My Allegheny Google Apps

Google Apps for EducationGoogle provides a complete set of tutorials and help files online.

Information Technology Services (ITS) encourages community members to use the help link as the first place they look for general usage questions.

FAQ – Frequently Asked Questions

ITS has found a few topics that require specific Allegheny information to effectively use parts of the Google Apps for Education suite. A frequently asked question list is being maintained to provide that information to the community.

Google Apps

Q – How do I get Google Apps for Education on my computer?

A – Google Apps for Education is a web-based suite of software that Google that includes email, calendar, documents, sites and contacts. As it is web-based there is nothing to install just open a web browser and head to http://my.allegheny.edu and click on the MyEmail or MyCalendar button.

Drive – Docs, Spreadsheets, Presentations and Storage

Q – What is the difference between Google Drive and Google Docs?  

A – Google Drive is what Google changed Google Docs to when they added the ability to store files online.  In other words Google Drive is a file storage service where any files stored there (uploaded documents or documents created using Google Docs, Spreadsheets, or Presentations) are automatically backed up by Google and accessible from any networked computer.  Learn more about Google Drive at Allegheny

Q- Besides storing my files, what can I do with Google Drive?

A – You can do a lot with Google Drive.  See what is possible..

Q – Can a Google Doc be closed without saving the changes?

A – Simply closing the window will not save the most recent changes, but
since Google Docs auto-saves you can roll back to a prior revision if you made a change you do not want to save.

Q -Is it possible to edit a Google doc through a mobile browser?

A -Yes, Google has developed a Drive App for mobile devices so you can edit from a mobile device. The Doc’s App is compatibly with recent Android and iOS devices. The formatting options have been increased making the mobile app as fully functional as the web option.

Q -Can Google Docs handle multiple people editing the document simultaneously?

A – Yes – when there are multiple individuals collaborating each editor is identified by color in the other editor’s windows.  This is a nice feature for collaborative writing in class or revision of a committee report.

Q -Can you copy and paste from Google Spreadsheet?

A -You can’t copy/paste using the mouse or edit menu, but you can using
ctrl c, ctrl v, or ctrl x on the keyboard.

Q – Can I save documents and files from my computer to Google Drive so I can retrieve them from other computers?

A – Yes, but be judicious, there is a limit to the storage space you have for files that were not created with Google Docs.

Q – How can I see how much space I am using in Google Drive?

A – Visit - https://www.google.com/settings/storage to see how much storage you are using for Drive, Photos and Email.

Email

Q – How do I logon and check my email? -

A – Open your web browser and surf to http://my.allegheny.edu which serves as the entry point into all of the web-based applications used by the college. On the MyAllegheny page click on the MyEmail button and enter your Allegheny username and password.

Q – How do I know what are the new messages in a conversation with many replies?

A – The new messages will be expanded when you open the conversation. The oldest new reply will display first, you will need to scroll down to see the other new replies if there are any.

Q – How do I set up an out of the office response?

A – While logged into your email click the settings link.
In the General Tab, scroll down to the Vacation Responder box and turn it
on.

Q – Do you need to include the @allegheny.edu after the username?

A – Yes you need to do this and there is not a known way to automatically
append the @allegheny.edu.

Q – Can you send email using a shared email address such as a departmental account?

A – Yes, from the Acounts tab of Mail’s Settings you can add additional accounts you have access to, thus allowing you to send messages from different accounts through your personal log on.

Q – Regular search box doesn’t search headers.

A – Sure it does. One big change on Gmail search is that it only shows you
twenty results at a time. It’s a little surprising for folks used to searching
Eudora and getting many more emails back very quickly, but the functionality
is actually pretty similar.

Q – I attached a file to my email, but I want to edit it again before sending.
Gmail won’t let me do this?

A – Delete the attachment from the email, make your changes, and then re-attach
the email. Attaching the email copies the document to Google. Changes made
locally on your PC will not be reflected until you re-attach the email, copying
the changed document to Google.

Q – How do you configure a mail client to POP your messages?

A – ITS believes the greatest advantages to Email are achieved when one uses the web interface through http://my.allegheny.edu.

If one absolutely desires to configure an email client on their personal computer
Google provides instructions to configure email clients for IMAP as that
synchronizes messages with the server.  This is not recommend
or supported by ITS.

Q – How do I set up an autoresponder?

A – Settings -> General -> Vacation Responder. The Gmail autoresponder is different from the old system in the following
ways:

  • Only autoresponds to a unique sender once in a four day period
  • Works from the server, so your PC or email does not need to be running
  • Can not be specifically filtered, but does not respond to messages already
    being filtered out of inbox (like mailing lists or spam). Also, can be set
    to only respond to contacts.
  • There is a vacation reminder bar across your Gmail screen to remind you
    that the responder is running.
  • When you change your vacation message, the responder is automatically set
    to turn on. If you are just setting up the responder, but not turning it on,
    be sure to check this setting before saving. There is a labs feature that
    allows you to set start and end dates for the vacation responder. I haven’t
    tried it, just letting you know it’s there.

Chat

Q – Will everyone at Allegheny have access to me through chat?

A – By default yes.  You can alter your settings to allow only specific people to be to chat with you. When in your mail click the settings link and switch to the Chat tab to see the options available to you. Note: If you plan on not using chat you can turn this feature off by clicking the turn off chat link which is at the very bottom of your mail page.

Other Google Services

Q – Can I access other Google services using my Allegheny account? 

A – Yes.  As of January 2010, members of the Allegheny community can access a large number of Google services in addition Google Apps for Education’s Email, Calendar and Docs.

Note: Select services – those related to financial transactions – have not been enabled for the community as they are against college policy. Questions about availability of a particular service can be directed to James Fadden by contacting the Information Technology Services Help Desk.