google


googlebadgeWe hope you’re enjoying the power and mobility that Google Mail, Google Calendar and Google drive bring to your working lives. Every day, we’re hearing great stories from people who are finding new features in the Google products and applying them to the way that they work.

As the Google products are very new to the University, we want to pro-actively reach out and trial holding ‘Google Clinics’ at regular intervals over the next few weeks.  The idea of a Google Clinic is you can come along and ask anything you want – about any of the Google products or the way you use them. They won’t be formal training sessions, just simple drop in sessions designed to give you quick fixes or new ideas.

You can find the Google Clinics at the following times/locations:

  • Tuesday 30th April, 12-2pm (Senate House reception)
  • Wednesday 8th May, 12-2pm (Chemistry cafe area)
  • Wednesday 15th May, 12-2pm (Langford Cafe)

 

We’ll be wearing our blue Google tshirts so will be easy to spot and we look forward to meeting you!

 

Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

Google Campaign 2We hope you are enjoying the new Gmail service and that you’ve managed to find some time to become familiar with the new features Google have to offer.

 

There are a number of elements which we thought it might be worth highlighting to help you make the most of the service, and to help you overcome any issues you may encounter.

 

Access to Gmail via a mobile and setting your password in Google

To access Gmail on your mobile device or in other email clients (even though we recommend using Gmail online in the Google Chrome web browser!) use the instructions on setting up your mobile device and configuring an email client that can be found on the IT Services’ website.  It’s important to note that if you need to access Google services directly, which you do for mobile access, you’ll need to set your password in Google.

 

Shared mailboxes/Delegated Accounts

Information about how to find and troubleshoot access to shared mailboxes, now known as delegated accounts, is covered in a number of FAQs and you can also administer delegated accounts online.

 

Report spam

‘Report spam’ to help Gmail learn.  Be careful  that you only mark messages as spam when they are malicious or that no-one at the University wishes to receive. For example, email from a mailing list that you are no longer interested in can be archived or deleted instead of reporting it as spam. (Remember that you can always unsubscribe from mailing lists or set up a Google filter to remove such emails). Do check your ‘Junk E-mail’ / ‘Spam’ folders, particularly as we begin to use Gmail,  in case messages that you wish to receive have been inadvertently sent here, again you can mark them as ‘Not spam’ to help Gmail learn.

 

Support

There is a range of additional support available, including our dedicated Gmail helpline 0117 92 88845 | internal 88845.

 

We are aware of a number of issues affecting some staff.  These are documented in our known issues page.

 

Many thanks

 

Nick Skelton

 

Dear Colleagues

Over the past 12 hours we have successfully moved all our staff and shared mailbox accounts across to Gmail. You will now need to access your email by going to http://www.bristol.ac.uk/email. Also at that site you will find details of our online suppport materials, FAQs and other ways  to access further support over the Easter period.

We are just about to begin the migration of historical emails (those received after 01/10/2012) from individual accounts and also from the delegated mailboxes.

 

Any questions? new-email@bristol.ac.uk !

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

This Thursday evening all new emails for staff (including honorary staff) and postgraduate research students will go to Gmail.

At this time you will still be able to access your legacy email in Mulberry etc, to view and respond to old emails.  Please note that the legacy account will become read only and any replies you send from that account will not be saved.

  • We ask staff to refrain from using Gmail until Wednesday 3 April when all your emails will have been migrated. You can login to Gmail via the button in your start menu or the login at www.bristol.ac.uk/email.

  • If you do need to access you emails between the evening of Thursday 28 March and Wednesday 3 April you can do so via the login at www.bristol.ac.uk/email (you’ll also find information on using Gmail at this address).  However, please note that not all emails will have migrated and until you receive confirmation by email that this has happened please do not set up any redirects or forwarding of messages as migrated emails are seen as new emails by Gmail.

  • Please note that we  are recommending that staff access Gmail, and other Google services, online using the Google Chrome web browser.
  • Please note that for those moving to Gmail this weekend, enabled Out of Office messages will be disabled in Gmail during the migration of email messages.  Active Out of Office messages set before the  migration on Thursday evening will be activated in Gmail on the completion of the email migration by Wednesday 3 April.

A range of support  information is available to staff and PGR students, a list can be found at:

www.bristol.ac.uk/new-email/support3april.html

 

On Thursday 28 March at 9pm the current University email system will be switched to read-only and all new emails will go to your Google Gmail account. Over the Easter weekend we will ensure all emails stored in central email servers are migrated over to your Google account. This means that from Wednesday 3rd April, your emails will be in Gmail, and all staff and PGR students will need to use this account for sending and receiving emails. Please note that this process does not apply to those early adopters and staff in the pilots who are already using the UoB Gmail service.

During this period we will also be moving shared mailboxes over to the Google delegated account service.

The new Google service provides a range of benefits, including enhanced quota and improved access from wherever you are.

We have begun to migrate information from Oracle Calendar. You may well have received one of the automatically generated emails. We apologise for that and no action is needed. On 15 April Google Calendar will be launched and will work alongside your email in Google. Please do not use Google Calendar until Monday 15 April, any changes could affect the migration of information from Oracle Calendar.

We have a number of FAQs which aim to answer some of the most frequent questions we’ve received from staff, this covers the implementation of Gmail, including access to email over the Easter weekend:
http://www.bristol.ac.uk/new-email/faq-staff.html

 

 

A range of support is available to help you get started with Gmail. In addition, printed Guides, staffed Information Points and a dedicated helpline will be available. Details will be sent to you next week and will be promoted on the Gmail support website: http://www.bristol.ac.uk/email

If you have any questions to which you cannot find the answer on the project or support website please email the project team at: new-email@bristol.ac.uk.

One of the features that Gmail offers above Mulberry/Smartsieve is powerful and integrated filtering. It’s built on Google Search technology, but is still private to you.  As we can’t automatically migrate any smartsieve filters you may have into Google, you may wish to set them up the very first time you login.

We advise those migrating over Easter weekend not to set up any filters or forwarding until all emails have migrated across, the aim is to have this completed by 3 April.

 

Staff migrating over the Easter weekend (majority of staff)

When we migrate an email from UoB into Google, it looks to Google like a new email (although it keeps the correct time/date) and Gmail will perform any filtering on it that you have set up in Gmail.

As an example. if you were to setup a filter on Good Friday morning in your new Gmail account to redirect all email to your nhs.net address, then every email we migrate on the Easter weekend (i.e. every email you have received since October 1st, 2012) will also be sent across to your nhs.net account.

If this would be problematic for you, we advise you to not setup any filters until Wednesday, April 3rd.

However, if this is unlikely to be an issue, then you can continue to setup filters from the first time you log into your new Gmail account.

 

Early adopters of the Gmail Service

You need to take no special action, you can continue to set your filters in the Gmail interface as usual. For those who don’t know how to do this, you can find instructions at:

http://support.google.com/mail/answer/6579?hl=en

 

The date for the main staff migration to Gmail, Thursday 28th March to Wednesday April 3rd, is rapidly approaching and because we are migrating over a holiday weekend, people are asking what happens to Out of Office?

For those moving to Gmail over the Easter weekend please note that  the Out of Office function will be disabled.

Staff migrating over the Easter weekend (majority of staff)

Please setup your Out of Office as normal in ‘smartsieve’ on Thursday,  March 28th. Once the email migration has finished (expected to be Wednesday, April 3rd), we will transfer across your Out of Office reply to Google. If you log into Gmail over the Easter weekend, please do not set up an Out of Office reply until the Wednesday.

This means that you will not have an Out of Office reply from Friday March 29th to Wednesday April 3rd. This is because as emails are migrated, each email transferring across would trigger an Out of Office to be sent, regardless of the email’s age.

Early adopters / pilots of the Gmail Service

You need to take no special action, you can continue to set your Out of Office reply in the Gmail interface as usual. For those who don’t know how to do this, you can find instructions at:

http://support.google.com/mail/answer/25922?hl=en

Both sets of users

When you return, you will need to turn off your Out of Office in Gmail. You can do this from the yellow banner displayed across the top of your inbox, or from the ‘General’ page in Gmail settings.

We like to compare the new look to a chat window on steroids (it’s bigger).  You’ll notice that when you hit the compose button, a new compose window will appear at the bottom of your screen where your chat windows are typically located. Now you can minimize your compose window and have multiple compose windows open at once!  This will help you work more efficiently in your inbox. Since the compose screen no longer takes up the majority of your inbox, you can easily search your inbox and reference another email without having to close or ‘pop-out’ your compose window:


New Compose Features

Now that you have the new compose experience enabled, let’s discuss the changes that have been made and some of the new features. We’ll start at the top, where you enter the recipients of the email message. You will notice that the ‘To’, ‘Cc’, and ‘Bcc’ lines have been combined in the new compose experience.  If you are interested in adding an email address to be Cc’d or Bcc’d, simply click on the Cc and/or Bcc fields to the right of ‘To’ and those fields will expand as seen below.

One watch point here is that when you click on ‘Subject’, the email addresses will be compressed into one line.  If you have added a Bcc, it will be noted that that person is Bcc’d. While you are composing your email, you will always have the ability to click in the recipient field to add or remove people.

Below the subject line (and above your signature, if applicable) is where you can begin to compose your email message.  If you need to minimize, pop-out, or close your email window, you can do so by clicking on one of the three options located in the upper right hand corner of the compose window.

 

Formatting Options

The formatting options are located at the bottom of the new compose window.  To access these options, click on the A‘ and a series of options will appear.  These include:  Font, Text Size, Bold, Italic, Underline, Font Color, Numbered List, Bulleted List, Align, and Remove Formatting.

 

Inserting Extras

Another new enhancement of the new compose experience is the ability to insert a number of different ‘extras’ directly into your email.  These extras include:

  • Insert files using Drive:  We really like this feature because the majority of Google Apps users use Google Drive to create and store documents.  By clicking on the ‘Drive’ icon, you can now insert items directly from your My Drive, Shared with Me, Starred, Recently Selected, and All Items folders. A very valuable function to note here is that if you have not shared the Google Drive Document with the recipients of the email message, you will receive a prompt to share the document with the appropriate parties before sending the email (thus, cutting out the back and forth requests to access Drive items).
  • Insert Photos:  When clicking on the camera icon, you’ll see a prompt to add images that are stored on your computer or via URL.  This new addition replaces the Inserting Images lab.
  • Insert Link:  The chain link image allows you to, after highlighting the word or phrase, insert a URL directly into your email content.
  • Insert Emoticon:  Who doesn’t like to add a little ‘flair’ to their emails?  Nothing says ‘I’m joking’ better than a silly smiley face. 🙂  Click on the happy face icon to view the available emoticons (there are a TON).Insert Invitation:  After you have properly addressed your email message, you have the option to insert an invitation directly into the message.  This can be done by clicking on the calendar icon.  After clicking on that icon, you will be asked to add the information for the invitation.  A great feature here is that the invitation prompt will show the recipients’ availability so you can see if everyone set to receive the email is available.  If they are not available, you can always adjust the meeting time!
    • Tip:  Hold down the ‘Shift‘ key when you need to select multiple emoticons for the message.

 

 

*Note* The paperclip image can be clicked to attach any files/folders located on your computer to the email.  The insert extras bar, shown above, will appear immediately when you hover your mouse over the paperclip or ‘+’ icon.

 

Trash (Bin) & Options

Sometimes, we start an email and then find that the message is unnecessary.  Not to worry, you can easily discard the draft by clicking on the trashcan icon located at the bottom right hand corner of the new compose experience.

Also located in the bottom right hand corner is the ‘Options’ section.  To access these options, click on the upside down triangle ‘More Options’ to the right of the trash can.  Here, you will be able to check spelling, print, access plain text mode, add a label, insert/save/edit a canned response (if the lab is enabled), and…..

The Google products have been built from the ground up with great features baked right in from the start, but they are also extendable. This blog post will look at 4 of the more popular extensions available for you to install.

(Whilst easy to use, these extension unfortunately come with no support from the University)

 

This plugin is like a project management system, just for your email. You can assign priority levels and group emails into projects, so you can focus on the projects/people, rather than the emails. One feature we particularly like is scheduling emails to appear at a time more suitable to you

any.do is a simple task manager that syncs across iPhone, iPad, Android and as a Chrome extension. It allows you to keep track of what tasks you have and at the beginning of each day, plan the day ahead.

Boomerang can send emails on a schedule you define, whilst monitoring replies and chasing them, automatically, if needed

  • IEmultitab – Display IE only webpages, inside Chrome – http://www.bristol.ac.uk/it-services/applications/google-apps/chrome/chrome-faqs.html#not-work

Encountered a website that needs IE, but you’re using Chrome? There are some even within the University, but now you can use the IE browser to display them without even leaving Chrome.

 

 

 

There are many, many more available through the Chrome webstore: https://chrome.google.com/webstore/. If you are interested in any, please make sure to check out their privacy policies and conditions of use before installing them.

 

If you have discovered a useful Chrome extension, let us know in the comments below!

 

 

 

On Wednesday, April 3rd, staff and postgraduate research students will be able to access their new Gmail accounts for the first time. Following on quickly, they’ll then be able to access their Google Calendar accounts for the first time on Monday, April 15th

We’re aware that while many use Gmail and Google Calendar at home some do not; and the way we manage work and home emails isn’t necessarily the same.

To help you familiarise yourself with these new systems, we encourage you, where possible, to take some time on the launch days to work through the University guides, which will be available for both Gmail and Google Calendar. These guides will be available in both PDF form and a printed version that will be delivered locally to you.

If you want to find out more about how email and calendar data will be migrated or to see a demonstration of Gmail and Google Calendar, come along to one of the Roadshows in March:
http://www.bristol.ac.uk/new-email/roadshows

You may also be interested in attending one of the introductory ‘top tips’ sessions available via the Staff Development website: http://staffdev.ilrt.bris.ac.uk/staffdevelopment/courses/directory/courselist.pl?sect=ec&sort=xcode&updown=asc&parent=cc

Further information about the email and calendar project, including a series of FAQs, and links to support information for Google applications, can be found on the project website at:  http://www.bristol.ac.uk/new-email

During the implementation period there will be additional support provided via staffed Information Points in main University buildings and the IT Service Desk. You’ll receive further information on this before the move.

If you have any questions please contact us via new-email@bristol.ac.uk

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

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