IT Training Tips

Telephone – Productivity Tips

Friday, November 2, 2018

There are many features on your office telephone that you may not realize existed. Many of these features can make you an office telephone wizard and increase your efficiency in using your office telephone.

Transfer a Telephone Call –
Transfer a telephone call from your office extension to another office extension.

  • Press the Flash button on your telephone
  • Dial the destination extension number over the beeps
    • When the individual picks-up, you may speak with them to announce the transfer. The individual being transferred will be placed on hold and will not hear your conversation.
  • Hang up your telephone to complete the transfer

If the individual at the dialed extension does not answer, press the Flash button on your telephone again to return to the caller or hang up, and the caller will go to voicemail.

If the individual at the dialed destination does not wish to take the telephone call, you will reconnect with the caller when the dialed destination hangs up.

To return to the caller if you reach voicemail instead of a person, press “**” on your telephone keypad to disconnect from voicemail and automatically reconnect to the caller.

Warm Transfer – A warm transfer occurs when a telephone call is transferred to another individual and the telephone call is announced. Example: “Hi Mary, I’m transferring Paul to you from accounting. He would like to speak with you about next years budget.”

Cold Transfer – A cold transfer occurs when the individual transferring the telephone call completes the transfer by hanging up the telephone without any announcement.

Placing a Telephone Call On Hold –

  • Press the Flash button on your telephone
  • Dial “#9over the beeps
  • Lay the handset down
    • Do Not Hang Up

DO NOT place the handset in the cradle or you will disconnect the caller.

To Place a Telephone Call On Hold and Consult with Another Individual:

  • Press the Flash button on your telephone
  • Dial#9over the beeps
  • Dial the extension of the other individual you would like to consult

To Alternate Between Telephone Calls:

  • Press the Flash button on your telephone
  • Dial “#9over the beeps
  • Resume your conversation

To Return to a Telephone Call On Hold:

  • Hang up
  • Your phone will ring
  • When you lift the handset, you will be reconnected

Automatic Callback –
If you dial an on-campus extension and receive a busy signal, you can have a telephone call automatically placed to that individual when their extension becomes available.

To Activate, After Calling and Receiving a Busy Signal:

  • Press the Flash button on your telephone
  • Dial “*5over the beeps
  • Hang up
  • When that extension becomes available, your telephone will ring with three short rings
  • Lift the handset and wait for the other individual to answer

To Cancel:

  • Lift the handset
  • Listen for a dial tone
  • Dial “#5
  • Hang up

Callbacks remain active for 30 minutes only!

Last Number Redial –
To retry a busy number when calling an off-campus telephone number.

  • Dial the off-campus telephone number
  • If you receive a busy signal
    • Hang up
    • Wait a few seconds
  • Lift the handset
  • Listen for a dial tone
  • Dial “*9” to redial the number

Three-Way Telephone Call –
To add a third individual to your active telephone call.

  • Press the Flash button on your telephone
  • Dial the other individual
    • When the other individual answers, press the Flash button on your telephone
  • All three parties will now be connected

To Drop One Individual:

  • Have that individual hang up, and the remaining two individuals can continue to converse so long as one individual is on an on-campus telephone

Call Park –
Parking a telephone call allows you to place a telephone call on hold and retrieve it from a different telephone.

To Activate:

  • Press the Flash button on your telephone and Dial “*8over the beeps
  • Hang up

To Retrieve From the Same Phone:

  • Lift the handset
  • Listen for a dial tone
  • Dial “#8
  • Resume your conversation

To Retrieve From a Different Phone:

  • Lift the handset
  • Listen for a dial tone
  • Dial “#8,then the extension number of the phone where the telephone call was parked
  • Resume your conversation

Information on call forwarding can be found in our FAQ section of the IT Help Desk (Telephone – Call Forwarding, On-Campus Telephones)

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iOS – Driving Mode

Thursday, October 25, 2018

According to the American Automobile Association (AAA), distracted driving tops drivers’ list of growing dangers on the road, according to a new survey from the AAA Foundation for Traffic Safety. Nearly 58 percent of drivers say talking on a cell phone behind the wheel is a very serious threat to their personal safety, while 78 percent believe that texting is a significant danger. A recent study from the AAA Foundation shows drivers talking on a cell phone are up to four times as likely to crash while those who text are up to eight times as likely to be involved in a crash.

Don’t become part of these statistics! As part of Apple’s iOS 11 and up, your iPhone can sense when you might be driving and suppress notifications. The Do Not Disturb feature of your iPhone includes an option to disable notifications and phone calls when you are driving. When the Do Not Disturb While Driving feature is enabled, your iPhone remains silent, and the screen stays dark. If someone sends you a text message or tries to call you, they will automatically receive a reply letting them know that you’re driving.

If the text message is important, the sender can type the word “urgent” to make sure that you receive a notification. If a phone call is important, and the caller attempts to reach you twice in a row, the Do Not Disturb feature will be disabled and the phone call will be delivered.

Enabling Do Not Disturb While Driving –
Once Do Not Disturb While Driving has been activated, it will automatically turn on once it senses you are driving.

  • Tap on the Setting icon
  • Tap on Do Not Disturb
  • Scroll down to the DO NOT DISTURB WHILE DRIVING section
  • Tap on Activate
  • Tap on Automatically
  • Return to your Do Not Disturb settings
    • Under the Activate option, you will see two additional options where you can set up who will receive an automatic reply (Auto-Reply To), and what the automatic reply message should be (Auto-Reply)

You can also manually enable Do Not Disturb While Driving through the Control Center (swipe up from the bottom of any screen).

Adding Do Not Disturb While Driving Feature to Control Center –

  • Tap on Settings
  • Tap on Control Center
  • Tap on Customize Controls
  • Under the MORE CONTROLS section, tap the “+” that is located next to Do Not Disturb While Driving

To manually enable Do Not Disturb While Driving –

  • Swipe up from the bottom edge of any screen
    • If you have an iPhone X with iOS 12 or later, you will want to swipe down from the upper-right corner of the screen
  • Tap on the icon that appears as a car
    • To disable Do Not Disturb While Driving, repeat the steps above

Resources:

How to use Do Not Disturb While Driving

Distraction Tops Drivers’ List of Growing Dangers on the Road


CAB*Using a Password Vault

Friday, October 19, 2018

As IT Professionals, we often hear about the number of web accounts and passwords an individual needs to remember, and we are asked for recommendations for managing all of these accounts and for creating strong passwords. We do indeed have a recommendation for a tool that you can use at Bates and personally for yourself, known as a password vault. A password vault is essentially an application, website, or web browser plug-in that you can use to securely store your username and password for the websites you visit.

At Bates, if you are responsible for any of the following:

  • Managing and using numerous website passwords for the work you do at the college
  • Share passwords with other colleagues
  • Share other information that should remain secure, such as credit card information, safe combinations, and building access codes

If you meet any of the above criteria, PLEASE contact the IT Help Desk to request a password vault account. Once your account has been created, our IT Instructional Support Manager will also meet with you to assist you in implementing and learning all about your new account.

The college utilizes a password vault known as LastPass Enterprise. With LastPass Enterprise, all you have to do is remember one password and LastPass Enterprise will do the rest! LastPass Enterprise allows you to do everything above securely, plus much more!

Please don’t write down passwords used to conduct Bates business on Post-it® Notes or on a sheet of paper that you keep in a secret folder, or even worse in a Microsoft® Excel spreadsheet or Microsoft® Word document. Utilize a LastPass Enterprise account instead!

A Bates LastPass Enterprise account should not be used for your own personal accounts. Only accounts used to conduct Bates business should be kept in a Bates LastPass Enterprise account.

If you are interested in using a password vault for your own personal accounts and passwords, there are many free and pay for password vaults that are available, and thanks to PC Magazine, they have compiled a list of the best free and pay for password vaults.

If you are interested in using the same password vault as Bates, you can get a free LastPass Personal account that will provide you with the following features:

  • Secure Password Vault
  • Access On All Devices
  • One-to-one Sharing
  • Save and Fill Passwords
  • Password Generator
  • Secure Notes
  • Security challenge
  • Multi-Factor Authentication
  • LastPass Authenticator

*CAB – Cyber Aware Bobcat


G Suite – Smart Compose

Friday, October 5, 2018

In April 2018, Google released an updated and refreshed interface to one of its flagship products – Gmail. With this fresh new look came a cleaner and brighter interface with some pretty cool features, including Smart Reply, Hover Actions, The Google Apps Side Bar, Snooze, and Nudges. On September 26, 2018, Gmail began to roll out a new and highly-anticipated feature known as Smart Compose. Similar to Smart Reply that uses machine learning and artificial intelligence to provide you with three reply suggestions. Smart Compose uses the same machine learning and artificial intelligence as Smart Reply, but predicts what you’re going to type, and provides you with suggested phrases to complete your sentences, therefore drafting an email message is even faster! I’ve been using the Smart Compose feature for about a week, and I’ve been very impressed with its level of accuracy in predicting my sentences and providing suggested phrases in my writing style.

Smart Compose is now available in Bates Gmail, and you may have already been prompted to enable it through a blue pop-up box about Smart Compose. All you have to do is click on the Got it link and Smart Compose will be enabled. If you clicked on the Turn off link because you were not sure what this message or feature was about, you can always enable or disable it through your Bates Gmail Settings.

To utilize the Smart Compose feature, you must be using the new Bates Gmail interface. To enable the new interface, click on the Settings Gear located on the top-right of your Bates Gmail Inbox. From the drop-down menu, click on Try the new Bates College Mail option.

As with some of the new features being rolled out in Gmail, including Smart Reply, Nudges, and Smart Compose, they can be turned off if you find them to be distracting, something you won’t use, or just too creepy.

Enabling or Disabling Smart Compose –

Access your Settings:

  • On the top-rightclick on the Settings Gear
  • From the drop-down menu, click Settings
  • From the General tab, scroll-down to the Smart Compose section and click on the radio button next to one of the following:
    • Writing suggestions on
    • Writing suggestions off
  • Scroll to the bottom of the page and click on the Save Changes button

Using Smart Compose –

Once you have enabled the Smart Compose feature, you will begin to receive suggested phrases as you type your sentences. To accept the suggested phrase press the “Tab” key and continue typing.


G Suite – 3 Bates Gmail Quick Tips

Friday, September 21, 2018

This week’s IT Tip of the Week is a collection of 3 Quick Tips that you can use with your Bates Gmail account.

1. Trash It, Don’t Close It!

When composing an email message in Bates Gmail and you close the window by clicking on the “X,” you are saving that message to your Drafts folder and not deleting it (even if you haven’t done anything with that message). If you want to place the message in the trash, click on the Trash Can icon (located on the bottom right of your message window), and that will place that message in your Trash folder. You may want to review the messages that are currently in your Drafts folder and delete any that shouldn’t be there.

Messages moved to the Trash folder, or SPAM folder will remain in those folders for 30 days, and then are automatically deleted. You can also open those folders and purge those messages immediately by clicking on the Empty Trash now link or Delete all spam messages now link located at the top of the folder window.

2. Surface It Up To The Top!

If you have Labels (Folders) that you access on a frequent basis, you can surface those labels to the top of your Label list for quick and easy access. In Bates Gmail, your Label list is displayed in alphabetical order with the System labels at the top of the list. Symbols or numbers are always ordered before the alphabetical listing, so if you add a symbol or number as the first character in your Label name, it will be surfaced to the top of your Label listing and displayed after the System labels.

When viewing your Inbox, if you click and drag a message from right-to-left and drop it on a Label, you will be moving that message out of your Inbox and into that Label. If you click and drag a Label from left-to-right and drop it on an email message, you will be applying a Label to that message, which will remain in your Inbox.

3. Change Your Display Name

Your Display Name is the name individuals see when they receive an email message from you. You can change your Display Name at any time by accessing your Settings.

Changing Your Display Name:

  • On the top-right of your Bates Gmail window, click on the Settings Gear
  • From the drop-down menu, click Settings
  • Click on the Accounts tab
  • From the Accounts tab, scroll down to the Send mail as section
  • To the right of your name, click on the edit info link
  • In the Edit email address window, place a radio dot next to the empty field below your name
  • In the empty field, type in your name in the way you want it to be displayed for your email recipients
  • Click on the Save Changes button

Microsoft® Office – Tell Me Feature

Friday, September 14, 2018

In Microsoft® Office 2016 (Windows/Mac*) there is a help feature that provides an easy and quick way to get assistance from within any of the Microsoft® Office 2016 Suite Applications (Word, Excel, PowerPoint). With the Tell Me feature you don’t need to remember where a feature/setting is located on the Ribbon, ask Tell Me, and the feature/setting you are looking for will be suggested. Click on the suggestion, and the action will automatically be performed.

Let’s say you want to add a ruler to Microsoft® Word 2016, but can’t remember where that feature is located on the Ribbon. By using the Tell Me feature, all you need to do is type the word “ruler” and then click on the ruler suggestion provided by the Tell Me feature and Tell Me will automatically add a ruler. Maybe you have several paragraphs of text that you want to present in two columns. With Tell Me, all you have to do is highlight the text you want to be displayed in two columns and with Tell Me, type in “columns” and pick the column format you want to use. It’s that easy!

Using the Tell Me Feature –

  • Launch a Microsoft® Office 2016 Application (Word, Excel, PowerPoint)
  • On the Ribbon look for the Lightbulb and the text “Tell me what you want to do”
  • Click on the “Tell me what you want to do” text and type in the feature/setting you are looking to perform, such as columns, ruler, spacing, font color, etc.
    • Tell Me will then provide you with suggestions
    • Click on the action you want to perform, and Tell Me will do the rest

When clicking on the “Tell me what you want to do” text, Tell Me will also provide you with a list of your Recent actions as well as actions to Try.


*If you are using Microsoft® Office 2016 for the Mac, you may need to perform an update to add the Tell Me feature. See the steps below for performing an update.

Adding the Tell Me Feature for Microsoft Office 2016 for the Mac –

  • Launch a Microsoft® Office 2016 for the Mac Application (Word, Excel, PowerPoint)
  • Click on the Help menu
  • From the drop-down menu, click on Check for Updates
  • The Microsoft® Office AutoUpdate window will appear
    • In the How would you like updates to be installed? section, place a dot next to Automatically Check or next to Automatically Download and Install
    • In the next section, place a checkmark in the checkbox next to Join the Office Insider program to get early access to new releases
    • From the Choose how you get Insider builds drop-down menu, select Office Insider Fast
    • Click on the Check for Updates button
  • Follow the prompts to update Microsoft Office 2016 for the Mac

G Suite – Calendar Out of Office Feature

Friday, September 7, 2018

Over the summer, Google released several new features to its G Suite Calendar for the Web. One of these new features is known as an Out of Office Event. The Out of Office Event allows you to create a special event type that can be customized to automatically decline event proposals and send an automated response to the event organizer. This new Out of Office G Suite Calendar feature works very similarly to the Vacation Responder in Bates Gmail, and both can complement each other when you are away from the office.

To Use the Out of Office Event Feature –

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 
  • While in your Bates Gmail account, click on the G Suite App Launcher, located on the top-right, and click on the Calendar icon to view your Bates G Suite Calendar
    • You may need to scroll down your list of Apps to see the Calendar icon

Creating an Out of Office Calendar Event:

  • Create either a time specific event or an all-day event on your G Suite Calendar for the Web
    • Using the Red Plus Sign to create an event will not provide you with the Out of Office feature. You must click in the calendar grid in order to create the event.
  • If you type in the word “Vacation” as your event title, the Out of Office event type will automatically be selected for you
    • If you choose a different event title, click on the Out of Office Event type to select it
  • In the Decline message section, type in your message that will be sent to the event organizer who is attempting to set up an event with you during your time away
  • To change the visibility of your Out of Office Event to be different from your default calendar access/sharing options, you can change it here to be either Public or Private by clicking on the drop-down menu

Events with Default Visibility follow the default settings in your calendar’s access permissions.

Public Events are visible to anyone who can view your calendar or who has an invite to your event.

Private Events are hidden from everyone unless they have an invite or have access to make changes to your calendar.

Now when an individual attempts to schedule an event with you during your Out of Office periods, the event will automatically be declined and your decline message is sent to the event organizer.

Once you have created your Out of Office Event, it will look different than your other G Suite Calendar events and will show up with a small calendar icon as part of the event.


Microsoft® Office – Using the Status Bar

Thursday, May 24, 2018

When utilizing a Microsoft® Office Application (Microsoft® Word, Microsoft® Excel, and Microsoft® PowerPoint), you may have overlooked a very useful tool that can quickly provide you with some analytical information about the document, spreadsheet, or presentation you are authoring. Located all the way at the bottom of your application window you will see an application specific Status Bar. In this week’s IT Training Tip of the Week, I will be focusing on the Status Bar in Excel, but the Status Bar in Word and PowerPoint function very similarly.

In Microsoft® Excel, look all the way down to the left-side of the application window, and you will see the word Ready, and on the right-side, you will see the Zoom Slider, this is where the Status Bar is located.

If you right-click on the Status Bar, you will be presented with a menu of options that you can toggle on and off by clicking on them.

Enabling Status Bar Options –

  • Right-click on the Status Bar
  • Place checkmarks next to the following items to enable them:
    • Average
    • Count
    • Numerical Count
    • Minimum
    • Maximum
    • Sum

Note: If you are using Microsoft® Office 2016 for the Mac, you will need to right-click the Status Bar each time after placing a checkmark next to the option you enable.

Now, let’s say you have a spreadsheet with a column of numbers and you would like to quickly calculate the Sum of the numbers. Rather than having to create a formula to add up all the numbers, just highlight them with your mouse and look at the Status Bar. The options you enabled previously will provide you with real-time information about the data you highlighted, including the sum of the numbers.

Hint: You can highlight data in a single column, but you can also select across multiple columns and rows.

Note: All of the options selected from above will work with numerical data. If you have text in a cell, the Count option will only count the number of cells you have highlighted.

To learn more about all of the Excel Status Bar options, visit the Excel Status Bar Options support webpage.


G Suite – Managing Tabs in Google Chrome

Friday, May 18, 2018

This week’s IT Training Tip focuses on web browser tabs (multiple windows open in the same browser instance) in Google Chrome. By performing the magical right-click (How to Right-Click on Mac) on a Google Chrome Tab will reveal a menu with some pretty neat features. Often in our day-to-day work, we interact with many websites and web pages that we keep open as we click from one Tab to another in order to access particular resources throughout the day. Sometimes the number of Tabs we have open can become numerous, become confusing to navigate, and can take some effort to close each one, one-by-one.

The following tips may assist you with efficiently managing your Tabs:

Pin Tab –
If you have websites you frequently access, you can Pin the Tabs to your Tab Bar. By doing so, the size of the tab shrinks to only reveal an icon (giving more space on your Tab Bar), the Tab gets grouped on the left side of your Tab Bar, and your Pinned Tabs will remain on your Tab Bar even when you close and reopen Google Chrome.

Pinning a Tab:

  • Open a webpage you would like to Pin in its own Tab
  • Right-Click on the Tab
  • Click on Pin Tab

Unpinning a Tab:

  • Right-Click on the Tab you want to Unpin
  • Click on Unpin Tab

Mute Tab –
Today, many web pages have multimedia and sound that start automatically when you visit them. Often, this may catch you unprepared or surprised as you quickly try to turn-down the volume or quickly scroll through the web page to find the source and stop it. You can now simply right-click on the Tab to mute any sound from that website.

Muting a Tab:

  • Right-Click on the Tab
  • Click on Mute Site

Unmuting a Tab:

  • Right-Click on the Tab you want to Unmute
  • Click on Unmute Site

Close Other Tabs –
Sometimes you may have way too many Tabs open, which can clutter your Tab Bar and often slow down the performance of your web browser. You can easily close all of your Tabs with two simple clicks, leaving only the Tab you’re on open and leaving your Pinned Tabs untouched.

Closing All of Your Tabs Except for One:

  • Right-Click on the Tab you want to remain open
  • Click on Close Other Tabs

Close Tabs to the Right –
Similar to the Close Other Tabs feature, the Close Tabs to the Right will close any open Tabs to the right of the Tab you choose.

Closing Tabs to the Right:

  • Right-Click on the Tab you want to remain open
  • Click on Close Tabs to the Right
    • Any Tabs to the right of the Tab you right-clicked on will be closed
    • Any Tabs to the left of the Tab you right-clicked on will remain open

Moving/Reordering Tabs –
Any Tabs on the Tab Bar can easily be moved/reordered, including Pinned Tabs.

  • Click and hold on a Tab and drag the Tab to the left or right on the Tab Bar
  • Once positioned, release your click

Spawning a Tab to its Own Window –
You can separate Tabs from the Tab Bar to individual browser windows.

  • Click and drag the Tab of the webpage you want to spawn off to its own window and release your click

CAB*Compromised Password? Change it Immediately!

Friday, May 11, 2018

This month’s Cyber Aware Bobcat (CAB) tip is about changing your password in the event of a compromise. This weeks tip will focus on three of the most frequently used passwords you use at Bates; your Network/Email Password, your Garnet Gateway PIN/Password, and your Banner INB Password, but the advice from this tip should be practiced for all of your passwords; professional and personal.

We have all seen it before, that embarrassing moment when you’re at a presentation, and the presenter (or even worse, you’re the presenter) accidentally types in their password in the wrong location, and it’s displayed on the big screen for everyone to see! Maybe your working side-by-side with someone on a project and you think your cursor is in the right spot, only to discover it’s not, and you’ve accidentally typed your password in a Microsoft® Word document for any onlookers to see. I’ve even done it! Thinking my cursor was in a password field, I typed out my password and pressed the enter key, only to find out seconds later that I just sent my password to someone via instant messaging.

When a password compromise like that happens, the first thing you want to do is change your password immediately with a new strong and secure password, and if you have a tendency of reusing passwords, you’ll want to change those too! The ConnectSafely website, which is a nonprofit organization dedicated to educating users of connected technology about safety, privacy, and security recently published an article on Tips for Strong, Secure Passwords & Other Authentication Tools. This article has some great recommendations for creating strong and secure passwords. I would also recommend watching the two-minute video at the end of the article on Smart Passwords.

Changing your Bates Network/Email Password –

Access Password Manager:

  • Open a web browser, and navigate to The Quad website at quad.bates.edu
  • Scroll down to the Useful Links section and click on the A-Z Index
  • Navigate to the “P” category
  • Locate and click on the Password Manager link
  • Log into Password Manager with your existing Bates Username and Password
  • Once logged in, click on the Change Password link located in the User Menu
  • Once you have changed/updated your password, make sure to Log Out of Password Manager

Note: In any of our electronic communications to you about passwords, we will never directly link you to the Bates Password Manager website. Some email clients may automatically create web links for web addresses. Always check the underlying link to make sure it’s valid and not a phishing attempt to gain your password.

Changing your Garnet Gateway PIN/Password –

Login to the Garnet Gateway:

  • Click on the Account & Access header
  • Under the Security section, click on Garnet Gateway
  • Click on the Change PIN button
    • Enter your Old Garnet Gateway PIN
    • Create a New Garnet Gateway PIN
    • Re-enter your New PIN
  • Click on the Change PIN button

Changing your Banner INB Password –

Login to the Banner INB Administrative System:

  • Click on the Change Banner Password link located under the My Links section of the Banner INB interface
  • Follow the prompts to change your password

*CAB – Cyber Aware Bobcat


Microsoft® Office – Page Background Color in Word

Friday, May 4, 2018

If you spend a lot of time in Microsoft® Word, you may get tired or even bored with looking at the same old bright white document page all the time. Maybe it’s time to change it up a bit, by adding a Page Color to your document! You can change the bright white document page to just about any color of your choosing. You can change your page color based on your moodmaybe your a bit stressed and a subdued blue background might help you to decompress. You could even change your page color based on your environmentperhaps you work in an area with warm lighting, and you would like to tone down the bright white document page with a dimmer shade of grey. You could even use page colors as a way to categorize your documents.

Note: The page background color will not be printed, but will be saved as part of the document.

Note: When changing your page background color, it will only be applied to that specific document and is not a global or default change.

Changing Your Page Background Color in Microsoft® Word –

Microsoft® Word 2013/2016 for Microsoft® Windows:

  • Launch Microsoft® Word
  • On the Ribbon, click on the Design tab
  • Locate the Page Background group
  • Click on the Page Color button
  • Click on a color to set your page background color
    • If you would like to choose a standard color from the color wheel or create a custom color, click on the More Colors… button

Microsoft® Word 2016 for Mac:

  • Launch Microsoft® Word
  • On the Ribbon, click on the Design tab
  • Locate the Page Background group
  • Click on the Page Color button
  • Click on a color to set your page background color
    • If you would like to choose a standard color from the color wheel or create a custom color, click on the More Colors… button

Microsoft® Word 2011 for Mac:

  • Launch Microsoft® Word
  • On the Ribbon, click on the Layout tab
  • Locate the Page Background group
  • Click on the Page Color button
  • Click on a color to set your page background
    • If you would like to choose a standard color from the color wheel or create a custom color, click on the More Colors… button

Tip: You may want to change the page background color to No Color when saving a document that is shared with other individuals or when sharing the document electronically.

Tip: To remove a page background color, return to your Page Color options and click on the No Color button.


G Suite – Applying Question Logic to Forms

Thursday, April 26, 2018

In G Suite Forms there is a pretty powerful and simple to use feature that allows you to create branched forms or form questions that will direct the form taker to a specific section with additional questions relevant to the answer they provided.

With the Go to section based on answer option, you can set the logic of how particular questions are answered. Let’s say you have a G Suite Form that has a multiple choice question with a “Yes” or “No” response. If the form taker answers “No” to the question, they can then be directed to the form submission page, therefore completing the process. If the form taker provides a “Yes” answer to the question, they can then be directed to another section of the form to obtain additional responses based on the individuals “Yes” answer.

The following are the two question types that offer the Go to section based on answer option in G Suite Forms –

  • Multiple Choice
    • With a multiple choice question, individuals responding to the question can choose between a set of options, but can only select one answer
  • Dropdown
    • With a dropdown question, individuals responding to the question can choose between a list of options, but can only select one answer

Applying the Go To Section Based on Answer Option to a Multiple Choice or Dropdown Question –

Tip: When developing a branched form, map out the flow of your form and questions first, then create your form sections, and finally create your questions and apply the answer logic to the question.

Once you have Created your Form and Sections, Apply Logic to your Questions:

  • On the bottom right of a Multiple Choice or Dropdown question, click on the meatball menu (three vertical dots) located to the right of the question Required option
  • From the drop-down menu, click on the Go to section based on answer option
    • To the right of your Multiple Choice or Dropdown question, you will now see a drop-down menu (Continue to next section)
    • Click on the drop-down menu and select a section to proceed to based on the answer provided

Tip: When developing a G Suite Form, it is highly recommended to test the Form and the corresponding questions which have logic applied to them.

Hint: Getting started with G Suite Forms for the first time? Visit the G Suite Learning Center to learn more about G Suite Forms. While there, download the G Suite Form Cheat Sheet for your reference.


Telephone – Access Voicemail From the Web

Friday, April 20, 2018

Do you sometimes wish there was a convenient way to access your Bates Voicemail Messages without having to use your telephone? Or how about receiving an email or text (SMS) message when a voicemail message is left for you. Through the web interface; Bates VoiceMail Manager* you can!!

To access Bates VoiceMail Manager, with your web browser of choice, just browse to  https://voicemail.bates.edu and log in with your mailbox number (telephone extension) and security code (same security code you use when accessing voicemail from your telephone).

Once logged in to Bates VoiceMail Manager, You Can –

  • Manage your Inbox and Messages
  • Configure your Voicemail Settings
  • Setup Message Notifications
  • Change your Greetings
  • Enable/Disable your Out-of-Office Greeting
  • Change your Security Code
  • Plus Much More!!

Enabling Your Out-of-Office Greeting:

  • In the left menu bar, click on the Personal Setting link
  • Under the Recordings tab, locate the Enable Greeting section
  • Place a checkmark in the checkbox next to Enable Out-of-Office Greeting
  • Click on the Save button (upper left of the Recordings window/tab)

Tip: Create an All Day Event on your Bates G Suite Calendar to remind you to disable your Out-of-Office Greeting for when you return.

Changing Your Message Playback Settings:
This setting will only change how messages are played back to you through the Bates VoiceMail Manager interface. This setting will not change any playback settings when accessing your voicemail from a telephone.

  • In the left menu bar, click on the VoiceMail Manager Settings link
  • Under the Playback tab, locate the Telephone Settings section
    • In the Telephone Number box, enter your four digit extension
    • Under the Playback Settings, choose Telephone, Streaming Media, or Download
      • TelephoneWhen listening to a message, your office extension will be called and the message will be played through your telephone handset or speakerphone
      • Streaming MediaIf your web browser is compatible, you will be able to listen to your messages directly from your computer speakers
      • DownloadYour voicemail message will be downloaded to your computer in a .WAV audio format
  • Click on the Save button (upper left of the Playback window/tab)

Note: In order to listen to the voicemail messages you have downloaded, you will need compatible software on your computer that can playback .WAV audio files.

Receiving an Email or Text Message Notification for New Voicemail Messages:

  • In the left menu bar, click on the Notification Settings link
  • Under the E-mail tab, update the following settings:
    • Place a checkmark in the checkbox next to Enable Short Message Service (SMS)
    • From the drop-down menu for SMS Provider, select SMTP Notification
  • In the Options section
    • Select your Notify Status (All is recommended)
    • Place a checkmark in the checkbox next to Include Voice Msgs for Message Types
  • In the Time section
    • Choose your notification Hours and Days
  • In the Contact Details section
    • Leave Mobile Phone Number blank
    • In the E-Mail Address, type in the email address(s) of where you want to receive your notification
      • To add additional email addresses, separate each email address with a “,” (comma)
    • To have a notification sent to your mobile phone, use the following email address
      • VerizonYour_Mobile_Number@vtext.com
      • AT&TYour_Mobile_Number@txt.att.net
  • Click on the Save button (upper left of the E-mail window/tab)

When you are done accessing Bates VoiceMail Manager, don’t forget to Logout (upper right side of the Bates VoiceMail Manager window).

Tip: To access your Bates Voicemail from a mobile phone or off-campus telephone, dial (207) 777-6789, then follow the prompts.

Tip: To access your Bates Voicemail from another on-campus telephone, dial 6789, at the prompt to Please Enter You Security Code, press “*” (asterick), then follow the prompts.

*Bates VoiceMail Manager is not compatible with mobile devices.


Microsoft® Office – Using Page Breaks in Word

Thursday, April 12, 2018

When troubleshooting documents, I frequently see the misuse of the Enter/Return key to add line spacing in a Microsoft® Word document to have a section, title, paragraph, or just text, begin on a new page. Many individuals just press the Enter/Return key to add blank lines to get the text to the top of a new page. This can potentially lead to unnecessary complications and frustration when formatting or adding/removing text to your document.

By adding line spacing to your document through the use of the Enter/Return key, these spaces are “linked together.” As the text in your document above these line spaces change and move through your editing and formatting process, the text that was moved down to a new page through the use of the Enter/Return key will also move because the spaces are “linked,” and may no longer be at the top of a new page as previously established.

In order to have the most control with having a new section, paragraph or just text from your document cleanly end on one page and begin on a new page, you will want to make the use of a Page Break. There are several types of Breaks (Page Breaks & Section Breaks) that are available to use within your document, but this week the focus will be on the Page Break.

Using Page Breaks in Microsoft Word 2013/2016 for Microsoft® Windows –

Inserting a Page Break:

  • Click where you want to start a new page
  • Click on the Insert tab
  • In the Pages group, click on Page Break

Viewing Your Page Breaks:

  • Click on the Home tab
  • In the Paragraph group, click on the Show/Hide button
    • The Show/Hide button looks like a backward “P”

Deleting a Page Break:

  • View your Page Breaks
  • Double click on the Page Break you want to delete so it becomes highlighted
  • Press the Delete key

Using Page Breaks in Microsoft® Word 2011/2016 for Mac –

Inserting a Page Break in Word 2016/Mac:

  • Click where you want to start a new page
  • Click on the Insert tab
  • In the Pages group, click on Page Break

Viewing your Page Breaks in Word 2016/Mac:

  • Click on the Home tab
  • In the Paragraph group, click on the Show/Hide button
    • The Show/Hide button looks like a backward “P”

Deleting a Page Break in Word 2016/Mac:

  • View your Page Breaks
  • Double click on the Page Break you want to delete so it becomes highlighted
  • Press the Delete key

Inserting a Page Break in Word 2011/Mac:

  • Click where you want to start a new page
  • Click on the Layout tab
  • In the Page Setup group, click on Page Break
  • From the drop-down menu, click on Page
    or
  • Click on the Insert menu
  • From the drop-down menu, hover your mouse over Break
  • From the popup menu, click on Page Break

Viewing your Page Breaks in Word 2011/Mac:

  • Above the Home, Layout, Document Elements tabs, you will see a series of buttons
  • Click on the button that looks like a backward “P” to show all nonprinting characters

Deleting a Page Break in Word 2011/Mac:

  • View your Page Breaks
  • Double click on the Page Break you want to delete so it becomes highlighted
  • Press the Delete key

Tip: A Page Break may also be inserted by using the following shortcut keys: Microsoft Office for Windows = CTRL + Enter Key, Microsoft Office for Mac = COMMAND + Enter Key.


CAB*Stop That Phish

Thursday, April 5, 2018

This month’s Cyber Aware Bobcat (CAB) Tip is about a topic we just can’t stress enoughPhishing. This tip was originally published by the SANS Institute, which publishes the monthly OUCH! Newsletter. The OUCH! Newsletter has some great monthly tips to heighten your knowledge to become more informed about Cyber Security and Awareness. I would highly recommend subscribing to it, as well as to the Federal Trade Commission’s Scam Alerts by Email! This month’s OUCH! Newsletter does a great job of explaining phishing and what YOU can do to protect yourself and the college from a phishing attempt.

Email and messaging services are one of the primary ways we communicate. We not only use these technologies every day for work, but also to stay in touch with friends and family. Since so many people around the world depend on these technologies, they have become one of the primary attack methods used by cyber attackers. This attack method is called phishing. Learn what phishing is and how you can spot and stop these attacks, regardless if you are at work or at home.

What Is Phishing –

Phishing is a type of attack that uses email or a messaging service to fool you into taking an action you should not take, such as clicking on a malicious link, sharing your password, or opening an infected email attachment.

Attackers work hard to make these messages convincing and tap your emotional triggers, such as urgency or curiosity. They can make them look like they came from someone or something you know, such as a friend or a trusted company you frequently use. They could even add logos of your bank or forge the email address so the message appears more legitimate. Attackers then send these messages to millions of people. They do not know who will take the bait, all they know is the more they send, the more people will fall victim.

Protecting Yourself –

In almost all cases, opening and reading an email or message is fine. For a phishing attack to work, the bad guys need to trick you into doing something. Fortunately, there are clues that a message is an attack. Here are the most common ones:

  • A tremendous sense of urgency that demands “immediate action” before something bad happens, like threatening to close an account or send you to jail. The attacker wants to rush you into making a mistake.
  • Pressuring you to bypass or ignore your policies or procedures at work.
  • A strong sense of curiosity or something that is too good to be true. (No, you did not win the lottery.)
  • A generic salutation like “Dear Customer.” Most companies or friends contacting you know your name.
  • Requesting highly sensitive information, such as your credit card number, password, or any other information that a legitimate sender should already know.
  • The message says it comes from an official organization, but has poor grammar or spelling or uses a personal email address like @gmail.com.
  • The message comes from an official email (such as your boss) but has a Reply-To address going to someone’s personal email account.
  • You receive a message from someone you know, but the tone or wording just does not sound like him or her. If you are suspicious, call the sender to verify they sent it. It is easy for a cyber attacker to create a message that appears to be from a friend or coworker.

Ultimately, common sense is your best defense. If an email or message seems odd, suspicious, or too good to be true, it may be a phishing attack.

April 2018 OUCH Newletter – Stop that Phish

*CAB – Cyber Aware Bobcat


G Suite – Transferring Calendar Events

Friday, March 30, 2018

In G Suite Calendar, you may be responsible for the creation, coordination, and management of a calendar Event, that you may not be a participant or scheduling on behalf of someone else. In G Suite Calendar, if you can manage changes to Events on another individuals calendar, this task can easily be done, but what if you don’t have access to that individual’s calendar? With G Suite Calendar, you can create an Event on your primary calendar or on any secondary calendar, and then transfer the ownership of that Event to another individual.

Transferring Ownership of a Calendar Event –

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 
  • While in your Bates Gmail account, click on the G Suite App Launcher, located on the top–right, and click on the Calendar icon to view your Bates G Suite Calendar
    • You may need to scroll down your list of Apps to see the Calendar icon

Transferring Event Ownership:

  • Create the Event on your G Suite Calendar
  • Save the Event
  • Click on the event that you want to transfer the ownership of to another individual
  • From the floating card with the Event summary, click on the meatball menu (three vertical dots on the upper right of the event summary window)
  • On the bottom of the pop-up window, click on Change owner
  • Enter a new owner and a message (optional) to send to the new owner
  • Click on the CHANGE OWNER link
    • The new owner will get an email with a link to accept the ownership of the event

Until the new owner accepts ownership, you’ll remain the event owner.


G Suite – Drive Activity Notifications

Thursday, March 22, 2018

When a G Suite Doc or G Suite Drive Folder is shared with you or with multiple individuals, it’s sometimes difficult to know when a file has been changed or something has been added to a folder. With the Checker Plus for Google Drive extension for the Google Chrome Web Browser, you can automatically receive notifications when a change occurs. So the next time someone adds a document to a shared G Suite Drive Folder or makes a change to a G Suite Doc, you will receive a notification within five minutes of that change!

Note: Checker Plus for Google Drive is only compatible with the Google Chrome Web Browser.

Installation –

  • Click on the Checker Plus for Google Drive link to download and install the Google Chrome web browser extension
  • On the Checker Plus for Google Drive web page, click on the INSTALL button
  • Click on the Add extension button from the pop-up window
    • Another web page may pop-up to configure the browser extension, close that web page
  • On the upper-left side of your Google Chrome web browser window, you will see a new gray icon that looks like a folder with the G Suite Drive icon ()
  • Click on that icon to log in and configure Checker Plus for Google Drive
  • Click on the GOOGLE ACCOUNTS SIGN IN button
    • If you are prompted to Choose an account, choose your Bates G Suite account (@bates.edu) or continue to sign in through the Federated Authentication Service
  • You will be prompted to allow Checker Plus for Drive to View and manage the files in your G Suite Drive account
  • Click on the ALLOW button

Configuration –

  • Once you have successfully logged in, a Checker Plus for Google Drive window will pop-up
  • Click on the meatball menu (three vertical dots) located on the upper right-side of the window
  • From the drop-down menu, click on Options
  • Under the Notifications for new or modified files, click the radio button next to Show notifications for files inside folders I select
  • Remove the checkmark from the checkbox next to Only include notifications for files added to My Drive
  • Close the Options windows

Selecting Files/Folders to Monitor –

  • Click on Checker Plus for Google Drive icon
  • From the Checker Plus for Google Drive window, navigate to the file/folder you want to monitor, then hover your mouse over the file/folder
    • To the right of the file/folder name, you will see an icon of a bell, click on the bell to enable notifications for that file/folder
    • If you select a folder, all of the files in that folder will automatically be selected. If there are files within the folder you do not want notifications for, click on the bell next to that file to disable notifications
  • Close the Checker Plus for Google Drive window
  • Every five minutes, Checker Plus for Google Drive will check for changes to the file/folder you have selected
    • If a change is detected, a blue notification number will appear on the Checker Plus for Google Drive icon and a notification will pop-up and then fade away
  • To see which files have changed, click on the Checker Plus for Google Drive icon, then in the left margin of the windowclick on the Notifications link
    • To view the file, click on the file name
    • To dismiss the notification, hover your mouse over the file name and to the right of the file name, you will see a checkmark, click on the checkmark to dismiss the notification

You can also use Checker Plus for Google Drive to quickly access content in your Bates G Suite Drive Account

Checker Plus for Google Drive Terms of Service


Telephone – Call Forwarding (On-Campus Telephones)

Thursday, March 15, 2018

When setting up call forwarding for your telephone, you have several options as to the type of call forwarding you can set up. The most common configuration is to have Call Forward (Busy) and Call Forward (No Answer) active and setup to go to voicemail. When you are away from campus and won’t be around to answer your telephone, you can set up Call Forwarding (All Calls) to have all of your phone calls automatically forwarded to voicemail.

Notes:

  1. The telephone extension to forward your calls to voicemail is: 6789.
  2. You must perform these options directly from your physical telephone.
  3. You cannot perform these options from off-campus.
  4. If forwarding your telephone to an off-campus phone number, long distance charges may apply, to phone numbers outside the local Lewiston dialing area.
  5. When using the Call Forwarding (All Calls) option, you may want to place a sticky-note on your telephone with a reminder message to cancel Call Forwarding (All Calls) when you arrive back to campus.

Call Forwarding (All Calls) –
To forward all of your incoming calls to another on-campus extension, off-campus telephone number, or to voicemail. Your calls will forward on the first ring. When this feature is active, you have no option to answer incoming calls.

To Activate:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial *2
  • Dial the destination extension number right over the beeps
  • Hang up your telephone handset

To Cancel:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial #2
  • Hang up your telephone handset

Call Forwarding (Busy) –
To forward your incoming calls when your telephone extension is busy to another on-campus extension, off-campus telephone number, or to voicemail.

To Activate:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial *3
  • Dial the destination extension number right over the beeps
  • Hang up your telephone handset

To Cancel:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial #3
  • Hang up your telephone handset

Call Forwarding (No Answer) –
To forward your incoming calls if unanswered after the fourth ring, to another on-campus extension, off-campus telephone number, or to voicemail.

To Activate:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial *4
  • Dial the destination extension number right over the beeps
  • Hang up your telephone handset

To Cancel:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial #4
  • Hang up your telephone handset

Bonus: (Automatic Callback) To have a busy extension automatically call you back (on-campus calls/extensions only) when that extension becomes available. Once activated, your telephone will ring with three short rings. Lift your telephone handset and wait for the other party to answer. Callbacks remain active for 30 minutes only!

 

To Activate:

  • After calling and receiving a busy signal
  • Press the Flash button
  • Dial *5 right over the beeps
  • Hang up your telephone handset

To Cancel:

  • Lift  the telephone handset
  • Listen for the dial tone
  • Dial #5
  • Hang up your telephone handset


CAB*Daily Security Awareness Tip

Wednesday, February 28, 2018

As a Cyber Aware Bobcat (CAB), it’s important to keep updated and in-the-know about Cyber Security and overall Security Awareness to keep yourself and the college protected from cyber threats and security breaches. Trying to keep up with so much information about computing and Internet security threats can be difficult, overwhelming, and sometimes confusing to understand! This week’s IT Training Tip of the Week provides you with a credible source that publishes a Security Awareness Tip of The Day.

The SANS (SysAdmin, Audit, Network and Security) Institute, is the most trusted and by far the largest source for information security training and security training. The SANS Institute provides many valuable resources that are free, one of which is the Security Awareness Tip of The Day.

Each day, the SANS Institute posts new tips that focus on and explains a specific topic and actionable steps you can take to protect yourself, your family, and the college.

As part of your daily routine, take a moment and check out the Security Awareness Tip of The Day.

Tip: Think you are an expert at detecting Phishing Messages and Websites? Take a moment and take a quick Phishing Quiz provided by OpenDNS to test your knowledge.

*CAB – Cyber Aware Bobcat


G Suite – Using the “+” Feature in Bates Gmail

Thursday, February 22, 2018

Do you struggle with trying to keep your Bates Gmail Inbox in control, especially with managing the daily flow of messages you receive? Do you wish there was an easy and effortless way to do this? With the use of an undocumented Gmail feature that you can use immediately, could make a big difference with the regaining control of your Bates Gmail Inbox.

By adding the plus sign (“+”) at the end of your username (but before the @bates.edu) with a keyword or tag, you can then set up email filters to help you keep your Inbox organized. The next time you sign up for a newsletter, social media account, email list, or an online shopping website, consider using the plus sign as part of your email address. In combination with the use of email filters, you can then automatically redirect messages out of your Inbox and directly into a Folder/Label.

Tip: You can even use this feature to star the Inbox messages you receive from important individuals.

There are several ways you can use this feature – the easiest is when signing up for an online service or account that requires your email address, just include the plus sign and a keyword. Let’s say you are signing up for a newsletter on environmental issues; you could use username+environment@bates.edu as your email address. If you are signing up for a social media account, you could use username+socialmedia@bates.edu.

Note: You can use any keywords or tags as long as they are after the “+” and before “@bates.edu,” so the possibilities are endless!

You can also setup your Bates Gmail account to send email messages with your keywords already included in your email address by creating separate email identities through the “send mail as” settings in your Bates Gmail account. So the next time you email an important individual, you can use the username+vip@bates.edu identity, and when that individual replies to your message, the keyword will already be included. You can then set up an email filter to automatically star the email message once it arrives in your Inbox.

Using the “+” Feature From Your Bates Gmail Account –

Using the “+” as part of your email address is easy! All you need to do is include the “+” and a keyword at the end of your username but before the “@bates.edu.”

  • Examples:
    • username+environment@bates.edu
    • username+students@bates.edu
    • username+shopping@bates.edu
    • username+socialmedia@bates.edu
    • username+family@bates.edu
    • username+students@bates.edu

Login to your Bates G Suite Account –

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and log in

Creating an Email Filter to Automatically Direct Email Messages to a Folder/Label –

Access your Filters and Blocked Addresses Settings:

  • On the top-right, click on the Settings gear
  • From the drop-down menu, click Settings
  • Click on the Filters and Blocked Addresses tab

Creating an Email Filter:

  • Click on the Create a new filter link
  • In the To field, type in your email address with the “+”
    • Example: username+environment@bates.edu
  • Click on the Create filter with this search>> link
  • To automatically move incoming email messages to a Folder/Label
    • Place a checkmark in the checkbox next to Skip the Inbox (Archive it)
    • Place a checkmark in the checkbox next to Apply the label, then click on the drop-down menu to select a Folder/Label
    • Click the Create filter button
  • Return to your Inbox

Creating an Email Filter to Automatically Star Email Messages –

Access your Filters and Blocked Addresses Settings:

  • On the top-right, click on the Settings gear
  • From the drop-down menu, click Settings
  • Click on the Filters and Blocked Addresses tab

Creating an Email Filter:

  • Click on the Create a new filter link
  • In the To field, type in your email address with the “+”
    • Example: username+environment@bates.edu
  • Click on the Create filter with this search>> link
  • To automatically star incoming email messages
    • Place a checkmark in the checkbox next to Star it
    • Click the Create filter button
  • Return to your Inbox

Setting Up a “Send Mail As” Identity –

Access your Account Settings:

  • On the top-right, click on the Settings gear
  • From the drop-down menu, click Settings
  • Click on the Accounts tab

Creating an Email Identity:

  • Click on the Add another email address: from the Send mail as: section
  • In the Email address: box, type in the email address with the “+” sign you want to create
    • Example: username+vip@bates.edu
  • Click on the Next Step>> button
  • Return to your Inbox

Using a Different Email Identity When Sending Email –

  • Compose a new email message
  • In the From: field, you will see your primary email address (username@bates.edu), click on the drop-down arrow to the right of your email address
  • Click on the identity/email address you want to use from the drop-down menu
  • Compose your email message and click on the send button

Microsoft® Office – Customize the Quick Access Toolbar

Friday, February 16, 2018

In Microsoft® Office 2013/2016 for Windows and Microsoft® Office 2016 for Mac, there are two menu systems that you may frequently utilize while using Microsoft® Office (Word, Excel, PowerPoint). The Ribbon and the Quick Access Toolbar. The Ribbon provides quick access to commonly used tasks, which are broken up into tabs, contextual tabs, groups, and buttons. The Quick Access Toolbar, is located above the Ribbon (top-left) and provides access to commonly used features and commands, such as Save and Undo/Redo. Both the Ribbon and the Quick Access Toolbar can be customized. This week’s IT Training Tip of the Week will focus on how to customize the Quick Access Toolbar with the commands/features you use most.

Customizing the Quick Access Toolbar –

In the steps below, the Microsoft® Word application is used for example purposes, but the steps will be the same for Microsoft® Excel and Microsoft® PowerPoint.

Note: Customizing the Quick Access Toolbar in one of the Microsoft® Office Applications (Word, Excel, PowerPoint) will not change it in another Microsoft® Office Applications. The customizations you make are specific to that application.

Microsoft® Office 2013/2016 for Windows:

  • Click on the File tab
  • Click on Options, located in the left margin
  • From the Word Options window, click on Quick Access Toolbar
  • In the Customize the Quick Access Toolbar window, click on the drop-down menu labeled Popular Commands from the Choose commands from: (left column)
  • Click on All Commands from the drop-down menu to list all of the commands/features that are available
  • Click on the command/feature you want to add to your Quick Access Toolbar, then click on the Add>> button
    • Continue this step for each command/feature you would like to add to the Customize Quick Access Toolbar: (right column)
  • Once you have finished adding commands/features to your Quick Access Toolbar, you can then reorder each command/feature by clicking on that command/feature and using the Move Up or the Move Down buttons to reorder them in the order you prefer
  • Once you are done making all of your customizations, click on the OK button

Note: If there are commands/features you wish to remove, click on that command/feature, then click on the <<Remove button.

Tip: To move the Quick Access Toolbar to the bottom of the Ribbon menu, place a checkmark in the Show Quick Access Toolbar below the Ribbon checkbox.

Microsoft® Office 2016 for Mac:

  • Click on the Word menu
  • From the drop-down menu, click on Preferences…
  • In the Word Preferences window, click on Ribbon & toolbar from the Authoring and Proofing Tools section
  • In the Quick Access Toolbar window, click on the drop-down menu labeled Popular Commands from the Choose commands from: (left column)
  • Click on All Commands from the drop-down menu to list all of the commands/features that are available
  • Click on the command/feature you want to add to your Quick Access Toolbar, then click on the “>” button
    • Continue this step for each command/feature you would like to add
  • Once you have finished adding commands/features to your Quick Access Toolbar, you can then click on and drag each command/feature to reorder them in the order you prefer
  • Once you are done making all of your customizations, click on the Save button

Note: If there are commands/features you wish to remove, click on that command/feature, then click on the “<“ button.


G Suite – Calendar Sharing and Permissions (Part 2)

Friday, February 9, 2018

This week’s IT Training Tip of the Week is the second in a two-part tip. Last weeks tip was about Creating a Secondary Calendar in your Bates G Suite Calendar. This week’s tip describes how to share your Primary and Secondary Bates G Suite Calendars with your colleagues and other individuals. This tip also explains in detail the four levels of permissions/access that are available with calendar sharing.

There are several ways in which you can share your Primary and Secondary calendars, and you can determine how you want each of your calendars shared, and the type of access you want to provide to your colleagues. By default, your Primary calendar is shared with everyone at Bates with See only free/busy (hide details) access. Therefore, if you wanted to see someone’s availability, you can add a coworker’s calendar to the Other calendars section in your Bates G Suite Calendar and view their free/busy times.

Any Secondary calendars you create remain private by default until you choose to share them.

Note: You can make your Primary calendar completely private, but if you choose to do so, this also disables the ability for event organizers to use the SUGGESTED TIMES and FIND A TIME features. These features can be used by event organizers to quickly find a meeting day/time with you and others. If someone has elected not to share their calendar, you will see an asterisk at the end of their name in your event guest list.


Sharing Calendars –

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 
  • While in your Bates Gmail account, click on the G Suite App Launcher, located on the top–right, and click on the Calendar icon to view your Bates G Suite Calendar
    • You may need to scroll down your list of Apps to see the Calendar icon

Primary Calendar:

  • Hover your mouse over your Primary calendar, and this will reveal three vertical dots (known as the meatball menu)
  • Click on the meatball menu
  • From the pop-up menu, click on Settings and sharing
  • Scroll to the Access permission section
Make available to public Make available for Bates College
Select this option by placing a checkmark in the checkbox to make your calendar public, making all events visible to the world, including via Google search.

Selecting this option will also disable the default sharing to Make available for Bates College.

By default, there will be a checkmark in the checkbox that makes your calendar accessible to anyone at Bates who has a G Suite account, including students.

Anyone accessing your calendar will only see your free/busy times with no event details.

Remove the checkmark from the checkbox to make your calendar completely private. If someone would like to access your calendar, they must send you a request for access.

 

Secondary Calendar:

  • Hover your mouse over a Secondary calendar. This will reveal an “X” and three vertical dots
  • Click on the meatball menu
  • From the pop-up menu, click on Settings and sharing
  • Scroll to the Access permission section
Make available to public Make available for Bates College
By default, this option will be unchecked.

Select this option by placing a checkmark in the checkbox to make your Secondary calendar public, making all events, including event details visible to the world, including via Google search.

Selecting this option will also disable the sharing option to Make available for Bates College.

By default, this option will be unchecked, making your calendar completely private and not shared with anyone at Bates.

Place a checkmark in the checkbox to make your calendar accessible to anyone at Bates who has a G Suite account, including students, who will then be able to see all event details.

 

Sharing your Primary or Secondary Calendar with Specific People –

Granting Access to your Primary or Secondary Calendar:

  • Access your calendar’s Settings and sharing
  • Scroll to the Share with specific people section
  • Click on ADD PEOPLE
  • In the pop-up window, type an email address or name, then select a level of permissions for that individual
  • Click on SEND

Removing Access to your Primary or Secondary Calendar:

  • Access your calendar’s Settings and sharing
  • Scroll to the Share with specific people section
  • Click on the “X” to the right of the individual you want to unshare your calendar

Permissions Explained –
The following four permissions types below are listed in a most restrictive to least restrictive order.

See Only Free/Busy (Hide Details):

  • Individuals can see when your calendar is booked (busy) and when it has free time. The event title and other details of your events are not shown.

See All Event Details:

  • Individuals can see the title and details of all events except those marked as private

Make Changes to Events:

  • Individuals can add and edit events on your calendar
  • Individuals can see the details and titles for all events, including private ones
  • Individuals can restore or permanently delete events from the calendar’s Trash

Make Changes and Manage Sharing:

  • Individuals can change your calendar’s sharing settings
  • Individuals can add and edit events on your calendar
  • Individuals can see the details and titles for all events, including private ones
  • Individuals can permanently delete the calendar
  • Individuals can restore or permanently delete events from the calendar’s Trash

G Suite – Creating a Secondary Calendar (Part 1)

Friday, February 2, 2018 (Happy Groundhog Day! Six More Weeks of Winter!)

This week’s IT Tip of the Week comes in two parts and spans over the next two weeks. This week’s tip (Part 1), is on how to create additional or Secondary calendars in your Bates G Suite Calendar. Next week’s tip (Part 2), will focus on sharing and permission settings for your Primary and Secondary calendars.

In Bates G Suite Calendar, you are provided with one personal calendar, that is identified with your name. This calendar is also known as your Primary calendar. In addition to your Primary calendar, you can create an unlimited amount of Secondary calendars. Each Secondary calendar you create is completely independent of your Primary calendar. So you can create a calendar to schedule your work-study students, a calendar to manage vacations within a department, and even a calendar with appointment slots to schedule office visits. The possibilities are endless! By default, no one has access to your Secondary calendar(s), unless you grant specific sharing permissions to individuals. Sharing and permission settings will be in next weeks tip: G Suite – Calendar Sharing and Permissions (Part 2).

Note: Though you can create an unlimited number of Secondary calendars, you are limited to creating up to 25 calendars in a 24 hour period. Once that 24 hour period has elapsed, you can create an additional 25 more Secondary calendars.


Creating Secondary Calendars in Bates G Suite Calendar –

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 
  • While in your Bates Gmail account, click on the G Suite App Launcher, located on the top–right, and click on the Calendar icon to view your Bates G Suite Calendar
    • You may need to scroll down your list of Apps to see the Calendar icon

Creating a Secondary Calendar:

  • In the left margin, under the mini calendar, click on the “+” to the right of the Add a coworker’s calendar search box
  • From the pop-up menu, click on New calendar
    • In the New calendar window, name your calendar and provide an optional description
      • If your calendar should have a different time zone from your current location, click on the drop-down arrow and choose a different time zone
    • Click on the CREATE CALENDAR link
      • You will see a message on the bottom of the calendar window that Calendar creation in progress…
  • Once you are done creating secondary calendars, click on the back arrow located in the top-left of the Settings window and you will be returned to your calendar view
  • Your newly created secondary calendar(s) will now show up in the left margin, in the My calendars section

Deleting a Secondary Calendar:

  • To delete a secondary calendar, hover your mouse over the calendar name. This will reveal an “X” and three vertical dots (known as the meatball menu).
  • Click on the meatball menu
    • From the pop-up menu, click on Settings and sharing
    • Scroll down to the bottom of the Settings window
    • In the Remove calendar section, click on the DELETE link
    • From the confirmation pop-up, click on PERMANENTLY DELETE
  • Once you are done deleting secondary calendars, click on the back arrow located in the top-left of the Settings window and you will be returned to your calendar view

CAB*Walking Away? Lock Your Computer!

Thursday, January 25, 2018

Many of us work with sensitive or confidential college data that is accessible from our computers. Information available through Banner, Garnet Gateway, Banking/Financial Applications/Websites, Slate, BatesReach, iDocs, Titanium, and many other applications and websites used by the college may store data that should not be seen or accessed by other individuals. As guardians of this data, it is our responsibility to prevent the unauthorized access to the information these systems provide to us.

You may also work in open office environments, offices that are publicly accessible, or leave office doors open while momentarily stepping away. In these examples, our computers, and the data they access may become vulnerable to unauthorized access when they are left unattended. You never know when someone may walk into your office while you are away and see or do something they shouldn’t.

The easiest way and the first line of defense in preventing unauthorized access to your computer is to train yourself to lock it when you walk away! With the use of a keyboard shortcut, you can quickly and easily lock your computer and safely walk away!

Locking Your Computer –

Microsoft Windows 7 Computers:

  • Option 1: Press the Windows Logo key and the letter “Ldown together on your keyboard
    • The Windows Logo key is generally located next to or between the
      CTRL key and the ALT key on your keyboard
  • Option 2: Press the CTRL+ALT+DEL keys down together on your keyboard, and then click on Lock Computer
  • To unlock your Microsoft Windows Computer, just move your mouse or touch your trackpad and type in your password

Mac Computers:

To use keyboard shortcuts on a Mac computer, you will need to first enable the screen saver lock. 

To Enable the Screen Saver Lock:

  • Click on the Apple menu
  • From the drop-down menu, click on System Preferences…
  • From the System Preferences window, double-click on the Security & Privacy icon
  • Click on the General tab
  • Place a checkmark next to Require password “immediately” after sleep or screen saver begins
    • If “immediately” is not the default, click on the drop-down menu to select it
  • Close the Security & Privacy window
  • Close the System Preferences window

Locking Your Mac Computer:

  • If your Mac has an Eject key
    • Press the Control+Shift+Eject keys down together on your keyboard
  • If your Mac does not have an Eject key
    • Press the Contol+Shift+Power keys down together on your keyboard
  • Your Mac screen will go dark, therefore locking your computer
  • To unlock your Mac Computer, just move your mouse or touch your trackpad and type in your password

Tip: Rather than attempting to close or minimize windows quickly to hide sensitive or confidential information displayed on your computer screen from approaching individuals, simply lock your computer and what’s being displayed is quickly hidden.


Please feel free to share this weekly IT Training Tip with your colleagues.

*Cyber Aware Bobcat


Lynda – On The Go? Take Lynda With You!

Friday, January 19, 2018

Lynda.com offers online courses from technology training to subjects in professional and personal growth.  With over 5,000 course titles available, take an opportunity and visit Lynda.com! You can pick and choose particular content to customize your learning path, and you can also take it with you when you don’t have Internet access!

Lynda.com content is just not available to you through a web browser from any Internet-connected computer. If you are going to be traveling, jumping on an airplane to Brazil, or just heading to an area where you won’t have Internet connectivity, Lynda can go with you! With Lynda.com Apps, you have a variety of options to take Lynda.com courses/videos to continue with your professional and personal growth and development.

Lynda.com courses/videos can be viewed on a variety of devices with the Lynda.com App, including iOS iPhones/iPads/Apple TV, Android Smartphones/Tablets, Roku Devices, and through Apps for Microsoft Windows and Mac Computers. To get started, just visit the Lynda.com App Center.

Once you have the Lynda.com App downloaded and installed on your device, you can begin to download courses/videos to take with you on the go – no Internet connectivity needed!

Downloading Courses –

Desktop App (Microsoft® Windows and Mac Computers):

  • Log in to your Bates Lynda.com account via an Internet browser
  • Navigate to the course you would like to download
  • Click on the View Offline tab located under the video player
  • Click on the Start the Download button
    • If a pop-up box appears, select the Open Lynda.com Desktop App option.
      Your desktop App will open, and the course download will begin.

iOS:

  • Log in to the Lynda.com App
  • Navigate to the course you would like to download
  • Tap on the Download icon located in the upper right corner of the page
  • Tap on Download Entire Course

Android:

  • Log in to the Lynda.com App
  • Navigate to the course you would like to download
  • Tap the Download button located beneath the video player
  • Tap Download all
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 or attend one of our open lab sessions!

Microsoft® Excel – Flash Fill

Friday, January 12, 2018

When publishing weekly IT Training Tips, I try to publish tips that are cross–platform (can be performed from a Microsoft® Windows Computer or from a Mac Computer). When I discovered this feature in Microsoft® Excel 2013/2016 for Windows, I thought it was pretty neat, but hesitated to publish it as a tip since it wasn’t available for both platforms. Then, I thought that this feature was way too valuable not to share, even though it’s not available for Macs.

The Flash Fill feature in Microsoft® Excel 2013/2016 for Windows fills in data for you when a pattern is detected. As an example, let’s say you have a Column A in an Excel Worksheet with the First and Last Names of individuals. In the next two Columns B & C, you might want to have the First Name and Last Name separated from each other (First Name in Column B and Last Name in Column C). By using the Flash Fill feature in Microsoft® Excel, once you start typing a pattern in each cell (First Name, Column B), Flash Fill will recognize the pattern and fill the rest of the cells in Column B with the First Names from Column A. The same can be done with the Last Names in Column C.

By default, the Flash Fill feature should be enabled. To check if Flash Fill is enabled:

  • Launch Microsoft® Excel 2013/2016 for Windows
  • Click on the File tab
  • Click on Options
  • From the Excel Options window, click on Advanced, located in the left margin
    • The Flash Fill feature is located under the Enable AutoComplete for cell values in the Editing options section
    • Verify there is a checkmark next to Automatically Flash Fill

Using Flash Fill:

Once you have verified Flash Fill is enabled to Automatically Flash Fill, Microsoft® Excel automatically begins to detect patterns and will fill your cells in a flash!! Now you can separate the First and Last Names without the use of complicated formulas, formatting, or having to use copy and paste

  • In the example above, Combined First and Last Name is located in Column A, Separated First Name is located in Column B, and Separated Last Name in Column C
  • Begining in Column B, type in the First Name from Column A
  • In the next row in Column B, type in the next First Name, and Flash Fill will automatically show you the pattern (of First Names) it has detected
  • Press the Enter key to accept the pattern from Flash Fill
  • The rest of the First Names from Column A will automatically be populated in Column B

G Suite – Google Calendar Gadget

Friday, January 5, 2018

In Bates Gmail, there is a lab/plug–in available that will provide you with a compressed view of your Google Calendar in the left margin of your Bates Gmail account. The Google Calendar Gadget Lab displays your past and upcoming events, locations, and details. You can even schedule events directly from the gadget!

To Enable the Google Calendar Gadget in Bates Gmail:

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 

Access your Settings:

  • On the top–right, click on the Settings Gear
  • From the drop–down menu, click on Settings
  • From the Labs tab, scroll–down to the Google Calendar gadget, located under the Available Labs section
  • Click on the Enable radio button
  • Scroll to the top or bottom of the page and click on the Save Changes button
    • Your Bates Gmail Inbox will refresh, and in the left margin, you will see the Google Calendar gadget with your Google Calendar events
    • If you do not see the Google Calendar gadget, you may need to click on the three dots located at the bottom of the left margin

Using the Google Calendar Gadget:

  • To view additional information about a specific event, click on the event title and you will see event start and end times, location information, and any details added to the event
  • At the bottom of the Google Calendar gadget, you will see several links
    • The Today link displays the current day’s calendar
    • From the Add link, you can add events to your calendar
    • The Options link will provide you with four options for managing the Google Calendar gadget
      1. Show Mini Calendar – Check the box to display a monthly calendar that allows you to navigate to specific days or months
        • Tip: Any date displayed in bold has an event scheduled for that day
      2. Show Past Events – Displays past, current, and future events. Uncheck the box to only see current and future events
      3. Edit Visible Calendars – If you have multiple calendars or calendars that have been shared with you, you can select which calendars you want visible to you in the Google Calendar gadget
      4. Open Calendar – Opens the Google Calendar web interface

Archived IT Training Tips (2017)

 


IT Training Tips Topics for 2017

  • Bates Web
    • Bates Web – Navigate to Common Pages on the Bates Website Quickly and Efficiently
  • Cyber Aware Bobcat (CAB)
    • CAB* – Learn What It Takes to Refuse the Phishing Bait!
    • CAB* – Your Mobile Devices Won’t Secure Themselves!
    • CAB* – Step Up to Stronger Passwords
    • CAB* – Information Security Is Our Shared Responsibility
    • CAB* – Think You’ve Been Hacked?
    • CAB* – Protect Yourself From Scams!
    • CAB* – Web Browsing (HTTP vs. HTTPS)
  • Classroom Technology
    • Classroom Technology – Wireless Presentation Connectivity
    • Classroom Technology – Classroom Help is On its Way!
  • Ellucian® Banner
    • Ellucian® Banner – Create A Customized Personal Menu
    • Ellucian® Banner – Understanding the Language (Form Names)
  • Garnet Gateway
    • Garnet Gateway – Updating your Security Question
  • G Suite
    • G Suite – Calendar Tasks vs. Reminders
    • G Suite – Tasks List in Bates Gmail
    • G Suite – Home Button & Bookmarks Bar in Chrome
    • G Suite – Using Stars in Bates Gmail
    • G Suite – Using Keyboard Shortcuts in Bates Gmail
    • G Suite – Managing Contacts
    • G Suite – Change/Update your Profile Image
    • G Suite – Canned Responses in Bates Gmail
    • G Suite – New Features with Forms
    • G Suite – Importance Markers in Bates Gmail
    • G Suite – Customize the Application Launcher
    • G Suite – Convert a PDF File to Text using G Suite Docs
    • G Suite – G Suite? Google Apps? Which one is it??
    • G Suite – Finding and Subscribing to a Bates Google Group
    • G Suite – Google Chrome Browser Synchronization
    • G Suite – Restore a Deleted Calendar Event
    • G Suite – Change your Email Display Name
    • G Suite – What is Google Drive?
    • G Suite – Unsend a Bates Gmail Message
    • G Suite – System Status
    • G Suite – Calendar Appointment Slots
  • iOS
    • iOS – What’s Your Favorite iPhone/iPad App?
  • iPhone/iPad
    • iPhone/iPad – Troubleshooting a Misbehaving iDevice
  • IT Help Desk
    • IT Help Desk – Removing Formatting Characteristics
    • IT Help Desk – What’s in a Mouse Click
    • IT Help Desk – An Easy Way to Find your Bates ATag Number
    • IT Help Desk – System Status
  • Lynda Online Learning
    • Lynda – On-Demand Video Courses and Training
  • Mac OS
    • Mac OS – Install Bates Licensed Software and Printers
  • Microsoft® Office
    • Microsoft® Office – Insert a Screenshot
    • Microsoft® Office – Customize the Microsoft Office Ribbon
    • Microsoft® Word – Document Readability
    • Microsoft® Word – Creating a Watermark in Word
    • Microsoft® Word – Setting your Default Font
    • Microsoft® Word – Insert Sample/Filler Text
    • Microsoft® Word – AutoCorrect Shortcuts in Word
  • Operating Systems (OS)
    • OS (Win/Mac) – Keyboard Shortcuts
  • Printing
    • Printing – Scan and Email as PDF or JPG/TIF
  • Zoom
    • Zoom – Video and Web Conferencing with Zoom

Microsoft® Office – Insert a Screenshot

Thursday, December 21, 2017

Inserting a screenshot into a Microsoft® Word, Excel, or PowerPoint Document can sometimes be a challenge. With Microsoft® Windows, you need to remember the keyboard shortcut (ALT+PRTSCN) and then paste (CTRL+V) your screenshot into your Document. On a Mac, you also need to remember the keyboard shortcut (SHIFT+COMMAND+4) and then insert (Insert, Pictures, Picture from File…) your screenshot file (saved on your Desktop) into your Microsoft® Document. If you need to do any editing, such as cropping or resizing the image, you have to use another application capable of image editing.

In Microsoft® Office 2016 (Windows/Mac) and Microsoft® Office 2013 (Windows), you can easily add a Screenshot of a Window, or you can be selective and insert a Screen Clipping from your Desktop with just a few mouse clicks.

The steps below will focus on using Microsoft® Word, but the steps are similar for Microsoft® Excel and Microsoft® PowerPoint.
Microsoft® Office (Excel, PowerPoint, Word) 2013/2016 – Windows:
  • Launch Microsoft® Office (Excel, PowerPoint, Word)
  • If you are going to take a Screenshot of a Window, you will want to make sure the Window is open on your Desktop and has not been minimized to the Taskbar
  • Click on the Insert tab
  • From the Illustrations group, click on the Screenshot button
  • From the drop–down menu, you can select an active Window from your Desktop, or you can choose to do a Screen Clipping

Selecting an Active Window:

  • To choose an Active Window, just click on the thumbnail image of the Window, and it will automatically be inserted into your document

Selecting a Screen Clipping:

  • To choose a Screen Clipping, click on Screen Clipping from the Screenshot drop–down menu
  • Microsoft® Word will minimize to the Taskbar, and your Desktop will become frosted
  • Using your mouse, select what you would like to clip from your Desktop, and your Screen Clipping will automatically be inserted into your document
Microsoft® Office (Excel, PowerPoint, Word) 2016 – Mac:
  • Launch Microsoft® Office (Excel, PowerPoint, Word)
  • If you are going to take a Screenshot of a Window, you will want to make sure the Window is open on your Desktop and has not been minimized to the Dock
  • Click on the Insert tab
  • From the Illustrations group (third group of buttons), click on the Screenshot button
  • From the drop–down menu, you can select an active Window from your Desktop, or you can choose to do a Screen Clipping

Selecting an Active Window:

  • To choose an Active Window, just click on the thumbnail image of the Window, and it will automatically be inserted into your document

Selecting a Screen Clipping:

  • To choose a Screen Clipping, click on Screen Clipping from the Screenshot drop–down menu
  • Microsoft Word will minimize to the dock, and your Desktop will become frosted
  • Using your mouse, select what you would like to clip from your Desktop, and your Screen Clipping will automatically be inserted into your document
Bonus: Once the Screenshot or Screen Clipping has been inserted into your document, clicking on the image will reveal a contextual tab that will provide you with some additional Picture Formatting tools.

IT Help Desk – Removing Formatting Characteristics

Friday, December 15, 2017

When performing a text copy from one location (source) and pasting to another location (destination), such as in a Microsoft® Word Document, a G Suite Doc, WordPress, or in a Bates Gmail Compose Window, the formatting characteristics from the copy source will often follow along to the paste destination. There may be times when you don’t want the formatting characteristics to be included when you are pasting text. In Microsoft® Word, G Suite Docs, WordPress, or in a Bates Gmail Compose Window, you can clear the formatting from the source text by selecting your text and clicking on one button!

Clearing the Formatting Characteristics from Text:

You will first want to perform a copy from your source location and paste to your destination location. Then select/highlight the text you want to remove the formatting characteristics.

Microsoft® Word:

  • Launch Microsoft® Word
  • Modify an existing document or create a new document
  • Copy, Paste, and Select your Text
  • From the Ribbon menu, click on the Home tab
  • From the Font group, click on the Clear All Formatting button ()

G Suite Doc:

  • Login to your Bates G Suite account
  • Access G Suite Docs
  • Modify an existing Doc or create a new Doc
  • Copy, Paste, and Select your Text
  • From the Toolbar, click on the Clear formatting button ()
    • The Clear formatting button is generally the last icon on the toolbar

Bates Gmail Compose Window:

  • Login to your Bates Gmail account
  • Compose a New Message
  • Copy, Paste, and Select your Text
  • At the bottom of the Compose window, you will see a toolbar
    • You may need to reveal the Formatting toolbar by clicking on Formatting options () button
  • Click on the Remove Formatting () button
    • The Remove Formatting button is generally the last icon on the toolbar

WordPress:

  • Login to WordPress
  • Option 1:
    • Modify an existing webpage or create a new webpage
    • Copy, Paste, and Select your Text
    • From the Toolbar, click on the Clear formatting button ()
  • Option 2:
    • From the Text Editor, click on the Edit drop–down menu
    • Click on Paste as text to select this option
    • Paste your text using keyboard shortcut (Windows – CTRL+V, Mac – CMD+V)
  • Option 3:
    • Copy your Text
    • Paste your text by using the keyboard shortcut (Windows – CTRL+Shift+V, Mac – CMD+Shift+V) to match the formatting of the text in the destination location

Bonus Tip:
When searching for messages in your Bates Gmail account, your search results will appear with the word(s) you searched for in a yellow highlight. If you copy text from the message and paste it into a new message or another location, the yellow highlights will follow along. You can remove the highlights from the message that contains your search results by:

  • Clicking on the More button at the top of the message
  • From the drop–down menu, click on Turn off highlighting
    • Copy and paste your text, and the highlighting will be gone

Ellucian® Banner – Create A Customized Personal Menu

Friday, December 8, 2017

Ellucian® Banner or Banner INB (Internet Native Banner), is the college’s Administrative Information System or ERP. Banner INB enables the college to collect, manage, and store data that is important to the institution and its constituents. The Banner Administrative Information System can be accessed through the Banner INB Web Interface, that is most commonly used by administrative offices or through the Banner Self–Service portal, known at Bates as the Garnet Gateway.

With so many forms available in Banner (Banner INB), it’s sometimes difficult to remember some of the names of the forms you access, especially the ones you use on an occasional basis. You can write down the form names on paper – but there is always the risk of losing it. You can create an electronic document with the forms names – but you may not remember where you saved it, especially during those times when you really need it.

Within the Banner application, each user can create their own personalized menu that can contain form names, jobs, menus, and QuickFlows right from within the Banner application. So why hunt around for a sheet of paper or an electronic document, when you can have your own custom menu directly from within Banner?

To Create Your Personalized Banner Menu – My Banner:

  • Login to the Banner Administrative Information System
    • Once you have logged in successfully, you will be presented with the Banner General menu
  • In the middle of the General menu, you will see two folder iconsMy Banner and Banner. The My Banner Folder is the menu that is available for you to customize

To Access the My Banner Menu for Customization:

  • From the Go To… menu, access the GUAPMNU Maintenance Form
    • This form contains three sections:
      • The left section lists the available forms, jobs, menus, or QuickFlows that can be added to your personal menu
      • In the middle section of the form, you will see the buttons that are used to insert or to remove your selections
      • The right section lists the contents of your personal menu

To Add and Remove Menu Items to your My Banner Menu:

Adding to Your Personal Menu:

  • On the top–left of the My Banner Maintenance Form, you will see a drop–down menu labeled Type
  • Click on the drop–down menu and select the category of the items you would like to add to your My Banner menu
  • In the left section, select the names of the items you want to add to your My Banner menu by double–clicking on each item
  • In the middle section, click on the Insert button
  • Once you are finished building your My Banner menu, click on the Save button from the Toolbar menu to save your changes
  • Exit the My Banner Maintenance Form

Removing from Your Personal Menu:

  • In the right section, select the names of the items you want to remove from your My Banner menu by double–clicking on each item
  • In the middle section, click on the Remove button
  • Once you are finished updating your My Banner menu, click on the Save button from the Toolbar menu to save your changes
  • Exit the My Banner Maintenance Form

Accessing your My Banner Menu:

  • From the General menu, double–click on the My Banner Folder icon to expand or collapse your custom menu
  • To launch an item from your My Banner menu, simply double–click on the entry

G Suite – Calendar Tasks vs. Reminders

Thursday, November 30, 2017

In your Bates G Suite Calendar, you have the option to use Reminders or Tasks (but not both). In a previous Weekly IT Training Tip, Tasks were explained in more detail through the use of the Task Module in your Bates Gmail account. Tasks are also linked to both your Bates Gmail and Bates G Suite Calendar. Tasks in your Bates G Suite Calendar also function identically to the Tasks in your Bates Gmail account. For more information on using Tasks, please refer to the G Suite – Tasks List in Bates Gmail Weekly IT Training Tip published on Friday, November 3, 2017.

Which should I use? Tasks or Reminders? The use of Tasks or Reminders may depend on several factors, including features, your workflow, which App you access more – Bates Gmail or Bates G Suite Calendar, and ultimately your personal preference. Both are very similar, but there are some differences. The following outlines some of the differences between Tasks and Reminders.

Tasks –

  • Tasks are easy to use to–do lists
  • Tasks are linked to both your Bates Gmail account and your Bates G Suite Calendar
  • A Task with a Due Date will appear on the top section of your Bates G Suite Calendar for that specific day as well as in your Task list
    • Tasks with Due Dates cannot be time specific, only day–specific
  • If a Task is not completed on the assigned due date, the Task remains on that date and does not automatically advance to the next day
  • Tasks do not provide notifications
  • Tasks can be crossed/checked–off
  • Tasks can contain sub–tasks

Reminders –

  • Reminders are very similar to Tasks
  • Unlike Tasks, Reminders can recur
  • Reminders can be set to a specific day or can be assigned to a specific time on a particular day
  • Reminders that are time specific will pop–up a notification, just like a calendar Event
    • All Day Reminders do not provide notifications
  • Outstanding Reminders that have not been marked as done, carry over to the next day until they are completed.
  • Multiple Reminders created for a particular day will be collected together and will be displayed in a list format for that day
  • Reminders can be Marked As Done

To Access Tasks or Reminders From Your Bates G Suite Calendar Account –

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 
  • While in your Bates Gmail account, click on the G Suite App Launcher, located on the top–right, and click on the Calendar icon to view your Bates G Suite Calendar
    • You may need to scroll down your list of Apps to see the Calendar icon

Enabling Reminders or Tasks:

  • In the left margin of your Bates G Suite Calendar, under the Mini Calendar, look for the My Calendars section
    • You may need to click on the arrow to the right of My Calendars to see your calendars. The arrow should be pointing up.
  • In the My Calendars section, you will see either Tasks or Reminders
  • To switch from one to the other, hover your mouse over the word Reminder or Task
    • This will reveal a meatball menu (3 vertical dots)
  • Click on the meatball menu and click on Switch to Tasks or Switch to Reminders to enable either Tasks or Reminders

Creating an All Day Reminder – Non–Time Specific:

  • Follow the steps below for Creating a Time Specific Reminder, select any time slot and place a checkmark next to All Day
    /or/
  • Click in the top section of your calendar on the day you want to create an All Day Reminder
  • Type in your Title
  • Click on the Reminder button
  • Verify or make any adjustments to the reminder date
  • If you would like this reminder to recur, click on the Does not repeat drop–down menu and select your repeat options
  • Click on the Save button

Creating a Time Specific Reminder:

  • Creating a time–specific Reminder is identical to creating a time–specific Event
    • When creating your Reminder, under the Add title slot, you will see three buttons (Event, Reminder, Appointment Slots)
  • Type in your Title
  • Click on the Reminder button
  • Verify and make any adjustments to the reminder date and time
  • If you would like this reminder to recur, click on the Does not repeat drop–down menu and select your repeat options
  • Click on the Save button

Marking a Reminder as Done:

  • Click on the Reminder
  • On the bottom–right of the Reminder Floating Card, click on MARK AS DONE

Deleting a Reminder:

  • Click on the Reminder
  • On the top–right of the Reminder Floating Card, click on the Trash Can

IT Help Desk – What’s in a Mouse Click

Friday, November 17, 2017

Many individuals use their mouse to perform a few basic tasks, from left–clicking and right–clicking to double–clicking and selecting text. By including a keyboard key to your mouse clicking, you can harness some additional features of your computer mouse that can add efficiencies and simplify some tasks while using your computer.

The following are some computer mouse tips and tricks that help you get the full potential of your computer mouse.

Shift Key and Mouse Click
By adding the Shift key to a left–click, you can select chunks of text without having to click and drag. Click at the start of the selection of text to place your cursor, then hold down the Shift key. Scroll to the end of your text selection and click again while holding down the Shift key. Release the Shift key once the text has been selected.

Ctrl Key and Mouse Left–Click
By holding down the Ctrl key and left–clicking, you can select multiple files or lines of text. If you are working with a list of files, you can select more then one file, and they don’t need to be in a particular order. Let’s say you need to copy and paste several files from one location to another. Access your files, hold down the Ctrl key, and click on the files you want to select. Release the Ctrl key and then perform a right–click. From the context–sensitive menu, you can then select an action to perform. You can also use this trick in a variety of applications, such as in Microsoft® Excel.

Selecting Text with a Double and Triple–Click
Any word can be selected by double–clicking the word. If you want to select the entire paragraph or sentence, click the left mouse button quickly three times anywhere in the sentence or paragraph. Accomplishing a triple–click can be a bit challenging, but with some practice, you’ll master this tip.

Double–Click and Drag
By double–clicking on a word and dragging, you can select entire words rather than selecting a single character at a time. This one can be a bit tricky. When double–clicking on a word, don’t lift your finger from the left mouse button on the second click and then with the button pressed down, begin to drag your mouse.

Use the Right–Click
Don’t forget about the right–click. Take full advantage of the right–click button any time you highlight text or a file. You’ll often find a context–sensitive menu that can provide you with some shortcuts, additional options, or information on what you are selecting. If you select a file or text, you can right–click that selected item, copy it, and then right–click anywhere else to paste it. In Microsoft® Word, right–clicking on selected text will reveal a context–sensitive menu that will provide you with access to some frequently used formatting options.


Microsoft® Word – Document Readability

Thursday, November 9, 2017

Microsoft® Word can scan your document and provide you with readability statistics, including Counts, Averages, and Readability Scores. Once enabled, Microsoft Word will review your document and provide you with a Flesch Reading Ease and Flesch–Kincaid Grade Level Score. The Flesch Reading Ease Score is based on a 100–point scale, so the higher the number, the easier your document is to understand. Also, the Flesch–Kincaid Grade Level Score provides you with a US Grade Level the text is written. Generally, most documents should aim for a Flesch Reading Ease Score of around 60 and a Flesch–Kincaid Grade Level Score of around 8.0.

Enabling Readability Statistics (Microsoft Word 2013/2016 – Windows):
  • Launch Microsoft® Word 2013/2016
  • Click on the File tab
  • Click on Options
  • Under the When correcting spelling and grammar in Word section, make sure that Check grammar with spelling and Show readability statistics are checked
  • Click OK

Scanning Your Document for Readability:

  • Click on the Review tab
  • Click on the Spelling & Grammar button, located in the Proofing group
Enabling Readability Statistics (Microsoft Word 2011/2016 – Mac):
  • Launch Microsoft® Word 2011/2016
  • Click on the Word menu
  • Click on Preferences
  • Under the Authoring and Proofing Tools section, double–click on Spelling & Grammer
  • Under the Grammar section, make sure that Check grammar with spelling and Show readability statistics are checked
  • Close the Word Preferences window

Scanning Your Document for Readability:

  • Click on the Review tab
  • Click on the Spelling & Grammar button

G Suite – Tasks List in Bates Gmail

Friday, November 3, 2017

Do you wish you had an easier way to manage your work tasks or remember to–dos? The G Suite Tasks module built–in to your Bates Gmail account and linked to your G Suite Calendar, provides a simple to use and easy to access task list. With G Suite Tasks you can create single, independent tasks, or you can create a task with multiple sub–tasks associated with it. You can also create various task lists, so if you are managing several projects, you can create a task list for each. If you assign your tasks a due date, the task will show up in your Google Calendar as an all–day event1.

To Access the G Suite Tasks Module From Your Bates Gmail Account:

Login to your Bates G Suite Account:

  • On your computer, open your Bates Gmail account from within a web browser (Recommended: Google Chrome) and login 

Accessing The G Suite Tasks Module:

  • In the top left corner of your Bates Gmail window, you will see a Mail button with an arrow pointing down (located under the “Bates” graphic)
  • Click on the Mail button, and then click on Tasks
    • A small Tasks window will popup on the bottom right corner of your Bates Gmail window

Creating a G Suite Task:

  • On the bottom of the Tasks popup window, you will see a “+,”click on the “+” to create a task
    • Once you have created your task, you can add additional details, including a due date and notes by clicking on the “>” located to the right of the task

Completing/Crossing Off a G Suite Task:

  • Once a task is completed, you can place a checkmark in the box located to the left of your task to cross–off your task from the list and to mark it as completed2

Managing Your G Suite Tasks:

At the bottom of the Task popup window, you will see some additional options and icons.

  • The Actions menu will provide you will some additional options for managing your tasks
  • From the Actions menu, you can:
    • Indent tasks to create sub–tasks
    • Reorder tasks
    • Email tasks
    • Print tasks

Creating and Managing Task Lists:

  • The last item at the bottom of the Tasks popup window is an icon that looks like a bulleted list
    • This is where you can create, rename, and delete lists

1In order to see due dates for tasks in your G Suite Calendar, the Tasks Calendar under the My calendars section in your G Suite Calendar must be visible.

2You can delete tasks instead of marking them as completed by selecting the task you want to remove, by placing a checkmark in the box to the left of the task and then click on the trash can.


CAB* – Learn What It Takes to Refuse the Phishing Bait!

Thursday, October 26, 2017

This week’s IT Training Tip brings National Cyber Security Awareness Month to a close. Going forward, as a Cyber Aware Bobcat, it is important to remain vigilant for cyber attacks, phishing scams, and to protect your online identity, the technology, and the information you have access to at Bates and in your personal life.

Social engineering attacks come in all shapes and sizes, and not just through email. Cybercriminals know the best strategies for gaining access to your personal information and the college’s sensitive data. The following are a few ways to identify various types of social engineering attacks and their telltale signs.

Phishing Isn’t Relegated to Just Email: Cybercriminals will also launch phishing attacks through phone calls, text messages, or other online messaging applications. Don’t know the sender or caller? Seem too good to be true? It’s probably a phishing attack.

Know the Signs: Does the email contain a vague salutation, spelling or grammatical errors, an urgent request, and/or an offer that seems impossibly good? It’s likely a phishing message, click that delete button!

Verify the Sender: Check the sender’s email address to make sure it’s legitimate. If you received an email message from the “Bates College IT Help Desk” and it’s asking you to click on a link to increase your mailbox quota, but the sender is “UniversityHelpDesk@yahoo.com,” it’s a phishing message. Any message sent from the Bates College IT Help Desk will always originate from “helpdesk@bates.edu,” and a copy is posted to the IT Help Desk’s Announcements web page.

Don’t be Duped by Aesthetics: Phishing emails often contain convincing logos, links to actual company websites, legitimate phone numbers, and email signatures of actual colleagues. However, if the message is urging you to take action, especially action such as sending sensitive information, clicking on a link, or downloading an attachment, exercise caution and look for other telltale signs of phishing attacks. If you are not sure the message is legitimate, then don’t hesitate to contact the company or individual directly of who the email is representing; they can verify legitimacy and may not even be aware that their name is being used for fraud.

Never, Ever Share Your Password: Did we say never? Yup, we mean never! Your password is the key to your identity, your data, and the college’s’ data. It is for your eyes only! Remember that no one, including Information and Library Services Staff, will ever have a legitimate reason to ask for another person’s password whether in person, on the phone, or via email. If you’ve given away your password or responded to a phishing message with your username and password, you will want to change your password immediately by logging into Password Manager. If you don’t have access to a computer, contact the Bates College IT Help Desk, and they can lock your account until you have access to a computer.

Avoid Opening Links and Attachments From Unknown Senders: Get into the habit of typing known URLs into your browser. Don’t open attachments unless you’re expecting a file from someone. Give them a call if you’re suspicious.

When You’re Not Sure, Call to Verify: Let’s say you receive an email claiming to be from someone you know such as a colleague. Cybercriminals often spoof addresses to convince you, then request that you perform an action such as transfer funds or provide sensitive information. If something seems off about the email, call the individual at a known number listed in the online directory to confirm the request or contact the Bates College IT Help Desk.

*CAB – Cyber Aware Bobcat
Adapted with permission from https://er.educause.edu/blogs/2016/11/february–2017–learn–what–it–takes–to–refuse–the–phishing–baits


CAB* – Your Mobile Devices Won’t Secure Themselves!

Friday, October 20, 2017

With October being National Cyber Security Awareness Month, this month’s weekly IT Training Tips will continue to focus on the Cyber Aware Bobcat (CAB) theme. Each weekly IT Training Tip for October will contain information on how to remain alert, and how to connect with care in order to protect your online identity and the technology you use in your personal and professional life.


Mobile devices are everywhere, in your pockets and purses, on your office desks and home nightstands, and in your cars. The security threats related to the use of mobile devices are also everywhere!

Mobile security at one time meant using a laptop lock and keeping tabs on your phone. However, the growing capabilities and use of mobile devices, coupled with their increased use, now require a more sophisticated defense–in–depth approach to match the ever–increasing security threats.

The following are some tips you can use to protect your work and personal devices and the information stored on them.

Secure Your Devices with a Strong Password, Pattern, or Biometric Authentication: Check the settings for each of your devices, and enable the screen–lock option. A screen–lock often provides the first level of defense in protecting your device.

Enable Mobile Device Tracking: If your mobile device is lost or stolen, with the use of mobile device tracking apps and software, such as Find My iPhone for Apple iPhones and iPads, you can track the location of your device in real–time. You can also remotely lock or erase your device in the event of a loss or theft.

Update Your Devices Often: Install operating system and application updates when they become available. Keeping your device up–to–date ensures you have the latest security updates, and your apps are current.

Review Phone Apps Regularly: Remove any apps you don’t use. Be selective when buying or installing new apps. Install only those from trusted sources and avoid any that ask for unnecessary access to your personal information. Take a few minutes to read the reviews of an app, and consider the star rating for the app, before downloading it to your device. Anything with a rating that is below 2–3 stars is something you may want to reconsider and look for another app with a higher star rating.

Check Your Bluetooth, GPS, and Personal Hotspot Access: Disable these settings on all devices when not needed and avoid using them in public areas. When using the Personal Hotspot features of your mobile device, make sure to set up a strong password that is needed when connecting to your hotspot.

Backup Your Devices: Back up your devices to the cloud or some other location, such as your computer’s hard drive. Backing up your devices ensures that in the event of a failure, loss or theft, the apps and data from your most recent backup can be recovered. The loss of contacts, text messages and other data saved with particular apps can be devastating to an individual.

Connect to a Secure Wireless Network: Whenever possible, connect to a wireless network that is secure (requires a password). If an open wireless network is your only option, limit your use and try not to use apps that may expose your personal information.

Treat Devices Like Cash! Don’t let your devices out of your sight or grasp. Maintain physical control of your device in public areas. Get a lock (alarmed is best) for your laptop and use it.

*CAB – Cyber Aware Bobcat
Adapted with permission from https://er.educause.edu/blogs/2016/11/december–2017–your–mobile–devices–wont–secure–themselves


CAB* – Step Up to Stronger Passwords

Friday, October 13, 2017

With October being National Cyber Security Awareness Month, this month’s weekly IT Training Tips will continue to focus on the Cyber Aware Bobcat (CAB) theme. Each weekly IT Training Tip for October will contain information on how to remain alert, and how to connect with care in order to protect your online identity and the technology you use in your personal and professional life.


A password is often all that stands between you and sensitive or confidential data. It’s also often all that stands between a cybercriminal and your account. Below are tips to help you create stronger passwords, how to easily manage your passwords, and how to take one further step to protect yourself and the college against account theft.

Always: Use a unique password for each account, so if one password is compromised, it does not put all of your accounts at risk of takeover. Do not reuse your Bates password for other accounts.

Good: A good password is 10 or more characters in length, with a combination of uppercase and lowercase letters, plus numbers and symbols – such as “Tr@n$cr!pt.” The “Transcript/Tr@n$cr!pt” password is difficult to hack or guess, but can be easy for you to remember. Use the trick of replacing letters with symbols or numbers to strengthen your passwords.

The following table provides some examples of some symbol and number substitutions for letters:

Examples of

Password Letter/Symbol Substitution

Letter Symbol/Number
a @
c (
e 3
i !
l 1
o 0
s $

 

Better: A passphrase uses a combination of words to achieve a length of 20 or more characters. That additional length makes it exponentially harder for hackers to crack, yet a passphrase is easier for you to remember and more natural to type. To create a passphrase, generate four or more random words from a dictionary, mix in uppercase letters, and add a number or symbol to make it even stronger – such as “BatesMaineLewistonCollege/B@t3$M@!n3L3w!$t0nC0113g3.”

Best: The strongest passwords are created by password managers – which is software that generates and keeps track of complex and unique passwords for all of your accounts. All you need to remember is one complex password or passphrase to access your password manager. With a password manager, you can look up passwords when you need them, copy and paste from the vault, or use functionality within the software to log you in automatically. Best practice is to add two–step verification to your password manager account.

Step it up! When you use two–step verification (a.k.a., multifactor or two–step authentication), a stolen password doesn’t result in a stolen account. Anytime your account is logged into from a new device; you receive an authorization check on your smartphone or on another registered device. Without that second piece of information, a password thief can’t get into your account. It’s the single best way to protect your account from cybercriminals.

If you find it difficult to remember multiple passwords and passphrases, consider using a password manager like the FREE Personal Edition of LastPass to help you with managing, protecting, and creating strong passwords.

*CAB – Cyber Aware Bobcat
Adapted with permission from https://er.educause.edu/blogs/2016/11/may–2017–step–up–to–stronger–passwords


CAB*Information Security Is Our Shared Responsibility

Friday, October 6, 2017

October is National Cyber Security Awareness Month, and as digital citizens, we must consistently protect ourselves, our devices, and our family and friends from cyber threats. However, the Internet is always “on,” so we must remain alert and continue to connect with care to protect our technology and the technology of the college, including laptops, tablets, smartphones, and wearable technology, as well as our personal information.


The following is a list of quick tips that you can use to help you to be a well informed Cyber Aware Bobcat (CAB):

Protect Your Device: Add a passcode or password to your cell phone, tablet, or laptop. Adding a passcode or password to these devices can be one of the most valuable first steps you can take to protect your information and the data of the college!

Use Strong Passwords or Passphrases: Create strong passwords or passphrases for the online accounts you access. If you have difficulties with remembering your passwords or creating strong passwords, consider using a password vault/generator such as LastPass. A personal LastPass account is FREE and can save you or the college hundreds to thousands of dollars in the event of an identity theft or data breach. (If you have access to many online accounts for the college, and would like to use a password vault/generator to manage your passwords, please contact the Bates College IT Help Desk to check your eligibility for a LastPass Enterprise account).

Enable Multifactor/Two–Step Authentication: Wherever possible, enable multifactor/two–step authentication for the online resources you access. Multifactor/two–step authentication helps to secure your accounts by requiring an additional piece of information to your passwords, such as a passcode or PIN. These passcodes or PINs can be sent to your cell phone, or there are Apps and devices available that generate a passcode or PIN for you.

Check Your Social Media Settings: Review your social media security and privacy settings on a regular basis, and make sure you are not sharing information and posts about you to everyone!

Educate Yourself: Stay informed about the latest technology trends and security issues such as malware and phishing.

Get Trained: Learn more by logging in to Lynda.com, the college’s online education resource available for students, faculty, and staff. Once logged in, perform a search for “Cybersecurity Awareness” and watch Cybersecurity Awareness content from Mobile Device Security, Backing Up Your Data, to The Importance of Identity Protection, plus many more titles are also available. You may also schedule an appointment with our Instructional Support Manager to discuss additional ways of becoming a knowledgeable Cyber Aware Bobcat!

*CAB – Cyber Aware Bobcat
Adapted with permission from https://er.educause.edu/blogs/2016/11/october–2017–information–security–is–our–responsibility


Microsoft® Office – Creating a Watermark in Word

Thursday, September 28, 2017

When sharing a Microsoft Word Document with other individuals, you may have the need to notate that the document is a Draft, Confidential, or Not To Be Copied. With the use of a Watermark in your Microsoft Word Document, you can select from a variety of predefined watermarks, or you can create your own custom watermark. The watermark will then appear faintly in the background on every page of your document, except for the title page.

Microsoft Office – Word 2013/2016 (Windows)

Creating a Text Watermark:

  • Launch Microsoft Word for Windows
  • Click on the Design tab from the Ribbon menu
  • From the Page Background group, click on the Watermark… button
  • Click on the radio button next to the Text watermark option
  • Click on the drop–down menu next to the default text (CONFIDENTIAL) and select a predefined watermark or delete the text and type in your own custom watermark
    • Continue to customize the format of your watermark by choosing a Font, Size, Transparency (darkens or lightens your watermark), Font Color, and Orientation
  • Click on the OK button

Using a Picture/Image Instead of Text:

  • Click on the Design tab from the Ribbon menu
  • From the Page Background group, click on the Watermark… button
  • Click on the radio button next to the Picture watermark option
  • Click on the Select Picture button
  • Navigate to the location of the picture/image you want to use
  • Click on the Insert button
  • Click on the OK button

Removing a Watermark:

  • Click on the Design tab from the Ribbon menu
  • From the Page Background group, click on the Watermark… button
  • Click on the radio button next to the No watermark option
  • Click on the OK button

Microsoft Office – Word 2011/2016 (Mac)

Creating a Text Watermark:

  • Launch Microsoft Word for Mac
  • Click on the Insert menu
  • From the drop–down menu, click on Watermark…
  • Click on the radio button next to the Text option
  • Click on the drop–down menu icon next to the default text (ASAP) and select a predefined watermark or delete the text and type in your own custom watermark
    • Continue to customize the format of your watermark by choosing a Font, Size, Transparency (darkens or lightens your watermark), Font Color, and Orientation
  • Click on the OK button

Using a Picture/Image Instead of Text:

  • Click on the Insert menu
  • From the drop–down menu, click on Watermark…
  • Click on the radio button next to the Picture watermark option
  • Click on the Select Picture button
  • Navigate to the location of the picture/image you want to use
  • Click on the Insert button
  • Click on the OK button

Removing a Watermark:

  • Click on the Insert menu
  • From the drop–down menu, click on Watermark…
  • Click on the radio button next to the No watermark option
  • Click on the OK button
Tip: If you would like to use the Bates Wordmark as your picture/image, you may download the Bates Wordmark PNG File to use in your Microsoft Word Documents.

iOS – What’s Your Favorite iPhone/iPad App?

Thursday, September 21, 2017

This week’s IT Training Tip of the Week takes a bit of a different twist. As IT Professionals and iPhone Users, we are often asked – “What is your favorite iPhone/iPad App?” So, with Apple’s recent release of iOS 11, iPhone 8, and iPhone X, I thought this would be the perfect opportunity to share with you a list of Favorite iOS Apps from the IT Help Desk & Classroom Technology and Event Support Team’s.

Lee Desiderio, Instructional Support Manager
Amazon – Shopping made easy  |  3.5 Stars  |  Free  |
Known for its colossal shopping catalog, Amazon packs a variety of the features and functions into this ample app, whether you’re buying gifts, tracking orders, scanning products, or tap the mic icon and use Alexa to play music, shop, tell jokes, listen to eBooks and more.

Keith Hord, Technology Support Specialist
Fantastical 2 for iPhone – Calendar and Reminders  |  4.5 Stars  |  $4.99  |
Fantastical 2 is the award–winning calendar app with features such as natural language parsing, reminders, a beautiful week view, and much more!

Ben Lizzotte, Senior Audio Visual Analyst
Downcast  |  4.0 Stars  |  $2.99  |
A powerful, complete, and easy to use podcast player that will help you manage and listen to podcasts the way you want to.

Ben Pinkham, Audio Visual Analyst
DraftKings: Daily Fantasy Football, Baseball, Golf  |  4.5 Stars  |  Free  |
DraftKings brings you daily and weekly fantasy contests in football, baseball, basketball, hockey, golf, soccer and auto racing for real cash prizes!

Jeremy Riordan, Service Desk Team Lead
Flipboard: News For You  |  4.5 Stars  |  Free  |
Flipboard organizes the world’s stories, so you can get the best news for all your passions in one place. There’s something for everyone – from photography to productivity, travel to technology, fashion to food. And with everything in one place, reading, collecting, and sharing stories has never been easier…or more beautiful.

Bruce Soper, Technology Support Specialist
Cesium Music Player  |  4.5 Stars  |  $1.99  |
Take control of your music with intuitive controls, customizable interface, and beautiful design.

Nate Sturtevant, Technical Support Specialist
Overcast  |  4.5 Stars  |  Free  |
A powerful yet simple audio podcast player, with features such as Smart Speed, Voice Boost, and Smarter Playlists to help you listen to more podcasts in more places, try new shows, and completely control your experience.

Scott Tiner, Associate Director for Client Services
Golfshot: Golf GPS + Scorecard + Handicaps  |  4.0 Stars  |  Free  |
Like a personal caddie on the course, Golfshot gives you accurate GPS yardages to targets and hazards, rich scoring and shot tracking, detailed statistics, entire course flyover previews and club recommendations.

App Descriptions, Star Ratings, and Costs were obtained from the iTunes App Store on Wednesday, September 20, 2017.


Google Chrome – Home Button & Bookmarks Bar

Thursday, September 14, 2017

In the Google Chrome Web Browser, there are a couple of features that are not initially available as part of the standard browser setup. These features are the Home Button and the Bookmarks Bar.

The Home Button provides a quick and easy way to return to your browser’s default homepage, which for many is The Quad. The Quad surfaces many frequently utilized Bates web resources for the Bates College community.

The Bookmarks Bar conveniently displays the frequently accessed web pages that you have bookmarked to the Bookmark bar. Rather than having to navigate through a series of menus to access your Google Chrome bookmarks, the Bookmarks bar is displayed under the address/navigation bar for quick and easy access to your bookmarks.

Enabling the Google Chrome Home Button:

  • Launch your Google Chrome web browser
  • Click on the Settings icon, located on the top right of your browser window and is represented by either three dots or three horizontal lines (known as the Hamburger Menu)
  • From the drop–down menu, click on Settings
    • This will open the Settings tab in your browser
  • Scroll down to the Appearance section
  • Click on the Show home button section (Disabled)
    • This will enable the Home button that will be displayed between your Refresh button and your Address/Navigation bar and will look like the outline of a house
  • Close the Settings tab to save your changes
Tip: Once you enable the Home button, the Show home button section will expand with some additional options. From the expanded section, you can choose to open a New Tab page or you can specify a different web page to open when clicking on the Home button.

 

Enabling the Google Chrome Bookmarks Bar:

  • Launch your Google Chrome web browser
  • Click on the Settings icon, located on the top right of your browser window and is represented by either three dots or three horizontal lines (known as the Hamburger Menu)
  • From the drop–down menu, click on Settings
    • This will open the Settings tab in your browser
  • Scroll down to the Appearance section
  • Click in the Show bookmarks bar section
    • This will enable the Bookmarks bar that will be displayed below your Address/Navigation bar
  • Close the Settings tab to save your changes
Bonus: In Google Chrome you can also specify which pages to automatically open when you launch the browser. If there are websites that you often visit, such as The Quad, this is where you can specify which websites automatically open for you.

 

Setting your Default Websites when Launching Google Chrome:

  • Launch your Google Chrome web browser
  • Open/visit the websites you would like to have automatically opened for you. If there are multiple websites you would like to open, open a new tab for each
  • Click on the Settings icon, located on the top right of your browser window and is represented by either three dots or three horizontal lines (known as the Hamburger Menu)
  • From the drop–down menu, click on Settings
    • This will open the Settings tab in your browser
  • Scroll down to the On startup section
  • Place a dot in the radio button located next to Open a specific page or set of pages
  • At the bottom of the section, you will see an option to Use current pages, click on that link
  • Close the Settings tab to save your changes
  • Close and restart your Google Chrome web browser and the pages you defined in the On startup section will automatically load for you

Microsoft® Office – AutoCorrect Shortcuts in Word

Friday, September 8, 2017

Do you find yourself typing some of the same text over and over again in some of your Microsoft Word documents? Maybe it’s a name, title, simple instructions, or a sentence that you have to add to many of your documents. By using the AutoCorrect feature in a clever way, you can have your text or sentences inserted into your documents with just a few keystrokes, known as shortcuts. For example, you could type “WCS”, and the following sentence would be inserted into your document: “Was it a cat I saw?”

Things You Should Know Before You Proceed:

  • Once you create shortcuts in Microsoft Word, they will be available for you to use in all of your other Microsoft Office applications
  • The shortcuts you create are case sensitive, so the “WCS” shortcut is different from the “wcs” shortcut
  • The shortcuts you create should be unique and are not words. For example, if you used the shortcut “me” to insert your name in your documents, every time you attempted to use the word “me” in a sentence, the word “me” would be replaced with your shortcut
  • The text associated with the shortcuts you create should not be any longer than 256 characters

Creating Shortcuts with AutoCorrect in Microsoft Word 2013/2016 (Windows):

  • Open Microsoft Word and create a new document
  • Click on File from the Ribbon menu
  • In the left margin, click on Options
  • From the Word Options window, click on Proofing from the left margin
  • At the top of the Proofing window, click on the AutoCorrect Options… button
  • From the AutoCorrect window, click on the AutoCorrect tab
  • Towards the middle of the AutoCorrect window, you will see the Replace text as you type section, make sure there is a checkmark in the checkbox
  • In the Replace: field, type in your shortcut
    • Example: WCS
  • In the With: field, type in your text or sentence
    • Example: Was it a cat I saw?
  • Click on the Add button
  • Continue to add shortcuts, and when you are done, click on the OK button
  • From the Word Options window, click OK
  • Test your newly created AutoCorrect Shortcuts in your Microsoft Word document

Creating Shortcuts with AutoCorrect in Microsoft Word 2011/2016 (Mac):

  • Open Microsoft Word and create a new document
  • Click on the Word menu
  • From the drop–down menu, click on Preferences…
  • In the Authoring and Proofing Tools section, click on AutoCorrect
  • Towards the middle of the AutoCorrect window, you will see the Replace: and With: fields
  • In the Replace: field, type in your shortcut
    • Example: WCS
  • In the With: field, type in your text or sentence
    • Example: Was it a cat I saw?
  • Click on the Add button
  • Continue to add shortcuts, and when you are done, close the AutoCorrect window
  • Test your newly created AutoCorrect Shortcuts in your Microsoft Word document
Fun Fact: The sentence “Was it a cat I saw?” used in our example is a Palindrome. A Palindrome is a sentence that reads the same forwards as it does backwards (character by character).

G Suite – Using Stars in Bates Gmail

Friday, September 1, 2017

Are you a visual person and need a way to mark email messages with a visual cue? Maybe you want to add some organization to your Inbox, or you have email messages that require additional follow–up and you would like to have the ability to group those messages together.

With the use of Stars in Bates Gmail, you can accomplish all the above and much more! In Bates Gmail, Stars are visual indicators that allow you to mark/flag email messages, organize your Inbox, and even add efficiencies to managing your email.

Using Stars:
As you look at your Bates Gmail messages from a web browser, to the left of your messages you will see an outline of a Star. If you click once on the Star outline, a solid yellow Star will appear. If you click on the Star again, it will disappear. Now you can Star messages that you want to stand out. But is a yellow Star your only choice of color and shape? Nope! There are a variety of colors and symbols that are available, all you need to do is add them to your list of available options.

Customizing Stars:
Would you like to add more color selections for your Stars? How about a green check or a red bang (exclamation point), or maybe a purple question (mark)…

Access your Settings:

  • On the top–right, click on the Settings Gear
  • From the drop–down menu, click Settings
  • From the General tab, scroll–down to the Stars section
  • You will see two categories of Stars/Symbols
    • In use
    • Not in use
  • By default, the yellow Star will be the only Star/Symbol In Use
  • To add Stars/Symbols to the In use category, just click and drag the Star/Symbol you want to use up from the Not in use category to the In use category. You can also move a Star/Symbol down from the In use category to the Not in use category.
  • But wait! There’s more…. You can also reorder your Stars/Symbols by clicking and dragging them to the left or right or right to left
  • Once you have organized your Stars/Symbols, scroll to the bottom of the page and click on the Save Changes button

Now from a message in your Inbox, click on the Star outline once, and the first Star/Symbol from the In use category will appear. If you continue to click, you will cycle through the Stars/Symbols from the In use category. Once you have decided on the Star/Symbol you want to use, just stop clicking and the Star/Symbol will be added to your message. To remove the Star/Symbol, just pause and click again.

Advanced Features:
Knowing the names of your Stars/Symbols will allow you to perform a search, which will allow you to group your Stars/Symbols together. For example, if you wanted to view only the messages that have a red star, click in the search field and begin your search with has: followed by the Star/Symbol name. In our example, you would type in has:red–star.

The following is a list of the Star/Symbol names. You can also mouse over each Star/Symbol in your settings to reveal the Star/Symbol name.

Official Bates Gmail Star/Symbol Names
yellow–star red–bang
orange–star orange–guillemet
red–star yellow–bang
purple–star green–check
blue–star blue–info
green–star  purple–question

If you wanted to see ALL of your messages that have a Star/Symbol, click on the Starred Label located under the COMPOSE button, with all of your other Bates Gmail Labels.


G Suite – Using Keyboard Shortcuts in Bates Gmail

Thursday, August 24, 2017

If you are an Ellucian Banner© user at Bates, you probably understand how using keyboard shortcuts can save you a significant amount of time and increases your efficiency with navigating through the Banner© system. Just think about the number of times during the day you need to reach for your mouse to click on buttons, links, and other icons. It may not look like you are saving that much time by not having to reach and use your mouse, but over time a couple of seconds here and there can add up!

To utilize the keyboard shortcut functionality in your Bates Gmail account, you must first enable it.

To Enable Keyboard Shortcuts in Bates Gmail:

Login to your Bates G Suite Account:

From your Bates Gmail Inbox View:

  • Press the Shift and “?” keys
    • This will bring up a window that will display a list of keyboard shortcuts that are available to you in Bates Gmail
  • Click on the Enable link in the middle of the window
    • (The following keyboard shortcuts are currently disabled. Enable)
  • Once keyboard shortcuts have been enabled, click on the Close link located at the top–right of the window, or press the Shift and “?” keys again to dismiss the keyboard shortcuts window
    • You can access the keyboard shortcuts window at any time by just pressing the Shift and “?” keys

Once you have enabled keyboard shortcuts for your Bates Gmail account, it is recommended to refresh your web browser window. To verify that keyboard shortcuts are active, you will see a thin blue vertical bar to the left of the checkmark box of your first message. You can use your up and down arrow keys to move the blue vertical bar from one message to another. The blue vertical bar indicates the focal point of the message you want to work with.

The Following is an Abbreviated List of Useful Keyboard Shortcuts to Memorize:

Shortcut Key Action Shortcut Key Action
o Open Message c Compose Message
1 Previous Message r Reply
2 Next Message a Reply All
3 Delete Message f Forward
x Select Message ! Report as SPAM
g then i Go to Inbox


Bonus Tip:
To view the keyboard shortcuts that are available in Microsoft Word for Windows, tap the Alt key on your keyboard to turn on and off the shortcut labels from the Ribbon and menus. A list of keyboard shortcuts for Microsoft Word for Mac can be found from the Microsoft Website.


G Suite – Managing Contacts

Thursday, August 17, 2017

Have you ever looked at your Bates G Suite Contacts and wondered why you have so many contacts collected and how they got there?

There is an option in your Bates Gmail account that is set as the default option and will automatically add someone to your Bates G Suite Contacts that you email for the first time (When I send a message to a new person, add them to Other Contacts so that I can auto–complete to them next time). The following two tips will explain how you change that option and how to find and merge duplicate contacts.

Disabling the Automatic Adding of Contacts:

  • Login to your Bates G Suite Account:
  • Settings:
    • On the top–right, click on the Settings Gear
    • From the drop–down menu, click Settings
    • From the General tab, scroll–down to the Create contacts for auto–complete section and click on the radio button for the I’ll add contacts myself option
    • Scroll to the bottom of the page and click on the Save Changes button

Accessing your Contacts and Finding & Merging Duplicates:

  • While in your Bates Gmail account, click on the G Suite App Launcher, located on the top–right, and click on the Contacts icon to view your Bates G Suite Contacts
    • You may need to scroll down your list of Apps to see the Contacts icon
  • On the top–left of your contacts list, you will see a More button, click on the button to reveal a drop–down menu with additional options
  • Click on the Find and merge duplicates… option
  • A window will pop–up with a list of contacts that contain duplicate information. Click on the Merge button to merge the individual contacts containing duplicate data

G Suite – Change/Update your Profile Image

Thursday, August 10, 2017

When logged into your Bates G Suite account (Gmail, Calendar, Drive, etc.), you may have noticed an initial or image located on the top–right corner of the G Suite Toolbar, and may have wondered how to change it. This image shows up in various locations of your Bates G Suite account, including being part of email messages you send from your Bates Gmail account.

To Change/Update your Bates G Suite Profile Image:

  • Login to your Bates G Suite Account:
  • Click on https://aboutme.google.com/ to access the image you and other people see
    • If you are not logged in to your Bates Gmail account, you may be prompted to login
  • Hover your mouse over your image and click on the camera icon that appears

To Change your Profile Image:

  • Click on Upload photo, and find an image from your computer that you want to make your profile image
  • Once your profile image has been uploaded, you will have an opportunity to crop and rotate it
If you want to change your profile image to be the Bates Bobcat, head over to the Bates Communications Office Download page and scroll down to the Bates Bobcat Download section. Click on the Secondary marks (JPG files) title bar to expand it. Save/Download a Bobcat image to your computer and use this image as your file to upload.

To Replace your Profile Image with your Initial:

  • Click on the No photo button and your profile image will be replaced with your initial

Note: Changes to your profile image may take some time to update in all locations. Please be patient.


G Suite – Canned Responses in Bates Gmail

Friday, August 4, 2017

Do you find yourself composing the same email message over and over again, or even replying to particular messages with the same response each time?

With the Canned Responses lab/plug–in added to your Bates Gmail account, you can essentially create a template library that you can use to quickly and efficiently compose or respond to email messages.

In order to use the Canned Responses feature, you will need to enable it for your Bates Gmail account, and then you can begin to create and use canned responses.

To Enable Canned Responses:

  • Login to your Bates G Suite Account:
  • Settings:
    • In the top right, click on the Settings Gear
    • From the drop–down menu, click Settings
    • Click the Labs tab
    • Find the Canned Responses Lab from the list, and click on the radio button next to Enable
    • Scroll to the top or bottom of the Labs page and click on the Save Changes button

To Create a Canned Response:

  • From your Bates Gmail account, Compose a new message that will be used as a canned response
    • Note: The Subject of the message will be used as the canned response name/description in your list of canned responses. You can change the name when saving the canned response if you want it to be different from the subject text.
    • Note: If you have a signature automatically inserted into your email messages, you will want to delete it, so it does not get inserted twice into your message when inserting a canned response.
  • At the bottom–right of your Bates Gmail Compose window, you will see a small arrow pointing down (next to the Trash Can). Click on this arrow to reveal additional options you have available to you when composing a message
  • From the list of options, hover your mouse over Canned responses
  • You will then be presented with a submenu with a listing of all of your canned responses and the following sections: Insert, Save, Delete
  • Since this will be a new canned response, click on New canned response…, located under the Save section
  • A window will popup to name your canned response. By default, it will use the text from your message subject to name your canned response
    • You can either change the canned response name and click on the OK button or just click the OK button to use what was automatically populated from your message subject
  • Once you have saved your canned response, you can click on the Trash Can in your compose window to delete the message
    • Note: You will not be deleting your newly created canned response.

Inserting a Canned Response:

  • Compose or reply to a message
  • At the bottom–right of your message window, click on the small arrow pointing down (next to the Trash Can).
  • From the list of options, hover your mouse over Canned responses
  • Under the Insert section, click on the canned response you want to insert
  • Your canned response will be inserted into your message

Updating/Editing an Existing Canned Response:

  • Compose a new message
  • At the bottom–right of your message windowclick on the small arrow pointing down (next to the Trash Can).
  • From the list of optionshover your mouse over Canned responses
  • Under the Insert section, click on the canned response you want to update/edit
  • Make updates/edits to your canned response in the compose window
    • Note: If you have a signature automatically inserted into your email messages, you will want to delete it, so it does not get inserted twice into your message when inserting a canned response.
  • At the bottom–right of your message window, click on the small arrow pointing down (next to the Trash Can).
  • From the list of options, hover your mouse over Canned responses
  • Under the Save section, click on the name of the canned response you want to update/save

Deleting a Canned Response:

  • Compose a new message
  • At the bottom–right of your message windowclick on the small arrow pointing down (next to the Trash Can).
  • From the list of optionshover your mouse over Canned responses
  • Under the Delete section, click on the canned response you want to delete
  • You will receive a confirmation message asking if you are sure you want to delete the canned response. Click on OK

CAB*Think You’ve Been Hacked?

Thursday, July 27, 2017

Compromised accounts happen! Today’s phishing email messages can be well crafted, extremely convincing, and sometimes threatening, often causing an individual to immediately react by providing personal information or passwords. The next time you receive an email message that requests personal information, bank account numbers, or passwords, take a moment to Stop, Think, then React!

Hackers are Gonna Hack! The following are some tips to help you identify if you’ve been hacked:

  • Your colleagues or friends tell you! We’ve all received those email messages that appear to come from someone you know, but ask for some unusual information or may not seem like a typical email from that individual. Often the first sign of a hack is from a friend or co–worker telling you that they’ve received a spammy or phishy email from your account.
  • Your browser tells you! Pay attention to any warning messages your web browser tells you, and monitor any unwanted browser toolbars, home pages, or plugins that appear unexpectedly. If you’re seeing lots of pop–ups or web page redirects, your browser may have been hacked.
  • Your software tells you! Antivirus messages report that it has detected a virus or some other type of unusual activity occurring on your computer. Don’t ignore these messages! Often your antivirus software will take action and automatically protect you and quarantine a virus. If you don’t have antivirus software installed on your computer or your antivirus is out of date, or your antivirus software is no longer updating because your antivirus subscription has expired, you can download and install Sophos Home for FREE! Also be aware of fake antivirus messages from software you don’t remember installing. These fake messages will often advertise that a virus has been detected on your computer and can be removed, “at a price.” Remember, if you’re using Sophos Home, it’s FREE and wouldn’t be asking you to pay to remove an infection.

The following are the steps you can take to recover from a hack:

  • Change your affected passwords using an unaffected device! Not sure which passwords are affected? It’s best to change them all. Consider using a password manager like the FREE Personal Edition of LastPass to help you with managing, protecting, and creating strong passwords.
  • Update your antivirus software to receive the highest level of protection! Then run a complete scan. Follow the instructions provided to quarantine or delete any infected files.
  • Update your browser software and plugins! Check frequently for new updates and delete any unnecessary or obsolete plugins.
  • Keep your software up–to–date! When you receive a message that an update is available for software that is installed on your computer, perform the update. Updates often fix security issues that may make your computer vulnerable to hacks. Updates also fix software bugs and ensure you are running the most current version of the software.
  • Be prepared with backups! Don’t let the next compromise ruin your day. Backup your files frequently. Consider storing at least two separate backups: one on an external drive and one in cloud storage.
  • If your computer still acting wonky? It might be best to start from scratch with a complete reformat of your machine so you can ensure that all affected software is fixed.

Always remember to be a Cyber Aware Bobcat and don’t fall victim to a hacking or phishing attempt. Protect your Personal and Bates Passwords & PINs, and never share them! Even with supervisors, colleagues, family or friendsYour passwords are the strongest part of protecting your information and the information of the college.

*CAB – Cyber Aware Bobcat


Microsoft® Office – Insert Sample/Filler Text

Friday, July 21, 2017

When working with a document in Microsoft Word, there may be times when you need some sample/filler text to use as a placeholder or to assist you with formatting a particular layout.

Rather than using copy and paste to add text, in Microsoft Word (Windows/Mac) there is a function that you can use that will automatically generate sample/filler text for you.

To insert sample/filler text anywhere in your document, type in the following command at the location in your document where you want the text to begin:

=rand()

You can even fine–tune the command to specify how many paragraphs and lines to add. Just format the command as follows:

=rand(p,l)

p = Number of Paragraphs
l = Number of Lines

If you wanted to generate 5 (p)aragraphs with 10 (l)ines in each paragraph, you would format the command as follows:

=rand (5,10)


G Suite – New Features with Forms

Friday, July 14, 2017

If you use G Suite Forms to collect data, Google has recently added some new functionality that you may find helpful.

There are three new features I’d like to highlight in this week’s IT Training Tip of the Week.

 1. Validated Responses: With Validated Responses, you can use this option to assist with accurate data collection. Forms can now check to see if responses are within a particular format or range that you determine. So, if you want to make sure a URL, email address, or some other type of data is input correctly, you can apply a response validation to a question on your Form.

To Access the Response Validation Option:

  • Add a question to your Form
  • Click on the three vertical dots on the bottom–right corner of your question
  • From the drop–down menu, click on Response validation
  • The response validation criteria will now be available as part of your question, and you may customize the response validation criteria

2. Upload Files as Responses: You can now add the ability for individuals to upload files as part of a response to a Form. To initiate a successful file upload, the responder must also have a G Suite account and logged in.

Note: When adding this capability to a Form, please use caution and only share the Form with individuals you know and trust. Otherwise, there could be an opportunity for a respondent to upload a malicious file or virus.

To Add the Upload File Option to your Form:

  • Click on the question type drop–down menu and select File upload 
  • From the Form question, you can configure the type of file that can be uploaded, the number of files, and the maximum size of the file, which can be as large as 1 GB

3. Checkbox Grid: A new Checkbox Grid question type has been added to the Forms question set. This question type is used to address questions that respondents need to select multiple options for multiple categories

To Add a Checkbox Grid Question:

  • Click on the Question Type drop–down menu
  • Click on Checkbox grid to add the Checkbox Grid as a question
  • Configure the Rows and Columns of the Checkbox Grid

Bonus: You can now set Form Default Settings for all of your Forms instead of having to change the Form Default Settings for each Form independently. So, if you want all of your questions to have required answers, you can make this change as a global default and all new Forms will automatically have this setting.

To Access your Form Default Settings:

  • Click on the three vertical dots located at the top–right of the Form window
  • Click on Preferences…
  • Update your Default settings and click on Save. These defaults will now be the global defaults for any new Forms you create

IT Help Desk – An Easy Way to Find your Bates ATag Number

Friday, July 7, 2017

When contacting the Bates College IT Help Desk, A Technology Support Specialist will often ask you for your “Bates ATag Number” to accurately identify your computer. The “ATag” or “Asset Tag” is the blue and silver “Property of Bates College” label that is placed on your computer as part of the receiving and inventory process. This label includes a classification letter and a unique identification number that has become known to the Bates Community as the “Bates ATag Number.”

Sometimes, trying to locate the ATag on your computer can be a real challenge! Your computer may be hard to access; the ATag may be located on the bottom or on a side of your computer that isn’t easily accessible, it may be covered up, or may have even been peeled off. Rather than physically struggling to find the Bates ATag number for your computer, you can easily find it with just a few mouse clicks.

When your computer was added to the Bates Network, a unique computer name was required. To make your computer name unique, the Bates ATag number from your computer was used. So take advantage of your computer’s name to find its Bates ATag number, rather than having to hunt around for it!

To Find Your Computer Name/Bates ATag Number:

Microsoft Windows 7:

  • Click on the Windows Start button
  • From the Windows Start menu, right–click on Computer, and then click on Properties
  • This will bring up a window with information about your computer
    • Look for the Computer name, domain, and workgroup settings section, and you will see the Computer name which is also your Bates ATag number

Microsoft Windows 10:

  • Right–click on the Windows Start button
  • Click on System from the menu
  • This will bring up a window with information about your computer
    • Look for the Computer name, domain, and workgroup settings section, and you will see the Computer name which is also your Bates ATag number

Mac OS:

  • Click on the Apple menu located on the top–left corner of your Desktop
  • Click on System Preferences…
  • Click on the Sharing icon
  • Your Computer Name is located at the top of the window which is also your ATag number

G Suite – Importance Markers in Bates Gmail

Thursday, June 29, 2017

When logged into your Bates Gmail account, have you ever wondered what those little markers (Importance Marker 1) to the left of each email message are? Some are yellow, while others are empty, and some have chevrons/arrows pointing to the right. These markers are known as Importance Markers.

When you receive an email message, it gets analyzed and attempts to predict what you might consider as important based on how you’ve treated email messages in the past and uses other variables. To make Importance Markers helpful, they also need to be trained. So if you receive an email message you consider as Important, and it wasn’t automatically marked as Important, you can click on the marker to indicate its importance. The opposite is also true if you receive an email message that is marked as Important, but it is not, click on the marker to indicate the message is not important. Over time as Gmail learns what you consider as Important and Unimportant and the automatic marking of messages becomes more accurate.

If you want to know what determined a message to be marked as Important, hover your mouse over the Importance Marker, and a message bubble will appear with the reason as to why your message was marked as Important or left unmarked. You may also notice that some of the markers have a single arrow while others have two arrows. A single arrow indicates that a message was sent to you and other individuals, while a double arrow indicates that a message was sent just to you.

If you don’t use Importance Markers and find that they are a distraction or too much work to train and maintain, they can be disabled.

Disabling Importance Markers:

  • Login to your Bates G Suite Account:
    • On your computer, open your Bates Gmail account from within a web browser and log in.
  • Settings:
    • In the top right, click on the Settings Gear
    • From the drop–down menu, click Settings
    • Click the Inbox tab
    • In the “Importance markers” section, select No markers
    • At the bottom of the page, click on the Save Changes button

 


Bates Web – Navigate to Common Pages on the Bates Website Quickly and Efficiently

Friday, June 23, 2017

Do you have trouble with remembering the web address of some commonly accessed web pages on the Bates website, such as the Garnet Gateway or the Bates Directory? Do you have to click on multiple links to get to some of these web pages? Or maybe you’re on a smartphone and know the web address of the web page you want to view, but there are so many characters to type on that tiny keyboard, it’s going to take you forever.

Save yourself all of that typing and time by using Short Links that are associated with the Bates website. All you have to do is visit the Bates home page at “www.bates.edu/” and append a few letters after the “/”. Heck, even save yourself some more typing and time by eliminating the “www” at the beginning of the Bates home page web address – all you need is the “bates.edu/”.

By using Short Links, all you have to do is remember the mnemonic letter or letters associated with the Common Name of that web page. For example, remember the letter “d” for Directory, “g” for Garnet Gateway, “e” for email, “m” for Dining Menu, and so on. By using “bates.edu/d” will take you to the Bates Directory, using “bates.edu/g” will get you to the Garnet Gateway and, “bates.edu/m” will get you the Dining Menu.

The Bates Communications Office (BCO) has published a list of Short Links associated with some commonly accessed web pages. Visit the Short Links web page to see a complete list of Short Links or better yet, use the “sl” Short Link.


G Suite – Customize the Application Launcher

Friday, June 16, 2017

When accessing your Bates Gmail account or Calendar from a web browser, you may have noticed a 3×3 grid (Google Application Launcher) on the top right corner of your Bates Gmail or Calendar window. This 3×3 grid is known as the G Suite App (Application) Launcher Google Application Launcher, and it can be found in most G Suite Applications. The G Suite App Launcher gives you easy access to some of G Suite’s most popular applications. But what if the G Suite popular applications aren’t your popular applications? Now you can easily customize the G Suite App Launcher by moving the App Icons in your preferred order. You can even add other G Suite Applications that are not there and remove any that you don’t use.

Login to your Bates G Suite Account:

Arrange App Icons:

  • Click on the G Suite App Launcher; this will display a menu of popular G Suite Apps.
  • Click and drag (your mouse pointer will change from a pointing finger to a grabbing hand) on the App Icon you want to move to another location, and place the App Icon by releasing your mouse button.
  • Arrange the App Icons in your preferred order by clicking, dragging, and dropping.
  • When you are done arranging your App Icons, click on the App Launcher to save your changes.
  • To see your customized App Launcher, click on the App Launcher icon.

Adding Apps:

  • Click on the G Suite App Launcher.
  • At the bottom of the App Launcher, you will see a More link. Click on the link to reveal additional App Icons you can add to your App Launcher.
  • Click and drag on the App Icon of the App you want to add, above the faint gray separator line and place the App Icon by releasing your mouse button.
  • When you are done adding your App Icons, click on the App Launcher to save your changes.
  • To see your customized App Launcher with your additional Apps, click on the App Launcher icon.

Removing Apps:

  • Click on the G Suite App Launcher.
  • At the bottom of the App Launcher, you will see a More link. Click on the link to reveal additional App Icons.
  • Click and drag the App Icon of the App you want to remove, below the faint gray separator line and place the App Icon by releasing your mouse button.
  • When you are done removing your App Icons, click on the App Launcher to save your changes.
  • To see your customized App Launcher with your removed Apps, click on the App Launcher icon.

iPhone/iPad – Troubleshooting a Misbehaving iDevice

Friday, June 9, 2017

iPhones and iPads (iDevice) can be wonderful devices. They offer the perfect companion to a laptop or desktop computer. They are light, extremely portable, and provide you with access to a wealth of information – right at your fingertips. When they fail to work properly, it can be very frustrating and even annoying. Below are three troubleshooting tips you can safely try when your iDevice decides to misbehave.

Restart your iDevice:

  • To power Off your iDevice, press and hold the Sleep/Wake (Power) button until the slider (slide to power off) appears.
  • Drag the Power symbol (Slider) from left to right.
  • To power On your iDevice, press and hold the Sleep/Wake (Power) button until you see the Apple© logo, then release the Sleep/Wake (Power) button.
  • If you have Touch ID enabled, you will need to enter your Passcode once, after a restart.

Force Quit an App:

  • If you have an App that has crashed, becomes unresponsive, or erratic, open the App Switcher to force quit these Apps.
  • To force quit an App, open the App Switcher by double–pressing the Home button. This will launch the Multitasking1 feature of your iDevice.
  • All of the Apps you have accessed will be displayed as cards. You can swipe from left to right and then right to left to scroll through the cards2.
  • Find the App that is misbehaving and swipe it up to quit the App.
  • Reopen the App from your Home Screen.

Soft Reset:

  • Sometimes your iDevice may lock up, become unresponsive or may not power on even though you know the battery is fully charged. A soft reset will often resolve those issues and save you a phone call or visit to the IT Help Desk or the Apple Genius Bar©.
  • To perform a soft reset, press and hold in BOTH the Sleep/Wake (Power) button and the Home button together. Keep them held down for at least 10 seconds or until you see the Apple© logo on the screen of your iDevice.
  • Once you see the Apple© logo, release the buttons, and your iDevice will continue with the usual start–up process.
  • If you have Touch ID enabled, you will need to enter your Passcode once, after a restart.

1. The process of double–pressing the Home button and swiping through your Apps is also known as multitasking. You can use the multitasking feature to quickly switch from one App to another, rather than pressing the Home button and opening an App from the Home Screen.

2. Many individuals believe that quitting out of all of your Apps will speed up your iDevice and increase your battery life. Quitting out of your Apps DOES NOT impact the performance of your iDevice nor increase your battery life.

Note: These troubleshooting tips will not result in any data loss and can safely be performed.


G Suite – Convert a PDF File to Text using G Suite Docs

Thursday, June 1, 2017

The IT Help Desk on occasion receives inquiries on how to convert a PDF File to Text so it can be manipulated in either Microsoft Word, G Suite Docs, or in some other application.

The IT Help Desk would recommend installing and using Adobe DC, which would provide you with the ability to convert the PDF File to Text. Although Adobe DC would do the trick, sometimes you might want something that’s quick and easy, or maybe you might only be doing this once or twice. In order to use Adobe DC, you’ll need to have the software installed on your computer, and then you’ll need to learn how to use it. All which can use up valuable time and can even be frustrating.

Why go through all that, when you already have access to an easy way to convert PDF Files to Text quickly and easily? With G Suite Docs, there is a little know about feature, that lets you perform the conversion with just a couple of steps.

Login to your Bates G Suite Drive Account:

  • On your computer, open your Bates Gmail account from within a web browser and log in.
  • On the top right, click on the application launcher box Google Application Launcher and click on the Drive icon.

Step 1 – Upload your PDF File to your G Suite Drive account. (If the file is already in your G Suite Drive account, skip this step and continue to Step 2.):

To Upload a PDF File to your G Suite Drive Account from the G Suite Drive interface:

  • Click on the NEW button (colored blue), located on the top left side of the G Suite Drive interface.
  • From the drop–down menu, click on File upload.
  • Navigate and Find your PDF File and click on the Open button to upload your file.

Step 2 – Convert the PDF File to Text:

  • Find the PDF File located in your G Suite Drive account.
  • Once you have found the PDF File you want to convert to Text, right–click on the file.
  • From the contextual menu, click on Open with, then click on Google Docs.
  • Once the conversion is complete, the text will be available to you in a new G Suite Docs document.
  • Once the file is converted to text in a G Suite Doc, you can:
    • Edit/Modify the file.
    • Copy and Paste the text into another application.
    • Download the file as a Microsoft Word, PDF Document, etc.

To Download the file as a PDF or Microsoft Word Document:

  • In the document you have opened in G Suite Docs, click on the File menu, then click on Download as.
  • From the sub–menu, click on the file format (Microsoft Word, PDF Document, etc.) you want to download the file as. The file will then began to download and is saved to your computer.
  • If you downloaded the file as a Microsoft Word file, you could now use Microsoft Word from your computer to edit the document.

G Suite – G Suite? Google Apps? Which one is it??

June 1, 2017

You may see reference to G Suite and Google Apps and wonder which one is it? On September 29, 2016, Google changed its Google Apps name to G Suite to better reflect its mission. To learn more about the name change, please visit the Google Cloud Official Blog post.


Microsoft® Office – Word Default Font

Wednesday, May 24, 2017

When launching Microsoft Word, the default font is automatically set to Font: Calibri, Font Size: 11. If you would like to change the default font to something else, such as Font: Times New Roman, Font Size: 12, just follow these simple steps:

Microsoft Windows – Microsoft Word 2013/2016

  • Launch Microsoft Word 2013/2016 for Windows.
  • On the Home tab, click on the Font Dialog Box Launcher (small arrow pointing down, right bottom corner) from within the Font group.
  • Select the options you want to change, such as the Font, Font style, and Size.
  • On the bottom left side of the Font window, click on the Set As Default button.
  • You will then be presented with a prompt to confirm this change. Select All documents based on the Normal template?, then click OK.
  • Click OK to apply your changes.
  • Close Microsoft Word 2013/2016 for Windows and relaunch the application. The default font will be updated based on your new options.

Mac OS – Microsoft Word 2011/2016

  • Launch Microsoft Word 2013/2016 for Mac.
  • On the Format menu, click on Font…
  • Select the options you want to change, such as the Font, Font style, and Size.
  • On the bottom left side of the Font window, click on the Default… button.
  • You will then be presented with a prompt to confirm this change. Click on Yes.
  • Click OK to apply your changes.
  • Close Microsoft Word 2013/2016 for Mac and relaunch the application. The default font will be updated based on your new options.

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


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:

SPAIDEN
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).


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 Forsale@groups.bates.edu 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:
    • groupname+subscribe@groups.bates.edu
      • As an example, to join the Forsale Google Group, address an email to the following email address: forsale+subscribe@groups.bates.edu
  • 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 groupname@groups.bates.edu
    • As an example, with the Forsale Bates Google Group, address an email message to forsale@groups.bates.edu

 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.