GPS Alliance Information Technology Knowledge Base

Suggested Web Browser Use

Tue, 26 Jul 2011 10:43:30 -0600

With the implementation of Google Apps, and the inability to manage multiple Google accounts in the same browser, GPS Alliance IT policy became to install multiple browsers for staff to use to meet their needs. Below are the browsers that are installed and their suggested use: OS X -

Chrome - Your personal UMN Google Apps account and general web browsing
Safari - Secondary email accounts
Firefox - Central UMN web-based applications, such as PeopleSoft and ImageNow.

Windows -

Chrome - Your personal UMN Google Apps account and general web browsing
Firefox - Secondary email accounts and all other central UMN web-based applications, such as PeopleSoft.
Internet Explorer - Central web-based applications that require its use (ImageNow, etc.)

FYI - The Office of Information Technology continually suggests using Firefox over Internet Explorer wherever possible due to security issues inherent in Internet Explorer.

iPad Troubleshooting

Mon, 18 Jul 2011 09:55:20 -0600

Do you know how to restore, restart or reset your iPad? Do you know the difference between the three? This is one of the most valuable things you can know how to do with your iPad because it is also one of those skills that you can take with you and use when your iPad stops responding or for some reason completely freezes. When you have problems, try these things in the order they are listed. You will most likely want help from GPS Alliance IT for the backup/restore. How To Restart Your iPad Restarting your iPad is the first step when things go haywire. Perhaps an app is not responding or perhaps you have some odd behavior that causes iPad to seem less than responsive. Here's how to restart it: Turn iPad off, and then turn it on again

Press and hold the Sleep/Wake button for a few seconds until a red slider appears and drag the slider
Press and hold the Sleep/Wake button until the Apple logo appears

You have now essentially restarted your iPad. This will work in a majority of cases but sometimes it is necessary to move on to resetting your iPad. How To Reset Your iPad Resetting the iPad is more than actually restarting it. It is like rebooting your computer and often times it solves issues that simply restarting it may not solve. Here is now to reset your iPad:

Press and hold both the Sleep/Wake button and the Home button for at least ten seconds, until the Apple logo appears

You have now reset your iPad. How To Backup And Restore Your iPad Sometimes things go so wrong and you may want to completely restore your iPad back to the factory default. If you do this, then you have to realize that you will lose all of the data that is on there so remember to back it up first (as long as it is not too far gone already). In case you do not know how to back up iPad, here is how to do that before we dive into a restore: iTunes automatically creates a backup of settings, application data, and other information on iPad whenever you:

Sync with iTunes
Update iPad using iTunes
Restore iPad using iTunes

Note: Apps from the App Store are included in the first backup after the applications are downloaded. Subsequent backups include just the application data. And here is how to restore iPad back to factory default:

Connect iPad to your computer
Select iPad in the iTunes sidebar, then click the Summary tab
Click "Restore"
Follow the onscreen instructions to complete the restore process. If it prompts you to backup iPad do so at this time.

Once you are done with the restore process, you may now want to restore your backup as well. Here is how to restore from a backup:

Connect iPad to the computer you normally sync with
In iTunes, Control-click iPad in the sidebar, then choose "Restore from Backup" from the menu that appears
Choose the backup that you want to restore from in the pop-up window and click "Restore"

Your iPad should now be acting normally once again. These are three of the most important things you can learn as they will ensure your iPad is happily functioning again after a crash or freeze. Other solutions can be found at this iPad Troubleshooting Guide

What GPS Alliance Google calendars can I see and where are the resources located?

Fri, 13 May 2011 09:07:09 -0600

It is helpful for staff to know the names of the calendar to which they have access, where they are located, and other specifics based on the type of resource. Here is how that information can be found: In your UMN Google Calendar, choose the gear symbol from the upper right of your browser window. Choose "Calendar Settings" from the list that results Choose the "Calendars" tab See the names of all of the calendars. Specific information is available under the calendar name. Clicking on the name will result in a detail window for that calendar.

UMN Wireless access change in February 2011

Wed, 02 Feb 2011 09:56:14 -0600

The Office of Information Technology will be making changes to the wireless network at the University of Minnesota.

Update your wireless configuration to avoid interruption.

This applies to UMTC, UMR, and some extension sites. Those who use the U of M Secure wireless network on the Twin Cities campus will need to make a slight configuration change to continue connecting to the network. In February, OIT engineers are installing a new security certificate, used to authenticate the network, "wireless.netaccess.umn.edu." This means users must change their computer configuration settings to "trust" the "AddTrust External CA Root" certificate authority. After February, users may remove trust configurations for the previously used "Thawte Premium Server CA" certificate authority. For help configuring your computer, see wireless setup guides. For help, call 1-HELP, or see OIT support.

Policies of use of technology resources

Mon, 13 Dec 2010 15:28:47 -0600

Acceptable Use of Information Technology Resources Guidance For Using Information Technology Resources The UofM's official agreement for software purchased through OIT's software programs can be found at OIT Software License Installation and Termination Agreement Software Maker Policies/Agreements with UofM: Adobe Of Note: Adobe does allow one copy of their product to be installed on a personal/home computer if it has been purchased with UofM Departmental funds and installed on a work computer. Here is the policy verbage -

2.5 Portable or Home Computer Use. Subject to the important restrictions set forth in Section 2.6, the primary user of the Computer on which the Software is installed under Section 2.2 ("Primary User") may install a second copy of the Software for his or her exclusive use on either a portable Computer or a Computer located at his or her home, provided that the Software on the portable or home Computer is not used at the same time as the Software on the primary Computer.

While this does not specifically state whether or not the computer at home can be one that is not purchased by university funds and maintained according to UofM standards, I have been given the okay by OIT software manager Justin Halverson

Google in China

Mon, 22 Nov 2010 13:55:59 -0600

Google is not currently fully supported in China. This is problematic for those that have already migrated or will migrate to UMN Google Apps and have need to travel to China for University of Minnesota study, research, or other business.

The solution for this issue is:

On devices owned by the University of Minnesota or student/staff/faculty/administration - to use the UofM's pre-configured Virtual Private Network (VPN) software. Since use of the VPN is required to connect to University of Minnesota networked resources, this will hopefully be standard operating procedure for all travelers. (see "Virtual Private Network Use At The U of M")

On other devices (such as a computer in a computer lab) - experience will vary. It has been reported by GPS Staff that have traveled to China that connection to UMN GMail works without the VPN.

Information on what VPN is, its recommended use, installation, etc. can be found at the UMN VPN Homepage

GMail - Adding Attachments

Tue, 16 Nov 2010 13:02:56 -0600

There are two ways to add attachments to an email message: The "Add Attachment Tool" and "DragNDrop". Add Attachment Tool Navigate via the "Add Attachment" tool. Multiple attachments can be chosen by depressing the 'Shift' key and choosing items that are next to each other in a group or 'Command' key (Mac) or 'Control' key (Windows) and selecting multiple items that are not next to each other (shown below) you would like to attach. DragNDrop A more direct option is to drag any desired attachments to the attachment area.

Google - GMail Label Sorting - Keyboard Shortcuts

Tue, 05 Oct 2010 10:54:12 -0600

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 - Managing the transition from folders to labels

Thu, 23 Sep 2010 13:11:41 -0600

If you already have sub-folders setup in your IMAP, Google will migrate those, separating each sub-folder name with a slash (/). Example: OIP .....2010 ..........Item 1 ..........Item 2 Would in GMail through the migration become labels that look like ... OIP/2010/Item 1 OIP/2010/Item 2 If you don't have folders created in your IMAP, there is a special way to do this and I think it best to not do this until after the migration. So..... First, I would suggest no moving of folders until after the migration. I think we all agreed on that. Second, GMail doesn't support sub-labels currently, the easiest thing to do will be to "flatten out" your folder structure locally ("Local" or "On My Mac" in your email client) so every folder is at the same level. LOCALLY: Green .....2010 ..........Item 1 ..........Item 2 .....2011 ..........Item 1 ..........Item 2 Blue .....2010 ..........Item 1 ..........Item 2 .....2011 ..........Item 2 ..........Item 2 After the migration, you would need to change the folder structure above to look like: Green 2010 Item 1 Green 2010 Item 2 Green 2011 Item 1 Green 2011 Item 2 Blue 2010 Item 1 Blue 2010 Item 2 Blue 2011 Item 1 Blue 2011 Item 2 And then you would drag the folder from "Local" or "On My Mac" to "GMail IMAP". OIP IT can help you with this, but you will want to think about how you will modify your folder names so they make sense in GMail.

GPS Google Migration

Tue, 21 Sep 2010 14:24:03 -0600

On September 27th (Friday, October 8th for ISSS) the migration to Google will begin. At the end of your work day:

Enter "mail.umn.edu" (The GopherMail homepage) in your favorite web browser.
You should see an indication directly under the main banner in the center that either 1.) problems exist that will hinder the migration of your account or 2.) that your account is ready for migration.
If you experience the second, click on "Gmail Sign Up" and follow the instructions.
If problems exist, click on the link at the end of the text that states how you can address the issues. On the page that appears, click the check box next to "Scan my account and send me a report" and submit. An email will appear in a few seconds in your email inbox with specifics about your account that need to be addressed. Once you feel you have addressed these, go to "mail.umn.edu" again and check the status.

If you feel you have addressed all of the issues indicated in the report and your status still does not change to "eligible", please contact Christopher at 5-6490 and/or stord005@umn.edu Once eligible and initiated, the migration will begin and emails will begin appearing in your UMN Google Inbox in approximately 15 minutes. However it will likely take hours to move your entire account, particularly if you have many folders and emails. Our schedule for migration will be: Monday, September 27th - GMail migration All staff except ISSS begin the migration process at the end of their individual work day. Tuesday, September 28th - Once the migration happens, GopherMail is no longer accessible. To access your email, 1. type "google.umn.edu" in the URL bar of your favorite web browser 2. authenticate with your x.500 Internet ID account name and password 3. click "Sign in to the University of Minnesota" 4. click "Mail" Tuesday, September 28th - Google Calendar Basics course offered by OIT UTTC training staff in Walter 210 (9:30-12:00) Tuesday, September 28th and Wednesday, September 29th - OIP IT staff will be roaming the 2nd and 6th floors in Heller Hall and at the UIC to answer questions and help with any issues that may arise. Tuesday, September 28th - All GPS-owned departmental accounts (except "isss" and "190staff") will be ready to opt-in to Google. This requires the same process as was used to migrate a personal account, but using the account name and password of the departmental account instead. Friday, October 1st - GMail Basics course offered by OIT UTTC training staff in Walter 210 (9:30-12:00) Monday, October 3rd - GPS Google Calendar Migration - All staff except ISSS will have their calendar data migrated (imported automatically from UMCal). A secondary Google calendar will be created in each staff member's calendar viewer. This will allow staff to see what items have been imported from UMCal. Staff can then choose which items to add to their primary Google Calendar. The UMCal migration tool will automatically bring in 3 months of past data, and 3 weeks of future data. Please contact OIP IT if you have other needs. UMCal will continue to work and so can be viewed, other items can be imported, etc. OIP IT staff will be roaming 2nd and 6th floors in Heller and at the UIC to aid staff with their calendar cleanup. Tuesday, October 5th - GMail Basics course offered by OIT UTTC training staff in Blegen (9:30-12:00) Friday, October 8th - Google Calendar Basics course offered by OIT UTTC training staff in Blegen 90 (9:30-12:00) Monday, October 11th - ISSS begins GMail migration, following instructions and schedule listed previously. OIP IT staff will be available in ISSS offices Tuesday, October 12th to answer questions and help with any issues that may arise. Monday, October 18th - ISSS Google Calendar Migration All ISSS staff will have their calendar data migrated (imported automatically from UMCal). A secondary Google calendar will be created in each staff member's calendar viewer. This will allow staff to see what items have been imported from UMCal. Staff can then choose which items to add to their primary Google Calendar. The UMCal migration tool will automatically bring in 3 months of past data, and 3 weeks of future data. Please contact OIP IT if you have other needs. OIP IT staff will be available in the ISSS offices to aid staff with their calendar cleanup. Monday, October 25th - GPS staff will discontinue use of UMCal. People may use as needed, but scheduling within GPS should happen via Google Calendar. Scheduling with other UMN units should happen via Google Calendar wherever possible.

Google FAQ

Tue, 21 Sep 2010 14:23:05 -0600

Frequently Asked Questions for Google in OIP Can I have use a local email client (Thunderbird, OS X Mail, Outlook, etc.) for access to GMail? Technologically it is possible. However, OIT and GPS IT recommend against it. Here is OIT's policy: 1-HELP is unable to provide assistance with configuring Cell Phones or desktop email clients, as the only officially supported means for accessing Gmail is via the Gmail web client. If you must access your University of Minnesota Gmail account via a Cell phone or Email client, you will have to configure the device yourself using the Gmail IMAP configuration information provided in these two URLs: http://www.oit.umn.edu/email/setup-guides/index.htm http://www.oit.umn.edu/email/general-configuration/index.htm Make sure you use the correct Username and Google desktop/mobile password (NOT your Internet ID and Internet PW) as is described in the first URL. Why is OIT not supporting email clients (Thunderbird, OS X Mail, Outlook, etc.) There are numerous reasons for this. -Understanding the full tool set GMail offers by using it exclusively means there will be no question what is possible whether you access your email at work, at home, in a coffee shop, and internet cafe, etc. -Data security is always an issue with email. Using the web client strictly will ensure that all emails and attachments are located only in one place with regard to your account - in the UMN GMail server space. This means data is not on a local computer or device that can be stolen and/or compromised. REMEMBER - nothing is ever actually removed from a computer hard drive, even when 'deleted'. -Requesting changes to GMail because it does not deliver a feature one is used to in a local client, or one that is much simpler, will make the web client richer for everyone who uses it. This includes access via phones and other mobile devices. How can I configure my iPhone/iPod Touch to use Google web view to my UMN GMail account? -In Safari on your iPhone, type "google.umn.edu" into the URL bar. -Authenticate using your UMN x.500 credentials. -Safari will display a Google account page designed specifically for mobile devices, but that will resemble closely what you see on your computer through your web browser. -Click the "+" sign at the bottom of the iPhone/iPod Touch screen. -Choose "Add a Bookmark" to add a bookmark to this page OR choose "Add to Home Screen" to add an icon to your set of applications. Migration: GMail Will the local mail I have currently in my mail client (OS X Mail, Thunderbird, Outlook,etc.) disappear once I migrate if I don't move them to IMAP? No, they will stay exactly as they are. They will be able to be moved to GMail IMAP after the migration or continue to be stored in your email client as an archive. How will I move my local mail to GMail IMAP after the migration? Please see this article on managing the transition of folders to labels. Will the sub-folders I use in my IMAP currently be transferred to GMail during the migration? Yes, but not in exactly the same folder format. GMail does not currently support sub-labels (I hear Google is working on that...), so any sub-folders will come in with the parent folder name prepended and separated with a forward slash (/). Please see this article on managing the transition of folders to labels. Will departmental email accounts be migrated? Yes. All departmental accounts will be scanned and, when issues attended to by the manager of the departmental account, be set to be eligible for the manager to opt-in for that account to GMail. This requires the same process as was used to migrate a personal account, but using the account name and password of the departmental account instead. Currently, GMail does not support multiple email accounts via the same login, but departmental accounts will be able to be accessed via a different web browser. A departmental account user would open their personal UMN Gmail account in Firefox by logging into http://google.umn.edu, and then launch a second browser - Google Chrome, for instance - and authenticate in the same manner as with their personal UMN Gmail account - by logging into http://google.umn.edu, BUT using the credentials of the departmental account instead of their own. It has been surmised that Google is developing the ability for multiple accounts in the same domain to be managed in the same web browser at the same time. Can I still use the "Forward voicemail to email" voicemail preference? Yes, your voicemails will still be forwarded, now to your GMail inbox. However, we don't have a current solution for playing those audio files directly in your browser. So when clicked on, the file will open in your default audio player application. (This has not yet been tested in all browsers so you experience may differ). Are there limits of how many emails can be sent? Yes. 500 messages at a time and 2000 per day. Your account will be locked for 24 hours if those limitations are exceeded.

Google Calendar - Responding To A Meeting Invitation

Fri, 03 Sep 2010 12:30:41 -0600

There are a few ways to respond to a meeting invitation in Google Calendar: Email Notification An email invitation sent to you by the person setting up the meeting contains controls to respond to a meeting. The full message: A zoomed view of the response area: On the Calendar - Overview Window You can also respond to an invitation from the overview view in your calendar via the pop-up overview window. This allows you to respond without opening the detail view of the meeting. On the Calendar - Detail View Window If you click into the detail view of the meeting, there is a response area that indicates whether you have responded and/or what your intention is regarding your attendance at the meeting.

GPS Google Migration - Overall Schedule and Procedures

Wed, 25 Aug 2010 09:12:18 -0600

September 27th is the date! Schedule: September 1-26: Unit orientations by Christopher, custom training given by UTTC staff September 27th-October 1: Migration of email and contacts (using the Contacts Migrator Script?). UMCal calendar prep for migration October 4-October 11: Migration of UMCal data to Google Calendar (using the UMCal Migration Script?) Web access only We will be using the web client as a default setup. While configuration of a local mail client is possible, I feel strongly about avoiding it. I will have discussions with individuals about specific business needs that require a local client. Reasons: 1. Using just the web client simplifies the email experience - at the office, at home, or in a library or internet cafe somewhere in the world. Whether on a computer that is familiar or not, the ways of doing things will be the same no matter the location. Here is a quote from a message board about using a local email client: I just hope that my live "mail" client is not deleting more then one email in my online gmail account when I try to delete email in there. Because I do use the mail client, but then when I go into google online sometimes I'm lost because it all looks so different due to conversations and sometimes emails missing for some reason either from the mail client or from google.com, I haven't been able to figure it out completely 2. Having a local program to access your emails requires more support. It adds to the complexity of the email process that isn't really needed in most instances because of the rich web experience provided by Google. Preparing For The Migration Please view this web page that gives clearly defined instructions on how to prepare your email for conversion to Gmail.

UMConnect Video Conference Setup

Fri, 13 Aug 2010 14:17:24 -0600

UMConnect allows staff to have video conferences with others both within and outside the University of Minnesota network. Here are instructions on configuring UMConnect for the best experience. UMConnect Homepage UMConnect Training UMConnect Login and Setup Guides UMConnect Support and FAQ OIT Onsite Production - this is suggested for those who want to have professional audio and video available for a video conference/webinar live and for recorded playback of different types.

Jabber logs off and gives a security warning message.

Wed, 14 Jul 2010 13:14:47 -0600

There is a certificate on the jabber server. Most likely, this certificate expired as it has to be certified at least once a year. Once the server administrators from OIT controlling the Jabber server renew the certificate, the problem should be resolved and the behavior listed will no longer happen.