Training Tips Archive

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.


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 Lynda.com 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.com! 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 Lynda.com? 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

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.


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.


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:

Windows:

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

Mac:

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

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 from 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.


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


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.


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.


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.