News and Updates

Research Thursday: Logging into DSpace

DSpace is Allegheny College Institutional Repository’s. There are thousands of items in DSpace organized into a number of digital collections including college committee minutes, senior projects, and historical civil war letters. Some of these items are available to the public, but the majority of the items are only accessible to the Allegheny College community.

In order to access certain items, you must log in using your Allegheny College username and password. Check out this video to learn how to log into DSpace:

 

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Tech Tuesday: Using Labels in Google Contacts

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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Canvas and the Google LTI

On the afternoon of September 30, Canvas users reported an issue accessing Google documents from within Canvas.

As of 2:08 p.m., Canvas support announced that a fix had been implemented and the issue was resolved.

Many thanks to those across campus who alerted LITS to the issue.

If you are still encountering issues with Google documents within Canvas, we encourage you to reach out to Canvas Support using the Report a Problem link from the Help menu within Canvas.

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Comment on Microsoft Office Files & PDFs in Google Drive

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

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

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.

 

“Disabled” account issue

On the morning of Friday, September 10, LITS received numerous reports of certain student accounts being disabled. Printing, WiFi, email, Google Workspace, Canvas, Self Service, and other Allegheny College services were affected by this outage.

We believe that the issue has been resolved. If any students are still receiving this error message, please alert the InfoDesk at 814-332-3768, or stop by the InfoDesk so we can help troubleshoot.

 

Tech Tuesday: Open Office Files

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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