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Google - New Privacy Policy (February 2012)

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Google issued a new privacy policy to Google users in February 2012. There have been concerns about this in the public arena.

Question:How does this affect my UMN Google Apps account?
Answer: It does not change the privacy agreement entered into by the University and Minnesota and Google.

From UMN Google Support:
"Hi Christopher,
There is a difference between University of Minnesota Google Apps accounts and personal Google/ accounts. They are totally separate from each other, and fall under separate and different contractual agreements, as well as different terms of service. Institutions that use Google Apps for their email, calendar and the other core applications, have individual contracts with Google that define how data is handled and stored.
The University of Minnesota has a separate contract with Google, and Google remains in compliance with the confidentiality and security obligations provided to our domains under this contract. The new privacy policy does not change this contractual agreement between Google and the University, University's core suite of applications, including Gmail (email), Google Docs (word processing, spreadsheets, and presentations), Google Calendar, Google Talk (instant messaging), and Google Sites, are not affected by this new privacy policy."

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.

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.

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.

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".

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.

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.

GPS Resources - The move from UMCal to Google

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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.


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:


  • 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

    Google Migration - UMCal to Google Calendar

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    Your UMCal data will be automatically moved to your Google Calendar. This will happen overnight on Tuesday, October 12th/Wednesday, October 13th, ready for use on Wednesday, October 13th.

    All data from 18 months in the past to 1 year in the future will be imported into a secondary calendar in your UMN Google account. This will allow you to see what you have currently scheduled, and then move items you deem appropriate into your primary UMN Google calendar.

    UMCal is a different computer system than Google Calendar, so each item that is imported will appear as a separate "text file". Any resources or invitees that you have associated with a meeting will be imported, but will not be connected in any way to the system and so that meeting needs to be reconfigured in your primary calendar, with resources and invitees being re-invited in the Google Calendar system.

    Things to think about:

    • Invitees and resources will be listed in the UMCal import secondary calendar, but will need to be setup in your primary calendar.

    • The meeting owner/manager will be responsible for resetting the meeting and details.

    • Repeating meetings will not be linked and so each instance will need to be deleted individually. A solution is to make note of any repeating meetings, remove them from your UMCal calendar, and then create them new in your primary calendar starting Wednesday.

    • The UMCal calendar that is brought in automatically can always be deleted and re-imported if the need arises. We can manually import any "snapshot" of data that exists in UMCal.

    Instructions on moving items from one calendar to another can be found HERE

    OIP(GPS) IT staff will be visiting/contacting each staff member to insure understanding of the process of moving data from one calendar to another.

    Google Calendar - Responding To A Meeting Invitation

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    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.



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