October 2010 Archives

GPS Resources

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GPS has numerous resources for use by staff. You are able to reserve items that you have access to via your own Google Calendar.

Reserving resources

Room Reservations:
All conference rooms are listed under "Rooms, etc.".

Other Resources:
Resources other than rooms are currently listed under "Guests". These items are laptops, projectors, etc.

A search for "GPS" will yield a list of resources you have access to reserve.


Why are resources listed under "Guests"? This is confusing.
I have had concerns about this configuration since we started planning to use Google. Unfortunately, this is how the system is currently setup. Calendars I create for GPS Alliance use fall under "Guests" rather than "Rooms, etc.", even if it is a room. For rooms, a request needs to be made centrally and that means we have less control. I will be monitoring use and management to decide if it is better for all resources to be requested to be moved to central management - the benefit being that all resources would be listed under "Rooms, etc.".

GPS Resources - The move from UMCal to Google

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BE SURE TO CHECK YOUR RESERVATIONS ON THE RESOURCE CALENDARS TO MAKE SURE THINGS ARE AS YOU EXPECT. PLEASE REPORT ANY PROBLEMS BY SUBMITTING A SUPPORT REQUEST.

Calendar names have changed. The names are more generic, but identification can be made through data saved with the calendar. This can be found by going to Calendar>Settings>Calendar Settings>Calendars. You will see a list of calendars you have created, and also calendars others have created for which you have been given access. GPS calendars will have data listed underneath to help identify the resource and aid in you selection.

Below is a list of calendar names that are different enough to cause confusion:

Old Calendar Names in UMCal -------------------> New names in Google Calendar
LAC West Bank Laptop 1 --------------------------------LAC Laptop & Projector
LAC West Bank Projector 1 --------------------------------LAC Laptop & Projector
LAC West Bank Laptop 2 --------------------------------DO Laptop & Projector
LAC West Bank Projector 2 --------------------------------DO Laptop & Projector
LAC Mobile Laptop 1 --------------------------------LAC Laptop 4 (LAC-only)
LAC Mobile Laptop 2 --------------------------------LAC Laptop 5 (LAC-only)
LAC 13-inch PowerBook --------------------------------LAC Laptop 6
LAC White iBook --------------------------------LAC Laptop 8
LAC iBook 2 --------------------------------LAC Laptop 9
LAC HD Video Camera --------------------------------LAC Video Camera 1
LAC Mini Video Camera ---------------------------------LAC Video Camera 2

The remaining resource calendars have names that are similar and should be identifiable.

BE SURE TO CHECK YOUR RESERVATIONS ON THE RESOURCE CALENDARS TO MAKE SURE THINGS ARE AS THEY ARE SUPPOSED TO BE. PLEASE REPORT ANY PROBLEMS BY SUBMITTING A SUPPORT REQUEST.


Google - GMail sending limits

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GMail has the following limits:


  • Outgoing Messages at once: 500

  • Messages per day: 2000

If those limits are exceeded, your account will be locked for 24 hours.

The suggestion is to use Lyris if business process dictates email messaging of that magnitude.

Google - GMail Advanced Search options

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Google has a very simplified interface and the standard search options (operators) seem limited. These are most likely available as they are because they are the most popular search criteria used/requested.

However, there are a host of other search operators that can be used to find what you are looking for in your GMail.

Advanced Search Operators


An example search:

Find all Sent Mail in May 2010

The operators and format to enter into the search field are:

label: desired label name
after: the day before the first date of your desired search results
before: the day after the last date of your desired search results

The clause, then that would entered looks like this:
label: Sent Mail after: 2010/04/28 before: 2010/06/01

Typing "label" or "date" in the search field yields operator options to help inform/remind of what to use to find different subsets of your email.

Google - GMail Label Sorting - Keyboard Shortcuts

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There is a specific order for keyboard characters that may help you order your labels in a method other than an alpha-based sort.

NOTE: Other characters may work, like cyrillic characters versus English alphabet characters. Experiment to your heart's content!

These characters are used by the system:


  • \

  • }

  • )

  • (

  • &

  • ^

  • |

Here is the order of standard US keyboard characters:

GMail_Labels_KeyboardCharacterShortcuts.png


  • An example of a primary calendar (stord005) and a secondary calendar (stord005 UMCal Import)

  • 1EventMove_FullCalScreen.jpg

  • Clicking on the header of the event reveals a quick overview screen for the event

  • 2EventMove_QuickEventWindow.jpg

  • Choose the "Copy To My Calendar" option

  • 3EventMove_ChooseCopyToMyCalendar.jpg

  • The Event Detail view appears, allowing adjustments to be made as desired

  • 4EventMove_EventDetailForMoving.jpg

  • An instance of the event has been created in your primary calendar, and the original event in your secondary calendar remains

  • 5EventMove_EventMovedToMainCalendar.jpg

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