Blog – Reimagining Email, Calendaring, and Storage (RECS)

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Some upcoming changes to Dropbox

10 February 2017
Consciously or unconsciously, we’ve all become accustomed to the fact that technology changes are a part of daily life. A common example of this is the frequent updates made to smart phone apps.

In similar fashion, we will see changes in Dropbox and Drive (or any of the Google suite tools) from time to time. New apps may appear and existing apps may change slightly in look and features. This message is just an fyi to let you know about a couple of Dropbox changes that you may notice after February 15th.
- The web user interface will change slightly
- SmartSync is the new name for what had been Infinite
These changes will happen automatically; there’s nothing you need to do.
- Read more of “Some upcoming changes to Dropbox”
Minute to Learn It: Propose a New Meeting Time Outside link

19 December 2016
Receive an invitation but can’t make the suggested time? Propose a new meeting time in Google Calendar. To propose a new meeting time:
1. In Calendar, open the invitation.
2. At the top, in the Going? section, select Maybe.
  Note: If you already responded to the invitation, click Add a note or change your response to see the Going? section.
3. Do one of the following options:
- To propose a new meeting time to the event host―In the Add a note field, suggest a new time and click Save. Only the host will receive an e-mail notification. However, all attendees on the guest list can see your note in the calendar event.
- To propose a new meeting time to all attendees―Next to the guest list, click the E-mail guests link, suggest a new time in an e-mail message, and click Send.
For more tips: View the full collection of Gmail/Google Drive FAQs and View previously shared tips from the project blog
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Minute to Learn It: A Term of Great Tips!

5 December 2016
This week’s Minute to Learn It is a recap of all the tips we’ve shared this term. We’ve covered a number of topics, from how to receive the emails you send to an e-mail list (November 7), to setting up Google Appointment Slots (September 6), and how to Organize your Google Drive (September 19), plus many more.

See the complete list below!
- Gmail Tips and Tricks (August 22)
- Google Appointment Slots (September 6)
- Manage having a personal Google account and a Carleton Google account (September 12)
- Organize your Google Drive
- Busy Search with Google Calendar (September 26)
- Filter a Mailing List Out of Your Inbox (October 3)
- Using Gmail’s Simple, Yet Powerful Search Options! (October 10)
- Deleting vs. Archiving on Your Phone (October 24)
- Ease the transition: Dropbox and Drive (October 31)
- How to receive the e-mails you send to an e-mail list (November 7)
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Minute to Learn It: Receiving emails you send to email lists like faculty-all@lists.carleton.edu

3 November 2016
By default, Google thinks that we don’t want to see emails that we send to email lists that we’re a part of. So, for example, if a faculty member sends an email to faculty-all@lists.carleton.edu, all the other faculty on that email list will get a copy of that email delivered to their inboxes, but the sender will not.

If you choose, you can set up a filter that will change this default behavior so that you also get a copy of your email delivered to your inbox when you send to an email list. Here’s how:
1. Click the little downward arrow in the far right of the Gmail search box at the top of the page.
2. In the “From” line, enter your email address.
3. In the “To” line, enter the address of the email list followed by upper case OR followed by your own email address. (You can add multiple email list addresses separated by OR if you want.) So, for example:
4. Click the “Create filter with this search” link in the bottom right corner of the search box.
5. On the resulting page, check the box that says “Never send it to Spam.”
6. Click “Create Filter” and you’re all set. From now on emails you send to the lists you included in your initial search will also show up in your own inbox.
- Read more of “Minute to Learn It: Receiving emails you send to email lists like faculty-all@lists.carleton.edu”
Reposted from the Carleton Weekly: Ease the Transition – Dropbox and Drive Outside link

31 October 2016

In preparation for the college’s transition from COLLAB to the cloud, ITS has developed training sessions to help us reimagine ways to store, access, and share files. These sessions will provide an introduction to the concept of cloud storage, highlight some of the differences between Drive and Dropbox, describe security and sharing concepts, and discuss options for file organization and sharing. The November sessions are primarily focused on faculty and departmental assistants, but are available to staff as space permits.

Please sign up for the session you plan to attend so ITS can plan accordingly. Staff are welcome to sign up and will be contacted if session adjustments need to be made. Stay tuned for information about additional sessions that will be held in December and into 2017!
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A Minute to Learn It: Deleting vs. Archiving on Your Phone

24 October 2016

One of the most frequent questions we get is, “I thought I had deleted this message on my phone, but I can’t find it in my trash. Where did it go?” By default, both Android and iOS (Apple) devices archive messages when you swipe or trash them, rather than deleting them, so they end up in the “All Mail” section of Gmail. If you’d like to change the default behavior on your phone to actually delete those messages, these short videos will walk you through the process.
- Read more of “A Minute to Learn It: Deleting vs. Archiving on Your Phone”
Minute To Learn It: Using Gmail’s Simple, Yet Powerful Search Options! Outside link

10 October 2016
With so many e-mails coming in each day, finding that specific one in your Inbox or All Mail (archive) can seem like an impossible task. Gmail offers simple, yet powerful search capabilities to help you find just what you’re looking for! To learn about Gmail search options:
For more tips: View the full collection of Gmail/Google Drive FAQs and View previously shared tips.
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Minute To Learn It: Filter a Mailing List Outside link

3 October 2016

High-volume mailing lists (carlslist would be an example) can clutter up your inbox. Today’s Minute to Learn It video will walk you through how to create a filter to apply a specific label and automatically move those messages out of your inbox. Watch it here!
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Minute to Learn It: Busy Search with Google Calendar Outside link

26 September 2016

Google Calendar has a robust busy search feature for finding times to meet with people, but it’s somewhat hard to find on the “create an appointment” screen. This week’s Minute to Learn It shows you where it is and how to use it.
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Minute to Learn It: Organize Google Drive Outside link

19 September 2016

Google Drive and Google Apps for Education are powerful collaborative tools. They don’t have the most intuitive interface, however, and finding things that have been shared with you can be challenging. This week’s edition of “A Minute to Learn It” focuses on how to organize your Google Drive to be more useful. Read the full tip here.
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