Tech Tip Tuesdays

Tech Tip Tuesday: New “External” Label in Gmail

Google is adding a new “External” label to Gmail. You will begin to see the label added to email threads that include people outside Allegheny College. This adds to the existing external recipient warning banner, which is displayed when responding to emails sent from people not using Allegheny College email addresses.

The “External” label will be visible on Gmail on the web and Android devices. Google plans to add this feature to iOS devices in the future.

Screenshot of a Gmail window showing the "External" label and an alert about sending to external recipients.
The external label and warning banner will appear when interacting with individuals outside of the domain.

The “External” label and the reply warning banner and label are helpful reminders to treat external messages with caution. This can help prompt users to consider carefully before sharing confidential information with people outside the college.

Learn more about using labels in Gmail.

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Tip Tuesday: Changes Coming to Google Sites

Some Allegheny College users and organizations use Google Sites to host some of their content.

Google will soon be replacing classic Sites with new Sites, with updated features and a new interface. If you are still using classic Sites, you have until the end of 2021 to complete the transition to the new Google Sites.  Starting May 15, 2021, users will no longer be able to create new websites using classic Sites.

Here’s how to check whether your site is still using classic Google Sites:
  1. Navigate to Google Sites on your computer using any web browser.
  2. Click on the main menu (the three lines in the upper left corner).
    Screen shot of the Main Menu button in Google Sites
  3. Choose Classic Sites.
    Screenshot of the main menu in Google Sites, highlighting the "Classic Sites" option
  4. Click on My Sites in
    Screenshot of the side menu in Classic Google Sites
  5. If your sites are still using Classic Google Sites, you will see them listed there. If not, then any Google Sites you have are already using the new Google Sites, and you don’t need to change anything.

Here are the steps to convert a classic Google Site to use new Google Sites:

  1. Open your Google Site.
  2. Click on the Settings icon (the little gear in the upper right corner.)
    Screenshot of the Settings menu in classic Google Sites, highlighting the "Manage Site" option
  3. Choose Manage site.
  4. In the side menu, choose Convert to new Sites.
    Screenshot of the side menu in the Manage sites interface of classic Google Sites, highlighting "Convert to new Sites"
  5. Follow the on-screen instructions to complete the conversion.
  6. Note that you will need to do this for each individual Google Site you maintain.
Learn more about transitioning from classic Google Sites to the new Google Sites.
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Tip Tuesday: Export to PowerPoint from Keynote on Mac

Many Mac users create presentations in the Keynote app, but may need to share what they’ve created in a PowerPoint or Google Slides file format.

To save a copy of a Keynote presentation in another format, you export it in the new format. Any changes made to the exported presentation don’t affect the original.

Save a copy of a Keynote presentation in another format

  1. Open the presentation, then choose File > Export To > PowerPoint.
    The File menu open in Keynote with "Export To" selected and its submenu showing export options for PDF, PowerPoint, Movie, HTML, Images, and Keynote ’09.
  2. You may be offered the option to set a password for the exported file, keep or change an existing password, or export without a password.
  3. Click Next, then type a name for the presentation.
  4. To choose where to save the presentation, click the Where pop-up menu, choose a location, then click Export.
  5. Your exported file can now be opened in MS PowerPoint, or uploaded to your Google Slides.

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Tech Tip Tuesday: Allow Screen Sharing on a Mac

To share your screen in some versions of the macOS, you need to allow Zoom or Google Meet access to screen recording. You can do this in your System Preferences. Select the Security & Privacy option, click the Privacy tab, scroll down to Screen Recording, and finally check the option for (for Zoom) or Google Chrome (for Meet).

Screenshot of the Screen recording settings in macOS, with "Google Chrome" and "" checked.

Tip Tuesday: Restarting Google Drive for Desktop

Google offers a desktop app for Mac and Windows to access files in your Google Drive directly from your computer, without a browser. This app is already installed on most employee PCs and Mac computers.
Occasionally, the app will crash, and needs to be restarted to restore your direct access. Here’s how:

How to restart Google Drive For Desktop in Windows:
  1. Click the Start button in Windows.
  2. Find the program called “Google Drive” or “Drive File Stream”.
  3. Click the program.
  4. Wait for 20-30 seconds
  5. Google Drive will reload, and you should regain desktop access to your files.
How to restart Google Drive For Desktop in macOS:
  1. Open Finder.
  2. Open your Applications folder.
  3. Find the app called “Google Drive“.
  4. Double-click the app.
  5. Wait for 20-30 seconds.
  6. Google Drive will reload, and you should regain desktop access to your files.

Remember that even if the desktop app has crashed, you still have access to your files via a web browser. Simply go to You will need to be logged into your Allegheny account in the browser to access your files.

Read more about using Google Drive for desktop with your Allegheny account.

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Tip Tuesday: Changing Your Password

In March 2021, LITS updated the password change process for your Allegheny College network account.

As before, you are able to change your password using your known current password.

LITS added the option of receiving a password reset text or email when your password is not working. To enable this option, add a current mobile phone number or alternate email to your profile in Self Service.

Allegheny accounts provide Allegheny College students and employees with access to wifi, Gmail, and many other college-wide services.

Please reach out to the InfoDesk at 814-332-3768 or email with any questions.

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Tip Tuesday: Accessibility in Google Workspace

Google offers a number of accessibility features in its products and online services, including GmailGoogle ChromeChromebooksMeetGoogle Calendar, and more. See the Google Workspace user guide to accessibility to learn about using keyboard shortcuts, screen readers, using braille displays, and other accessibility tools you have access to via your Allegheny College Google account. You can even provide the Google Accessibility team with feedback.

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Tip Tuesday: Using Labels in Google Keep

Labels can help keep your Google Keep notes organized. Here’s a quick introduction.

  1. In your browser, navigate to Google Keep.
  2. Open a note. Click on the three dots for the “More” menu.
    Sample note from Google Keep with the "More" menu open
  3. Choose Add label.
    Screenshot of the "Label note" menu from a Google Keep note
  4. You can search for an already existing label or scroll through the list, and then click on the label you want to apply. You can also type in a new label name and choose Create to apply the new label.
    Screenshot of the "Create" label menu in a Google Keep note
  5. Labels you use will show up on the lefthand side of the Google Keep window in a desktop browser. Clicking on the label will show all of your Keep notes containing that label.
    screenshot of the label side menu in Google Keep
  6. While editing a note, you can mouse over the label showing at the bottom of the note to have the option to remove the label.
    Screenshot of the "Remove label" option in Google Keep
  7. To edit a label name, scroll to the bottom of the list of labels in Google Keep and choose Edit labels.Screenshot of the "Edit labels" option in Google Keep

Learn more about labels and other ways to organize Google Keep notes.

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Tip Tuesday: Mute All Participants in Google Meet

If you are the meeting host in Google Meet, you now have the option to mute all participants at once.

The meeting host is the only user in a meeting who can use the “mute all” feature. Once all participants are muted, the meeting host cannot unmute them. However, users will be able to unmute themselves as needed.

Note that at present, this feature is only available when using Meet from a browser on your computer. If the host is using the mobile Meet app, this feature will be added in the coming months.

A screenshot of a Google Meet showing all participants as muted.
A screenshot of a Google Meet showing all participants as muted.

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Tip Tuesday: Leave Internet Explorer 11 Behind

In 2021, Microsoft will end support for its legacy browser, Internet Explorer 11. If you still use Internet Explorer, it’s time to switch.

LITS recommends the use of Google Chrome for desktop computers. Chrome works well with Google Enterprise for Education, including Gmail, Google Calendar, Drive, Meet, and other apps widely used by Allegheny College. Chrome is already installed on all college-owned computers.

Other browser options to consider are Microsoft Edge and Mozilla Firefox. Both are available free for Windows and Mac computers. Mac computers also come equipped with the Safari browser.

If you have questions, please reach out to the InfoDesk via email ( or by phone (814-332-3768).

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