />
<br />
===Can I create and host a web page through Gustavus?===<br />
<br />
Yes, you can have a [[personal homepage]] by creating [[web pages]] from a variety of different programs and placing them in the "www-docs" folder in your [[Home Directory]]. This files will be available as your [[website]] at the following link - http://homepages.gac.edu/~username.<br />
<br />
===What public access for computing is available to students, parents, and guests of the college? Are there any Internet cafes?===<br />
<br />
There are computers for public use in the [[Library]], [[Jackson Campus Center|Campus Center]], Student Union, and parents can log in as a guest in the [[Residence Halls]]' [[computer labs]]. There is guest wireless access located all around campus if you bring your own computer. Please connect to the '''GustavusGuest''' wireless network and open a web browser. You will be re-directed to a guest registration page. '''Please fill out the form and click submit.''' You should then be able to have wireless connectivity. If you aren't redirected, please visit http://greg.gac.edu<br />
<br />
===Where are the computer labs?===<br />
<br />
We have [[computer labs]] in all of the residence halls (except [[Arbor View]] apartments and [[Chapel View]] apartments), and most [[academic buildings]]. There are also computers located in the [[Jackson Campus Center|Campus Center]] and Student Union for students, faculty, staff, and guests of the College. <br />
<br />
====See also====<br />
* [[Computer lab hours]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=GusMail&diff=38580GusMail2021-02-17T21:10:52Z<p>Jtwaddle: /* What will be the most noticeable changes? */</p>
<hr />
<div>[[Image:Gusmail-logo.png|150px|right]]<br />
<br />
GusMail is the Gustavus branded G Suite for Education email interface (GMail). GusMail has replaced the legacy Gustavus email system.<br />
<br />
==GusMail Training==<br />
Now that you have migrated to GusMail, you will want to learn how to use the new mail interface. We offer face-to-face classes or online options:<br />
*[https://gustavus.edu/gts/instructionalservices/techtraining.php Face-to-Face Classes ]<br />
*[https://learnit.hoonuit.com/1008039/learnit?cn=gustavus Online Hoonuit Course ]<br />
*[[Google Mail]]<br />
<br />
==GusMail FAQ==<br />
<br />
===General Google Mail Help===<br />
For help with Google Mail, as GusMail is a version of Google Mail, please see the Gustavus pages on [[Google_Mail]]<br />
or<br />
[http://support.google.com Google's Help Page]. Additionally, there is a series of modules dedicated to GMail training at [https://gustavus.edu/hoonuit Hoonuit]<br />
<br />
===Can I access my GusMail through a 3rd party mail client like Thunderbird, Apple Mail, Windows Phone app, Mail app, or Outlook?===<br />
No. We do not support using a 3rd party mail clients with GusMail. The GusMail interface offers several advantages such as its flexibility, fast searching, spam filtering, unified interface on any computer, integration with the Google application suite, and powerful filtering options. We recommend using the web interface ([http://gusmail.gustavus.edu gusmail.gustavus.edu]) or the Gmail app.<br />
<br />
===Configuring Mobile Devices for GusMail===<br />
[https://gustavus.edu/gts/Migrating_to_GusMail_(Powered_by_Google)#Clients_and_Devices Instructions are available] on the Technology Services website.<br />
===Will I be able to keep my GusMail account after my employment at Gustavus?===<br />
Typically email access ends after employment ends.<br />
<br />
===Will I be able to keep my Gustavus email after graduation?===<br />
Yes. If you are a GusMail user, nothing will change. You will continue you to use the same e-mail interface as an alumnus.<br />
<br />
===Will I be able to search Gustavus contacts when composing a new message?===<br />
<br />
Yes. When composing a new message, start typing the name of the user you would like to send an email. It will autocomplete the Gustavus faculty, staff, or student. You will need to [https://gustavus.edu/gts/Google_Contacts import your contacts] to include other email addresses you had in the Gustavus Webmail. You can find your Gustavus contacts file in your GusMail inbox after migrating to GusMail.<br />
<br />
===Does Google read my e-mail?===<br />
<br />
Google states “G Suite for Education services do not collect or use student data for advertising purposes or create ads profiles.” https://support.google.com/a/answer/139019?hl=en<br />
<br />
G Suite for Education does comply with FERPA, and they clearly state that "G Suite for Education users own their data, not Google." G Suite and their supporting data centers are held to the highest auditing and certification standards available (https://www.google.com/edu/trust/). Google is also a signatory of the Student Privacy Pledge (http://studentprivacypledge.org/).<br />
<br />
===Do I still have to change my password annually?===<br />
<br />
Yes, this change will not affect the current password change policy.<br />
<br />
===When I send an email to an alias list that I am a part of, I did not receive the email in my inbox. Does that mean the email did not send?===<br />
No, the email sent but with the new GusMail system you no longer will receive the email you sent to an alias in your inbox but it will be shown in your sent mail. If you would like to receive the email in your inbox you can click on BBC or CC in the top right hand corner and put in your email.<br />
<br />
===Can I run a mail merge using the GusMail web interface?===<br />
<br />
By default this option is not available in the web interface. Mail Chimp can be used with GusMail for a mail merge.<br />
<br />
----<br />
<br />
==GusMail Migration FAQ==<br />
===If I have my Gustavus e-mail forwarded to a personal account, will this break my current forwarding?===<br />
<br />
Yes, forwarding is not possible for employee GusMail accounts.<br />
<br />
===Will I be able to search Gustavus contacts when composing a new message?===<br />
<br />
Yes. When composing a new message, start typing the name of the user you would like to send an email. It will autocomplete the Gustavus faculty, staff, or student. You will need to [https://gustavus.edu/gts/Google_Contacts import your contacts] to include other email addresses you had in the Gustavus Webmail. You can find your Gustavus contacts file in your GusMail inbox after migrating to GusMail.<br />
<br />
===Does Google read my e-mail?===<br />
<br />
Google states “G Suite for Education services do not collect or use student data for advertising purposes or create ads profiles.” https://support.google.com/a/answer/139019?hl=en<br />
<br />
G Suite for Education does comply with FERPA, and they clearly state that "G Suite for Education users own their data, not Google." Google Apps and their supporting data centers are held to the highest auditing and certification standards available (https://www.google.com/edu/trust/). Google is also a signatory of the Student Privacy Pledge (http://studentprivacypledge.org/).<br />
<br />
===Do I still have to change my password annually?===<br />
<br />
Yes, this change will not affect the current password change policy.<br />
<br />
===What will be the most noticeable changes?===<br />
<br />
GusMail has a significantly different user interface than our current Horde Webmail. Desktop mail clients will not function. All IMAP clients such as Outlook, Thunderbird and Apple Mail are not supported on GusMail. We recommend using the web interface exclusively. On mobile devices, we recommend the Gmail App.<br />
<br />
GusMail supports sending a maximum message size of 25MB, but files of up to 5TB can be connected via Google Drive. Our current system has a limit of 50MB.<br />
<br />
===Will I be able to keep my Gustavus email after graduation?===<br />
Yes. If you are a GusMail user, nothing will change.<br />
<br />
===Will my Webmail contacts transfer?===<br />
Your Gustavus Webmail contacts will be archived and will be available to you in your home directory to you as a CSV (comma separated values) file that is easily imported into your GusMail contacts. For more information on importing your contacts, please see [[Google Contacts]].<br />
<br />
===How does Trash and SPAM function different on GusMail?===<br />
Mail is deleted permanently from the GusMail trash and SPAM folder after 30 days. We recommend archiving messages instead of deleting messages in GusMail. We recommend checking your Spam folder and double checking that GusMail isn't marking wanted messages as Spam.<br />
<br />
===Where are my deleted messages/trash folder after migration?===<br />
Due to GusMail's trash mailbox behavior and not accepting emails (during the Migration process) in your Trash folder over 30 days old, we have combined your Deleted Messages, Trash, and Deleted Items folders into one folder named '''GustavusTrash''' in the GusMail interface. If you would like your mail to migrate as quickly as possible, please empty any trash or spam folders.<br />
<br />
===When I send an email to an alias list that I am a part of, I did not receive the email in my inbox. Does that mean the email did not send?===<br />
No, the email sent but with the new GusMail system you no longer will receive the email you sent to an alias in your inbox but it will be shown in your sent mail. If you would like to receive the email in your inbox you can click on BBC or CC in the top right hand corner and put in your email.<br />
<br />
===Is GusMail available offline===<br />
<br />
Yes. Please visit [https://support.google.com/mail/answer/1306849?hl=en Use Gusmail offline] for more information.<br />
<br />
===Can I run a mail merge using the GusMail web interface?===<br />
<br />
By default this option is not available in the web interface. Mail Chimp can be used with GusMail for a mail merge.<br />
<br />
===Is DUO two-factor authentication required for GusMail users===<br />
<br />
Yes, DUO two-factor authentication is required for GusMail users. To learn more or enroll in DUO two-factor, please visit:<br />
[https://gustavus.edu/gts/Duo_Two_Factor_Authentication Duo Two-factor authentication]<br />
<br />
===How do I configure the default mailto client to use GusMail for email links found in my browser?===<br />
====Chrome====<br />
#Login to [http://gusmail.gustavus.edu Gusmail]<br />
#Click on the icon in the upper right of the address bar [[File:Chromemailto.PNG]]<br />
#Select '''Allow''' [[File:Chromemailto2.PNG]]<br />
<br />
====Firefox====<br />
#Open Firefox '''Preferences'''<br />
#Open '''Applications'''<br />
#In the search box enter '''mailto'''<br />
#Change the '''Action''' to '''Gmail'''<br />
<br />
==Contact us==<br />
If you have any questions or concerns regarding this or the migration process, please contact [mailto:helpline@gustavus.edu helpline@gustavus.edu]<br />
<br />
==See also==<br />
*[[Google Mail]]<br />
*[[Migrating_to_GusMail_(Powered_by_Google)]]<br />
<br />
<br />
[[Category:E-mail]]<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Mail&diff=38579Google Mail2021-02-17T21:09:59Z<p>Jtwaddle: </p>
<hr />
<div>Google Mail or "Gmail" is a free email service hosted by Google. Google also provides e-mail for educational institutions which is known as G Suite for Education. '''The Gustavus branded G Suite is known as [[GusMail]].'''<br />
<br />
<br />
<br />
==Composing New Mail==<br />
When using the web interface, there is a large red '''COMPOSE''' button on the left hand side.<br />
<br />
===New Message Window===<br />
[[File:Newmessage.png|thumb|400px|center]]<br />
*Letter A icon - Show message formatting tools<br />
*Paper Clip icon - Attach a file to your document (25MB limit)<br />
*Drive icon - Share a link/attach a Google Drive document<br />
*Money icon - Send/Receive money using Google Wallet<br />
*Camera icon - Attach Photos<br />
*Chain Link icon - Insert a Link<br />
*Smile icon - Insert [[emoji]] <br />
*Trash icon - Delete message<br />
*Down Arrow icon - Message tools: Check Spelling, Print, etc<br />
<br />
===Sharing Drive document===<br />
While composing a message you can link to a Google Drive document in composition window. <br />
<br />
#Click on the Drive icon<br />
#Choose document<br />
#Choose '''Insert As: Drive link or Attachment'''<br />
#Click insert<br />
<br />
[[File:browsedrive.png|thumb|400px|center]]<br />
[[File:drivelink.jpg|thumb|400px|center]]<br />
<br />
===Attachment size limits===<br />
Google has a relativity low attachment size limit of 25MB as they prefer users to save large files in Google Drive and then share the files to your friends/colleagues. The largest size file that you can upload to Google Drive is 5TB.<br />
<br />
==Replying to E-mail==<br />
When viewing an e-mail, you are presented with a white box under the message. If you click in the box or click '''Reply''' you are then presented with the reply window. Underneath the message box, there are the normal e-mail options (formatting, attachments, Google Drive link, etc), while above you have:<br />
*Return to Inbox arrow<br />
*Archive message button (Folder with down arrow)<br />
*Report Spam button (Exclamation point)<br />
*Trash button (Trash can)<br />
*Move to button (Folder with a small down arrow to the right of it)<br />
*Add Label button<br />
*More button (Mark as unread, Mark as not important, Add to Tasks, Add star, Create event, Filter messages like these, and Mute)<br />
[[File:gmailreplymessage.png|400px|center]]<br />
<br />
==Labels==<br />
Labels help you organize your mail into categories similar to folders. In conjunction with filters, labels can be a powerful tool.<br />
[[File:gmaillabels.png|thumb|400px|center]]<br />
===Create===<br />
For example, you may want to label your e-mail based on classes. To do this:<br />
#Create labels for each class you have. ('''Settings, Labels, Create New''')<br />
#Open the message from your first class<br />
#Click the '''down arrow''' next to the reply arrow<br />
#Choose '''filter messages like this'''<br />
#In the To: field, type in your class e-mail address<br />
#Click '''Create filter with this search'''<br />
#Click the options you would like to set for this filter<br />
#One option would be to check '''Apply the label''' and choose your appropriate class label.<br />
#Check the '''Also apply filter to...''' box if you would like to include previous messages to the class e-mail address<br />
#Click '''Create Filter'''<br />
#Repeat this process with your other class e-mails<br />
<br />
==Settings Menu==<br />
#Click on the Gear icon<br />
#Click Settings<br />
[[File:Settingsmenu.png|thumb|400px|center]]<br />
===Signature===<br />
#Under the General tab<br />
#Scroll down to Signature<br />
#Modify signature<br />
[[File:Gmailsignature.png|thumb|400px|center]]<br />
===Vacation Message===<br />
#Under the General tab<br />
#Scroll down to Vacation responder<br />
#Modify details<br />
[[File:Gmailvacation.png|thumb|400px|center]]<br />
===Conversation View===<br />
#Under the General tab<br />
#Scroll down to conversation view and toggle the option<br />
#Scroll down and click Save Changes<br />
===Preview Pane===<br />
#Under Advanced tab<br />
#Choose your preferred option and scroll down and click save changes<br />
===Forwarding Mail===<br />
This option is only available to students<br />
#Under the Forwarding and POP/IMAP tab<br />
#Click '''Add a forwarding address''' and enter in the address you would like to forward your mail.<br />
#Confirm that you would like to forward your email to another email address.<br />
#Click the button that says - '''Forward a copy to (new email address)''' and choose the option to keep, mark copy as read, archive, or delete a copy.<br />
#Click Save.<br />
[[File:Gmailforward.png|thumb|400px|center]]<br />
<br />
==Configuring your Device==<br />
Look below for commonly used tablets, phones, and mail clients. Please see [https://support.google.com/mail/troubleshooter/1668960?hl=en#ts=1665018 Google's web page on configuring devices] for further information. Technology Services only supports using the web interface for access to GusMail (Gmail) and the Gmail App on mobile devices.<br />
<br />
===Configuring iOS (iPhones and iPads)===<br />
====iOS Gmail app====<br />
#Download Gmail from App Store<br />
#Once downloaded, open the Gmail app<br />
#Enter Gustavus credentials (with @gustavus.edu)<br />
#Enter Gustavus credentials again (without @gustavus.edu)<br />
#It will have you verify the login via Duo. If you aren't able to see the DUO two-factor box, it may be possibly you have a web restriction turned on. Please see the [https://gustavus.edu/gts/Duo_Two_Factor_Authentication#Troubleshooting troubleshooting portion] of the [[Duo]] web page.<br />
<br />
===Configuring Android===<br />
<br />
====Configure====<br />
#Open the Gmail app.<br />
#Touch the menu on the top left .<br />
#At the top, touch the down arrow to the right of your full email address username@gustavus.edu.<br />
#Touch Add account.<br />
#Select Google Account<br />
#Follow the steps on the screen to add your account.<br />
<br />
==Importing Contacts==<br />
Please see [[Google Contacts]] for more information regarding importing contacts and address books into Google Mail.<br />
==FAQ==<br />
===When I send to a Gustavus e-mail list that I am a member of, I do not receive the message. Did my message send?===<br />
Yes, your e-mail has been sent. Google Mail does not send you a copy of the message to which you are a member of. If you would like to verify that the message was sent, please CC: or BCC: yourself.<br />
===I changed my Gustavus User Account password, how do I update the password?===<br />
If your device does not prompt you to update your password when you check or send e-mail, please remove the account and add it back using the directions above.<br />
<br />
===How does Trash function on Google Mail===<br />
Mail is permanently deleted from the Google Mail trash after 30 days. We recommend archiving messages instead of deleting messages in Google Mail.<br />
===How does Spam function on Google Mail===<br />
Mail is permanently deleted from the Google Mail Spam folder after 30 days. Please be sure to check this folder for wanted messages. If you notice a message in the spam folder that you would like to keep, make sure to click the '''Not spam''' button when the message is selected.<br />
<br />
===How do I delete emails instead of archiving them (iOS)?===<br />
To delete emails instead of archiving them using the swipe left feature, go to your GusMail account settings on your iPhone or iPad (Settings - Mail, Contacts and Calendars). In '''Mail, Contacts, and Calendars''' under settings, click '''Account'''. From there click on the '''Advanced'''. Under '''Move Discarded Messages Into''', click '''Deleted Mailbox'''.<br />
<br />
==Other Features==<br />
===Data Loss Prevention===<br />
Google’s Data Loss Prevention system will warn you when you receive an email that may contain sensitive information such as credit card and social security numbers. The Data Loss Prevention system will also prevent GusMail users from sending any message that may contain similarly sensitive information. If your message is deemed to contain such content, you will receive a warning prompt. You can remove or alter the non-compliant content, or try sending your message using [[SecureShare]].<br />
<br />
[[File:dlpmessage.png|600px]]<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Quota&diff=38578Quota2021-02-17T21:09:21Z<p>Jtwaddle: /* Google Drive */</p>
<hr />
<div>A '''quota''' is the amount of disk space allotted for each user's network file storage space, also known as their [[home directory]]. Typically student accounts are limited to 1 GB for home directories. GusMail users do not have an email quota. For faculty and staff the quota is 2GB for their home directory. It is possible to go over this limit to a certain point in regards to your email. Once you approach your quota, it will tell you that you have filled the disk in an error message.<br />
<br />
Additional space is available for users who have specific academic needs. Requests for additional space should be directed to [mailto:root@gustavus.edu root@gustavus.edu] and include a brief description of the academic project, including a timeline.<br />
<br />
Gustavus also provides limited cloud storage via Gustavus [[Google Drive]].<br />
<br />
==Disk usage==<br />
Your disk usage is the actual amount of space you are using on the server. This total includes all the files in your Mydata folder and it also includes information about your account and your log-in information for the lab machines. Your e-mail quota includes the space used by your inbox, outbox and other mailboxes.<br />
<br />
==Checking disk usage==<br />
# Point your [[web browser]] to the [https://gts.gac.edu/gts/newtools/user/check-usage.php Technology Services Quota Checking page].<br />
# Log in with your [[Gustavus username]] and [[Gustavus password|password]].<br />
# You will be presented with a double-pane page showing your quota information. Your e-mail information will be on the left and your home directory information on the right. If you are a GusMail user, the e-mail information is not valid.<br />
<br />
==One time addition to your home directory quota==<br />
Users with academic needs for additional home directory space are allowed to increase their home directory storage themselves, one time. This option is available on the [https://gts.gac.edu/gts/newtools/ GTS (Gustavus Technology Services) Tools page] when you are viewing your disk usage. Click "To request an increase please submit this '''form'''". You will be asked to submit a reason for the increase.<br />
<br />
==How will I know if I go over my limit?==<br />
If you reach your quota limit, you will receive notice via [[e-mail]].<br />
<br />
==Avoiding problems==<br />
The following are suggestions for freeing up space in your account:<br />
<br />
===Home Directory Quota - Other things to check===<br />
* Remove unneeded items from the desktop and the Downloads folder in your home directory.<br />
* Remove used setup files (.exe).<br />
* If there is a large file called 2eds_store causing problems, it can be resolved by logging into a mac lab computer and emptying the trash, or it can be deleted by [[Core Services]].<br />
<br />
===Google Drive===<br />
*Consider moving items to your Gustavus [[Google Drive]].<br />
<br />
{{Tech help}}<br />
<br />
==See also==<br />
[[Google Drive]]<br />
<br />
[[Category:Quota]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Quota&diff=38577Quota2021-02-17T21:08:53Z<p>Jtwaddle: </p>
<hr />
<div>A '''quota''' is the amount of disk space allotted for each user's network file storage space, also known as their [[home directory]]. Typically student accounts are limited to 1 GB for home directories. GusMail users do not have an email quota. For faculty and staff the quota is 2GB for their home directory. It is possible to go over this limit to a certain point in regards to your email. Once you approach your quota, it will tell you that you have filled the disk in an error message.<br />
<br />
Additional space is available for users who have specific academic needs. Requests for additional space should be directed to [mailto:root@gustavus.edu root@gustavus.edu] and include a brief description of the academic project, including a timeline.<br />
<br />
Gustavus also provides limited cloud storage via Gustavus [[Google Drive]].<br />
<br />
==Disk usage==<br />
Your disk usage is the actual amount of space you are using on the server. This total includes all the files in your Mydata folder and it also includes information about your account and your log-in information for the lab machines. Your e-mail quota includes the space used by your inbox, outbox and other mailboxes.<br />
<br />
==Checking disk usage==<br />
# Point your [[web browser]] to the [https://gts.gac.edu/gts/newtools/user/check-usage.php Technology Services Quota Checking page].<br />
# Log in with your [[Gustavus username]] and [[Gustavus password|password]].<br />
# You will be presented with a double-pane page showing your quota information. Your e-mail information will be on the left and your home directory information on the right. If you are a GusMail user, the e-mail information is not valid.<br />
<br />
==One time addition to your home directory quota==<br />
Users with academic needs for additional home directory space are allowed to increase their home directory storage themselves, one time. This option is available on the [https://gts.gac.edu/gts/newtools/ GTS (Gustavus Technology Services) Tools page] when you are viewing your disk usage. Click "To request an increase please submit this '''form'''". You will be asked to submit a reason for the increase.<br />
<br />
==How will I know if I go over my limit?==<br />
If you reach your quota limit, you will receive notice via [[e-mail]].<br />
<br />
==Avoiding problems==<br />
The following are suggestions for freeing up space in your account:<br />
<br />
===Home Directory Quota - Other things to check===<br />
* Remove unneeded items from the desktop and the Downloads folder in your home directory.<br />
* Remove used setup files (.exe).<br />
* If there is a large file called 2eds_store causing problems, it can be resolved by logging into a mac lab computer and emptying the trash, or it can be deleted by [[Core Services]].<br />
<br />
===Google Drive===<br />
*Consider moving items to your Gustavus [[Google Drive]]. Google Drive provides unlimited storage, especially helpful for storage of large video files.<br />
<br />
{{Tech help}}<br />
<br />
==See also==<br />
[[Google Drive]]<br />
<br />
[[Category:Quota]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Incoming_Student_Technology_FAQ&diff=38576Incoming Student Technology FAQ2021-02-17T21:08:22Z<p>Jtwaddle: /* Is there an online storage space for me to save my files? */</p>
<hr />
<div>==First-year student mailing==<br />
A packet was sent through the mail to all admitted students. This packet contains a Gustavus ID number and a link to create [[Gustavus usernames]] and [[Gustavus password|passwords]]. This account will enable you to check Financial Aid Awards. If you did not receive this mailing, or have questions or concerns regarding it, please contact the Gustavus Admission office (507-933-7676).<br />
<br />
{{Purchasing_a_computer}}<br />
<br />
==Software==<br />
===Things to do BEFORE you get to Gustavus!===<br />
# If you are a Windows user, make sure your "Windows Updates" are current (visit [http://windowsupdate.microsoft.com Windows Update]).<br />
# If you are a Macintosh user, run [[Software Update]], and apply all critical updates.<br />
# Ensure that your machine is protected from viruses by using an Anti-Virus client with up-to-date definitions.<br />
# Verify that you have all of the necessary software documentation, serial numbers, and installation media. Please bring these to campus with you.<br />
# During any transition, it's wise to make backups of any critical data. We recommend a cloud-based backup.<br />
<br />
===Get Microsoft Office Free===<br />
<br />
At Gustavus, all faculty, staff, and employees use the [[Microsoft Office Suite]] for [[Microsoft Windows|Windows]] or [[Macintosh]]. <br />
<br />
Gustavus currently has Microsoft Office 365 available for free for all current active students. Please visit our [https://gustavus.edu/gts/Office_365 Office 365 page] for more information.<br />
<br />
===Get access to Hoonuit for free!===<br />
Hoonuit is an online, on demand, training site that offers over 50,000 tutorial videos on over 250 technology applications, including Microsoft, Google, and Adobe. Topics are subdivided into very small chunks, and presented in videos of one or two minutes, so learners can easily and quickly find the training they need on specific topics. Instructors can pull Hoonuit videos directly into their Moodle courses.<br />
<br />
24/7 access to training offers flexible, just-in-time learning - just navigate to https://gustavus.edu/hoonuit and login using your GAC Credentials!<br />
<br />
===What about Anti-Virus software?===<br />
====Should I come with an anti-virus product?====<br />
It is recommended that you use an anti-virus product before you come to campus. If you do not use the built-in Windows anti-virus product and use a different anti-virus software, please be sure your subscription is up-to-date.<br />
<br />
====Does Gustavus provide anti-virus software?====<br />
As Windows 8 and Windows 10 have anti-virus included, Gustavus does not provide anti-virus software.<br />
<br />
====What can I do to protect my computer from spyware?====<br />
The best way to avoid getting spyware and adware is by not installing "high-risk" applications like peer to peer music downloading software, and other suspect "freeware," and "shareware" programs. <br />
<br />
Use caution when installing software. Make sure your operating system, software and browser plug-ins are all up to date. Use a strong and unique password.<br />
<br />
==Connecting to the Internet==<br />
===Which connection method is recommended?===<br />
When connecting to the Gustavus network from your residence hall room, we recommend using the "wired" connection. A wired connection is faster and more reliable.<br />
<br />
===How many wired ports are in each room in the Residence Halls?===<br />
This depends on the room that you are assigned. However, in most cases, for first-year students, it will be one per person. The [[wired ports]] are the recommended way for connecting your computer to the Internet while in the rooms. It is more reliable and faster than the wireless connections.<br />
<br />
===Is there wireless in the Residence Halls?===<br />
Yes, wireless connectivity is available. However, due to the popularity and physical limitations of this service, the connection will be less reliable than using your wired connection to the Internet.<br />
<br />
===Can I bring a [[router|wireless router]] to campus?===<br />
No. Gustavus is currently expanding the wireless network to all the residence halls. Using personal wireless routers will interfere with this network, therefore, we do not allow personal wireless routers.<br />
<br />
===Where else is the wireless network?===<br />
For an up-to-date listing of where the Gustavus wireless network is located, please visit [[Gustavus Wireless Network]].<br />
<br />
===How do I connect to the Gustavus network?===<br />
#Turn on your computer.<br />
#Plug your [[Ethernet cord]] into the [[Ethernet jack]] on the wall (the wide one).<br />
#Plug your Ethernet cord into the computer's [[Ethernet port]].<br />
#Launch a [[web browser]] ([[Mozilla Firefox]], Chrome or [[Microsoft Edge]]).<br />
#You will be automatically redirected to a registration screen. If not, please type in greg.gac.edu into the URL bar.<br />
#Follow the on-screen directions.<br />
<br />
You may have to register your computer more than once. You will need to register your computer when you access the wireless network, the wired network, and when you plug your computer into any other buildings' network jacks.<br />
<br />
====How many [[networked devices]] can I register?====<br />
You can register as many as you would like.<br />
<br />
====How do I connect my [[video game console]] such as the [[Xbox One]] or [[Playstation 4]] to the Internet so I can use the online features?====<br />
Please visit [https://register.gac.edu/registerdevice.php https://register.gac.edu/registerdevice.php] to register this device on the Gustavus network.<br />
<br />
====Are there any devices that don't work well on the Gustavus network?====<br />
Due to the design of the [[Chromecast]], Amazon's [[Fire TV Stick]] and the [[Roku]], these devices are not compatible with our network.<br />
<br />
====Are there any streaming devices that you recommend?====<br />
Devices such as a [[Smart TVs|Smart TV]], Smart Blu-ray players, the [[Apple TV]], and the [[Nexus Player]] work well on our network to stream Netflix, Hulu, etc. However, '''Screen-casting from a cell phone/tablet to the device currently isn't supported.''' We recommend that when using these devices, you use an ethernet (RJ45) cable (provided free by Technology Services). If you haven't purchased a Blu-ray player or TV yet, look for a wired ethernet (RJ45) port on the back when purchasing.<br />
<br />
==Support==<br />
===Is there anybody to help me connect to the Internet when I come to campus?===<br />
Yes, the [[Technology Helpline]] is here to help you! To contact us, dial 507-933-6111 or visit us in Olin Hall 124 (ground floor).<br />
<br />
===Can the Helpline visit my room and help me connect to the Gustavus network?===<br />
During the Fall Orientation for first-year students, the Technology Helpline will visit the Residence Halls, visit your room, and offer connectivity help. <br />
<br />
During the rest of the year, the [[Technology Helpline]] '''does not''' visit students' rooms.<br />
<br />
==Printing==<br />
===Do I have access to campus owned printers?===<br />
Yes, there are printers in the [[residence hall| Residence Halls]] that are available for you to print to from your personal computer in your room. Here are [https://gustavus.edu/gts/Printing#Residence_halls instructions on configuring your personal computer] to print to the printer in your building.<br />
<br />
===Do I need a personal printer?===<br />
It is not necessary that you purchase or bring a printer to campus. All residence halls are equipped with black and white laser printers in the labs. Please see [[Printing]] to set your computer to print to the [[residence hall]] printer.<br />
<br />
If you need to print in color, color laser printing is available in the Library, Confer Hall, the GIS computer lab in Nobel, and Anderson Hall.<br />
<br />
===Are there any fees for printing in computer labs at Gustavus?===<br />
<br />
<table class="fancy"><br />
<br />
<tr><br />
<th>Print Option</th><br />
<th>Cost per Page Printed</th><br />
</tr><br />
<tr><br />
<td> Single-Page B/W </td><br />
<td> $0.06 </td><br />
</tr><br />
<tr><br />
<td> Two-Sided B/W </td><br />
<td> $0.12 </td><br />
</tr><br />
<tr><br />
<td> Single-Page Color </td><br />
<td> $0.25 </td><br />
</tr><br />
<tr><br />
<td> Two-Sided Color </td><br />
<td> $0.50 </td><br />
</tr><br />
</table><br />
<br />
==Other==<br />
===When do I find out my username and password for my Gustavus e-mail account?===<br />
<br />
[[Gustavus username|Gustavus usernames]] and [[Password|passwords]] are sent out via a secondary e-mail address. If you do not receive this information, or have questions or problems, please contact the [[Technology Helpline]].<br />
<br />
===Can I configure my Gustavus e-mail on my iPhone or Android?===<br />
Yes, definitely. Please use the Gmail mobile app, using your Gustavus credentials, from the App Store or the Google Play store.<br />
<br />
===Is there an online storage space for me to save my files?===<br />
Yes, Gustavus Google Drive cloud storage is available for all students. You can access your Gustavus Google Drive at https://drive.google.com. This website utilizes your Gustavus e-mail username and password. Google Drive gives you limited storage. A great place to save papers and large movie files.<br />
<br />
===Do I need a USB flash drive?===<br />
USB flash drives or thumb drives, while unnecessary, are a convenient way to transport data between computers. We would recommend a flash drive that is at least 4 GB. If you use one, please make sure to remove it from lab computers when you are done. Also it is a great idea to save a file on the flash drive with contact information, just in case it is lost.<br />
<br />
A better alternative would be Gustavus [[Google Drive]]. This is the preferred way of saving papers, pictures, or other documents that you want to make sure are safe. This network storage provides you unlimited storage.<br />
<br />
===Are the classrooms technology-enhanced?===<br />
Currently, there are 87 technology-enhanced classrooms complete with a projector, wireless networking, laptop hookup, and DVD/VCR player hookups. Most of these classrooms have a classroom computer, while classrooms in our newest building, Beck Hall, requires faculty and students to use a laptop to connect to the projector. Each year, the number of this type of classroom continues to rise.<br />
<br />
===What personal information can I view online - my grades, class schedules, degree progress, transcripts, or other information?===<br />
As a student, you will be able to check all of this by logging into [https://wa.gac.edu/WebAdvisor/WebAdvisor?TYPE=M&PID=CORE-XWAMMN&TOKENIDX=3480064976 WebAdvisor] with your Gustavus username and password.<br />
<br />
===Is there a way to find contact information for faculty, staff, and other students?===<br />
<br />
Yes, we have an online directory found at https://gustavus.edu/search/. Faculty and staff information does not require a log-in. Student information is only available to those who have a [[Gustavus username]] and [[Password|password]].<br />
<br />
===Can I create and host a web page through Gustavus?===<br />
<br />
Yes, you can have a [[personal homepage]] by creating [[web pages]] from a variety of different programs and placing them in the "www-docs" folder in your [[Home Directory]]. This files will be available as your [[website]] at the following link - http://homepages.gac.edu/~username.<br />
<br />
===What public access for computing is available to students, parents, and guests of the college? Are there any Internet cafes?===<br />
<br />
There are computers for public use in the [[Library]], [[Jackson Campus Center|Campus Center]], Student Union, and parents can log in as a guest in the [[Residence Halls]]' [[computer labs]]. There is guest wireless access located all around campus if you bring your own computer. Please connect to the '''GustavusGuest''' wireless network and open a web browser. You will be re-directed to a guest registration page. '''Please fill out the form and click submit.''' You should then be able to have wireless connectivity. If you aren't redirected, please visit http://greg.gac.edu<br />
<br />
===Where are the computer labs?===<br />
<br />
We have [[computer labs]] in all of the residence halls (except [[Arbor View]] apartments and [[Chapel View]] apartments), and most [[academic buildings]]. There are also computers located in the [[Jackson Campus Center|Campus Center]] and Student Union for students, faculty, staff, and guests of the College. <br />
<br />
====See also====<br />
* [[Computer lab hours]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38575Google Drive2021-02-17T21:06:52Z<p>Jtwaddle: /* How much can my Drive hold? */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classifications of information stored in Google Drive, additional restrictions will be placed on an account such as the following.<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Restricted locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have limited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have limited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has 20GB of storage plus access to a limited pool of additional shared storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38574Google Drive2021-02-17T20:47:09Z<p>Jtwaddle: /* Android */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classifications of information stored in Google Drive, additional restrictions will be placed on an account such as the following.<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Restricted locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have limited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have limited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38573Google Drive2021-02-17T20:47:00Z<p>Jtwaddle: /* iPhone */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classifications of information stored in Google Drive, additional restrictions will be placed on an account such as the following.<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Restricted locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have limited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Teams&diff=38564Teams2021-02-11T20:43:44Z<p>Jtwaddle: </p>
<hr />
<div>[https://teams.microsoft.com/ Microsoft Teams] is a collaboration tool available to all employees and students. Teams features include but are not limited to chat, video conferencing, screen sharing, file sharing, calling, project management, collaboration and app workflow. <br />
<br />
Video conferencing allows for a maximum of 300 participants in a meeting. Live events using Microsoft Stream can support up to 100,000 participants. For more information, please visit [https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams]<br />
<br />
For more information about Teams, please visit the link below.<br />
<br />
[https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/ https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/]<br />
<br />
==How to access==<br />
<br />
Microsoft Teams is available on multiple platforms. Sign in with your username@gustavus.edu email address and Gustavus credentials.<br />
<br />
===Web Browser===<br />
<br />
Teams is available at [https://teams.microsoft.com https://teams.microsoft.com]<br />
<br />
===Desktop Client===<br />
We recommend using the desktop client. Please download the client using the link below.<br />
<br />
[https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app]<br />
<br />
===Mobile App===<br />
The Microsoft Teams mobile app is available in both the [https://apps.apple.com/us/app/microsoft-teams/id1113153706 Apple App] Store and the [https://play.google.com/store/apps/details?id=com.microsoft.teams&hl=en_US Google Play Store].<br />
<br />
==Training==<br />
<br />
Training for Microsoft Teams is available at the following link.<br />
<br />
[https://support.microsoft.com/en-us/office/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7 https://support.microsoft.com/en-us/office/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7]<br />
<br />
An overview of Teams is available at [https://learnit.hoonuit.com/5948/learnit?cn=gustavus https://learnit.hoonuit.com/5948/learnit?cn=gustavus]<br />
<br />
Please note that there have been significant updates to Teams since this overview was created.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38503Google groups2020-12-08T16:44:38Z<p>Jtwaddle: /* Why do I get an error page when selecting export list in a Google Group */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger than this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38502Google groups2020-12-08T16:44:15Z<p>Jtwaddle: /* Why do I get an error page when select export list my group members */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when selecting '''export list''' in a Google Group===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger then this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38501Google groups2020-12-08T16:43:37Z<p>Jtwaddle: /* Why do I get an error page when select export list my group members */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when select '''export list''' my group members===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. When exporting a group larger then this you will get the error '''Bad Request Error 400'''. For more information, please visit the following link.<br />
https://support.google.com/a/answer/9772903.<br />
If you need to export a group larger then this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38500Google groups2020-12-08T16:43:03Z<p>Jtwaddle: /* Why do I get an error page when exporting my group members */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when select '''export list''' my group members===<br />
<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. https://support.google.com/a/answer/9772903. When exporting a group larger then this you will get the error '''Bad Request Error 400'''.<br />
If you need to export a group larger then this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38499Google groups2020-12-08T16:41:58Z<p>Jtwaddle: </p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
===Why do I get an error page when exporting my group members===<br />
The Google Groups interface only supports exporting groups that have less than 5000 members. https://support.google.com/a/answer/9772903<br />
If you need to export a group larger then this, please contact the Technology Helpline.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38493How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:10:19Z<p>Jtwaddle: /* Windows */</p>
<hr />
<div>Due to internet filtering options that may be setup on your home router, you may receive the error '''DNS_PROBE_FINISHED_NXDOMAIN''' when trying to authenticate with Moodle or SSO. We have provided a workaround below, but the best option is to adjust your internet filter so it is functioning properly.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
#If prompted, enter your computer login password and press enter. For those using Gustavus-owned machines, this should be their email password. Note-the password will not appear on the screen as you are typing<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNSerrormac2.png|500px|center]]<br />
<br />
==Windows==<br />
# Enter '''Notepad''' in the start menu.<br />
# Right click on '''Notepad''' and select '''Run as administrator.'''<br />
# Open the file '''C:\Windows\System32\Drivers\etc\hosts'''<br />
# Edit the file to look like the following [[File:Hostsfile.PNG|500px|center]]<br />
# File->Save</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38491How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:09:49Z<p>Jtwaddle: /* Windows */</p>
<hr />
<div>Due to internet filtering options that may be setup on your home router, you may receive the error '''DNS_PROBE_FINISHED_NXDOMAIN''' when trying to authenticate with Moodle or SSO. We have provided a workaround below, but the best option is to adjust your internet filter so it is functioning properly.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNS error mac.png|500px|center]]<br />
<br />
==Windows==<br />
# Enter '''Notepad''' in the start menu.<br />
# right click and select '''Run as administrator.'''<br />
# Open C:\Windows\System32\Drivers\etc\hosts<br />
# Edit the file to look like the following [[File:Hostsfile.PNG|500px|center]]<br />
# File->Save</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38490How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:09:29Z<p>Jtwaddle: /* Windows */</p>
<hr />
<div>Due to internet filtering options that may be setup on your home router, you may receive the error '''DNS_PROBE_FINISHED_NXDOMAIN''' when trying to authenticate with Moodle or SSO. We have provided a workaround below, but the best option is to adjust your internet filter so it is functioning properly.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNS error mac.png|500px|center]]<br />
<br />
==Windows==<br />
# Enter '''Notepad''' in the start menu.<br />
# right click and open as administrator.<br />
# Open C:\Windows\System32\Drivers\etc\hosts<br />
# Edit the file to look like the following [[File:Hostsfile.PNG|500px|center]]<br />
# File->Save</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38489How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:09:10Z<p>Jtwaddle: /* Windows */</p>
<hr />
<div>Due to internet filtering options that may be setup on your home router, you may receive the error '''DNS_PROBE_FINISHED_NXDOMAIN''' when trying to authenticate with Moodle or SSO. We have provided a workaround below, but the best option is to adjust your internet filter so it is functioning properly.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNS error mac.png|500px|center]]<br />
<br />
==Windows==<br />
# Enter '''Notepad''' in the start menu.<br />
# right click and open as administrator.<br />
# Open C:\Windows\System32\Drivers\etc\hosts<br />
# Edit the file to look like the following [[File:Hostsfile.PNG|500px|center]]<br />
# Save file</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38488How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:09:01Z<p>Jtwaddle: /* Windows */</p>
<hr />
<div>Due to internet filtering options that may be setup on your home router, you may receive the error '''DNS_PROBE_FINISHED_NXDOMAIN''' when trying to authenticate with Moodle or SSO. We have provided a workaround below, but the best option is to adjust your internet filter so it is functioning properly.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNS error mac.png|500px|center]]<br />
<br />
==Windows==<br />
# Enter '''Notepad''' in the start menu.<br />
# right click and open as administrator.<br />
# Open C:\Windows\System32\Drivers\etc\hosts<br />
# Edit the file to look like the following<br />
[[File:Hostsfile.PNG|500px|center]]<br />
# Save file</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38487How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:08:15Z<p>Jtwaddle: </p>
<hr />
<div>Due to internet filtering options that may be setup on your home router, you may receive the error '''DNS_PROBE_FINISHED_NXDOMAIN''' when trying to authenticate with Moodle or SSO. We have provided a workaround below, but the best option is to adjust your internet filter so it is functioning properly.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNS error mac.png|500px|center]]<br />
<br />
==Windows==<br />
* type Notepad in the start menu.<br />
* right click and open as administrator.<br />
* Open C:\Windows\System32\Drivers\etc\hosts<br />
* Edit the file to look like the following<br />
[[File:Hostsfile.PNG|500px|center]]<br />
* Save file</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=How_to_fix_DNS_PROBE_FINISHED_NXDOMAIN_issues%3F&diff=38485How to fix DNS PROBE FINISHED NXDOMAIN issues?2020-11-25T15:05:40Z<p>Jtwaddle: </p>
<hr />
<div>If you are receiving DNS_PROBE_FINISHED_NXDOMAIN errors when trying to authenticate with Gustavus SSO or browse to Moodle, please follow the directions below.<br />
<br />
'''Please note:''' Some anti-virus or anti-malware applications may prevent this change.<br />
<br />
==Macintosh==<br />
# Open terminal on the mac<br />
# type the following command exactly as it appears with spaces included and press enter: sudo nano /etc/hosts<br />
# This command will open a text editor. Use the arrow keys to move down to the first available blank line that you can write in. In this line you will add the IP address and host names for Moodle and SSO. Write them exactly as they appear here:<br />
##138.236.127.133 moodle.gac.edu<br />
##138.236.127.126 sso.gac.edu<br />
# Press the Control key and the O key to save your work<br />
[[File:DNS error mac.png|500px|center]]<br />
<br />
==Windows==<br />
* type Notepad in the start menu.<br />
* right click and open as administrator.<br />
* Open C:\Windows\System32\Drivers\etc\hosts<br />
* Edit the file to look like the following<br />
[[File:Hostsfile.PNG|500px|center]]<br />
* Save file</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38468Google Drive2020-11-11T15:47:51Z<p>Jtwaddle: /* Information Security */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classifications of information stored in Google Drive, additional restrictions will be placed on an account such as the following.<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Restricted locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38467Google Drive2020-11-11T15:39:31Z<p>Jtwaddle: /* Information Security */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classifications of information stored in Google Drive, additional restrictions will be placed on an account such as the following.<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Limited locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38466Google Drive2020-11-11T15:39:14Z<p>Jtwaddle: /* Information Security */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classifications of information stored in Google Drive, additional restrictions will be placed on an account such as:<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Limited locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38465Google Drive2020-11-11T15:38:58Z<p>Jtwaddle: /* Information Security */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
Depending on the data classification stored in Google Drive, additional restrictions will be placed on an account such as:<br />
<br />
*Limited automatic sharing via Gmail to recipients only<br />
*Limited Shared Drive sharing to Gustavus only<br />
*Removing ability to share to non-Google accounts<br />
*Link sharing OFF<br />
*Disabled Drive SDK/Addon Access<br />
*Disabled Recording in Meet<br />
*Limited locations for access<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_Drive&diff=38464Google Drive2020-11-11T15:34:13Z<p>Jtwaddle: /* Information Security */</p>
<hr />
<div><br />
== About ==<br />
Google Drive is a cloud based storage system. Cloud based means that the information uploaded or created with Google Drive remains on Google's servers. This is an additional protection against data loss if your hard drive fails, or your files become inaccessible. Google Drive is available to all users that have a Google login. Google Drive lets you create documents (text document, spreadsheet, slideshow) and store them online accessible with your Google credentials as well as allowing you to save documents created with other programs as well such as Finale, Adobe Creative Suite and many others. Documents created in Google Drive are able to be shared and edited with people you grant access. You can also upload documents to Google Drive and access them from any location, if you have an Internet connection.<br />
<br />
If you are a Gustavus user, you have a Google Drive account associated with Gustavus. If you are also a Gmail user, you have at least two Google Drive Accounts (one for each gmail account, and one Gustavus account). These two accounts are separate, however you are able to share the documents between the accounts.<br />
<br />
==Information Security==<br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
== Accessing Account ==<br />
That's a great question! The method for access varies depending on which account you wish to access.<br />
<br />
*Gustavus account [[File:Gustavus Login.png|200px|thumb|right|Inputting your Full Gustavus Email Address]]<br />
The login process for accessing your Gustavus Gooogle drive looks slightly different. After visiting http://www.drive.google.com, enter your full Gustavus email in the email field. This mean "username@gustavus.edu", and not "username@gac.edu". You can either enter your Gustavus password or not. Whether or not you enter your password does not matter, because Google recognizes the Gustavus account, and forwards you to the [[Gustavus login page]].<br />
<br />
*Gmail account [[File:Login Screen.png|200px|thumb|right|Google Drive Login Screen]]<br />
If you are looking to access your Google Drive account associated with a gmail address, visit http://drive.google.com. You will then be prompted with a login screen. Input your gmail email address and your password. If you have two-factor authentication enabled, you may be asked to enter a code before Google Drive will allow you to access your files. '''Two Factor Authentication is optional and takes deliberate, specific steps to set up. If you're reading this, and have no idea what two-factor authentication is, you likely don't have it and thus, do not need to worry.''' For more information regarding two-factor authentication, please see [https://www.google.com/landing/2step/ Google's two-factor authentication information page.]<br />
<br />
==Creating Files==<br />
*[[Google Docs]]<br />
*[[Google Sheets]]<br />
*[[Google Slides]]<br />
*[[Google Forms]]<br />
*[[Google Drawings]]<br />
<br />
==Uploading==<br />
===Scanning Documents===<br />
====Android====<br />
https://support.google.com/drive/answer/3145835?co=GENIE.Platform%3DAndroid&hl=en <br><br />
<br />
#Open the Google Drive app Google Drive.<br />
#In the bottom right, tap Add Add.<br />
#Tap Scan.<br />
#Take a photo of the document you'd like to scan.<br />
##Adjust scan area: Tap Crop.<br />
##Take photo again: Tap Re-scan current page Refresh.<br />
##Scan another page: Tap Add.<br />
#To save the finished document, tap Done.<br />
<br />
===Uploading a Folder===<br />
Google Drive allows for single file upload as well as a folder full of documents to make uploading a lot of files easier. To upload a folder while using a web browser, click and drag your folder onto the Google Drive web page. You will see a big blue circle with a (+) on it and it also will say "Incoming."<br />
[[File:Drivefolder.png|200px|right]]<br />
<br />
===Uploading a file===<br />
#Click the red '''New''' button on the left menu.<br />
#Click '''File Upload'''<br />
#Choose file from your computer to upload and click '''Choose'''.<br />
====Upload Video====<br />
=====iPhone=====<br />
#Create video on iPhone<br />
#Open up Google Drive app (Use Gustavus account)<br />
#Click the + in the upper right corner.<br />
#Click Upload Photos or Videos.<br />
#Allow access to photos.<br />
#Choose video to download, click the check mark in upper right hand corner. (The video will upload)<br />
#Click the the 3 horizontal lines in the upper left corner, then click recent. <br />
#Click the i next to the video.<br />
#Rename the file if you would like.<br />
#Click i again next to the video and click share.<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
=====Android=====<br />
#Create video on phone<br />
#Open up Google Drive app (Use Gustavus account credentials)<br />
#Click the red circle with the + symbol in the lower left<br />
#Click upload.<br />
#Choose video location on your device<br />
#Click the video you would like to upload<br />
#Once uploaded you are able to rename video. (videos take a few minutes to process and show up in your Drive listing after uploading is complete)<br />
#Share video with appropriate people (such as professors, group members, class members) - Gustavus accounts have unlimited storage<br />
<br />
== Shared Drives (Formerly Team Drives)==<br />
Shared Drives provide several benefits over sharing folders/files individually. GTS recommends using Shared Drives whenever possible over sharing folders individually.<br />
<br />
===Migrating Data to a Shared Drive===<br />
Individual files can be migrated to a Shared Drive by dragging it over in the Google Drive web interface. Migrating a folder requires assistance from GTS. <br />
#Grant Viewer access to the folders to the GTS administrator you are working with. Only folders owned by a user in your organization can be migrated.<br />
#Add the GTS Administrator as a member of the shared drive where the folders will be moved.<br />
<br />
After you have completed these steps, the GTS Administrator can migrate the folders and then you can remove this access to the Shared Drive.<br />
<br />
== Sharing Folders/Files ==<br />
To share a file or folder with others on Google Drive, please follow the directions below. <br />
<br />
'''Before sharing restricted data, review our [https://gustavus.edu/gts/security/filesharing.php File Sharing] guidelines.'''<br />
<br />
#Right click on the folder/file you want to share (this will be a Control click if you do not have a right mouse button)<br />
#Select share as displayed below.<br />
#When the new window pops up, enter the e-mails of the google accounts of the people you want to share the folder/file with in the space near the bottom. <br />
#Click Done.<br />
<br />
The people you shared the file with should be able to find it in their "Shared With Me" folder in their Drive.<br />
[[File:Screen Shot 2014-04-15 at 3.13.13 PM.png|700px]]<br />
<br />
===Sharing file by URL===<br />
#Open the file on Google Drive<br />
#Click '''File''', then click '''Share'''<br />
#When the sharing popup opens, click the '''Get shareable link''' button. Anyone with the url can view this file.<br />
#Send or post the URL to share with others.<br />
<br />
== How much can my Drive hold? ==<br />
Your Gustavus Google Drive account has '''unlimited storage space''', while regular Gmail Google Drive accounts have a 15GB limit to share between your Gmail email storage and Drive storage.<br />
<br />
== Google Drive Desktop Application ==<br />
Google gives you the option of installing Google Drive on your computer. This means that you will have a Google Drive folder stored on your computer that is connected to your Google Drive. Saving a file in your Google Drive folder on your computer means that your computer will also save it online. This is very useful as a backup for important files. <br />
<br />
To install the Desktop Application, visit [https://tools.google.com/dlpage/drive/?hl=en/ the Google Drive web site] and choose the type of Device (Mac, Android, PC, etc) that you are using.<br />
<br />
== More Questions? ==<br />
*Please visit [https://support.google.com/drive/?hl=en#topic=14940 Google Drive's help page]. If in need of further assistance with your Gustavus Google Drive, please call Technology Services at 507-933-6111.<br />
*If you have access to Lynda.com, please see the [http://www.lynda.com/SharedPlaylist/c147a38873c0494984fe698f43cdc2d0 Google Calendar and Drive Basics] videos - Please [mailto:helpline@gustavus.edu email us] if you would like to check out a Lynda.com license.<br />
<br />
[[Category:G Suite]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Template:PrintQuickLinks&diff=38462Template:PrintQuickLinks2020-11-05T20:47:36Z<p>Jtwaddle: /* Printing Quick Links */</p>
<hr />
<div>==Printing Quick Links==<br />
=== Students ===<br />
*Printing at Gustavus - [[Print | Printing at Gustavus]]<br />
*Installing Printers for Students - [[Adding_a_Student_Lab_Printer | Academic/Residence Hall Printer Installation]]<br />
*Using the Student Print Accounting System for Students - [[Using_the_Student_Print_Accounting_System | Using the Student Print Accounting System]]<br />
*Using [[Web Print]]<br />
*Using [[Email to print]]<br />
*Using [[AirPrint]] or [[Mobility Print]]<br />
<br />
=== Faculty and Staff ===<br />
*Printing at Gustavus - [[Print | Printing at Gustavus]]<br />
*Installing Printers for Faculty and Staff - [[Adding_an_Employee_Department_Printer| Adding an Faculty/Staff Department Printer]]<br />
*Using the Print Accounting System for Faculty and Staff<br />
*Using [[Email to print]]<br />
*Using [[Scan to pdf]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Template:PrintQuickLinks&diff=38461Template:PrintQuickLinks2020-11-05T20:47:23Z<p>Jtwaddle: /* Printing Quick Links */</p>
<hr />
<div>==Printing Quick Links==<br />
=== Students ===<br />
*Printing at Gustavus - [[Print | Printing at Gustavus]]<br />
*Installing Printers for Students - [[Adding_a_Student_Lab_Printer | Academic/Residence Hall Printer Installation]]<br />
*Using the Student Print Accounting System for Students - [[Using_the_Student_Print_Accounting_System | Using the Student Print Accounting System]]<br />
*Using [[Web Print]]<br />
*Using [[Email to print]]<br />
*Using [[AirPrint]] or Mobility Print<br />
<br />
=== Faculty and Staff ===<br />
*Printing at Gustavus - [[Print | Printing at Gustavus]]<br />
*Installing Printers for Faculty and Staff - [[Adding_an_Employee_Department_Printer| Adding an Faculty/Staff Department Printer]]<br />
*Using the Print Accounting System for Faculty and Staff<br />
*Using [[Email to print]]<br />
*Using [[Scan to pdf]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38455Google groups2020-10-26T20:56:02Z<p>Jtwaddle: /* When I try to add an external member to a group, I get the error message an error has occurred */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number of external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38454Google groups2020-10-26T20:40:11Z<p>Jtwaddle: /* When I try to add add an external member to a group, I get the error message an error has occurred */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38453Google groups2020-10-26T20:39:42Z<p>Jtwaddle: /* When I try to add add an external member to a group, I get an error has occurred */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add add an external member to a group, I get the error message '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38452Google groups2020-10-26T20:34:49Z<p>Jtwaddle: /* FAQ */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add add an external member to a group, I get '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38451Google groups2020-10-26T20:34:03Z<p>Jtwaddle: /* When I try to add add an external member to a group, I get an error has occurred */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===Why are we migrating to Google Groups===<br />
We have two redundant systems that perform the same functions; our internal email alias/lists system and Google Groups. We are reducing this to Google Groups which integrates well with Google G Suite ecosystem and allow us to complete the final phase of our migration to GusMail. Google groups offers several benefits to our current system.<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
===After migrating my e-mail list to Google Groups, will I need to send to a new email address?===<br />
<br />
Existing e-mail lists will still use the same email address. For example mylist@gustavus.edu will still function as mylist@gustavus.edu after migrating to Google Groups. '''If you are sending mylist@lists.gac.edu or mylist@lists.gustavus.edu, please correct this to mylist@gustavus.edu.'''<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add add an external member to a group, I get '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day. Please try again in 24 hours.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38450Google groups2020-10-26T20:33:51Z<p>Jtwaddle: /* When I try to add add an external member to a group, I get an error has occurred */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===Why are we migrating to Google Groups===<br />
We have two redundant systems that perform the same functions; our internal email alias/lists system and Google Groups. We are reducing this to Google Groups which integrates well with Google G Suite ecosystem and allow us to complete the final phase of our migration to GusMail. Google groups offers several benefits to our current system.<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
===After migrating my e-mail list to Google Groups, will I need to send to a new email address?===<br />
<br />
Existing e-mail lists will still use the same email address. For example mylist@gustavus.edu will still function as mylist@gustavus.edu after migrating to Google Groups. '''If you are sending mylist@lists.gac.edu or mylist@lists.gustavus.edu, please correct this to mylist@gustavus.edu.'''<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add add an external member to a group, I get '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
If the above setting is enabled, you have hit the maximum number external members that can be added in one day to a group. Using the Google Groups interface, this is 25 members in one day.<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Google_groups&diff=38449Google groups2020-10-26T20:33:01Z<p>Jtwaddle: /* FAQ */</p>
<hr />
<div>Google Groups is a service that Google provides to create email-based groups similar to an email alias or list. These groups can be used as email lists, to assign permission on files/folders on Google Drive and they can also be used when assigning Google Calendar events.<br />
<br />
Benefits of Google Groups:<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
==Google Groups training course==<br />
Please visit the link below view our training videos for Google Groups.<br />
<br />
[https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training course]<br />
<br />
==Create a group==<br />
Visit the following link to create a new Google Group.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
Learn how to create a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Manage your groups==<br />
Access customizable settings, set permissions, and add/remove members. <br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
<br />
Learn how to manage a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Direct add members to the Group==<br />
This will automatically add members to the group. '''Do not write a welcome message unless you want to send one to each member you add.''' This option is best used in groups where membership is mandatory.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''Direct add members'''<br />
# Enter email addresses in a comma separated list and click Add.*<br />
<br />
Please note: '''If you are not able to add someone to your group, you should contact that person and ask whether they have checked the setting "Do not allow group managers to directly add me to their groups." If they have that setting checked, they should un-check it.'''<br />
<br />
Learn how to add members to a group using the [https://learnit.hoonuit.com/1008754/learnit?cn=gustavus Google Groups training videos]<br />
<br />
==Invite members to the Group==<br />
This will send an invitation to each member you are adding which they will have to accept to join the group. This option is best used for groups where membership is optional.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members''' and '''Invite Members'''<br />
# Enter email addresses in a comma separated list and click send invite.<br />
<br />
==Delete several members from a Group==<br />
This will mass delete members from the group.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Members'''<br />
# Click on '''All members'''<br />
# Check the select box next to each member or select the top check box to select all members. Be sure to un-select yourself or you may lose access to the group.<br />
# Click on '''Actions->Remove from group'''<br />
<br />
==Add or remove a prefix from a Group==<br />
Google Groups by default do not contain a prefix such as [groupname] in the subject for messages sent to the group. This can be added by following the steps below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# On the top enter the prefix into the '''Subject Prefix''' box.<br />
# Click on '''Save'''<br />
<br />
==Add or remove a footer on a Group==<br />
Google Groups by default will contain a footer. To remove or add a footer, please follow the steps below. We recommend using a footer on groups where membership is optional; containing instructions for unsubscribing or contacting the group owner/manager.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Settings'''<br />
# Click on '''Email Options'''<br />
# To add or remove the default footer, check or un-check the box that says '''Include Default Groups Footer.'''<br />
# Click on '''Save'''<br />
<br />
==Set who can view, post & moderate==<br />
Please visit the following page for more information on setting permissions on a Google Group.<br />
<br />
[https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761 https://support.google.com/groups/answer/2464975?hl=en&ref_topic=2458761]<br />
<br />
==Moderating a group==<br />
<br />
Enabling moderation on a group will prevent messages from being sent to the group until it is approved by a manager or owner of the group. Please visit the following page for more information on moderating a google group.<br />
<br />
[https://support.google.com/groups/answer/2466386?hl=en https://support.google.com/groups/answer/2466386?hl=en]<br />
<br />
==Sending limits==<br />
Please be aware of the Google Groups sending limits when sending messages to a large number of addresses. For more information, please visit the link below.<br />
<br />
https://support.google.com/a/answer/6099642?hl=en<br />
<br />
https://support.google.com/a/answer/166852?hl=en<br />
<br />
==Delete a Group==<br />
Visit the following link to delete a Google Group that is owned by you.<br />
<br />
[https://gustavus.edu/account/manageGroups https://gustavus.edu/account/manageGroups]<br />
<br />
==Create a Group for a personal Google account==<br />
# Sign into Google Groups at https://groups.google.com/<br />
# Click Create Groups<br />
# Enter information and settings<br />
# Click Create<br />
<br />
==FAQ==<br />
===What happened, Google Groups looks different.===<br />
Google rolled out a new user interface to Google Groups on June 9th. If you would like to access the classic interface, please follow the steps below. Please note that this option is only available temporarily and will eventually be disabled by Google.<br />
<br />
#Sign in to [https://groups.google.com/a/gustavus.edu Google Groups].<br />
#In the top right, click the Settings Gear.<br />
#Click '''Return to classic Google Groups'''.<br />
<br />
===Why are we migrating to Google Groups===<br />
We have two redundant systems that perform the same functions; our internal email alias/lists system and Google Groups. We are reducing this to Google Groups which integrates well with Google G Suite ecosystem and allow us to complete the final phase of our migration to GusMail. Google groups offers several benefits to our current system.<br />
*Better integration with GusMail<br />
*Reduced SPAM for email groups<br />
*Advanced user controls/features for email groups<br />
*Accessible using your Gustavus account credentials<br />
<br />
===After migrating my e-mail list to Google Groups, will I need to send to a new email address?===<br />
<br />
Existing e-mail lists will still use the same email address. For example mylist@gustavus.edu will still function as mylist@gustavus.edu after migrating to Google Groups. '''If you are sending mylist@lists.gac.edu or mylist@lists.gustavus.edu, please correct this to mylist@gustavus.edu.'''<br />
<br />
===My messages are no longer filtered by subject===<br />
If you have your email filter to filter messages via the subject prefix (e.g. '''[groupname]'''subject....), you will need to set up your filter by another method. The group manager/owner can turn this prefix on by following the directions above.<br />
<br />
===After migrating my email list to a Google Group, email messages sent to the list contain a footer===<br />
"-- You received this message because you are subscribed to the Google Groups "groupname" group.To unsubscribe from this group and stop receiving emails from it, send an email to groupname+unsubscribe@gustavus.edu."<br />
<br />
This footer is enabled by default by Google. You can remove this default footer by following the directions above.<br />
<br />
===Why do I see Groups in the Google Groups interface that I have not migrated===<br />
All email lists will show up in the Google Groups interface even if they have not been migrated. Any changes made to the members using the Google Groups interface for email lists that have not been migrated will not remain. Before making changes to a Group in the Google Groups interface, please make sure it has been migrated.<br />
<br />
===Why is there a g- in front of my new Google Group===<br />
Any new Google Group that is created will contain the prefix g- before your group name. For example, if you select yourgroupname, then your group will become:<br />
<br />
g-yourgroupname<br />
<br />
Please note that this only affects newly created groups using the Manage Groups page. Existing lists that are migrated do not contain this prefix.<br />
<br />
===How do I allow users who are not a member of a new group I created to send to it===<br />
<br />
Please follow the directions below.<br />
<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''Permissions->Posting Permissions'''<br />
# Under the '''Post''' options, select the group of users that you would like to send to the group. For example select '''Anyone on the web''' if you would like any user to be able to send to the group.<br />
# Select '''Save''' to apply your settings.<br />
<br />
===Why is a group member not receiving email messages sent to the group===<br />
<br />
The group member may have selected the option '''Don't send email updates''' in their Google Groups settings. When this option is selected by the member, they will not receive messages sent to the group. The owner/manager can change this by following the steps below.<br />
# Sign into @ [https://groups.google.com/a/gustavus.edu Google Groups].<br />
# Click on '''My Groups'''<br />
# Locate the group you would like to manage and select '''Manage Group'''<br />
# Click on '''All Members'''<br />
# Locate the member that is not receiving the messages and check the box next to their name<br />
# Click on the '''Actions''' menu<br />
# Select '''Change delivery setting->All email'''<br />
<br />
===When I try to add a group member, it says they are already a member, but I don't see them in the list of members===<br />
<br />
If the member was recently added, sometimes it can take a while for the member list to update on the Google Groups interface. During this waiting period, you can still send to the group and they will get the message since they are members.<br />
<br />
===When I try to add add an external member to a group, I get '''an error has occurred'''===<br />
<br />
First make sure '''Allow external members''' is set to '''ON''' under '''Group Settings/General'''<br />
<br />
==Additional Information==<br />
Google Groups support can be found at https://support.google.com/groups/?hl=en#topic=9216.</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Employee_-_Existing_-_Mac&diff=38403Employee - Existing - Mac2020-10-12T17:01:08Z<p>Jtwaddle: /* Step One: Check Crashplan for Backup Status/Run Sync */</p>
<hr />
<div>===Existing Faculty or Staff Mac Cascade===<br />
{{ImagingQuickLinks}}<br />
====Cascade Checklist====<br />
Checklist created to help with the cascade process. <br />
*[[media:Macintosh Cascade Checklist 2017.pdf | Checklist for Macintosh Cascade]]<br />
<br />
====Register the Mac====<br />
Before you unbox the Mac, register the Mac in GReg and update FileMaker. If they are receiving a USB-C Mac, please register the HooToo USB-C adapter on the proper wired VLAN (not wireless). To find the MAC address of the HooToo, please either use Network Preferences/Network Utility.<br />
<br />
====Step One: Check Crashplan for Backup Status/Run Sync====<br />
#Log into https://www.crashplan.com/login<br />
#Enter the computer name of the device in the search field.<br />
#Verify the backup is at least 99% complete.<br />
#When logged in as the user, run [[Run CrashPlan Sync]].<br />
<br />
====Step Two: Bootstrap the New Mac====<br />
Bootstrapping is similar to imaging but we're only installing a base operating system and Managed Software Center. This makes bootstrapping really fast and allows us to update software and computer setup more easily.<br />
<br />
# Connect a bootstrap drive to the Mac.<br />
# Boot the Mac to Recovery Mode by powering on the Mac and '''holding down command+r'''<br />
# Select Utilities --> Terminal<br />
# Type the command '''/Volumes/macOS/run''' in the Terminal window.<br />
# Terminal will ask which drive you'd like to bootstrap. Select the drive labeled Macintosh HD. If you don't see a drive labeled Macintosh HD you will need to partition the drive with Disk Utility first. Make sure to select the top, "parent" drive of the Mac. If you do not see the Apple SSD, click on the View option and choose "View All Devices" to select the Apple SSD. Click erase, name the drive Macintosh HD and leave other default settings.<br />
# In Terminal: After you've selected the drive, Terminal will ask you if you want to erase the target volume before install. '''Type y and press return'''.<br />
<br />
====Step Three: Apply Configuration and Updates====<br />
Once the Mac has been bootstrapped, it will reboot and you will be presented with the macOS initial setup window. Follow the onscreen prompts.<br />
<br />
Important: Make sure you see a screen that says '''"Remote Management" and "Gustavus Adolphus College can automatically configure your computer"'''. If you don't see this screen the Mac will need to be moved to the correct MDM server. Any dutyperson should be able to move it for you if you provide them with the serial number of the Mac.<br />
<br />
Once you've progressed through the macOS Setup windows, Managed Software Center will automatically begin downloading any applicable updates.<br />
<br />
====Step Four: Data Restoration and User Account Creation====<br />
Gustavus uses Migration Assistant, an app built into macOS, to move data and users to a new Mac laptop. Migration Assistant can use a variety of sources to move data including DeployStudio backups, Time Machine Backups, and Macs booted to target disk mode. <br />
<br />
This guide will start with how to connect to the various data source types.<br />
<br />
=====Sync Domain Password with Filevault Password (Summer 2020 note: this step should already be done for you-you will find the reset domain password in the ticket)=====<br />
<br />
'''Find out what kind of account the user is. To view this information, please visit System Preferences, Users and Groups. Does the user account say Managed/Mobile, or does it say Admin?''' <br />
<br />
'''If the user account says Admin, Managed, Mobile, you will need to follow the directions below.'''<br />
<br />
##Ask the user to log in to their mac<br />
##Reset domain password<br />
##Write down domain password for the user on the purple sheet and for GTS on the blue sheet<br />
##While the computer is logged in, click the Apple Menu and click Log out.<br />
##Log in with their username and the reset domain password.<br />
##If this doesn't work, you will need to run AD Fix. If it does work please skip to '''letter n'''<br />
##To run ad fix, please have them log in with their username and password.<br />
##Click Go, Connect to Server, and log into macsoft.gac.edu as your username and password.<br />
##Go to the Tools folder, and drag ADFix to the desktop.<br />
##Double click AD Fix, and type in the admin credentials to run.<br />
##On an employee's computer, click rebind employee<br />
##you will receive a progress report and it will closed when it is done running.<br />
##Once AD fix is done running, please '''log out''' again and try again with their username and password.<br />
##If this works, '''restart''' the computer and try the reset domain password at the FileVault login.<br />
##If it doesn't work, have the user log in again with their computer password, and try restarting again and log in with the username and temporary domain password.<br />
##The reset domain password has been successfully synced with their FileVault password. <br />
<br />
'''If the user account says Admin, you will need to sync the reset domain password via Enterprise Connect.'''<br />
<br />
##Reset the user's domain password<br />
##Open Enterprise Connect<br />
##Log into Enterprise Connect with the username and reset domain password. Make sure the button that says "sync active directory password with computer password box is checked."<br />
##Restart the computer and log into the computer with the reset domain password.<br />
<br />
===== Target Disk Mode (Preferred Method) =====<br />
Target Disk Mode allows the Mac to act as a really big (really expensive) external hard drive. To boot to Target Disk Mode follow these steps:<br />
#Power off the Mac you'd like to transfer data from. <br />
#Power on the Mac and hold down the T key. You will see a bouncing Thunderbolt symbol indicating that the Mac as booted to Target Disk Mode.<br />
#Connect the Target Disk Mode Mac to the new Mac using the appropriate cable and adapter (a Thunderbolt cable with a Thunderbolt to USB-C adapter in most cases).<br />
<br />
===== TimeMachine Backup =====<br />
[[Time Machine]] Backups can be used on any Mac. Simply connect the TimeMachine drive to the new Mac.<br />
<br />
===== Crashplan =====<br />
Crashplan can be used in emergency circumstances where no other data source is available. To use Crashplan as a data source, create a user account for the user while signed into the admin account. Then log in as the user and follow the [[MacOS crashplan restore]] guide on the wiki.<br />
<br />
===== DeployStudio Backup =====<br />
Older Macs (that don't use APFS as their filesystem usually version 10.12.x or older) are able to backup to DeployStudio. The backup can then be used to move the account to the new user. To connect to a DeployStudio backup follow these steps.<br />
<br />
# Login to the machine you'd like to transfer data to using the admin account.<br />
# Click on "Go" in the Menu Bar and click on Connect to Server. Or use the keyboard shortcut: command + k.<br />
# Type in afp://ispace.gac.edu and press return.<br />
# Authenticate with your Gustavus credentials.<br />
# Double click on the corresponding backup as listed in the Apple_Backups folder.<br />
# You are now ready to restore data from a DeployStudio backup.<br />
<br />
==== User Creation/Restoring Data Using Migration Assistant ====<br />
Migration Assistant can transfer data from a Mac booted to Target Disk Mode, a DeployStudio backup, or a TimeMachine Backup. If these methods do not work, ask a dutyperson for help restoring using Crashplan.<br />
<br />
Follow these steps to restore data using Migration Assistant. <br />
<br />
#Log in as admin on the Mac you'd like to transfer data to.<br />
#Mount or connect the datasource as detailed above. Type in the computer password (old computer) to unlock the drive.<br />
#Click Don't Use when presented with the time machine prompt.<br />
#Open Migration Assistant located in the /Applications/Utilities folder or by using Spotlight search.<br />
#Click continue and follow the on screen prompts from Migration Assistant.<br />
#Ignore any FileVault requests by clicking cancel.<br />
#Select the default option, "From a Mac, Time Machine backup, or startup disk" and click Continue.<br />
#Migration Assistant will scan for data sources. Select Macintosh HD and click continue.<br />
#Migration Assistant will then begin scanning the drive to look for user accounts and data to transfer.<br />
#Deselect everything except the user account you'd like to transfer and click continue.<br />
#Set a temporary password for the user account; "changeme" is standard and click continue.<br />
#You'll then be prompted to authorize the transfer using the admin account. Click on "Authorize..." and enter the admin password. Then click continue.<br />
#Migration Assistant will begin transferring data. Depending on how much data is being transferred, Migration Assistant could take anywhere from a few minutes to a few hours.<br />
<br />
====Step Five: Verify Data Restore====<br />
Check to make sure that data restoration method you used has completed successfully. Check bookmarks, Documents, Desktop to verify their data is in place.<br />
<br />
====Step Six: Install Printers & Update/Install Other Software====<br />
#Use '''Managed Software Center''' to install the printers.<br />
#Use '''Managed Software Center''' to install software that the user wants installed. Refer to ticket for specialized software requests.<br />
#Click '''Updates''' to make sure all installed software is up to date.<br />
<br />
====Step Seven: Set up CrashPlan====<br />
#Open the CrashPlan app under their user.<br />
#Click Set up Device<br />
#Click Replace Existing<br />
#Click the old computer name.<br />
#Skip File Transfer<br />
#Open System Preferences and choose '''Security and Privacy'''.<br />
#Navigate to the Privacy tab, and choose Full Disk Access from the left side panel. Check the box next to CrashPlan and falconhd.<br />
<br />
====Step Eight: Install iProjection====<br />
iProjection is replacing EasyMP, and is currently not on Managed Software Center.<br />
Please visit [https://epson.com/Support/wa00723 https://epson.com/Support/wa00723] and download the installer for Mac.<br />
#After installation, open iProjection.<br />
#Choose Advanced Connection Mode.<br />
#Check the box to set the selected Connection Mode as default.<br />
#Press OK.<br />
#Connect to the Olin 133 or Olin 124 projector. When prompted to allow Screen Recording in System Settings, select yes. If Privacy Settings do not automatically open, navigate to System Preferences > Security & Privacy > Privacy tab. On the lefthand side panel, click Screen Recording.<br />
#Check the box next to iProjection.<br />
<br />
====Step Nine: Mac Cascade Letter====<br />
Customize (replace the items in bold italic that are placeholders) and print a [[Media:Mac_Existing_Cascade_Letter.docx | Mac Existing Employee Letter]] for each user.<br />
<br />
====Step Ten: Delivery====<br />
Deliver the prepared Mac to the user and assist them with signing into Enterprise Connect.<br />
# Sync their password using the Gustavus user setting page. If the the domain password will not sync with the computer password. Please try the following instructions:<br />
<br />
##Copy the ConvertMobileToLocal.sh script from Macsoft/Tools to the desktop of the user you’d like to convert.<br />
##Open Terminal and run the following command: '''cd /Users/<theusername>/Desktop''' where <theusername> is the Gustavus username of the Mac you’re working on.<br />
##Then, run the following command '''sudo ./ConvertMobileToLocal.sh''' Don’t forget the period before the slash.<br />
##Follow the instructions within Terminal. This will be the users current login password.<br />
##Exit the interactive script after it’s completed.<br />
##Click Allow access for contacts, calenders, etc.<br />
##Run the following Terminal Command: '''pwpolicy -setpolicy canModifyPasswordforSelf=1'''<br />
##Restart and try the syncing process.<br />
##Make sure Filevault is turned<br />
###Make sure you click store recovery key with MDM.<br />
<br />
#Open Enterprise Connect and have them sign in with their Gustavus username and password.<br />
#When prompted, enter their login password '''changeme'''. Enterprise Connect should report the passwords are in sync.<br />
#Answer any additional questions they may have.<br />
<br />
====Step Eleven: Store Old Equipment====<br />
Please give Mike the old laptop once delivery has been completed.<br />
<br />
====Troubleshooting====<br />
'''Q: Crashplan won't let me log in as the user?'''<br />
<br />
A: Restart the Mac and re-open Crashplan<br />
<br />
[[Category:Cascade]]<br />
[[Category:Imaging]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=CrashPlan&diff=38401CrashPlan2020-10-12T16:54:20Z<p>Jtwaddle: </p>
<hr />
<div>Code42 CrashPlan (formally CrashPlan PROe) is a cloud based backup software that is available to all current active Gustavus Employees. It can be used to backup up to 5 college owned devices per employee.<br />
<br />
After encrypting the data using AES, Code42 CrashPlan backs up the data to the cloud anytime an internet connection is available.<br />
<br />
[[File:Code42_Logo_sm.png|right]]<br />
<br />
Code42 CrashPlan benefits:<br />
*Unlimited Cloud Backup storage<br />
*Keep files as long as backup is selected<br />
*Encryption keys are stored locally and not in the cloud<br />
*End to end encryption<br />
*Access backup files anywhere using the website<br />
*Continuous always on backup<br />
*[[Media:CrashPlan_Overview_Benefits.pdf]]<br />
<br />
<br />
<br />
<br />
==Installation - Employee Workstation==<br />
<br />
The Code42 CrashPlan desktop client must be installed to start your backup. By default, your entire system drive will be backed up '''except for the [https://gustavus.edu/gts/CrashPlan#Directory_and_File_Exclusions Exclusions] below''' and any files manually excluded by you.<br />
<br />
'''Note:''' Code42 CrashPlan access is only available to current active employees. All newly imaged and upgraded machines will have CrashPlan enabled.<br />
<br />
===Windows===<br />
<br />
#Click the start menu/screen button and start typing '''Gustavus Application Catalog'''. Open it by clicking on '''Gustavus Application Catalog'''<br />
##If the '''Gustavus Application Catalog''' is not found, from the start menu/screen search '''Software Center''' and open it<br />
#Select '''Code42 CrashPlan''' and click '''Install'''<br />
#After the install completes, double click the '''Code42 CrashPlan''' icon in the notification bar by the clock<br />
#Login with your gustavus username and password to make sure the backup is running properly.[[File:crashplanbackup.PNG]]<br />
<br />
===Apple OSX===<br />
<br />
#Open up the [[Managed Software Center]] application. Use [[Spotlight]] and type in Managed Software Center or navigate to the Applications folder and launch Managed Software Center [[File:spotlight_managesoftware.png|350px]] [[File:finder_managesoftware.png|350px]]<br />
#While in Managed Software Center, find the CrashPlan icon, and click Install. This will install CrashPlan. [[File:Crashplan_managesoftware.png|350px]] <br />
#Find CrashPlan in your applications folder and open it.<br />
#Log in with your Gustavus username and password.<br />
<br />
==Installation - Student Workstations and Other Machines==<br />
The Code42 CrashPlan desktop client must be installed to start your backup. By default, your entire system drive will be backed up '''except for the [https://gustavus.edu/gts/CrashPlan#Directory_and_File_Exclusions Exclusions] below''' and any files manually excluded by you.<br />
<br />
'''Note:''' Code42 CrashPlan access is only available to current active employees. Each employee may install and use CrashPlan on 5 machines.<br />
<br />
CrashPlan must be installed from a web interface for non-employee workstations.<br />
<br />
===Web Interface===<br />
* Log in with employee user credentials at [https://www.crashplan.com/login https://www.crashplan.com/login].<br />
* Click '''Administration''' button.<br />
* New users will see a Pop-up<br />
** If you see the Pop-up - select '''Code42-CrashPlan''' and then the '''OS''' you need.<br />
** If you don't see the Pop-up - Select '''Devices''' - '''Add New Device''' and then the '''OS''' you need. [[File:CPWIAddDevice.jpg|350px]].<br />
* Download and install the software.<br />
* After the install completes, launch the application - <br />
** Windows - double click the '''Code42 CrashPlan''' icon in the notification bar by the clock<br />
** Macintosh - from the Applications folder.<br />
*Login with your gustavus username and password to make sure the backup is running properly.<br />
*Server: '''central.crashplan.com''' <br />[[File:crashplanbackup.PNG]]<br />
<br />
==Crashplan and Google Drive sync client==<br />
<br />
Crashplan by default is unable to backup Google Drive files synced to your computer using the Google Drive client. This is because it does not have access to the files. This can be fixed by changing the permissions on your Google Drive folder:<br />
<br />
===Windows===<br />
#Open '''Computer'''<br />
#Navigate to your user folder (Usually '''C:\users\username\''')<br />
#Right click on the '''Google Drive''' folder and select '''Properties'''<br />
#On the '''Security''' tab, click '''Edit'''<br />
#On the Permissions windows, click '''Add'''<br />
#Type '''System''' in the object name box and click OK on all the open Windows<br />
<br />
'''Note''': These settings may need to be reapplied anytime your Google Drive client updates. It is also important to note that Google Docs/Sheets etc do not sync to your machine. They are only links and therefore Crashplan can not backup the content.<br />
<br />
==Restoring Files==<br />
<br />
===From client===<br />
====Mac OSX====<br />
#Click on the C in the menu bar<br />
#Click on the gear button and click Open Code42 CrashPlan<br />
#Login with your Gustavus credentials<br />
#Browse the folders<br />
#Check the box next to the files you want to download<br />
#Click Restore<br />
<br />
====Windows====<br />
#On your notification bar next to the clock, ''double click'' the CrashPlan icon.<br />
#Enter your Gustavus credentials<br />
#Click on Get Files to the right of your computer name.<br />
#Choose the date and time of the desired restore point.<br />
#Navigate to the folder and files that would like to restore.<br />
#Click the checkbox next to the file(s)/folder(s) and click restore.<br />
<br />
===From a different computer===<br />
#Log into https://www.crashplan.com/login<br />
#Enter your Gustavus email address and credentials<br />
#Dismiss the message about installing CrashPlan<br />
#Click on devices on the left<br />
#Choose your computer<br />
#Click the Restore button on the right hand side (a circular arrow)<br />
#Choose file(s) and click restore<br />
<br />
===Detailed Video Instructions===<br />
Data can be restored using the desktop client and website. The following page from Code42 describes the process of restoring files.<br />
<br />
[https://support.code42.com/CrashPlan/6/Restoring/Download_files_from_the_Code42_app RESTORING FILES FROM THE CRASHPLAN APP]<br />
<br />
[https://support.code42.com/Release_Notes/Code42_Platform/5.0/Users_Guide_To_Code42_CrashPlan_App_Version_5.0.x User Guide]<br />
<br />
==Control data usage for a metered internet connection==<br />
<br />
Crashplan will attempt to backup anytime it has an internet connection. There are times when this is not appropriate such as when the device is connected to a metered connection such as a wireless hotspot. Please follow the directions below to disable Crashplan on a metered connection.<br />
<br />
===Windows===<br />
*Launch the CrashPlan App from the Start Screen or the notification area<br />
*Log in<br />
*Select '''Tools->Options'''<br />
*Select the '''Network''' tab<br />
*Under '''Wireless network exclusions''', select '''change'''<br />
*Select your metered connection from the list.<br />
<br />
'''Note:''' You must be near metered connection for it to be available in the list. If your metered connection is not available, please type in the name.<br />
<br />
===Mac OS===<br />
*Click the CrashPlan icon in the menu bar, click the Gear icon.<br />
*Click Preferences<br />
*Log in<br />
*Select Network<br />
*Under '''Wireless network exclusions''', select '''change'''<br />
*Select Network you would like to exclude.<br />
<br />
===Windows metered connection===<br />
We also recommend enabling the Windows metered connection following the directions below. This will cause:<br />
*Windows Update will only download priority updates<br />
*Apps downloading from the Windows Store might be paused<br />
*Start screen tiles might stop updating<br />
*Offline files might not sync automatically<br />
<br />
'''Windows 10'''<br />
*From the '''Start Screen''' open '''Settings'''<br />
*Select '''Network & Internet'''<br />
*Select '''Wifi'''<br />
*Select '''Advanced options'''<br />
*Select '''Set as metered connection'''<br />
<br />
'''Windows 8.1'''<br />
*On the notification bar next to the clock, select the wireless network icon<br />
*From the list that pops up, right click your wireless connection and select '''Set as metered connection'''<br />
<br />
==Directory and File Exclusions==<br />
By default, Gustavus Technology Services Code42 CrashPlan service will backup the entire system drive (c: or /) to the Code42 CrashPlan cloud excluding certain file types and directories. These exclusions include but are not limited to virtual machine files, temp files, operating system files, log files, application folders and certain file types.<br />
<br />
===Global Exclusions===<br />
<br />
*.*/(?:42|\d{8,}).*/(?:cp|~).*<br />
*(?i).*/CrashPlan.*/(?:cache|log|conf|manifest|upgrade)/.*<br />
*.*\.part<br />
*.*/iPhoto Library/iPod Photo Cache/.*<br />
*.*\.cprestoretmp.*<br />
*.*/Music/Subscription/.*<br />
*(?i).*/Google/Chrome/.*cache.*<br />
*(?i).*/Mozilla/Firefox/.*cache.*<br />
*.*/Google/Chrome/Safe Browsing.*<br />
*.*/Google/Chrome/User Data/Safe Browsing.*<br />
*win:(?i).*\$RECYCLE\.BIN/.*<br />
*win:.*/System Volume Information/.*<br />
*win:.*/RECYCLER/.*<br />
*win:.*/I386.*<br />
*win:.*/pagefile.sys<br />
*win:.*/MSOCache.*<br />
*win:.*UsrClass\.dat\.LOG.*<br />
*win:.*UsrClass\.dat<br />
*win:.*/Temporary Internet Files/.*<br />
*win:(?i).*/ntuser.dat.*<br />
*win:.*/Local Settings/Temp.*<br />
*win:.*/AppData/Local/Temp.*<br />
*win:.*/AppData/Temp.*<br />
*win:.*/Windows/Temp.*<br />
*win:(?i).*/Microsoft.*/Windows/.*\.log<br />
*win:.*/Microsoft.*/Windows/Cookies.*<br />
*win:.*/Microsoft.*/RecoveryStore.*<br />
*win:(?i).:/Config\.Msi.*<br />
*win:(?i).*\.rbf<br />
*win:.*/Windows/Installer.*<br />
*win:.*/Application Data/Application Data.*<br />
*win:(?i).*/Microsoft.*/Windows/.*\.edb<br />
*win:.*\.tmp<br />
*win:.*\.tmp/.*<br />
*win:.*/swapfile.sys<br />
*win:(?i).*\Q/_SMSTaskSequence\E($|/.*)<br />
*mac:/dev/.*<br />
*mac:.*\.Trash.*<br />
*mac:/\.vol/.*<br />
*mac:/mach.sym<br />
*mac:/mach_kernel<br />
*mac:.*\.hotfiles\.btree.*<br />
*mac:.*/Trash/.*<br />
*mac:.*/Network Trash Folder/.*<br />
*mac:.*/VM Storage<br />
*mac:.*\.fseventsd.*<br />
*mac:.*/Library/Caches/.*<br />
*mac:.*\.Spotlight-.*/.*<br />
*mac:/Network/.*<br />
*mac:/tmp/.*<br />
*mac:/cores/.*<br />
*mac:/afs/.*<br />
*mac:/automount/.*<br />
*mac:/private/Network/.*<br />
*mac:/private/tmp/.*<br />
*mac:/private/var/tmp/.*<br />
*mac:/private/var/folders/.*<br />
*mac:/private/var/run/.*<br />
*mac:/private/var/spool/postfix/.*<br />
*mac:/private/var/vm/.*<br />
*mac:/Previous Systems.*<br />
*mac:.*/lost\+found/.*<br />
*mac:.*/Microsoft User Data/Entourage Temp/.*<br />
*mac:.*/iP.* Software Updates/.*<br />
*mac:.*/Library/Application Support/SyncServices/.*<br />
*mac:.*/Library/Logs/.*<br />
*mac:.*/Library/Mail/Envelope Index<br />
*mac:.*/Library/Mail/AvailableFeeds/.*<br />
*mac:.*/Library/Mirrors/.*<br />
*mac:.*/Library/PubSub/Database/.*<br />
*mac:.*/Library/PubSub/Downloads/.*<br />
*mac:.*/Library/PubSub/Feeds/.*<br />
*mac:.*/Library/Safari/Icons.db<br />
*mac:.*/Library/Safari/WebpageIcons.db<br />
*mac:.*/Library/Safari/HistoryIndex.sk<br />
*mac:.*/Library/Calendars/Calendar Cache<br />
*mac:.*/Code42/Code 42 Service.app/*<br />
*mac:.*/Code42/SharePlan Helper.app/*<br />
*mac:.*/Code42/SharePlanMenuItem.app/*<br />
*mac:.*/iTunes/Album Artwork/Cache/.*<br />
*mac:.*/iPhoto Library/iPod Photo Cache.*<br />
*mac:(?i).*/backups.backupdb/.*<br />
*mac:/Desktop DB<br />
*mac:/Desktop DF<br />
*mac:/Network/Servers.*<br />
*mac:/Users/Shared/SC Info.*<br />
*mac:/net/.*<br />
*mac:/private/var/automount/.*<br />
*mac:/private/var/db/dhcpclient/.*<br />
*mac:/private/var/db/fseventsd/.*<br />
*mac:/System/Library/Extensions/Caches/.*<br />
*mac:.*Mobile.*Backups/.*<br />
*mac:.*/Library/Saved Application State/.*<br />
*linux:/sys/.*<br />
*linux:/dev/.*<br />
*linux:/proc/.*<br />
*linux:/tmp/.*<br />
*linux:.*/lost\+found/.*<br />
*linux:/selinux/.*<br />
*solaris:/sys/.*<br />
*solaris:/dev/.*<br />
*solaris:/proc/.*<br />
*solaris:/tmp/.*<br />
*solaris:.*/lost\+found/.*<br />
<br />
===Cloud Backup Exclusions===<br />
<br />
*.*\.bkf<br />
*.*\.hdd<br />
*.*\.hds<br />
*.*\.nvram<br />
*.*\.pvm<br />
*.*\.pvs<br />
*.*\.sparsebundle<br />
*.*\.sparseimage<br />
*.*\.tib<br />
*.*\.vdi<br />
*.*\.vfd<br />
*.*\.vmc<br />
*.*\.vmdk<br />
*.*\.vmem<br />
*.*\.vmsd<br />
*.*\.vmsn<br />
*.*\.vmss<br />
*.*\.vmtm<br />
*.*\.vmwarevm<br />
*.*\.vmx<br />
*.*\.vmxf<br />
*.*\.vsv<br />
*.*\.vud<br />
*.*\.xva<br />
*.*/(cookies|permissions).sqllite(-.{3})?<br />
*(?i).*\.lock<br />
*(?i).*\.lockfile<br />
*(?i).*\.tmp<br />
*(?i).*\.temp<br />
*win:(?i).*/Google/Chrome/User Data/Default/Cookies(-journal)?<br />
*win:(?i).*/Safari/Library/Caches/.*<br />
*win:(?i).*/Users/.*/AppData/Temp/.*<br />
*win:(?i).*/Users/.*/AppData/Local/Temp/.*<br />
*win:(?i).*/WINDOWS/.*<br />
*win:(?i).*\ntuser.dat<br />
*win:(?i).*/WINDOWS DEFENDER/.*<br />
*win:(?i).*\$RECYCLE\.BIN/.*<br />
*win:(?i).*/System Volume Information/.*<br />
*win:(?i).*/Temporary Internet Files/.*<br />
*win:.*hiberfil.sys<br />
*win:(?i).*/PERFLOGS/.*<br />
*win:(?i).*/PROGRAM FILE.*/.*<br />
*win:(?i).*\Q/@dmin\E($|/.*)<br />
*win:(?i)/BOOT/.*<br />
*win:(?i)/RECOVERY/.*<br />
*mac:.*/Application Support/Google/Chrome/Default/Cookies(-journal)?<br />
*mac:.*/Library/Cookies/(Cookies.binarycookies|com.apple.appstore.plist)<br />
*linux:.*/.config/google-chrome/Default/Cookies(-journal)?<br />
*solaris:.*/.config/google-chrome/Default/Cookies(-journal)?<br />
<br />
==Security==<br />
Code42 CrashPlan encrypts all data before leaving the device using AES. It is also encrypted while in transit and at rest in the cloud. All encryption keys are stored locally onsite and not in the cloud. For more information about the encryption used by Crashplan, please view the following PDF.<br />
<br />
[[Media:OV091412_Code42_Trust_Security_Compliance.pdf]]<br />
<br />
==Data Retention Policy==<br />
<br />
The files that are retained in your backup follow certain intervals.<br />
<br />
===Default Retention Policy===<br />
<br />
*'''Every 30 minutes''' - a new version of the file is backed up when it is changed<br />
*'''Every Week''' (excluding the current day) - a unique version is kept for every 12 hours in the past<br />
*'''Last 90 days''' (excluding the last week) - a unique file is kept for every week in the past<br />
*'''Last year''' (excluding the last 90 days) - a unique version is kept for every month in the past<br />
<br />
*'''Any files deleted from the source computer''' - These files are removed after a year.<br />
<br />
==Troubleshooting==<br />
If crashplan backups are failing, try the following:<br />
#Have the user launch crashplan and sign in-if it doesn't launch they may need to uninstall/reinstall (If a Mac-check managed software center for available updates)<br />
#Reboot the machine and have the user keep the machine on for at least 24 hours-sometimes a user will turn the machine off and interrupt the backup.<br />
<br />
===Crashplan is crashing before it completes a backup===<br />
This will happen when backing up a large amount of data > 1TB or a large number of files. You may need to adjust the amount of memory available to Crashplan:<br />
<br />
[https://support.code42.com/CrashPlan/6/Troubleshooting/Adjust_Code42_app_settings_for_memory_usage_with_large_backups Adjust Crashplan Memory Allocation]<br />
<br />
[[Category:Software]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=CrashPlan&diff=38400CrashPlan2020-10-09T23:26:08Z<p>Jtwaddle: /* From a different computer */</p>
<hr />
<div>Code42 CrashPlan (formally CrashPlan PROe) is a cloud based backup software that is available to all current active Gustavus Employees. It can be used to backup up to 5 college owned devices per employee.<br />
<br />
After encrypting the data using AES, Code42 CrashPlan backs up the data to the cloud anytime an internet connection is available.<br />
<br />
[[File:Code42_Logo_sm.png|right]]<br />
<br />
Code42 CrashPlan benefits:<br />
*Unlimited Cloud Backup storage<br />
*Keep files as long as backup is selected<br />
*Encryption keys are stored locally and not in the cloud<br />
*End to end encryption<br />
*Access backup files anywhere using the website<br />
*Continuous always on backup<br />
*[[Media:CrashPlan_Overview_Benefits.pdf]]<br />
<br />
<br />
<br />
<br />
==Installation - Employee Workstation==<br />
<br />
The Code42 CrashPlan desktop client must be installed to start your backup. By default, your entire system drive will be backed up '''except for the [https://gustavus.edu/gts/CrashPlan#Directory_and_File_Exclusions Exclusions] below''' and any files manually excluded by you.<br />
<br />
'''Note:''' Code42 CrashPlan access is only available to current active employees. All newly imaged and upgraded machines will have CrashPlan enabled.<br />
<br />
===Windows===<br />
<br />
#Click the start menu/screen button and start typing '''Gustavus Application Catalog'''. Open it by clicking on '''Gustavus Application Catalog'''<br />
##If the '''Gustavus Application Catalog''' is not found, from the start menu/screen search '''Software Center''' and open it<br />
#Select '''Code42 CrashPlan''' and click '''Install'''<br />
#After the install completes, double click the '''Code42 CrashPlan''' icon in the notification bar by the clock<br />
#Login with your gustavus username and password to make sure the backup is running properly.[[File:crashplanbackup.PNG]]<br />
<br />
===Apple OSX===<br />
<br />
#Open up the [[Managed Software Center]] application. Use [[Spotlight]] and type in Managed Software Center or navigate to the Applications folder and launch Managed Software Center [[File:spotlight_managesoftware.png|350px]] [[File:finder_managesoftware.png|350px]]<br />
#While in Managed Software Center, find the CrashPlan icon, and click Install. This will install CrashPlan. [[File:Crashplan_managesoftware.png|350px]] <br />
#Find CrashPlan in your applications folder and open it.<br />
#Log in with your Gustavus username and password.<br />
<br />
==Installation - Student Workstations and Other Machines==<br />
The Code42 CrashPlan desktop client must be installed to start your backup. By default, your entire system drive will be backed up '''except for the [https://gustavus.edu/gts/CrashPlan#Directory_and_File_Exclusions Exclusions] below''' and any files manually excluded by you.<br />
<br />
'''Note:''' Code42 CrashPlan access is only available to current active employees. Each employee may install and use CrashPlan on 5 machines.<br />
<br />
CrashPlan must be installed from a web interface for non-employee workstations.<br />
<br />
===Web Interface===<br />
* Log in with employee user credentials at [https://www.crashplan.com/login https://www.crashplan.com/login].<br />
* Click '''Administration''' button.<br />
* New users will see a Pop-up<br />
** If you see the Pop-up - select '''Code42-CrashPlan''' and then the '''OS''' you need.<br />
** If you don't see the Pop-up - Select '''Devices''' - '''Add New Device''' and then the '''OS''' you need. [[File:CPWIAddDevice.jpg|350px]].<br />
* Download and install the software.<br />
* After the install completes, launch the application - <br />
** Windows - double click the '''Code42 CrashPlan''' icon in the notification bar by the clock<br />
** Macintosh - from the Applications folder.<br />
*Login with your gustavus username and password to make sure the backup is running properly.<br />
*Server: '''central.crashplan.com:4282''' <br />[[File:crashplanbackup.PNG]]<br />
<br />
==Crashplan and Google Drive sync client==<br />
<br />
Crashplan by default is unable to backup Google Drive files synced to your computer using the Google Drive client. This is because it does not have access to the files. This can be fixed by changing the permissions on your Google Drive folder:<br />
<br />
===Windows===<br />
#Open '''Computer'''<br />
#Navigate to your user folder (Usually '''C:\users\username\''')<br />
#Right click on the '''Google Drive''' folder and select '''Properties'''<br />
#On the '''Security''' tab, click '''Edit'''<br />
#On the Permissions windows, click '''Add'''<br />
#Type '''System''' in the object name box and click OK on all the open Windows<br />
<br />
'''Note''': These settings may need to be reapplied anytime your Google Drive client updates. It is also important to note that Google Docs/Sheets etc do not sync to your machine. They are only links and therefore Crashplan can not backup the content.<br />
<br />
==Restoring Files==<br />
<br />
===From client===<br />
====Mac OSX====<br />
#Click on the C in the menu bar<br />
#Click on the gear button and click Open Code42 CrashPlan<br />
#Login with your Gustavus credentials<br />
#Browse the folders<br />
#Check the box next to the files you want to download<br />
#Click Restore<br />
<br />
====Windows====<br />
#On your notification bar next to the clock, ''double click'' the CrashPlan icon.<br />
#Enter your Gustavus credentials<br />
#Click on Get Files to the right of your computer name.<br />
#Choose the date and time of the desired restore point.<br />
#Navigate to the folder and files that would like to restore.<br />
#Click the checkbox next to the file(s)/folder(s) and click restore.<br />
<br />
===From a different computer===<br />
#Log into https://www.crashplan.com/login<br />
#Enter your Gustavus email address and credentials<br />
#Dismiss the message about installing CrashPlan<br />
#Click on devices on the left<br />
#Choose your computer<br />
#Click the Restore button on the right hand side (a circular arrow)<br />
#Choose file(s) and click restore<br />
<br />
===Detailed Video Instructions===<br />
Data can be restored using the desktop client and website. The following page from Code42 describes the process of restoring files.<br />
<br />
[https://support.code42.com/CrashPlan/6/Restoring/Download_files_from_the_Code42_app RESTORING FILES FROM THE CRASHPLAN APP]<br />
<br />
[https://support.code42.com/Release_Notes/Code42_Platform/5.0/Users_Guide_To_Code42_CrashPlan_App_Version_5.0.x User Guide]<br />
<br />
==Control data usage for a metered internet connection==<br />
<br />
Crashplan will attempt to backup anytime it has an internet connection. There are times when this is not appropriate such as when the device is connected to a metered connection such as a wireless hotspot. Please follow the directions below to disable Crashplan on a metered connection.<br />
<br />
===Windows===<br />
*Launch the CrashPlan App from the Start Screen or the notification area<br />
*Log in<br />
*Select '''Tools->Options'''<br />
*Select the '''Network''' tab<br />
*Under '''Wireless network exclusions''', select '''change'''<br />
*Select your metered connection from the list.<br />
<br />
'''Note:''' You must be near metered connection for it to be available in the list. If your metered connection is not available, please type in the name.<br />
<br />
===Mac OS===<br />
*Click the CrashPlan icon in the menu bar, click the Gear icon.<br />
*Click Preferences<br />
*Log in<br />
*Select Network<br />
*Under '''Wireless network exclusions''', select '''change'''<br />
*Select Network you would like to exclude.<br />
<br />
===Windows metered connection===<br />
We also recommend enabling the Windows metered connection following the directions below. This will cause:<br />
*Windows Update will only download priority updates<br />
*Apps downloading from the Windows Store might be paused<br />
*Start screen tiles might stop updating<br />
*Offline files might not sync automatically<br />
<br />
'''Windows 10'''<br />
*From the '''Start Screen''' open '''Settings'''<br />
*Select '''Network & Internet'''<br />
*Select '''Wifi'''<br />
*Select '''Advanced options'''<br />
*Select '''Set as metered connection'''<br />
<br />
'''Windows 8.1'''<br />
*On the notification bar next to the clock, select the wireless network icon<br />
*From the list that pops up, right click your wireless connection and select '''Set as metered connection'''<br />
<br />
==Directory and File Exclusions==<br />
By default, Gustavus Technology Services Code42 CrashPlan service will backup the entire system drive (c: or /) to the Code42 CrashPlan cloud excluding certain file types and directories. These exclusions include but are not limited to virtual machine files, temp files, operating system files, log files, application folders and certain file types.<br />
<br />
===Global Exclusions===<br />
<br />
*.*/(?:42|\d{8,}).*/(?:cp|~).*<br />
*(?i).*/CrashPlan.*/(?:cache|log|conf|manifest|upgrade)/.*<br />
*.*\.part<br />
*.*/iPhoto Library/iPod Photo Cache/.*<br />
*.*\.cprestoretmp.*<br />
*.*/Music/Subscription/.*<br />
*(?i).*/Google/Chrome/.*cache.*<br />
*(?i).*/Mozilla/Firefox/.*cache.*<br />
*.*/Google/Chrome/Safe Browsing.*<br />
*.*/Google/Chrome/User Data/Safe Browsing.*<br />
*win:(?i).*\$RECYCLE\.BIN/.*<br />
*win:.*/System Volume Information/.*<br />
*win:.*/RECYCLER/.*<br />
*win:.*/I386.*<br />
*win:.*/pagefile.sys<br />
*win:.*/MSOCache.*<br />
*win:.*UsrClass\.dat\.LOG.*<br />
*win:.*UsrClass\.dat<br />
*win:.*/Temporary Internet Files/.*<br />
*win:(?i).*/ntuser.dat.*<br />
*win:.*/Local Settings/Temp.*<br />
*win:.*/AppData/Local/Temp.*<br />
*win:.*/AppData/Temp.*<br />
*win:.*/Windows/Temp.*<br />
*win:(?i).*/Microsoft.*/Windows/.*\.log<br />
*win:.*/Microsoft.*/Windows/Cookies.*<br />
*win:.*/Microsoft.*/RecoveryStore.*<br />
*win:(?i).:/Config\.Msi.*<br />
*win:(?i).*\.rbf<br />
*win:.*/Windows/Installer.*<br />
*win:.*/Application Data/Application Data.*<br />
*win:(?i).*/Microsoft.*/Windows/.*\.edb<br />
*win:.*\.tmp<br />
*win:.*\.tmp/.*<br />
*win:.*/swapfile.sys<br />
*win:(?i).*\Q/_SMSTaskSequence\E($|/.*)<br />
*mac:/dev/.*<br />
*mac:.*\.Trash.*<br />
*mac:/\.vol/.*<br />
*mac:/mach.sym<br />
*mac:/mach_kernel<br />
*mac:.*\.hotfiles\.btree.*<br />
*mac:.*/Trash/.*<br />
*mac:.*/Network Trash Folder/.*<br />
*mac:.*/VM Storage<br />
*mac:.*\.fseventsd.*<br />
*mac:.*/Library/Caches/.*<br />
*mac:.*\.Spotlight-.*/.*<br />
*mac:/Network/.*<br />
*mac:/tmp/.*<br />
*mac:/cores/.*<br />
*mac:/afs/.*<br />
*mac:/automount/.*<br />
*mac:/private/Network/.*<br />
*mac:/private/tmp/.*<br />
*mac:/private/var/tmp/.*<br />
*mac:/private/var/folders/.*<br />
*mac:/private/var/run/.*<br />
*mac:/private/var/spool/postfix/.*<br />
*mac:/private/var/vm/.*<br />
*mac:/Previous Systems.*<br />
*mac:.*/lost\+found/.*<br />
*mac:.*/Microsoft User Data/Entourage Temp/.*<br />
*mac:.*/iP.* Software Updates/.*<br />
*mac:.*/Library/Application Support/SyncServices/.*<br />
*mac:.*/Library/Logs/.*<br />
*mac:.*/Library/Mail/Envelope Index<br />
*mac:.*/Library/Mail/AvailableFeeds/.*<br />
*mac:.*/Library/Mirrors/.*<br />
*mac:.*/Library/PubSub/Database/.*<br />
*mac:.*/Library/PubSub/Downloads/.*<br />
*mac:.*/Library/PubSub/Feeds/.*<br />
*mac:.*/Library/Safari/Icons.db<br />
*mac:.*/Library/Safari/WebpageIcons.db<br />
*mac:.*/Library/Safari/HistoryIndex.sk<br />
*mac:.*/Library/Calendars/Calendar Cache<br />
*mac:.*/Code42/Code 42 Service.app/*<br />
*mac:.*/Code42/SharePlan Helper.app/*<br />
*mac:.*/Code42/SharePlanMenuItem.app/*<br />
*mac:.*/iTunes/Album Artwork/Cache/.*<br />
*mac:.*/iPhoto Library/iPod Photo Cache.*<br />
*mac:(?i).*/backups.backupdb/.*<br />
*mac:/Desktop DB<br />
*mac:/Desktop DF<br />
*mac:/Network/Servers.*<br />
*mac:/Users/Shared/SC Info.*<br />
*mac:/net/.*<br />
*mac:/private/var/automount/.*<br />
*mac:/private/var/db/dhcpclient/.*<br />
*mac:/private/var/db/fseventsd/.*<br />
*mac:/System/Library/Extensions/Caches/.*<br />
*mac:.*Mobile.*Backups/.*<br />
*mac:.*/Library/Saved Application State/.*<br />
*linux:/sys/.*<br />
*linux:/dev/.*<br />
*linux:/proc/.*<br />
*linux:/tmp/.*<br />
*linux:.*/lost\+found/.*<br />
*linux:/selinux/.*<br />
*solaris:/sys/.*<br />
*solaris:/dev/.*<br />
*solaris:/proc/.*<br />
*solaris:/tmp/.*<br />
*solaris:.*/lost\+found/.*<br />
<br />
===Cloud Backup Exclusions===<br />
<br />
*.*\.bkf<br />
*.*\.hdd<br />
*.*\.hds<br />
*.*\.nvram<br />
*.*\.pvm<br />
*.*\.pvs<br />
*.*\.sparsebundle<br />
*.*\.sparseimage<br />
*.*\.tib<br />
*.*\.vdi<br />
*.*\.vfd<br />
*.*\.vmc<br />
*.*\.vmdk<br />
*.*\.vmem<br />
*.*\.vmsd<br />
*.*\.vmsn<br />
*.*\.vmss<br />
*.*\.vmtm<br />
*.*\.vmwarevm<br />
*.*\.vmx<br />
*.*\.vmxf<br />
*.*\.vsv<br />
*.*\.vud<br />
*.*\.xva<br />
*.*/(cookies|permissions).sqllite(-.{3})?<br />
*(?i).*\.lock<br />
*(?i).*\.lockfile<br />
*(?i).*\.tmp<br />
*(?i).*\.temp<br />
*win:(?i).*/Google/Chrome/User Data/Default/Cookies(-journal)?<br />
*win:(?i).*/Safari/Library/Caches/.*<br />
*win:(?i).*/Users/.*/AppData/Temp/.*<br />
*win:(?i).*/Users/.*/AppData/Local/Temp/.*<br />
*win:(?i).*/WINDOWS/.*<br />
*win:(?i).*\ntuser.dat<br />
*win:(?i).*/WINDOWS DEFENDER/.*<br />
*win:(?i).*\$RECYCLE\.BIN/.*<br />
*win:(?i).*/System Volume Information/.*<br />
*win:(?i).*/Temporary Internet Files/.*<br />
*win:.*hiberfil.sys<br />
*win:(?i).*/PERFLOGS/.*<br />
*win:(?i).*/PROGRAM FILE.*/.*<br />
*win:(?i).*\Q/@dmin\E($|/.*)<br />
*win:(?i)/BOOT/.*<br />
*win:(?i)/RECOVERY/.*<br />
*mac:.*/Application Support/Google/Chrome/Default/Cookies(-journal)?<br />
*mac:.*/Library/Cookies/(Cookies.binarycookies|com.apple.appstore.plist)<br />
*linux:.*/.config/google-chrome/Default/Cookies(-journal)?<br />
*solaris:.*/.config/google-chrome/Default/Cookies(-journal)?<br />
<br />
==Security==<br />
Code42 CrashPlan encrypts all data before leaving the device using AES. It is also encrypted while in transit and at rest in the cloud. All encryption keys are stored locally onsite and not in the cloud. For more information about the encryption used by Crashplan, please view the following PDF.<br />
<br />
[[Media:OV091412_Code42_Trust_Security_Compliance.pdf]]<br />
<br />
==Data Retention Policy==<br />
<br />
The files that are retained in your backup follow certain intervals.<br />
<br />
===Default Retention Policy===<br />
<br />
*'''Every 30 minutes''' - a new version of the file is backed up when it is changed<br />
*'''Every Week''' (excluding the current day) - a unique version is kept for every 12 hours in the past<br />
*'''Last 90 days''' (excluding the last week) - a unique file is kept for every week in the past<br />
*'''Last year''' (excluding the last 90 days) - a unique version is kept for every month in the past<br />
<br />
*'''Any files deleted from the source computer''' - These files are removed after a year.<br />
<br />
==Troubleshooting==<br />
If crashplan backups are failing, try the following:<br />
#Have the user launch crashplan and sign in-if it doesn't launch they may need to uninstall/reinstall (If a Mac-check managed software center for available updates)<br />
#Reboot the machine and have the user keep the machine on for at least 24 hours-sometimes a user will turn the machine off and interrupt the backup.<br />
<br />
===Crashplan is crashing before it completes a backup===<br />
This will happen when backing up a large amount of data > 1TB or a large number of files. You may need to adjust the amount of memory available to Crashplan:<br />
<br />
[https://support.code42.com/CrashPlan/6/Troubleshooting/Adjust_Code42_app_settings_for_memory_usage_with_large_backups Adjust Crashplan Memory Allocation]<br />
<br />
[[Category:Software]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=CrashPlan&diff=38399CrashPlan2020-10-09T23:25:27Z<p>Jtwaddle: </p>
<hr />
<div>Code42 CrashPlan (formally CrashPlan PROe) is a cloud based backup software that is available to all current active Gustavus Employees. It can be used to backup up to 5 college owned devices per employee.<br />
<br />
After encrypting the data using AES, Code42 CrashPlan backs up the data to the cloud anytime an internet connection is available.<br />
<br />
[[File:Code42_Logo_sm.png|right]]<br />
<br />
Code42 CrashPlan benefits:<br />
*Unlimited Cloud Backup storage<br />
*Keep files as long as backup is selected<br />
*Encryption keys are stored locally and not in the cloud<br />
*End to end encryption<br />
*Access backup files anywhere using the website<br />
*Continuous always on backup<br />
*[[Media:CrashPlan_Overview_Benefits.pdf]]<br />
<br />
<br />
<br />
<br />
==Installation - Employee Workstation==<br />
<br />
The Code42 CrashPlan desktop client must be installed to start your backup. By default, your entire system drive will be backed up '''except for the [https://gustavus.edu/gts/CrashPlan#Directory_and_File_Exclusions Exclusions] below''' and any files manually excluded by you.<br />
<br />
'''Note:''' Code42 CrashPlan access is only available to current active employees. All newly imaged and upgraded machines will have CrashPlan enabled.<br />
<br />
===Windows===<br />
<br />
#Click the start menu/screen button and start typing '''Gustavus Application Catalog'''. Open it by clicking on '''Gustavus Application Catalog'''<br />
##If the '''Gustavus Application Catalog''' is not found, from the start menu/screen search '''Software Center''' and open it<br />
#Select '''Code42 CrashPlan''' and click '''Install'''<br />
#After the install completes, double click the '''Code42 CrashPlan''' icon in the notification bar by the clock<br />
#Login with your gustavus username and password to make sure the backup is running properly.[[File:crashplanbackup.PNG]]<br />
<br />
===Apple OSX===<br />
<br />
#Open up the [[Managed Software Center]] application. Use [[Spotlight]] and type in Managed Software Center or navigate to the Applications folder and launch Managed Software Center [[File:spotlight_managesoftware.png|350px]] [[File:finder_managesoftware.png|350px]]<br />
#While in Managed Software Center, find the CrashPlan icon, and click Install. This will install CrashPlan. [[File:Crashplan_managesoftware.png|350px]] <br />
#Find CrashPlan in your applications folder and open it.<br />
#Log in with your Gustavus username and password.<br />
<br />
==Installation - Student Workstations and Other Machines==<br />
The Code42 CrashPlan desktop client must be installed to start your backup. By default, your entire system drive will be backed up '''except for the [https://gustavus.edu/gts/CrashPlan#Directory_and_File_Exclusions Exclusions] below''' and any files manually excluded by you.<br />
<br />
'''Note:''' Code42 CrashPlan access is only available to current active employees. Each employee may install and use CrashPlan on 5 machines.<br />
<br />
CrashPlan must be installed from a web interface for non-employee workstations.<br />
<br />
===Web Interface===<br />
* Log in with employee user credentials at [https://www.crashplan.com/login https://www.crashplan.com/login].<br />
* Click '''Administration''' button.<br />
* New users will see a Pop-up<br />
** If you see the Pop-up - select '''Code42-CrashPlan''' and then the '''OS''' you need.<br />
** If you don't see the Pop-up - Select '''Devices''' - '''Add New Device''' and then the '''OS''' you need. [[File:CPWIAddDevice.jpg|350px]].<br />
* Download and install the software.<br />
* After the install completes, launch the application - <br />
** Windows - double click the '''Code42 CrashPlan''' icon in the notification bar by the clock<br />
** Macintosh - from the Applications folder.<br />
*Login with your gustavus username and password to make sure the backup is running properly.<br />
*Server: '''central.crashplan.com:4282''' <br />[[File:crashplanbackup.PNG]]<br />
<br />
==Crashplan and Google Drive sync client==<br />
<br />
Crashplan by default is unable to backup Google Drive files synced to your computer using the Google Drive client. This is because it does not have access to the files. This can be fixed by changing the permissions on your Google Drive folder:<br />
<br />
===Windows===<br />
#Open '''Computer'''<br />
#Navigate to your user folder (Usually '''C:\users\username\''')<br />
#Right click on the '''Google Drive''' folder and select '''Properties'''<br />
#On the '''Security''' tab, click '''Edit'''<br />
#On the Permissions windows, click '''Add'''<br />
#Type '''System''' in the object name box and click OK on all the open Windows<br />
<br />
'''Note''': These settings may need to be reapplied anytime your Google Drive client updates. It is also important to note that Google Docs/Sheets etc do not sync to your machine. They are only links and therefore Crashplan can not backup the content.<br />
<br />
==Restoring Files==<br />
<br />
===From client===<br />
====Mac OSX====<br />
#Click on the C in the menu bar<br />
#Click on the gear button and click Open Code42 CrashPlan<br />
#Login with your Gustavus credentials<br />
#Browse the folders<br />
#Check the box next to the files you want to download<br />
#Click Restore<br />
<br />
====Windows====<br />
#On your notification bar next to the clock, ''double click'' the CrashPlan icon.<br />
#Enter your Gustavus credentials<br />
#Click on Get Files to the right of your computer name.<br />
#Choose the date and time of the desired restore point.<br />
#Navigate to the folder and files that would like to restore.<br />
#Click the checkbox next to the file(s)/folder(s) and click restore.<br />
<br />
===From a different computer===<br />
#Log into https://www.crashplan.com/login<br />
#Enter your Gustavus credentials<br />
#Dismiss the message about installing CrashPlan<br />
#Click on devices on the left<br />
#Choose your computer<br />
#Click the Restore button on the right hand side (a circular arrow)<br />
#Choose file(s) and click restore<br />
<br />
===Detailed Video Instructions===<br />
Data can be restored using the desktop client and website. The following page from Code42 describes the process of restoring files.<br />
<br />
[https://support.code42.com/CrashPlan/6/Restoring/Download_files_from_the_Code42_app RESTORING FILES FROM THE CRASHPLAN APP]<br />
<br />
[https://support.code42.com/Release_Notes/Code42_Platform/5.0/Users_Guide_To_Code42_CrashPlan_App_Version_5.0.x User Guide]<br />
<br />
==Control data usage for a metered internet connection==<br />
<br />
Crashplan will attempt to backup anytime it has an internet connection. There are times when this is not appropriate such as when the device is connected to a metered connection such as a wireless hotspot. Please follow the directions below to disable Crashplan on a metered connection.<br />
<br />
===Windows===<br />
*Launch the CrashPlan App from the Start Screen or the notification area<br />
*Log in<br />
*Select '''Tools->Options'''<br />
*Select the '''Network''' tab<br />
*Under '''Wireless network exclusions''', select '''change'''<br />
*Select your metered connection from the list.<br />
<br />
'''Note:''' You must be near metered connection for it to be available in the list. If your metered connection is not available, please type in the name.<br />
<br />
===Mac OS===<br />
*Click the CrashPlan icon in the menu bar, click the Gear icon.<br />
*Click Preferences<br />
*Log in<br />
*Select Network<br />
*Under '''Wireless network exclusions''', select '''change'''<br />
*Select Network you would like to exclude.<br />
<br />
===Windows metered connection===<br />
We also recommend enabling the Windows metered connection following the directions below. This will cause:<br />
*Windows Update will only download priority updates<br />
*Apps downloading from the Windows Store might be paused<br />
*Start screen tiles might stop updating<br />
*Offline files might not sync automatically<br />
<br />
'''Windows 10'''<br />
*From the '''Start Screen''' open '''Settings'''<br />
*Select '''Network & Internet'''<br />
*Select '''Wifi'''<br />
*Select '''Advanced options'''<br />
*Select '''Set as metered connection'''<br />
<br />
'''Windows 8.1'''<br />
*On the notification bar next to the clock, select the wireless network icon<br />
*From the list that pops up, right click your wireless connection and select '''Set as metered connection'''<br />
<br />
==Directory and File Exclusions==<br />
By default, Gustavus Technology Services Code42 CrashPlan service will backup the entire system drive (c: or /) to the Code42 CrashPlan cloud excluding certain file types and directories. These exclusions include but are not limited to virtual machine files, temp files, operating system files, log files, application folders and certain file types.<br />
<br />
===Global Exclusions===<br />
<br />
*.*/(?:42|\d{8,}).*/(?:cp|~).*<br />
*(?i).*/CrashPlan.*/(?:cache|log|conf|manifest|upgrade)/.*<br />
*.*\.part<br />
*.*/iPhoto Library/iPod Photo Cache/.*<br />
*.*\.cprestoretmp.*<br />
*.*/Music/Subscription/.*<br />
*(?i).*/Google/Chrome/.*cache.*<br />
*(?i).*/Mozilla/Firefox/.*cache.*<br />
*.*/Google/Chrome/Safe Browsing.*<br />
*.*/Google/Chrome/User Data/Safe Browsing.*<br />
*win:(?i).*\$RECYCLE\.BIN/.*<br />
*win:.*/System Volume Information/.*<br />
*win:.*/RECYCLER/.*<br />
*win:.*/I386.*<br />
*win:.*/pagefile.sys<br />
*win:.*/MSOCache.*<br />
*win:.*UsrClass\.dat\.LOG.*<br />
*win:.*UsrClass\.dat<br />
*win:.*/Temporary Internet Files/.*<br />
*win:(?i).*/ntuser.dat.*<br />
*win:.*/Local Settings/Temp.*<br />
*win:.*/AppData/Local/Temp.*<br />
*win:.*/AppData/Temp.*<br />
*win:.*/Windows/Temp.*<br />
*win:(?i).*/Microsoft.*/Windows/.*\.log<br />
*win:.*/Microsoft.*/Windows/Cookies.*<br />
*win:.*/Microsoft.*/RecoveryStore.*<br />
*win:(?i).:/Config\.Msi.*<br />
*win:(?i).*\.rbf<br />
*win:.*/Windows/Installer.*<br />
*win:.*/Application Data/Application Data.*<br />
*win:(?i).*/Microsoft.*/Windows/.*\.edb<br />
*win:.*\.tmp<br />
*win:.*\.tmp/.*<br />
*win:.*/swapfile.sys<br />
*win:(?i).*\Q/_SMSTaskSequence\E($|/.*)<br />
*mac:/dev/.*<br />
*mac:.*\.Trash.*<br />
*mac:/\.vol/.*<br />
*mac:/mach.sym<br />
*mac:/mach_kernel<br />
*mac:.*\.hotfiles\.btree.*<br />
*mac:.*/Trash/.*<br />
*mac:.*/Network Trash Folder/.*<br />
*mac:.*/VM Storage<br />
*mac:.*\.fseventsd.*<br />
*mac:.*/Library/Caches/.*<br />
*mac:.*\.Spotlight-.*/.*<br />
*mac:/Network/.*<br />
*mac:/tmp/.*<br />
*mac:/cores/.*<br />
*mac:/afs/.*<br />
*mac:/automount/.*<br />
*mac:/private/Network/.*<br />
*mac:/private/tmp/.*<br />
*mac:/private/var/tmp/.*<br />
*mac:/private/var/folders/.*<br />
*mac:/private/var/run/.*<br />
*mac:/private/var/spool/postfix/.*<br />
*mac:/private/var/vm/.*<br />
*mac:/Previous Systems.*<br />
*mac:.*/lost\+found/.*<br />
*mac:.*/Microsoft User Data/Entourage Temp/.*<br />
*mac:.*/iP.* Software Updates/.*<br />
*mac:.*/Library/Application Support/SyncServices/.*<br />
*mac:.*/Library/Logs/.*<br />
*mac:.*/Library/Mail/Envelope Index<br />
*mac:.*/Library/Mail/AvailableFeeds/.*<br />
*mac:.*/Library/Mirrors/.*<br />
*mac:.*/Library/PubSub/Database/.*<br />
*mac:.*/Library/PubSub/Downloads/.*<br />
*mac:.*/Library/PubSub/Feeds/.*<br />
*mac:.*/Library/Safari/Icons.db<br />
*mac:.*/Library/Safari/WebpageIcons.db<br />
*mac:.*/Library/Safari/HistoryIndex.sk<br />
*mac:.*/Library/Calendars/Calendar Cache<br />
*mac:.*/Code42/Code 42 Service.app/*<br />
*mac:.*/Code42/SharePlan Helper.app/*<br />
*mac:.*/Code42/SharePlanMenuItem.app/*<br />
*mac:.*/iTunes/Album Artwork/Cache/.*<br />
*mac:.*/iPhoto Library/iPod Photo Cache.*<br />
*mac:(?i).*/backups.backupdb/.*<br />
*mac:/Desktop DB<br />
*mac:/Desktop DF<br />
*mac:/Network/Servers.*<br />
*mac:/Users/Shared/SC Info.*<br />
*mac:/net/.*<br />
*mac:/private/var/automount/.*<br />
*mac:/private/var/db/dhcpclient/.*<br />
*mac:/private/var/db/fseventsd/.*<br />
*mac:/System/Library/Extensions/Caches/.*<br />
*mac:.*Mobile.*Backups/.*<br />
*mac:.*/Library/Saved Application State/.*<br />
*linux:/sys/.*<br />
*linux:/dev/.*<br />
*linux:/proc/.*<br />
*linux:/tmp/.*<br />
*linux:.*/lost\+found/.*<br />
*linux:/selinux/.*<br />
*solaris:/sys/.*<br />
*solaris:/dev/.*<br />
*solaris:/proc/.*<br />
*solaris:/tmp/.*<br />
*solaris:.*/lost\+found/.*<br />
<br />
===Cloud Backup Exclusions===<br />
<br />
*.*\.bkf<br />
*.*\.hdd<br />
*.*\.hds<br />
*.*\.nvram<br />
*.*\.pvm<br />
*.*\.pvs<br />
*.*\.sparsebundle<br />
*.*\.sparseimage<br />
*.*\.tib<br />
*.*\.vdi<br />
*.*\.vfd<br />
*.*\.vmc<br />
*.*\.vmdk<br />
*.*\.vmem<br />
*.*\.vmsd<br />
*.*\.vmsn<br />
*.*\.vmss<br />
*.*\.vmtm<br />
*.*\.vmwarevm<br />
*.*\.vmx<br />
*.*\.vmxf<br />
*.*\.vsv<br />
*.*\.vud<br />
*.*\.xva<br />
*.*/(cookies|permissions).sqllite(-.{3})?<br />
*(?i).*\.lock<br />
*(?i).*\.lockfile<br />
*(?i).*\.tmp<br />
*(?i).*\.temp<br />
*win:(?i).*/Google/Chrome/User Data/Default/Cookies(-journal)?<br />
*win:(?i).*/Safari/Library/Caches/.*<br />
*win:(?i).*/Users/.*/AppData/Temp/.*<br />
*win:(?i).*/Users/.*/AppData/Local/Temp/.*<br />
*win:(?i).*/WINDOWS/.*<br />
*win:(?i).*\ntuser.dat<br />
*win:(?i).*/WINDOWS DEFENDER/.*<br />
*win:(?i).*\$RECYCLE\.BIN/.*<br />
*win:(?i).*/System Volume Information/.*<br />
*win:(?i).*/Temporary Internet Files/.*<br />
*win:.*hiberfil.sys<br />
*win:(?i).*/PERFLOGS/.*<br />
*win:(?i).*/PROGRAM FILE.*/.*<br />
*win:(?i).*\Q/@dmin\E($|/.*)<br />
*win:(?i)/BOOT/.*<br />
*win:(?i)/RECOVERY/.*<br />
*mac:.*/Application Support/Google/Chrome/Default/Cookies(-journal)?<br />
*mac:.*/Library/Cookies/(Cookies.binarycookies|com.apple.appstore.plist)<br />
*linux:.*/.config/google-chrome/Default/Cookies(-journal)?<br />
*solaris:.*/.config/google-chrome/Default/Cookies(-journal)?<br />
<br />
==Security==<br />
Code42 CrashPlan encrypts all data before leaving the device using AES. It is also encrypted while in transit and at rest in the cloud. All encryption keys are stored locally onsite and not in the cloud. For more information about the encryption used by Crashplan, please view the following PDF.<br />
<br />
[[Media:OV091412_Code42_Trust_Security_Compliance.pdf]]<br />
<br />
==Data Retention Policy==<br />
<br />
The files that are retained in your backup follow certain intervals.<br />
<br />
===Default Retention Policy===<br />
<br />
*'''Every 30 minutes''' - a new version of the file is backed up when it is changed<br />
*'''Every Week''' (excluding the current day) - a unique version is kept for every 12 hours in the past<br />
*'''Last 90 days''' (excluding the last week) - a unique file is kept for every week in the past<br />
*'''Last year''' (excluding the last 90 days) - a unique version is kept for every month in the past<br />
<br />
*'''Any files deleted from the source computer''' - These files are removed after a year.<br />
<br />
==Troubleshooting==<br />
If crashplan backups are failing, try the following:<br />
#Have the user launch crashplan and sign in-if it doesn't launch they may need to uninstall/reinstall (If a Mac-check managed software center for available updates)<br />
#Reboot the machine and have the user keep the machine on for at least 24 hours-sometimes a user will turn the machine off and interrupt the backup.<br />
<br />
===Crashplan is crashing before it completes a backup===<br />
This will happen when backing up a large amount of data > 1TB or a large number of files. You may need to adjust the amount of memory available to Crashplan:<br />
<br />
[https://support.code42.com/CrashPlan/6/Troubleshooting/Adjust_Code42_app_settings_for_memory_usage_with_large_backups Adjust Crashplan Memory Allocation]<br />
<br />
[[Category:Software]]</div>Jtwaddlehttps://gustavus.edu/gts/w/index.php?title=Home_directory&diff=38391Home directory2020-09-30T18:20:33Z<p>Jtwaddle: /* On-Campus Access */</p>
<hr />
<div>A '''home directory''' (often referred to as a '''Z-drive''', since "Z" is the default network drive letter on [[Microsoft Windows|Windows]]) is a networked personal storage space for all students, faculty, staff, and administrators. This space can be used to save papers, syllabi, pictures, [[e-mail]], and other documents. Home directories are also used to store user's [[personal homepages]]. This storage is backed up every night to ensure your data is safe. For large files, please use [[Google Drive]].<br />
<br />
Currently users are given '''1''' [[Gigabyte|GB]] of storage space for files. If more home directory space is needed, [https://gts.gac.edu/gts/newtools/user/check-usage.php students can request a one time addition of space ].<br />
==On-Campus Access==<br />
<br />
===Windows===<br />
<br />
# From the Start Menu/Start Screen, start typing '''Computer''' or '''This PC'''<br />
#Right Click on '''Computer''' or '''This PC''' and select '''Map Network Drive''' from the list of options on the bottom<br />
# Input the following information:<br />
## '''Drive:''' Z<br />
## '''Folder:''' \\home.gac.edu\username<br />
## Check '''"Reconnect at logon"'''<br />
## Click on '''"Connect using a different user name"'''<br />
## Click on '''Finish'''<br />
## When prompted, input your Gustavus username and password<br />
<br />
===Mac OS X===<br />
<br />
# From the Finder, select '''Connect to Server''' from the '''Go''' menu<br />
# Type '''smb://home.gac.edu/'''''username'' in the text box along the bottom replacing "username" with the users Gustavus username. Click the '''Connect''' button.<br />
# When prompted, enter your username and password<br />
# Choose '''My Home Directory''' from the list that appears<br />
<br />
Your home directory will now be mounted. For easy access in the future, drag your home directory icon to the right side of your dock.<br />
<br />
----<br />
<br />
==Off-campus access==<br />
Off campus access to your home directory is available by using one of the following options.<br />
<br />
===Via Remote Desktop (Employees Only)===<br />
Please see [[Remote_desktop | Remote Desktop]].<br />
<br />
===Via Virtual Lab===<br />
[[Virtual_Lab | Virtual Lab]]<br />
===Via Webmail===<br />
Please note that this option is not available for GusMail users. To access your [[Home Directory]] via [[Webmail]] perform the following tasks:<br />
# Log on to the Gustavus [[Webmail]] service. [https://webmail.gac.edu https://webmail.gac.edu]<br />
# Click on "File Manager"<br />
<br />
You then will be able to browse your Home Directory. You can download these files by clicking the download icon.<br />
<br />
==See also==<br />
* [[Personal homepage]]<br />
* [[Quota]]<br />
* [[Virtual Lab]]<br />
* [[Google Drive]]<br />
<br />
{{Tech help}}<br />
<br />
[[Category:Home directory]]</div>Jtwaddle