IT Training Tips

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
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Past IT Training Tips

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 “” 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 “”.

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 “” will take you to the Bates Directory, using “” will get you to the Garnet Gateway and, “” 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:

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 does not enforce a membership approval process, so you will immediately be subscribed.

Subscribing to a Bates Google Group by Email:

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

Emailing/Posting to a Bates Google Group by Email:

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

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

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

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

G Suite – Google Chrome Browser Synchronization

Thursday, March 30, 2017

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

To Enable the Google Chrome Browser Sync Setting:

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

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

G Suite – Restore a Deleted Calendar Event

Thursday, March 30, 2017

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

To Restore a Deleted G Suite Calendar Event:

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

Garnet Gateway – Updating your Security Question

Thursday, March 23, 2017

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

To update your Garnet Gateway Security Question and Answer:

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

The next time you forget your Garnet Gateway PIN:

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

G Suite – Change your Email Display Name

Friday, March 17, 2017

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

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

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

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:


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


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

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.