UD Google Apps Information, Tips, and Updates
The November 2011 move from Lotus Notes to Google Apps has been completed. But there is always something new to know. Look over these updates and tips for the lastest information and visit the UDit's Google Apps Learning Center for a variety of ideas and how-tos.
Updates
How to access class rosters and groups
Please continue to use Lotus Notes when you wish to send a message to your class roster or other Lotus Notes group. Class rosters and other academic group information (e.g., groups by major) for Spring 2012 are available in Lotus Notes and are being updated regularly. Log in to Porches and click the Lotus Notes icon (upper right corner) to launch Lotus Notes.
We are in the process of testing the Google Groups with a limited number of faculty and staff, and will send an update when testing is completed.
Missing any Lotus Notes emails or calendar data?
The Lotus Notes email and calendar move is over. All of your mail and calendar entries have been copied to your new UDmail account(s). If you identify email messages that need to be re-migrated, please contact the helpdesk at helpdesk@udayton.edu or 937-229-3888.
How to move your Lotus Notes archives
We have been testing our process for assisting users in migrating their archived Lotus Notes mail to UDmail. Watch for information and instructions from your unit IT support staff in the next few weeks. Archived Lotus Notes mail will need to be transitioned to UDmail by May 1, 2012.
Spam - why you seem to see more of it now
UD is not receiving any more or less spam as a result of moving to UD Google Apps; you're just able to see more of it in your UDmail account. Our previous spam-management tool (Ironport) allowed us to prevent many spam messages from being delivered to your individual mailbox.
Currently, UDmail is processing messages using Google's native spam rules and filters, so the key here is that UDmail is labeling messages appropriately as spam and they are bypassing your Inbox. Spam messages are automatically deleted after 30 days, which allows you the opportunity to glance through these messages occasionally to make sure nothing was labeled incorrectly as Spam. Because you are able to see more spam, it might be a good time to remind yourself of some good "spam handling" practices -- visit our Spam information.
UD has also purchased Google's Postini product for faculty and staff accounts, which will allow us to implement additional controls in managing spam and viruses. We are in the early stages of configuring and deploying this tool, so watch for updates later this semester.
Tips
Don’t miss an important date. Did you know you can add more schedules to your calendar?
Open your UD Google Calendar. Click the drop-down arrow to the right of "Other calendars", then select "Add by URL". Paste the URL for the desired calendar in the "URL:" field, then click "Add Calendar".
UD Main Academic Calendar -- http://calendar.udayton.edu/academicmain
UD Law School Academic Calendar -- http://calendar.udayton.edu/academiclaw
UD Holidays (excluding Government dates) -- http://calendar.udayton.edu/holidays
I just can't get used to conversation threads. Can I turn them off?
If conversation threads are causing you headaches, you can certainly turn them on and off as needed. In your UDmail account, click on the Gear (upper right corner), then click Mail Settings. Under the General tab, look for Conversation View and click "Conversation view off." Scroll to the bottom of your screen and click Save Changes.
What's a good way to look up the email address of a UD faculty, staff, or student?
When you are composing a mail message, the type-ahead feature in the "To" field shows you a limited number of possible recipients, especially for more common last names (e.g., Smith, Jones, Miller). An alternate way to find an email address is to click the word "To" in your message to open a separate search window. Now when you type the person's name in the search field, you will see all the possible matches pulled from your contacts as well as the UD Directory. Click on the appropriate name(s), then click Done to add recipients to your mail message.
On those occasions when you happen to find two or more of the same name in the UD Directory (e.g., two Joseph Smith's), log in to Porches and type the name in the University Search box. Results from this search display a Department or a Student Level in addition to an email address to help you identify the appropriate person.
Did you know you could reply to an email by chat?
Instead of emailing back and forth, try replying by chat. UDmail automatically saves your conversations, so you can always revisit them. Give it a try … click on the reply drop down arrow and select "Reply by Chat."
Learn more
Video tutorials
View UDmail/UDcalendar topic-specific movies or take advantage of Google's online resources. Go to the UDit Google Apps Learning Center >>
