Tech Tip Tuesdays

Tech Tip Tuesday: Keep Your Device’s Operating System Up to Date

By October 26th 2021

If you use a smartphone or tablet, it’s important to keep the operating system (OS) up to date. Doing so can help avoid security risks, improve performance, and keep everything running smoothly.

blurred photo of a person holding a tablet

Taking the steps outlined on this page from the Federal Communications Commission both for before and after the update will help make the transition to the updated OS as seamless as possible.

Remember that each type of device uses a specific OS, and the update process for each OS is a little different.

The OS used by Apple mobile devices such as iPads and iPhones is known as iOS. Here’s how to update iOS on your mobile device.

Android devices are a little more complex, because different manufacturers may customize the OS in different ways, and the update methods vary a little with each successive version of the OS. Google provides instructions that will work on most devices for updating your Android OS.

Learn more about adopting safer habits with your devices at Allegheny.

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Tech Tip Tuesday: Create Meeting Notes in a Calendar Event

By October 19th 2021

Now you can create a document for your meeting notes right when you schedule an event in Google Calendar, in addition to adding other attachments.

Here’s how:

  1. From within Google Calendar in a web browser, choose Create.
    Screenshot of the "Create" button in the Google Calendar web interface
  2. Set the options for the meeting, such as the date, time, title, and guests.
  3. Choose Add description or attachments.
    Screenshot of the event creation dialog in the Google Calendar web interface
  4. If you have other documents in your Google Drive to attach to the meeting, use the dialog box to choose those.
    If not, choose Cancel.
  5. After you close that dialog box, you will find an option to Create Meeting Notes.
    Screenshot of the "Create Meeting Notes" option in a meeting creation dialog box in Google Calendar
  6. Creating a notes document from Calendar will automatically populate the document with the event information and attach the document to the event.
    Screenshot showing a meeting notes document listing in the event details in a Google Calendar event
  7. Choose Save. This will automatically create the document in the Google Drive of the person scheduling the meeting.
  8. The first time you open the meeting notes from within the Google Calendar event, it will be automatically populated with the meeting details and some common tools.
    Screenshot of the Meeting Notes document showing the basic tools and meeting details prepopulated
Remember:
  • Be aware that the meeting notes will be shared with all guests, including those outside Allegheny College (if any).
  • This feature is currently only available when creating events in a web browser; it is not yet available in the Google Calendar app on mobile devices.
  • Meeting notes can also be added in a similar fashion after the event is created.
  • Anyone with permission to edit the event details can add meeting notes.

Learn more about adding attachments to Google Calendar events.

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Tech Tuesday: Using Labels in Google Contacts

By October 5th 2021

We’ve talked before about using labels in Google Keep. Google Contacts is another service where labels can help you keep things organized.

On your Android phone or tablet:

Create a label

  1. Open the Contacts app .
  2. At the top left, tap Menu and then Create label.
  3. Enter a label name and tap OK.

Add contacts to a label

  • Add one contact to a label: Tap Add contact and then choose a contact.
  • Add multiple contacts to a label: Tap Add contact and then touch and hold a contact and then tap the other contacts and then tap Add.

In a web browser:

Create a label

  1. Go to Google Contacts.
  2. At the left under “Labels,” click Create label.
  3. Type a name, then click Save.

Add contacts to a label

  1. Go to Google Contacts.
  2. Select one of the following:
    • A single contact: Check the box next to the contact name.
    • Multiple contacts: Check the boxes next to all the contacts you want to add.
    • All contacts: Check the box next to any contact and in the top left, click Selection Actions and then All.
  3. At the top, click Manage labels .
  4. Click the group label you want.
  5. Click Apply.
Tip
If a contact has multiple email addresses, only their default email address is added to the label group. You can use the Contacts app  on an Android device to change the default email address for a contact.

Tip
You can email all your contacts under a particular label from within Gmail.

  1. Open Gmail.
  2. At the top left, click Compose.
  3. In the “To” field, start typing the name of the Contacts label, then select the label name from the list that appears.
  4. You’ll see a list of contacts in the “To” field.
What else can you do with Google Contacts?

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Comment on Microsoft Office Files & PDFs in Google Drive

By September 28th 2021

You may already be familiar with using comments in Google Docs and Google Sheets. Did you know you can use similar features to comment on Microsoft Word files, Microsoft Excel spreadsheets, and PDFs that you’ve uploaded to Google Drive?

Comments can be a great way to collaborate–letting your team know your thoughts and asking questions about a document that all of you have access to.

To comment on a PDF file, double-click on the file in your Google Drive.

In the upper right corner, click on the “Add a comment” button:

Screenshot of the interaction menu from a PDF file in Google Drive, highlighting the "Add a Comment" button

You can then select a portion of the PDF to comment on, type your comment, and use the Comment button to save it:

Screenshot of a comment being left on a Google Drive PDF file, reading "This is a great illustration of this feature."

To be able to add comments, you must either be the owner of the file, or have editing or commenting privileges on the file.

You can also comment on images and video files!

Learn more about file storage and collaboration in Google Drive, Docs, and Sheets.

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Tech Tip Tuesday: Snooze Google Calendar desktop notifications

By September 21st 2021

You can now snooze Google Calendar desktop notifications directly from the notification itself. Just click on Snooze within the notification popup to hide it temporarily.

By default, snoozed notifications will reappear one minute before the scheduled meeting; you can change this timing in your Calendar settings. You can also “re-snooze” a notification for an additional five minutes as many times you’d like, until the meeting ends.

screenshot of a sample event notification popup from Google Chrome in Windows 10

Remember

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Tech Tuesday: Add Co-Hosts to a Google Meet

By September 14th 2021

Google Meet hosts can now designate co-hosts in a Google Meet. Here’s how:

  1. In a meeting, at the bottom right, click Show everyone People Tab.
  2. From the “People” tab, find or search the participant’s name.
  3. Next to their name, click Menu  and then Grant host controls Add people and bots.

The Meeting safety icon  appears at the bottom of the new co-host’s screen.

Flipped Classroom offers a quick video tutorial:

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Note:
  • For a meeting participant to become a co-host, they must be in the meeting.
  • Co-hosts can turn Host Management off. Only the main host can re-enable Host Management for all other hosts.
  • Participants can’t be appointed or removed as co-hosts from Breakout Rooms. Participants must return to the main room to be granted hosting privileges.
  • Only the main host receives meeting info, like attendance reports or polling details, but can share meeting info with other co-hosts.
  • Host Management settings are saved for any recurring meetings or meetings that re-use the same meeting code. Appointed co-hosts will need to be re-appointed for any recurring meetings.

Tech Tuesday: Open Office Files

By September 7th 2021

Google has changed the default editing mode for Microsoft Office files in Google Drive on the web. Now, when you double-click on an Office file, it will open directly in Office editing mode.

Brief video showing a .DOCX file in Google Drive opening in native Microsoft Office editing in Google Docs

Office Editing Mode in Google Docs and Sheets offers improved compatibility with Microsoft Office for layout, formulas, formatting, and other features. This makes it even easier to work with files created in Microsoft Word, Excel, or PowerPoint. It works both on files you upload and on files shared with you.

Note that password-protected Office files will not open directly in Office editing mode. These files will continue to open in Preview mode.

Learn more about using Google Drive at the Google Drive Help Center.

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