Contact

Technical Support
Lower Level, Gannett Library
8:30am to 5:00pm Weekdays

Phone: (315) 792-3115

Add to your Contacts:

Computer Help Desk, Lower Level, Gannett Library, email: helpdesk@utica.edu, phone: (315) 792-3115

Google Apps
Below are the IITS recommended settings for your Google Apps account.  To get into settings look for the Gear icon in the upper right corner, and then click Settings.Settings  If you want more information about any setting click the Learn More link at the left of the options you need help with.

Email Settings:


Below our recommended settings are listed by the "tab" they are in.  These are listed along the top of the page to the right of the Compose button.
  • In General:
    •  You may wish to change Maximum page size to show more messages.  We recommend changing to 100.
    • Conversation view is the feature that groups related emails together.  We suggest leaving this on, but if you don't like it set conversation view to off.
    • When first starting out with Google Mail you may want to change the icons to text under the Button labels option.  This changes it to show the button name in text instead of just a graphic.
    • In My picture you can choose to add a photo that shows up to everyone or only people you chat with.  This is a nice way to personalize your account.
    • Especially for Faculty and Staff we recommend adding a signature to your email.  You can use the formatting icons above the text entry box to change the look of your signature but we recommend keeping it plain black and white for compatibility.  Adding extra colors and images may not work for some recipients and your signature won't look right.
    • If you're planning on being away from your email for any reason this is where you can set a vacation message, also known as an auto-reply.  Just type the message you want sent back like "I'm out of the office I'll respond when I get back." and the dates you want it set for.  Note that this will include your email signature if you set one, so you don't have to type that in.
    • Be sure to click Save Changes!
  • In Labels:
    • Here you can see any labels you may have created.  If your mail moved over from an older system they may have been folders before.  Clicking "hide" takes the label out of the list on the left side of your email.  Clicking the "show if unread" options hides the label unless it has new mail.  Doing this for labels you don't access often can make your list shorter and easier to browse.
  •  In Inbox:
    •  We recommend leaving Classic as the inbox type but other options are available if you wish to try them.
    • Changing Importance markers may be useful to you if you don't want this feature.  Google trys to predict what messages are important based on what messages you've read in the past, what you've deleted without opening, etc.  Setting to "No Markers" turns the feature off.
  • In Accounts:
    •  If you use a general office account, like "Helpdesk@utica.edu" you can login to that account and in the settings go to the "Grant access to your account" section.  Click Add another account and go through the steps on screen.  Add your own primary email account and this will allow you to access this account from your own.  Just click on your email address in the top right and you'll see other accounts you have access to.
  • In Filters:
    • Click Created a new filter if you wish to have specific messages handled in special ways.  For instance if I get a newsletter and I want it automatically labelled "Monthly Newsletter" and skip my Inbox, a filter can be made to do that.
  • In Forwarding and POP/IMAP:
    • Do not use POP, we recommend you Disable POP to be sure that you don't accidentally setup your email wrong and remove your email from Google.
    • If you'll be using a mobile device, like a tablet or smartphone, to get your UC email you'll need to go to the IMAP access section and click Enable IMAP.
      • Then Set Auto-Expunge to Off and set it to Move messages to Trash on delete.
    • Remember to save the settings.
    • NOTE:

      The Computer Help Desk does not support email clients such as Outlook, Thunderbird, and Apple Mail.  If you choose to setup software like this you can consult the instructions Google provides but we cannot be of assistance if you experience problems.  If you need help getting the Google web interface to do something please call rather than setting up other software to do it.
  • In Chat:
    • If you'd like to turn off chat you can do so here.  This means the chat feature is never available.
  • In Web Clips:
    •  We recommend unchecking "Show my web clips above the Inbox" because very few people find this feature useful and it takes up a little space on your screen.
  • In Labs:
    • NOTE:

       Google Labs features are experimental and could break, be removed, or change at any time.  Google doesn't guarantee the functionality of these options.
    • The following are some of the Labs we recommend for security or usability.  You can read their descriptions and choose if you want to enable them or not.  You can always turn them off if you change your mind or they do work the way you wanted.
      • Authentication icon for verified senders
      • Canned Responses
      • Google Calendar Gadget
      • Preview Pane (to make Google look more like you're used to in Outlook or Thunderbird).
      • Signature Tweaks
      • Undo Send
      • Unread Message Icon
    • With some labs after enabling them you'll see additional settings under General to allow customizing the options.
  • In Themes:
    • Add your own flair to your email with an available theme or choose one of the custom themes to make your own.

Contacts Settings:


Contacts (you may know it as Address Book) is available from the top of the screen has very few settings and you'll likely not need to change them. 
TIPS:
  • You may never need to access Contacts because when you compose a message it will automatically complete people's addresses as you type their names.
  • Clicking "Directory" will let you look at all UC email accounts if you need to. 
  • If you need to load your contacts from an old system, like WebMail or Thunderbird, we'll have some instructions available or you can call the Help Desk to assist you with that Exporting from the old system and Importing into Google.

Calendar Settings:


Open the Calendar via the link at the top of the screen and click the Gear icon to open the settings.
  • In General:
    • Many options exist here for customizing how you wish to display the calendar.  Much of this depends on your preferences, but we recommend setting the Working hours to the days you're in your office and the hours you work.
    • We also suggest turning on the "show weather" feature but to do so you'll also need to enter a location in the setting above weather.  Weather then appears in your list of other calendars and you can turn it on or off as you wish.
    • Turn off keyboard shortcuts if you're prone to accidentally hitting keys.
  • In Calendars:
    •  Click on "Shared: Edit settings" next to your calendar in the list to get to the sharing options. BY DEFAULT your calendar is shared with everyone at the college!  Uncheck the Share this calendar with others box to make your calendar private.  Use the "share with specific people" area to add office mates and other people you wish to see your calendar.
    • You can use Create new calendar in this area to make different calendars for different things.  You could have one for personal events and keep it private, you could have one for your class schedule and make it public, one could have athletic events an could be shared with teammates, etc.
  • In Mobile Setup:
    •  If you wish to get text message notifications on your mobile device Google Calendar can be setup to do this.  You'll need to enter your phone information into the settings and verify it.
  • In Labs:
    • NOTE:

       Google Labs features are experimental and could break, be removed, or change at any time.  Google doesn't guarantee the functionality of these options.
    • The following are some of the Labs we recommend for security or usability.  You can read their descriptions and choose if you want to enable them or not.  You can always turn them off if you change your mind or they do work the way you wanted.
      • Hide morning and night.
      • Who's my one-on-one with?
      •  Next Meeting

Google+ Settings:


"+" Is Google's social networking system, similar to Facebook.  IITS is supporting this in phase two of our project.  You can use it now, but we don't have support or tips for you yet.  Check back here in Spring 2013.

Drive / Documents Settings:


Appearing at the top of the screen as either Documents or Drive, this feature lets you create, edit and store files online.
TIPS:
  • Note that it's not required to install Google Drive on your computer.  Just Click the Create button to make documents, spreadsheets and presentations (similar to Word, Excel, and PowerPoint) or click the upload button to store your current files online.
  • Don't look for the Save button, it does it for you as you type.
  • IITS is supporting this in phase two of our project.  You can use it now, but we don't have support or tips for you yet.  Check back here in Spring 2013.

Sites Settings:


   Sites let you create simple web pages for projects, clubs, or whatever you need.  Unlike traditional web pages that are public, Sites can be kept private or shared (by default anyone at the college can see Sites that you make, but they are not open to the general public).  The only settings you can change for Sites overall is language and time zone.  IITS is not currently supporting this Google feature.

Groups Settings:


    Google Groups is a Google product allowing you to create online and email groups. A group is an online environment for discussing items related to a specific subject, such as soccer or Chemistry.  Currently the only settings are for notifications and invites.  IITS is not currently supporting this Google feature.