CAB* – Protect Yourself From Scams!

Friday, May 19, 2017

With so many scams happening on a daily basis, it’s sometimes hard to tell what is real and what might be an actual scam. Many scams occur to individuals through cleverly crafted email messages, which attempt to encourage the recipient to provide sensitive information such as social security numbers, passwords, and bank account numbers, all with the purpose of doing some type of harm. This type of scam is known as phishing, and sometimes the email messages can be extremely convincing, harassing, or even scary. Some scams will even go so far as to infect websites, that then infect your computer, and pose itself as anti-virus or computer security protection. A message or window will then present itself to have you call a phone number to have the fake infection removed from your computer, all with a financial cost associated with it.

To help you with identifying a scam, the Federal Trade Commission publishes a Consumer Information website that provides individuals with all kinds of information about scams and ways to protect themselves and their family from falling victim to a scamming attempt. When visiting their website, click on the Scam Alerts button to see a list of scams. You can even sign up to have scam alerts delivered directly to your inbox by clicking on the Get Scam Alerts by Email button. There are also some great resources on protecting your privacy, identity, and online security.

Always remember to be a Cyber Aware Bobcat and don’t fall victim to a scam or phishing attempt. Protect your Bates Passwords and PINs and ever share them! Even with supervisors, colleagues, family or friends. Your passwords are the strongest part of protecting your information and the information of the college.

*CAB – Cyber Aware Bobcat

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IT Help Desk – Reminder to Graduating Seniors

Wednesday, May 17, 2017

Before you leave Bates there are a few maintenance chores Information and Library Services would like to remind you about.

Next year on Friday, June 1, 2018, your access to your Bates G Suite Account will expire and your account will be deleted. This will mean you will not be able to access your Bates Gmail, Google Calendar, Contacts, Google Drive and Google Docs after Friday, June 1, 2018.

This year, access to all other resources requiring your Bates username and password, including access to library resources and the ability to login to on-campus computers, will end on Thursday, June 1, 2017.

To help you prepare, we have published a Reminder to Graduating Seniors web page that will provide you with some additional information, recommendations, and resources to assist you with preparing for life after graduation.

If you have additional questions about your Bates G Suite Account access or about your Bates network account and data, that the Reminder to Graduating Seniors web page does not answer, please visit the IT Help Desk website. Many common answers to your questions may be found from our FAQs. If you require additional assistance, you may contact the IT Help Desk via email at or via phone at (207) 786-8222.

Community Announcement – Ransomware Attacks

Monday, May 15, 2017

Over the weekend you may have heard about the ransomware computer attacks across the globe. If you are interested in reading more about it, here is a story from the New York Times:

Members of the Information and Library Services (ILS) team spent the weekend patching network servers in order to protect Bates from this attack. Additionally, more time will be spent this week patching individual computers that could be affected (all Microsoft Windows computers). We are continually researching this issue and have taken all available action to protect Bates’ computers from this attack.

There is a significant risk if you open an email or a document that contains a link with the WannaCry ransomware or any of its variations. Please ensure that you know the sender and that the return address is correct.

This is an appropriate time to remember some steps about keeping your data safe and being a Cyber Aware Bobcat.

  • Never share your password with anyone, including members of Bates ILS, colleagues, supervisors, or family members. No one will never have a reason to ask for your password.

  • Do not download files, open files or follow links unless you are positive you know who sent it, and that it is something you are expecting.

  • Many of these attacks use “social engineering”, making you believe you know the person who is contacting you. If you have any questions, look carefully at the the address of the sender. Additionally, read the email carefully. If you sense something is wrong, call the person and verify they sent you the email.

  • If at anytime you believe your account may have been put at risk, change your password immediately by logging into Password Manager or contact the IT Help Desk.

  • Any email message sent to you from the Bates College IT Help Desk will always have these characteristics to help protect you from phishing attempts.

Banner – Understanding the Language (Form Names)

Thursday, May 11, 2017

If you are new to the Banner Administrative System or even a seasoned user, you may have noticed that Banner users have their own speak or language. You may have heard Banner users talking and using acronyms like SPAIDEN, FAIVNDH, and GJAPCTL. Trying to follow a conversation with a Banner user using these acronyms can sometimes be difficult to follow or to understand. When Banner users are engaged in Banner speak or language, they are talking about Form names that are part of the foundation to the Banner Administrative System.

When Banner users interact with Banner, they do so through the use of Forms. A Banner Form is an online document/template that is used to add information into Banner or can be used to look-up information from within Banner. A Banner Form is similar to a paper form, except the information is entered once into Banner, and then it can be used by other modules, forms, and reports.

Once you know how to break the code, trying to follow a Banner conversation can be much easier. Every Form within Banner has a seven character name. Each character in the Form name has a purpose and is used to describe the particular use of the Form.

As each character position for a Form is being defined below, the SPAIDEN Form is used in the examples. This Form is used to view and maintain biographic information.
Position 1: (S)

Identifies the Banner product owning the form, report, process, or table.
Example: A = Advancement, F = Finance, G = General, R = Financial Aid, S = Student

Position 2: (SP)

Identifies the application module owning the form, report, process, or table. Each application module has its own set of characters used within that module. Therefore the same character in one module may have a different purpose in another module. In the example below, the letter “P” has a different purpose dependent on the module.
Example: P = Person (Student Module), P = Constituent/Person (Advancement Module), P = Packaging and Disbursements (Financial Aid Module), P = General Person (Human Resources Module), P = Purchasing/Procurement (Finance Module)

Position 3: (SPA)

Identifies the type of form, report, process, or table.
Example: A = Application, I = Inquiry, V = Validation, M = Maintenance, Q = Query

Positions 4, 5, 6, 7: (SPAIDEN)

Identifies a unique four character code or descriptive name for the form, report, process, or table within that specific module.
Example: IDEN = Identification, STDN = Student Relation, PERS = Person

Putting it all together:

S = Student Product
P = Person Module
A = Application Form
IDEN =Identification Descriptive Name

If would you like to see a comprehensive list of the characters based on their product, module, or position, you must be logged into your Bates G Suite (Gmail) account.

Classroom Technology – Wireless Presentation Connectivity

Friday, May 5, 2017

Have you given a presentation or had a meeting and struggled with finding the right adapter to connect your computer to the presentation system? With so many connection types (VGA, HDMI, Display Port, Thunderbolt) it can be a challenge to know what adapter to bring with you. At Bates, all of our classrooms/meeting spaces with presentation technology support a VGA connection, and our newer/upgraded classrooms/meeting spaces also support an HDMI connection. BUT why worry or struggle with an adapter or physical connection when you can connect wirelessly to some1 of our presentation equipment using our Kramer VIA Wireless Presentation System!

The Kramer VIA Wireless Presentation System makes sharing and presenting in a classroom/meeting space so much easier! With any laptop or mobile device, you can connect to the Kramer VIA System and display/mirror your screen in real time – all wirelessly!

Connecting to the Kramer VIA System only requires a few simple steps:

  • Launch the VIA App, enter the Room Name2, and click Login
    • First-time users of the Kramer VIA System will need to download and install the VIA App. Instructions are available on the display source (TV, Monitor, Projection Screen).
  • Enter the four digit code2 and click Login
  • Click Present to display your screen

In some classrooms/meeting rooms, you may have to use the Crestron Touch Panel to select Kramer Via as your display source.

Don’t forget, if you need assistance with using the equipment in a classroom/meeting space that has a Crestron Touch Panel, just press the Help button, and someone will be right over to assist you.

Once you have downloaded the VIA App and you are comfortable with using the Kramer VIA System, discover the other possibilities available! Besides displaying/mirroring your screen, there are collaboration tools, whiteboard features, and advanced screen sharing options.

And remember the best part – No more cables, No more adapters!!!


1A list of classrooms/meeting spaces that have the Kramer VIA Wireless Presentation System can be found from this FAQ on the IT Help Desk website.

2The Room Name and four digit code will be available on the display source (TV, Monitor, Projection Screen).

Service Announcement – Telephone System Maintenance

Friday, May 5, 2017

There will be a brief telephone outage today, Friday, May 5, 2017, from 12:00pm to 12:30pm.

Community Announcement – Google Docs Phishing Scam

Wednesday, May 3, 2017

Update (Wednesday, May 3, 2017 @ 4:19pm): Additional information about the Google Docs phishing scam can be found at (Google Docs users hit with sophisticated phishing attack).

A phishing scam was launched against Google accounts this afternoon.  To you, this will appear as an email message with the subject of: “XXXXX has shared a document on Google Docs with you” with a blue button to “Open in Docs”.  DO NOT click on the button and DO NOT allow access to your Bates email account. We are currently looking into the resolution for those who have already clicked that button.

G Suite – Finding and Subscribing to a Bates Google Group

Thursday, April 27, 2017

To Access Bates Google Groups:

  • On your computer, open your Bates Gmail account from within a web browser and login
  • On the top right, click on the application launcher box Google Application Launcher and click on the Groups icon
  • You will see two buttonsMy groups and Browse all

My groups:
To view, manage (if you are a Bates Google Group Owner), or leave/unsubscribe from a Bates Google Group you are subscribed, click on the My groups button.

Browse all:
To see a list of all the Bates Google Groups that are available to the Bates Community to subscribe, click on the Browse all button.

Note: This will not be a comprehensive list of all the Bates Google Groups. Many Bates Google Groups are private or closed. These Bates Google Groups will not be displayed in the Browse all list. A group owner will publish the group name independently or add members by request to a private/closed group.

Subscribing to a Bates Google Group:

From the Browse all list, click on the Bates Google Group you want to join. As an example, we will use the Forsale Group.

To subscribe to the Forsale Bates Google Group:

  • Click on the Group nameForsale
  • Click on the blue Join group button
  • You will be presented with a Join the (Forsale) group disclaimer. Read through the disclaimer and if you agree, click on the blue Join this group button
  • If your membership to the group does not require approval by the group owner, you will immediately be added to the group. You will have access to the group archives and begin to receive email messages from the group. The does not enforce a membership approval process, so you will immediately be subscribed.

Subscribing to a Bates Google Group by Email:

  • Address an email to the group email address and include +subscribe to the end of the group name. No subject or message body is necessary. You must format the email address exactly as follows:
      • As an example, to join the Forsale Google Group, address an email to the following email address:
  • You will then receive an email to confirm your subscription to the group

Emailing/Posting to a Bates Google Group by Email:

  • To email/post to the group you are subscribed, compose an email message addressed to
    • As an example, with the Forsale Bates Google Group, address an email message to
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IT Help Desk – System Status

Thursday, April 20, 2017

Do you ever experience problems with connecting to a network service such as Wireless, Banner/Garnet Gateway, Campus Printing, and wonder if you are the only one experiencing this issue or if it’s a campus-wide problem? Or maybe you are looking for additional information or updates regarding a service outage? Now you can find out the status of our network systems from the IT Help Desk System Status web page! If we are aware of a network issue, we will post it to the System Status page along with any details.

By starting at the IT Help Desk website, you will see a button labeled System Status under the Welcome to the IT Help Desk! title. If the button is blue, we have received no reports of any network or systems issues. If the button is garnet, we are aware of a network or system problem and additional information can be found by clicking on the button to access our System Status web page. You may also notice a number at the end of the button label. Example: System Status (3). This number tells you how many issues have been reported.

On the System Status web page you will see an icon legend, a list of network services and systems, and a link for additional details. The icon legend lists the following statuses:

  • Status NormalAll systems in that specific category are functioning normally, and no issues have been reported.
  • Problems DetectedAn issue in this category has been reported that may affect normal operations, but should not present a significant impact.
  • System Outage/IssueA significant problem in this category has been reported and will have an impact on operations.
  • System MaintenanceNormal or Emergency system maintenance in this category is being performed or is scheduled to be performed.

When viewing the System Status web page, clicking on the Details link for a specific category will bring you to a web page with additional information dedicated to that specific category. If an event is occurring, you will be provided with the following information:

  • System Status IconA visual representation of the system status.
  • TitleThe title of the event.
  • DescriptionA description/information of the event we are aware of at that particular time.
  • SubmittedThe date and time the event was posted to the status page.
  • ResolvedThe date and time the event was resolved.
  • NotesAny relevant notes regarding the event and updates.

Any history for a specific category may be viewed by clicking on the Past History title bar on the top of each page.

If you do not see an issue you are experiencing, please contact the IT Help Desk to report your issue.

Service Announcement – Network Maintenance

Thursday, April 20, 2017

Information Services will be performing network maintenance on Saturday, April 22nd from 6am-2pm. During that time several services will be affected. Network hardware is scheduled for maintenance which will cause a temporary loss of network connectivity during these hours. These outages will be brief and disruptions of service minimal.  Additionally, network servers will have maintenance performed and will be intermittently unavailable during this time.

Printing – Scan and Email as PDF or JPG/TIF

Thursday, April 13, 2017

With the Multi-Function Printers – MFPs (Xerox WorkCentre’s) located throughout campus, you can scan your paper documents and have them emailed to your Bates email account. By default, the document you scan is sent to you in a PDF file format. But maybe you have a picture or image you want to be in a JPG/TIF file format. With a couple of setting changes, you can easily change the file format from PDF to JPG or TIF.

To Scan a Document and have it Delivered to you in a PDF File Format (Default Setting):

  • Log in to the MFP by badging/scanning in with your Bates ID
  • Tap the E-mail button on the touchscreen
  • Place your document on the glass surface or in the automatic document feeder
  • Press the Green Start button
  • Log out from the MFP by badging/scanning out with your Bates ID or press the Log In/Out button
  • Check your Bates email account for an email with the Subject of: Scan from a Xerox WorkCentre

To Scan a Document and have it Delivered to you in a JPG or TIF File Format:

  • Log in to the MFP by badging/scanning in with your Bates ID
  • Tap the E-mail button on the touchscreen
  • From the E-mail tab, change the Color Scanning setting (bottom left of the touchscreen) from Auto Detect to Color, Black & White, or Grayscale
  • Tap the E-mail Options tab
  • Tap the File Format… button
  • Change the file format from PDF to JPG or TIF
  • Tap the Save button
  • (Optional) Change the Resolution of your Scan – See Below*
  • Place your document on the glass surface or in the automatic document feeder
  • Press the Green Start button
  • Log out from the MFP by badging/scanning out with your Bates ID or press the Log In/Out button
  • Check your Bates email account for an email with the Subject of: Scan from a Xerox WorkCentre

*Changing the Resolution of your Scan:

  • If you need to change the resolution of your scan to a higher quality, tap the Advanced Setting tab
  • Tap the Resolution button
  • Change your resolution (the higher the resolution, the higher quality your scan will be, but your document file size will also be larger)

Lynda – On-Demand Video Courses and Training

Friday, April 7, 2017

Are you interested in learning all there is to know about a particular software application you use, or do you just want to learn about a particular topic? Maybe you just want to discover something new!

With you can learn everything you ever wanted to know about a particular software application by taking an online course, or you can pick and choose particular content to customize your own learning path.

With over 5,000 course titles available, take an opportunity and visit! Lynda offers courses from technology training to subjects in professional and personal growth. Get started today by learning a Weekly Microsoft Word Tip.

Need assistance with creating a personalized learning track or need a bit of guidance with exploring through all the offerings available on Submit an online one-to-one training request, and we’ll meet with you and help you get acquainted with Lynda!

G Suite – Google Chrome Browser Synchronization

Thursday, March 30, 2017

In the Google Chrome browser there is a great, sometimes little-known about feature that lets you synchronize your Google Chrome bookmarks, settings, autofill information, and even your open tabs with other devices where you use the Google Chrome browser.

To Enable the Google Chrome Browser Sync Setting:

  • Open your Google Chrome browser
  • In the top right, click on the 3 vertical lines*/dots/or you may have an informational symbol represented with a “!”.
  • From the drop-down menu, click on Settings
  • Under the Sign in section, click Sign in to Chrome
  • Type in your Bates Email Address, then click on Next
  • You may be prompted to enter your Bates Email Address a second time on the Google Chrome Sign In webpage. Type in your Bates Email Address and click on Next.
  • Sign in with your Bates Username and Password
  • To customize your sync settings, click the Advanced Sync Settings… button
  • You can choose what information to share across other devices where you’re signed in to Google Chrome. We highly recommend syncing your Bookmarks, which will also back them up.
  • Click on the OK button when you are done customizing your settings
  • Close out of the Settings tab
  • Restart your Google Chrome browser

*Tip: The 3 vertical lines or 3 vertical dots is known as the hamburger menu.

G Suite – Restore a Deleted Calendar Event

Thursday, March 30, 2017

Have you ever accidently deleted a G Suite Calendar Event and wish you could undelete it? Now you can!

To Restore a Deleted G Suite Calendar Event:

  • On your computer, open your Bates Gmail account from within a web browser and login
  • On the top right, click on the application launcher box Google Application Launcher and click on the Calendar icon
  • Under the My calendars section, find the calendar for the event you want to restore
  • Hover your mouse over the calendar name, which will become highlighted and reveal a drop-down arrow to the right of the calendar name
  • Click on the drop-down arrow to access a list of menu items and click on View Trash
  • Select the events you want to restore, then click on the Restore selected events button or you can also choose to delete the selected events in your trash forever.

Garnet Gateway – Updating your Security Question

Thursday, March 23, 2017

Do you know the answer to your Garnet Gateway Security Question? Knowing the answer to your Garnet Gateway Security Question can help you reset your Garnet Gateway PIN and save yourself a trip or phone call to the Bates College IT Help Desk.

To update your Garnet Gateway Security Question and Answer:

  • Login to the Garnet Gateway
  • Expand the Account & Access Menu Box
  • Click on the Garnet Gateway link under Security
  • Click the Change Security Question button
  • Enter your current Garnet Gateway PIN
  • Select a Security Question from the drop-down menu
  • Provide an Answer to your Security Question
  • Click the Submit button

The next time you forget your Garnet Gateway PIN:

  • Access the Garnet Gateway Login Page
  • Enter your Garnet Gateway User ID
  • Click on the Forgot PIN button
  • Provide the answer to your Security Question
  • Click on the Submit button
  • You will then prompted to create a new Garnet Gateway PIN

G Suite – Change your Email Display Name

Friday, March 17, 2017

Did you know that you can change the name displayed to recipients when they receive an email message from you? Maybe your current email display name is Benjamin B. Bates, and you would like your email recipients to see Ben Bates.

You can easily change your Bates Gmail display name by following these simple steps:

  • On your computer, open your Bates Gmail account from within a web browser and login
  • On the top right, click on the Gear
  • From the Drop Down Menu, click Settings
  • Click the Accounts tab
  • In the “Send mail as” section, click edit info
  • Under the “Name” section, you will see how your name is currently being displayed in your Bates College Mail accounts
  • In the box below your name, add the name you want to show when you send an email message from your Bates Gmail account
  • At the bottom, click Save Changes

Service Announcement – Inclement Weather

Monday, March 13, 2017

The Bates College IT Help Desk and all other IT Operations will be closing at 2:00pm on Tuesday, March 14, 2017 due to inclement weather. To report a technology issue, you may submit an online service request, email us, or leave us a voicemail message at (207) 786-8222/x8222.

Mac OS – Install Bates Licensed Software and Printers

Friday, March 10, 2017

Are you looking for the latest version of the Microsoft Office Suite to install on your Mac computer? Need Adobe InDesign CC for a project you’re working on? Or maybe you’re looking to install an Academic or Administrative printer.

Now you can install these software titles, printers, and much more from our Self Service App already installed on your Mac computer. Best of all, there is no need to contact the IT Help Desk! Just login to the Self Service App, browse through the list of available items, click install, and follow the prompts!*

To access the Self Service App:

  • Access the Applications Folder on your Mac computer
  • Look for Self Service in your list of Applications
  • Launch the Self Service App
  • Login by using your Bates username and password

There is currently no Self Service App for Windows computers. If you utilize a Windows computer and need to have Bates licensed software installed on your computer, or need assistance with installing a printer, please contact the Bates College IT Help Desk.

*Some software applications will perform a silent installation. When a silent installation occurs, you will not receive any prompts or indication that the software is being installed. Within 20 – 40 minutes the application you selected to install will appear in your Applications folder.

Service Announcement – Network Stability Issues

Update – Monday, March 13, 2017

The piece of equipment that was causing network stability issues has been removed from the Bates Network. Since its removal, the Bates Network has remained stable.

Update Friday, March 10, 2017

Our Network Team has discovered a piece of equipment on the Bates Network that may be the source of our wireless and wired connectivity issues. Our Network Team is continuing to investigate the possible cause of the wireless and wired issues.

No Updates – Thursday, March 9, 2017

Update – Wednesday, March 8, 2017

Routine Preventative Maintenance (PM) was performed to our network this morning. As part of the PM, issues with wireless and wired connectivity were further investigated and equipment associated with the connectivity issues were rebooted. This reboot did not resolve the issue. Our Network Team is continuing to work with our vendors to determine an appropriate solution that would also provide the least impact and disruption to the overall operation of our network.

Tuesday, March 7, 2017

On Saturday, March 4, 2017, the Bates Network began to experience stability issues. These issues are causing a significant problem with wireless and wired network access across campus. Our Network Team is working diligently to resolve these issues.

Zoom – Video and Web Conferencing with Zoom

Friday, March 3, 2017

Interested in hosting a video and web conference, but sometimes get frustrated with using Skype? Even to make things worse, you can’t find your participant’s Skype ID, the versions of Skype that you and your participant are using may not up-to-date or even compatible with each other, or your participant may not even use Skype. Sound all too familiar

Bates now has a simple to use solution that is now available to everyone at Bates! Zoom is a Video and Web Conferencing tool that allows you to host video and web conferences from your computer, mobile device, or even from one of the college’s Zoom Configured Classrooms on-campus.

With Zoom’s easy to use interface, you can be hosting a one-to-one video and web conference with another individual in just a couple of minutes.

All you need to do is:

  • Login to Zoom (Host Meeting – with Video).
  • Pick your Audio Preference (Join Audio Conference by Computer is the most popular).
  • Invite your Participant*.
  • Once the participant receives your invitation, all they need to do is click on your meeting link to join you.

It’s that easy!

To learn more about Zoom Video and Web Conferencing, please visit our FAQs.

*Participants do NOT need a Zoom account to join a video and web conference you are hosting.

Classroom Technology – Classroom Help is On its Way!

Thursday, February 23, 2017

All of the classrooms at Bates that contain technology are equipped with a Crestron Technology Control Panel. These control panels allow individuals to control the technology in each of these classrooms – from powering on/off projectors, lowering/raising projection screens, controlling DVD/Blu-ray players to controlling classroom conference phone systems and classroom capture camera/recording systems. Some of these control panels are even configured to lower/raise room window shades and adjust room lighting.*

Sometimes the technology in a classroom may not be working as anticipated or you may need assistance with using the technology. With a press of one button, on these Crestron Technology Control Panels  – Classroom Help is On its Way!

All of the Crestron Technology Control Panels are equipped with a HELP button. Press it once and follow a couple of prompts. Within 5 minutes a member of the Classroom Technology Team will arrive at your classroom to provide you with assistance.

Interested in scheduling a one-to-one tutorial on how to use the technology in a classroom you will be using? Submit a Classroom Technology Training Request, and one of our Classroom Technicians will gladly meet with you beforehand in the classroom you will be utilizing.

*Not all the technology described is available in all classrooms.

Community Announcement –Telephone Outage

Tuesday, February 21, 2017

There will be a brief interruption to telephone service tonight, Tuesday, February 21, 2017, beginning at 5:05pm. System downtime should not exceed 30 minutes.

There will be NO telephone service on campus during this period.

IT Help Desk – Winter/February Recess Hours

Monday, February 20, 2017

This week the IT Help Desk will be open reduced hours during Winter/February Recess (Saturday, February 18, 2017 – Sunday, February 26, 2017). Please visit our Winter/February Recess Hours.

IT Help Desk – Statistics Reporting

Monday, February 20, 2017

We have expanded the IT Help Desk Daily Statistics reporting to now include the Number of Tickets Closed on a Daily Basis. Visit our statistics page or statistics archive to see how we are doing and view our daily statistics on:

  • Number of Voicemail Messages Received
  • Number of Classroom Technology Calls Received
  • Number of Daily Tickets Closed
  • Number of Daily Tickets Opened
  • Average First Response Time

OS (Win/Mac) – Keyboard Shortcuts

Thursday, February 16, 2017

Are you the type of person that prefers using the keyboard instead of the mouse? Or maybe you’re just not sure what keyboard shortcuts are available to you for your specific operating system. By using keyboard shortcuts, you can be more efficient and faster with using your computer and navigating through your applications rather than having to reach for your mouse each time. The following is a list of some of my favorite and most used keyboard shortcuts:


F2 Rename File
ALT + F4 Close an Application
CTRL + A Select All
CTRL + F Find/Seach
CTRL + ESC Open the Start Menu
CTRL + Arrow Keys Highlight/Select Text (Words)
Shift + Arrow Keys Highlight/Select Text (Characters)
Shift + Delete Bypasses the Recycle Bin and Permanently Deletes the File
Windows Key + E Open File Explorer
Windows Key + L Lock Computer/Desktop
Windows Key + M Minimizes All Open Applications


Command + A Select All
Command + M Minimize an Application Window
Command + Q Quit/Close and Application
Command + Space Bar Open Spotlight Search
Command + Tab Switch Between Applications
Command + Shift + 3 Take a Screen Shot of your Entire Screen
Command + Shift + 4 Take a Screen Shot of what you Select on your Screen
Command + Option + ESC Force Quit a Mac Application
Command + Option + H + M Hide/Minimize Everything on your Desktop
Select File + Space Bar Allows you to Preview a Document/File

Service Announcement – Inclement Weather

Monday, February 13, 2017

The Bates College IT Help Desk and all other IT Operations will be closed today due to inclement weather. To report a technology issue, you may submit an online service request, email us, or leave us a voicemail message at (207) 786-8222/x8222.

G Suite – What is Google Drive?

Friday, February 10, 2017

As part of the Bates G Suite of services provided by Google, Google Drive is a file storage service that allows you to save and share files. With your Bates Google Drive account, you have an unlimited amount of storage space and you can store any type of file.

Once you upload files to your Bates Google Drive account, they are accessible from just about anywhere, since they reside in the Google Cloud. You can access your Bates Google Drive account from a web browser, a folder on your computer (once you have downloaded the Google Drive Application), or from your mobile device.

Files that are stored in your Bates Google Drive account can be easily shared (and unshared) with other individuals. So if you have a file that needs to be shared, consider saving it to Google Drive and sharing it, rather then sending it as an attachment in an email.

To access your Bates Google Drive account, start by logging into your Bates Gmail account. Once logged in, click on the Google Application Launcher Menu (Google Application Launcher) located on the upper right side of your Window. A drop down menu will appear, click on the  Drive icon (Google Drive).

There are many other features available to you in your Bates Google Drive account. To learn more visit: Get started with Google Drive that can be found on the Google Help website.

Note: You may see references to a 15 GB storage capacity, this is a limit imposed on Personal G Suite accounts and is not applicable to your Bates G Suite account.

Service Announcement – Inclement Weather

Thursday, February 9, 2017

The Bates College IT Help Desk and all other IT Operations will be closing at 2:00pm today due to inclement weather. To report a technology issue, you may submit an online service request, email us, or leave us a voicemail message at (207) 786-8222/x8222.

CAB* – Web Browsing (HTTP vs. HTTPS)

Friday, February 3, 2017

Image a scenario where you connect your laptop computer to a public or free Wi-Fi hotspot, then open your web browser and connect to your bank, email, and other websites that contain sensitive information about you. Then, hand over your laptop to a complete stranger for 30 minutes and walk away for that period giving them full access to all of the websites you have open.

In reality, you wouldn’t do this (I hope!), but when you are visiting websites that are using an “HTTP” rather than an “HTTPS” connection, you are opening up a greater opportunity for an individual looking to steal or sniff your private information the ability to do so! Whenever possible, connect to websites that provide you with an “HTTPS” connection, especially when communicating private, sensitive, or confidential information, such as banking transactions, online purchases (credit card numbers), or websites that may require your social security number. And NEVER type in your password on a website that is not utilizing an “HTTPS” connection.

The “S” in “HTTPS” stands for “Secure.” So then next time you are utilizing your web browser and cruising around the Internet, pay particular attention to your browser’s address bar and make sure you are connecting to websites that are using “HTTPS” rather than “HTTP,” – particularly when providing private, sensitive, or confidential information!

The next time you access your Bates email account via a web browser, check out the address bar and you will see that you are interacting with the website in a Secure way because of the “HTTPS” at the beginning of the web address.

*CAB – Cyber Aware Bobcat

IT Help Desk – View Our Statistics

Thursday, February 2, 2017

In an effort to provide transparency about the IT Help Desk, its operations, and service expectations, we are now publishing our daily statistics. Want to know on average how long it takes for us to respond to your contact with us or how many phone calls placed to the IT Help Desk are going to voicemail – it’s all in a convenient place for you to check out!

Service Announcement – Intermittent Network Issues

Thursday, February 2, 2017 @ 9:55am – No new updates.

Wednesday, February 1, 2017 @ 9:37am – We are working with one of our vendors to resolve this issue. We will continue to post updates as we receive additional information.

Wednesday, February 1, 2017 @ 8:30am – Status update pending.

Tuesday, January 31, 2017 @ 3:07pm – Information and Library Services is aware of intermittent network issues today, 1/31/17.  Our networking team is working on the issues.

Community Announcement – Broadcast Text Message Sent This Afternoon

Thursday, January 26, 2017

Earlier today you may have received a text message that read:

BATES COLLEGE: You are subscribed to receive text alerts. Reply HELP for help, STOP BATES to cancel. Msg&data rates may apply.
This was a legitimate message from the company that provides our emergency messaging.  In order to be compliant with FCC regulations, we must offer an option to opt out of this service.  Today’s message was that option.  We encourage you not to opt out, as this service provides us a fast way to get in touch with the community in the event of an emergency.  We were not aware this message was going to go out today.

G Suite – Unsend a Bates Gmail Message

Thursday, January 26, 2017

Have you ever been in a situation where you wish you could unsend an email message? The Undo Send feature in Bates Gmail allows you to recall a sent email message for up to 30 seconds after you have clicked on the Send button. If you forgot to add an attachment or have second thoughts about the email message you just sent, use the Undo Send feature!

Additional information about: Send or unsend Gmail messages can be found on the Google Help website.

Note: When using the Undo Send feature, once your set cancellation period (5, 10, 20, 30 seconds) has expired, there is no way to recall the message or to remove it from a recipient’s Inbox.


Community Announcement – Phishing Scam

Friday, January 20, 2017

I am writing to inform you of a Phishing Scam that is affecting other small Liberal Arts colleges that use the Google suite of web services. The scam starts with an email from another user at the college. There is an attachment in the message. When one clicks on it a screen will pop up asking the user to sign into Google that will look like this:

The only giveaway that this is a scam can be found in the address bar:

The “data:text/html,” part of the address is a sign that the url has been spoofed (a false address that sends your login credentials to the scammers). A legitimate sign in page will also have a green lock icon:

The safest place to sign into your Bates email is either, or by using the Email link on

Microsoft Office – Customize the Microsoft Office Ribbon

Friday, January 20, 2017

The Microsoft Office Ribbon was first introduced with the release of Microsoft Office 2007. Its design replaced the menus and buttons that were once used to navigate through various options and selections. The Microsoft Office Ribbon is a set of toolbars at the top of the window in Microsoft Office programs that is designed to help you quickly and easily find the commands that you use to complete a task. A feature with the Microsoft Office Ribbon is its ability to be customized. Tabs, Groups, and Buttons can be moved, removed or added depending on the features you use the most. Additional information about Customizing the Ribbon in Microsoft Office can be found on the Microsoft Support website.

Service Announcement – Banner Outage

Thursday, January 12, 2017

On Saturday, January 14, 2017 from 6:00am to 10:00am, Information and Library Services will be performing an upgrade to the Banner Administrative System.

During the upgrade, the following services will be unavailable:
• Banner
• Garnet Gateway
• Document Management
• Hyperion
• Argos
• Degreeworks

G Suite – System Status

Tuesday, January 10, 2017

Did you know that you check the system status of G Suite Services? Through the G Suite Status Dashboard, you can view performance information for Google Servers.

G Suite Calendar Tips and Tricks – Appointment Slots

Monday, January 9, 2017

In Google Calendar you can create appointment slots so individuals can schedule time with you during hours you have designated. As an example, a faculty member can block off a period of time in their Google Calendar, and further, separate that time into individual slots for office hours. A URL can then be shared with students, and the student can then select a time slot to meet with their professor. Google Calendar then automatically updates the faculty member’s calendar and the student’s calendar with the appointment. Additional information can be found at: Using Google Calendar Appointment Slots.

Community Announcement – Email Phishing Attempts

Friday, December 16, 2016
Updated: Monday, May 15, 2017

In light of recent email messages that attempt to collect your Bates username and password, Information and Library Services would like to offer some tips on what to look for in email messages to determine if they are legitimate or not.

Protect Yourself – We will never send you a message asking you to verify your account information or password. We do not need your password in order to manage your Bates accounts or provide you service.

Signature – Messages from Bates Help Desk Services will always contain a standard signature at the bottom of the message detailing our contact information and hours. We will also self identify as the IT Help Desk or Help Desk Services, never some permutation like “helpdesk” or “support team”.

Accountability – Messages that we send to campus will always be signed at the bottom by an identifiable member of Information and Library Services. Likewise the reply address will always be to another Bates email address ( never to an outside address.

Verification – Notices of campus wide events or announcements will also be posted in the Announcements section of the IT Help Desk web site. ( To verify the authenticity of a message, make sure it also appears on this web page.

Unique Cases – There are some messages that are sent by our automated systems to remind you of important things like password expiration. While these may not be from a specific individual, they will always be from a Bates address. The instructions in the message will provide you with additional information on how you should proceed starting from the Bates home page.

– If you accidentally shared your Bates Username and Password, please change your password as soon as Possible! Login to Password Manager and change your Bates password by following these directions.

1) Go to the Bates College home page, and in the lower right corner, click on the “A-Z Index”.
2) In the “P” section, click on “Password Manager”.
3) Login with your current Bates username and password.
4) Select the “Change Password” option along the top menu and create a new Bates password.

As always, if there are any questions, please feel free to contact us!

Service Announcement – Network Maintenance

Saturday, November 19, 2016

Network Administration will be performing network maintenance on Saturday, November 19th from 6am-2pm. During that time several services will be affected. Network hardware is scheduled for maintenance which will cause a temporary loss of Internet connectivity for certain buildings. These outages will be brief and disruptions of service minimal. An upgrade to Banner will also be performed.

During the Banner upgrade, the following services will be unavailable:
  • Banner
  • Garnet Gateway
  • Document Management
  • Hyperion
  • Argos
  • Degreeworks

Service Announcement – China Maintenance

Saturday, November 5, 2016

Network Administration will be doing maintenance on our network share China this Saturday, November 5th, from 7-9am. During that time access to China will be unavailable. The data stored on China will not be affected by this. Please direct any questions to the Service Desk at x8222 or

Community Announcement – Google Groups

Wednesday, August 31, 2016

ILS has been moving many of our email lists over to Google Groups.  Due to the large number, we have been doing this in groups of 20-30 over the course of the summer.  When you are part of a list that has been moved over, your list administrator will send you a message notifying you of the change.

Course lists, residence hall lists, major/minor lists, class year lists, and other lists that are automatically generated have NOT been moved over to Google Groups as of yet.  We are actively investigating what it will take to do so.  When that time comes we will be sure to give faculty, students, and staff plenty of advance notice.