OIT News – August 2014

OIT News
Monthly news briefs, information and announcements
Office of Information Technology, NC State University
Issue 82, August 2014

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Follow OIT on Twitter @ncsu_oit
For up-to-the-minute reports on OIT systems, see SysNews
For help with computing problems, contact the NC State Help Desk

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01: Have you enrolled in eduroam?
02: Use Kaspersky to keep your computers virus-free!
03: Separation checklists for employees and supervisors
04: OIT offers students IT support during move-in weekend
05: ComTech hosts on-campus call center solution
06: Update your Campus Directory listing!
07: Never miss a call using Single Number Reach
08: Data Center 2 renovation nears completion
09: More Google updates on the way!
10: Google Training Tip: Remove Formatting in Gmail Compose Window
11: OIT to offer “Back to School” Google Apps and WordPress training
12: SAR training scheduled for Nov. 5
13. Traveling abroad with your mobile device?

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01: Have you enrolled in eduroam?
OIT Communication Technologies (ComTech) is encouraging the campus community to use education roaming (eduroam), a free, fully encrypted wireless service for the international research and education community that will eventually replace the current ncsu wireless service set identifier (SSID) for most users.

With eduroam, NC State students, employees and guests who have “home” certificate-based credentials can connect securely to the Internet, both on the NC State campus and while visiting any participating institution worldwide. Once enrolled locally, you will connect seamlessly to the eduroam service when you visit those institutions, without needing guest credentials.

You’ll need only your Unity ID and password to get started. Go to Enroll in eduroam and follow the prompts.

OIT’s long-term goal is to make eduroam the primary SSID on campus. The current ncsu SSID will still be available for those who can’t use eduroam, and the ncsu-guest SSID will remain available for campus visitors.

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02: Use Kaspersky to keep your computers virus-free!
Are you afraid of getting a computer virus? Did you know that NC State offers free antivirus software?

If you’re a current NC State student, faculty or staff member and you’re in need of antivirus protection for your Windows, Mac OS X or Android devices, you can get Kaspersky Antivirus to keep them virus-free. Kaspersky replaces Trend Micro and is available for both university-owned and personally-owned devices. Individuals can install the software on up to three personal devices.

NC State requires approved antivirus software to be installed and kept up-to-date for computers connecting to the campus network. Instead of Kaspersky, you may use one of the Approved Alternate Antivirus Products. However, be advised that the NC State Help Desk does not provide technical support for any alternate antivirus software.

To learn more about Kaspersky Antivirus and how it works, visit NC State Antivirus Resources. You may also contact the NC State Help Desk at help@ncsu.edu or 919.515.HELP (4357) if you have questions.

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03: Separation checklists for employees and supervisors
When a university employee announces his or her separation, supervisors are encouraged to review the System Access Checklist, a resource to use in conjunction with Human Resources’ Employee Separation Clearance Checklist.

During an employee’s separation, these documents help supervisors preserve access to the employee’s electronically stored information, systems and applications, which may include, but not be limited to: email, Google docs, items stored on departmental file shares, account names, encryption keys, and associated encryption passwords.

OIT and Human Resources also recommend that supervisors involve their departmental IT support early in the separation process to help identify stored items and points of access. The practical guidance in these documents will help both the supervisor and the employee make a smooth organizational transition.

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04: OIT offers students IT support during move-in weekend
During move-in weekend, Saturday Aug. 16 to Sunday, Aug. 17, the NC State Help Desk and the OIT Walk-In Center will be open from noon to 5 p.m. to assist incoming and returning students with their basic move-in needs, such as account access, ResNet and cable TV setup.

During those hours, students can contact the NC State Help Desk at help@ncsu.edu or 919.515.HELP (4357), or visit the Walk-In Center in Room 101 of the West Dunn Building, on the corner of Dan Allen Drive and Thurman Drive.

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05: ComTech hosts on-campus call center solution
OIT ComTech’s Business Applications and Communications Services (BACS) is now hosting an on-campus call center product, Cisco Contact Center Express. BACS has recently transitioned call centers in the Cashier’s Office, Financial Aid, Undergraduate Admissions, Registration and Records, Network Operations Center, and the Campus Operators.

The BACS team is available to discuss how it can help your group streamline its voice operations. If your office already has a call center or if you have an interest in learning more, contact the team at oit_uc_ct@ncsu.edu.

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06: Update your Campus Directory listing!
Whether you’re a student or employee, it’s time to update your personal listing in the online directory, which will be printed in the 2014-2015 Campus Directory. The deadline for making changes that will be reflected in the new phone book is Wednesday, Aug. 27.

You are responsible for updating this information, which requires your Unity ID and password. If you do not know both of these, contact the NC State Help Desk at help@ncsu.edu or 919.515.HELP (4357). The directory website uses encryption to secure your information, and you should be able to access it using most Web browsers.

To update your online directory information, see “Related Tools” on the Campus Directory Web page. Your updated information will appear in the online campus directory within 24 hours and will be published in the printed campus directory. Please direct all questions to oit_access_mgmt@help.ncsu.edu.

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07: Never miss a call using Single Number Reach
Are you interested in receiving calls to your campus desk phone on other devices? With Single Number Reach (SNR), you can set up one or more phones (e.g., mobile, home) to ring whenever your desk phone does.

With SNR you won’t need to publish multiple contact numbers, and you can receive your office phone calls at any phone(s) you choose. To sign up for SNR or other ComTech Unified Communications services, complete the Unified Communications Services Request Form.

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08: Data Center 2 renovation nears completion
After a seven-month power and cooling renovation, Data Center 2 (DC2) is better positioned to support the future growth of university critical business processes and to protect them against outages.

In July, the DC2 Team finished its last two major projects — installations of a backup chiller and a generator. The team had already replaced the center’s water pumps with chilled water piping to support four new chilled water HVAC units, which had replaced the existing air-cooled climate control units.

The remaining work includes installing a piping connection for the new chiller, separating the center’s utilities from other power sources, completing building inspections, and testing of the center’s temperature, power and water pressure.

The project is still on track to be completed at the end of this month. See SysNews for continuing updates.

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09: More Google updates on the way!
Google has announced even more enhancements that you will see in your Google Apps at NC State account very soon. Here are some of the changes you can expect to see:

Hangouts available without Google+

  • You can now join a Hangout with up to 15 participants without upgrading your account to Google+.
  • You can also access audio, video, chat, calendar options, and screen-sharing without a Google+ profile.
  • You still need a Google+ profile to utilize any other Hangout applications (e.g., Toolbox, Google Drive, YouTube).

Suggested Edits between Microsoft Word and Google Docs

  • Your Docs will now appear as tracked changes when converted to Microsoft Word documents.
  • This functionality will also display the same results when you convert Word documents to Docs.  

New Google Drive Viewer

  • Your Google Drive is getting a fresh new look that unifies content across Drive and in email attachments.
  • To try out the new viewer:
    • Open Google Drive.
    • Click on the Settings gear.
    • Select “Experience the New Drive.”  

For other updates and additional details on these new enhancements, read the July edition of Google Apps What’s New.

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10: Google Training Tip: Remove Formatting in Gmail Compose Window
When composing a Gmail message, you may need to copy and paste text from other sources. This text may already be formatted with different fonts, sizes and colors that may not be consistent. Instead of reformatting your text manually, use the Remove Formatting tool to instantly match all of your text to the default text settings.

A hidden gem, the Remove Formatting tool is in the Formatting Options toolbar. To use it:

  1. Highlight the text you wish to edit.

  2. Hover over the Formatting Options button in the lower menu bar.

    gmailcompose1.jpg

  3. Select the Remove Formatting button (marked with Tx) to reset your highlighted text to the default settings.

gmailcompose2.png

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11: OIT to offer “Back to School” Google Apps and WordPress training
The following OIT training workshops are now available:  

  • “Create and Collaborate with Google Drive” will be offered on Friday, Aug. 22 from 10 a.m. to noon in Room 110 of the Avent Ferry Technology Center. In this hands-on workshop, you will learn everything you need to know to get started using Google Docs/Drive at NC State. You will learn how to use Drive in a collaborative environment, including editing a file simultaneously with other people, securing a document through file-sharing permissions, and creating files for use by a group of colleagues or friends. For this workshop, you will need to have an active NC State University Unity account with access to Google Apps at NC State. If you would prefer using your own laptop or other mobile device, feel free to bring it. To register, visit Classmate.
     
  • “Introduction to Google Hangouts – Laptop/Desktop Application” will be offered on Tuesday, Aug. 26 from noon to 1 p.m. in Room 110 of the Avent Ferry Technology Complex. Come to this fun and interactive workshop to learn about Google Hangouts, Google’s free Web conferencing tool that allows you to communicate with others on campus or around the globe via video, audio and text messaging. Learn how to use the Hangouts platform to share your screen and documents, add a personalized banner, and download apps that offer additional helpful features. This session will cover using Hangouts on your laptop or desktop only. You are encouraged to bring a laptop to the session or feel free to observe. To register, visit Classmate.
     
  • “Introduction to Google Services at NC State” will be offered on Wednesday, Aug. 27 from 9 a.m. to 11 a.m. in Room 101 of the David Clark Labs. Topics will include a review of currently available Google apps on campus, accessibility, recommended settings, security tips, support, Web Registry tools (e.g., generic accounts, calendar resources), and much more! To register, visit Classmate.
     
  • “Gmail: Advanced Plus Tools, Tips & Tricks” will be offered on Thursday, Aug. 28 from 9 a.m. to noon in Room 110 of the Avent Ferry Technology Center. If you’re comfortable with the basics of Gmail and are ready to take it to the next level, this more advanced hands-on workshop is for you. You will learn more about creating labels, filters and canned responses, scheduling Google Calendar Events, and using Google Drive through Gmail, along with any planned or newly released Google features. To register, visit Classmate.
     
  • “Gmail: Beyond the Basics” will be offered on Tuesday, Sept. 2 from 9 a.m. to noon in Room 110 of the Avent Ferry Technology Center. This workshop will provide an in-depth overview of Gmail features, including Labels, Search tools, Contacts management, Chat, Tasks, Settings, Labs, and new features. If time permits, you’ll have a brief introduction to Google Hangouts. To register, visit Classmate.
     
  • “Google Forms” will be offered on Wednesday, Sept. 3 from 1 p.m. to 3 p.m. in the ITTC Lab 2 of D.H. Hill Library. Are you looking for a way to easily create surveys, plan events or gather data? Are you interested in learning more about specific apps available in Google Drive? If so, come to this interactive session to learn the basics of creating forms and viewing responses and also several advanced features, such as embedding forms in websites, adding page breaks and incorporating question validation. If you would prefer to use your own laptop, feel free to bring it. To register, visit Classmate.
     
  • “Basics of WordPress” will be offered on Thursday, Sept. 4 from 2 p.m. to 4 p.m. in Room 110 of the Avent Ferry Technology Center. Learn everything you need to know to get started using WordPress here at NC State. The workshop will cover topics including setup, configuration, themes, plug-ins, settings, options, and management of WordPress. To register, visit Classmate.
     
  • “Google Calendar” will be offered on Tuesday, Sept. 9 from 9 a.m. to noon in Room 110 of the Avent Ferry Technology Center. If you’re comfortable with the basics of Google Calendar and are ready to use some more of its features, this hands-on workshop is for you. This workshop will focus on features such as appointment slots, event attachments, maps and directions, sharing and embedding calendars, labs, quick add, search options, mobile notifications, scheduling online meetings, and more. For prerequisite information and to register, visit Classmate.
     
  • “Introduction to Google Sites” will be offered on Friday, Sept. 12 from 10 a.m. to noon in Room 110 of the Avent Ferry Technology Center. In this class, students will learn how to create a website using Google Sites, control access, and embed Docs, videos, images, and links. The workshop will also cover some customization and basic Web design principles. To register, visit Classmate.
     
  • “Google Slides” will be offered on Tuesday, Sept. 16 from 9 a.m. to 11 a.m. in ITTC Lab 2 of D.H. Hill Library. This session will focus on creating presentations, editing, sharing and collaboration, themes, transitions, animations, and more. If you would prefer to use your own laptop, feel free to bring it. To register, visit Classmate.
     
  • “Google Sheets” will be offered on Friday, Sept. 19 from 10 a.m. to noon in Room 110 of the Avent Ferry Technology Center. During this two-hour workshop, you will be given an overview of Sheets and learn how it differs from Microsoft Excel. You will also learn about features, including formatting options, find and replace, and notifications. To register, visit Classmate.

For other available training sessions, see Classmate Scheduled Workshops. If you’re interested in custom software training for your department, unit or classroom, complete the Custom Training form. If you have any questions about OIT training, contact Katie McInerney, OIT training coordinator, at 919.513.4091 or via email at classreg@ncsu.edu.

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12: SAR training scheduled for Nov. 5
Security Access Request (SAR) training for campus requestors and approvers of access to secured university data will be held Wednesday, Nov. 5 from 9:30 a.m. to noon in Room 108 of the Avent Ferry Technology Center. Visit Classmate to sign up for training.

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13: Traveling abroad with your mobile device?
If you travel internationally with a laptop, tablet or smartphone, you risk loss or theft of your device as well as the data stored on it.

A malicious individual who sets out to compromise your mobile device may be interested in not only your business information but also your university username and password, which could be used to access and exploit NC State systems and information resources. While you are traveling, someone could also infect your device with malware that could compromise university systems and data when you reconnect it to the university network.

It is impossible to protect your mobile device against every form of system or information breach, whether it occurs domestically or internationally. So it is prudent to assume that if you take your mobile device with you, it will be compromised in some potentially undetectable way. (This is especially true in high-risk countries; the U.S. State Department regularly issues Alerts and Warnings about these areas.) When you travel internationally, the only truly secure choice is to leave your mobile device at home. Visit OIT’s Technology for Travel Web page for practical security advice about what to do before, during and after your trip.

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