Doug Anderson

Tip Tuesday: Forward an Entire Gmail Conversation

Did you know you can forward an entire Gmail conversation thread at once? This can be useful if you want to bring someone new into the conversation without having to forward every individual email that’s been exchanged so far. It will save you and the new participant time sorting through each message one at a time.

Gmail offers a way to forward an entire email conversation all bundled into a single email, in chronological order with the oldest messages at the top.

To forward a conversation, first open it in Gmail on your computer. Then click on the “More” menu (the three dots in the toolbar at the top of the conversation.) Choose “Forward all.”

Screenshot of a sample Gmail conversation with the 'More' menu open

This will create a new message with the entire conversation all in one place.

You can then choose recipients and, if you like, add additional text at the top of the message. Click on the blue “Send” button and the recipients will get a single email message containing the entire Gmail conversation thread.

All attachments in the thread will also be included.

Note: “Forward all” will not show as an option in a conversation with only one message.

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Tip Tuesday: Limit the Number of Responses in a Google Form Question

 

Some in our campus community have asked how to limit the number of responses to a question in a Google Form. Here’s how.

  1. In your form, make sure you choose “Checkboxes” for the type of question.
    Google Forms question type dialog box
  2. In the lower righthand corner, click on the three dots to show the “More” menu. Choose “Response validation”.
    "More" menu in a Google Forms question
  3. Choose “Select at most”.
    Response validation menu in Google Forms
  4. Fill in the maximum number of responses you want each respondent to give, and type in an error message that the form can give if the respondent exceeds the maximum.
    "Maximum number of responses" dialog in Google Forms
  5. Alternatively, you can limit the number of responses to a minimum instead of a maximum–for instance, if you want each respondent to indicate at least two answers.
    "Minimum responses" dialog in Google Forms

Learn more about Google Forms in the Google Workspace Learning Center.

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Tip Tuesday: Use Breakout Rooms in Google Meet

With Allegheny College’s newly implemented G Suite Enterprise for Education, faculty and other employees can now use breakout rooms to divide participants into smaller groups during video calls in Google Meet. Breakout rooms must be started by moderators during a video call on a computer. Any employee who schedules or starts a meeting will be the moderator. Breakout rooms currently can’t be live streamed or recorded.

You must be signed into your Allegheny Google account to participate in breakout rooms.

How to Create breakout rooms

  1. On your computer, start a video call in Google Meet.
  2. In the top right, click Activities  right arrow Breakout rooms.
    "Meeting details" dialog in Google Meet
  3. In the Breakout rooms panel, choose the number of breakout rooms.
  4. Call participants are then distributed across the rooms.
  5. To manually move people into different rooms, you can:
    • Enter the participant’s name directly into a breakout room.
    • Click the participant’s name. Hold down the mouse, drag the name, and then drop it into another breakout room.
    • To randomly mix up the groups again, click Shuffle .
  6. You can also choose whether to rename the rooms by clicking on the room name itself.
  7. In the bottom right, click Open rooms.

Use a Breakout Room Timer

  • You can set up a timer for your breakout rooms. Each room will display a 30 second countdown before the timer ends.
  • At the top of the breakout rooms panel, click TimerEmpty hourglass.
  • Set the timer amount then click OK.
  • You can edit or remove the timer at any time. On the breakout room panel, click TimerEmpty hourglass to edit.

You can also close breakout rooms manually:

    • In the Breakout rooms panel, at the top right, click Close rooms Rooms.
    • In the notification window that appears, click Close all rooms.

Learn more about Using Breakout Rooms in Google Meet.

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Google Cloud Print Discontinued

As of January 1, 2021, Google Cloud Print is longer supported by Google. Devices across all operating systems will no longer be able to print using Google Cloud Print.

If you have been using Google Cloud Print to print on campus at Allegheny from your personal device, LITS recommends that you instead use Mobility Print to print from the campus Release Printers. You can read more about Mobility Print and the Release Printers on our Printing on Campus page.

Please note that you must be on the campus network (either via wifi or with a wired connection) to install or use Mobility Print. Work computers on campus have already been set up with Mobility Print.

If you have any questions about printing, please contact the InfoDesk.

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RefWorks Scheduled Maintenance

RefWorks will experience a downtime for a short period of time so that ExLibris can conduct scheduled maintenance.  We are expecting a down time of up to 2 hours. This will be  communicated to all users through an in-app announcement.

When: Starting 11:00 PM Saturday December 19, 2020 Eastern Standard Time and for up to 2 hours.

Google Outage Update

Google released the following statement about the outage on Monday, December 14th, 2020:

“Google Cloud Platform and Google Workspace experienced a global outage affecting all services which require Google account authentication for a duration of 50 minutes. The root cause was an issue in our automated quota management system which reduced capacity for Google’s central identity management system, causing it to return errors globally. As a result, we couldn’t verify that user requests were authenticated and served errors to our users. …We will publish an analysis of this incident once we have completed our internal investigation.”

In light of recent prominent events related to cybersecurity, LITS would like to assure the Allegheny College community that the Google outage was not a security incident but rather an internal problem at Google.

Tip Tuesday: Schedule messages in Gmail

You can schedule messages in Gmail to be sent at a later date. This can be useful for reminders to yourself or others, or for communications where the time and date of delivery are especially important. Here’s how.

  1. On your computer, go to Gmail .
  2. At the top left, click Compose.
    "Compose" button in the Gmail interface
  3. Create your email.
  4. At the bottom left next to Send, click the dropdown arrow More send options.
    "Send" button with "Schedule Send" option chosen in Gmail
  5. Click Schedule send.
  6. Choose one of the suggested options, or click Pick date & time.
    "Schedule send" dialog box in Gmail
  7. You’ll see an alert pop up that says that your email has been scheduled.
    "Your email has been scheduled" popup in Gmail

 

Read more about scheduling emails.

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Google Outage

Google reported an outage of most Google Workspace services, including Gmail, Meet, and Drive, as of 7:30 a.m. EST Monday, December 14th.

Service has been restored for most users, and Google reports that they “expect a resolution for all users in the near future.”

If you are experiencing issues with any Google product, please be aware that LITS is monitoring the situation and will provide updates as they are available.

UPDATE: At about 8 p.m. EST on Monday, December 14th, 2020, Google reported that the issues with Google Workspace services appear to have been resolved.

If you encounter any issues with Google Workspace, please reach out to the InfoDesk via email, call us at 814-332-3768, or open a Web Help Desk ticket.

 

Possible Phishing Attempt

LITS has received reports of a possible phishing attempt. Employees have reported email messages similar to the following:

  • Good Morning, I have a student here that is in need of your help. Would you be able to schedule a time for us to talk more, so that I can provide additional information? Thank you!!

The sender typically claims to be connected with another college or university, but the sender’s email address is not from a .edu domain associated with that institution.

If you receive a similar email, especially if you do not recognize the sender’s name and have not interacted with the institution they claim to be from, it’s best to report the email as phishing.

LITS thanks those who brought this most recent attempt to our attention. If you have questions or concerns, please email the InfoDesk or call us at 814-332-3768.