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Online Documents

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As we become more comfortable with what it means to operate "in the cloud", the University of Minnesota has met the challenges of this idea with a number of solutions. These solutions are intended to, first and foremost, make available an environment where data security risks have been reasonably mitigated. This is either through a UMN-hosted solution or through legal contract.

Google Documents

Google Documents in your UMN Google Apps account allows for online storage of a large number of file formats. Also, one can create word processing documents, spreadsheets, and presentations that can be shared with others to be viewed and even edited by multiple people at once. It is compatible with Microsoft .doc, .docs, .xls, .xlsx, .ppt, and .pptx formats, as well as .jpg, .pdf, and numerous others.

UMN Netfiles
Netfiles is an online file storage location that allows storage and sharing of documents both internal and external to UMN. This solution operates very similar to a traditional file service. One issue is that editing through a web browser is not possible. Documents are downloaded, edited, and uploaded to Netfiles.

Google controls how their products appear on any device via web browser. The web pages have been programmed to recognize the type of device being used and to deliver a web page environment specifically tailored for that device, while the user changes nothing - navigating to the same URL whether on a desktop computer or mobile device.

One drawback of this is that features can be limited on mobile devices. One of those issues is a full tool set in Google Apps Documents. Most notably for this issue, the ability to upload/download documents via Google Apps Documents is missing.

To work on a document that has been stored in Google Docs, an easy work-around is to dowload the document to a desktop, attach it to an email and send it to one's self. Then access the email in your account via the desired iPad. The GPS Alliance iPads have an app called "DocsToGo". When clicking on your document(s) in your email attachments ara, it will appear to you in Safari (the native web browser on iPads). Also, in the upper-left, you will see the text "Download to DocsToGo". Click on that button and the document will open, but now on the iPad via DocsToGo. You can edit documents, save changes, and manage them in much the same way as if on a desktop or laptop.

CAUTION: When using of the GPS Alliance iPads, be sure you remove the document prior to returning the device, especially if the document(s) worked on contain private information.

Why Google At The University of Minnesota

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Along with many other non-profit institutions around the globe, the University of Minnesota has moved to Google Apps as their official enterprise, common good solution for email, calendaring and collaboration.

You can find an explanation for this move, plus other questions and answers at the Office of Information Technology's article Questions and Answers.

Lyris - Configuring Mailings to Track Data

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QUESTION: How do I configure mailings to track data including, "clicks," "opens" and "page views" along with the various reporting options available under "All reports" -> "Web Site"? Do mailings have to be in HTML in order to track these data?

ANSWER: When you're setting up your mailing (not content), you need to flip to the tracking tab and enable open detection, HTML detection, and clickthrough tracking; these are not on by default. Lists can be set to have these on by default. The settings are spread across two pages: Utilities->List Settings->Web Created Content and ...->Email Created Content.

The mailings don't have to be in HTML to get click-through tracking. However, HTML is strongly recommended for:


  • better overall presentation, and

  • better link appearance.

The tracked URLs from Lyris can get very long and seeing one of those in plain text really breaks up your content if you haven't carefully formatted the plain text part of your message. If resources permit, consider both multipart message with both HTML and text, and format each part appropriately.

(Answer provided by Lyris support staff in response to a question sent to the Net-People list)

Google Calendar - Labs

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Recently, the UofM Google administrators made available some features in Google Calendar. These features are created in what Google calls "Labs". The features are currently limited to 14 tools.

Some features that may be of interest are:


  • Gentle Reminders - this meets the need of having an audible reminder for meetings.

  • Event Attachements - adding documents to meetings/events on your calendar

  • Smart Rescheduler - Brings back the feature in UMCal of having the calendar system check all invitees' schedules and list open times.

  • Next Meeting - displays one's next meeting in large text with an indicator of how long until it will begin.

"How do I access these features?", you may ask. These features are listed and can be enabled and disabled by navigating to your Google Calendar, selecting the Gear symbol in the upper right corner of the window and choosing "Labs".

Then just read each description and choose 'Enable' for the feature you would like to add to your calendar.

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.
CalendarNames1.jpg

Choose "Calendar Settings" from the list that results
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Choose the "Calendars" tab
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See the names of all of the calendars. Specific information is available under the calendar name.
CalendarNames4.jpg

Clicking on the name will result in a detail window for that calendar.
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Google Calendar - Allowing Invitation Notifications

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Accounts are not automatically set to allow invitations sent via Google Calendar when someone is creating a meeting and inviting guests. Because this is the best way currently to know a meeting has been put on one's calendar, all GPS Alliance staff should configure their Google Calendar settings to allow incoming calendar invitations.

First, open your calendar and choose "Calendar Settings" in the upper right corner of your calendar interface under "Settings".
GoogleCalendar_CalendarSettings2.jpg


Next, click into the "Calendars" tab and choose the main calendar for your account. This will be your x.500 (or whatever you renamed it to be), but should be the main personal calendar associated with the account into which your are logged.
GoogleCalendar_Calendars.png


Finally, choose the "Notifications" tab and use the check boxes in the lower right to set the notifications you will receive. All four options should be checked.
GoogleCalendar_Notifications.jpg

Google in China

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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

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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.
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02_Attachments_ChooseAttachment.png

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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.

04_02_Attachments_ChooseMultiple.png

04_Attachments_ChooseAttachment_Multiple.png

DragNDrop

A more direct option is to drag any desired attachments to the attachment area.

05_Attachments_DragNDrop.png

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.


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