Monday, May 21, 2018

Google Drive User Interface Updates

Google is making some updates to the look and feel of Google Drive on the web. There’s no change in functionality, but some icons and buttons have moved, and there’s a range of visual tweaks to align with Google’s latest material design principles. Google built this new interface to create a responsive and efficient experience for Drive users, and to feel cohesive with other G Suite products, such as the recently redesigned Gmail.

Specific changes include:
  • The logo in the top left has been changed to the Google Drive logo.
  • If you’ve added a custom company logo, it is now in the top right.
  • The Settings icon has been moved in line with the search bar.
  • The Help Center icon has been moved in line with the search bar.
  • The page background is now white, not gray.
  • The “New” button has been updated.
  • The font used for headers has been changed.

Here’s a comparison of several screens in the old and the new interface:



If needed, you can find screenshots of the new interface here.

Partially reposted from https://gsuiteupdates.googleblog.com/2018/05/google-drive-ui-updates.html

ITS to Launch 8 week Google Summer Collaboration Challenge!

Badge
GOOGLE COLLABORATION CHALLENGE BADGE

Starting Tuesday May 29th, ITS will be releasing a series of weekly tips aimed at improving communication and collaboration within the Manhattan College Community.  A new tip will be available each week for the 8 weeks following commencement and before the start of the 2018-2019 academic year. Whether you are on campus or at home - student or employee - anyone can participate!

The 8-week Summer Collaboration Challenge will include tips and tricks ranging from basic to advanced topics such as email, Google Apps, ways to communicate to large audiences, better ways to manage time and activities via online calendars, and many more. Participants will have the opportunity to complete each phase of the 8-week challenge at their own pace - all at once, or as topics are released. Track your progress by completing a short questionnaire at the end of each challenge and earn the 8 -week Collaboration Challenge badge at the end of the program!  

A digital badge is a way to communicate and track achievement, they make your credentials portable and your skills more visible. You can put the Digital Badge on your resume or link to your LinkedIn account.  These badges or digital certificates, are issued by Manhattan College and they do not expire.

Saturday, May 19, 2018

Scheduled Maintenance starting at 9pm

EDIT: 10:10pm Login has been fully restored. Banner 9 Administrative applications will now be upgraded.

Tonight ITS will perform scheduled maintenance and the Banmer 9 Administrative system and also to our identity management system Ellucian Ethos Identity.

Log in will be disabled for all services after 9pm but if you are logged in before the outage there will be no disruption to your service, except for Banner 9 administrative applications.

We will update the ITS blog when all the maintenance is complete.

Melvin Lasky
Senior Assistant Director of IT Infrastructure

Thursday, May 17, 2018

Privacy Awareness Week - Protecting Personal Information

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Protecting Personal Information: A Guide for Business

The Federal Trade Commission (FTC) is promoting Privacy Awareness Week to foster awareness of privacy issues and the importance of protecting personal information. Safeguarding sensitive data is just plain good business.
Are you taking steps to protect personal information?


For more information review the FTC's post and additional resources:  Safeguarding Your Data

partially reposted from https://www.us-cert.gov/ncas/current-activity/2018/05/14/FTC-Promotes-Privacy-Awareness-Week

Wednesday, May 16, 2018

Promoting Digital Accessibility in Support of Global Accessibility Awareness Day - May 2018


Thursday, May 17, 2018 marks the seventh anniversary of Global Accessibility Awareness Day (GAAD), the annual worldwide event to encourage people to learn about digital accessibility.  In that light, we'd like to provide the Manhattan College community with some introduction to this topic, along with some suggestions as to where we can all begin to insure a digitally inclusive and accessible environment at Manhattan College.


GAAD Logo: The GAAD logo has the letters G A A D in the center, written all in capital letters surrounded by a keyboard with the attached cord encircling the letters

What is Digital Accessibility?


Digital accessibility is the practice of insuring that all people, including those with disabilities, can access and use our electronic resources and communications.  It encompasses common elements such as: 
  • Websites
  • Software
  • Computer hardware and software
  • Videos
  • Documents
  • Presentations
  • Mobile devices

Who benefits? 


Accessibility, usability, and inclusive design are all closely related. While the main focus of digital and web accessibility is people with disabilities, accessibility also benefits people without disabilities, including:
  • people using mobile phones, smart watches, smart TVs, and other devices with small screens, different input modes, etc.
  • older people with changing abilities due to aging
  • people with “temporary disabilities" such as a broken arm or lost glasses
  • people with “situational limitations” such as in bright sunlight or in an environment where they cannot listen to audio
  • people with low literacy or not fluent in the language
  • people using a slow Internet connection, or who have limited or expensive bandwidth
  • new and infrequent users

Standards


The current standard for accessibility of web and web-delivered content is the World Wide Web Consortium’s Web Content Accessibility Guidelines (WCAG) 2.0. Web “content” generally refers to the information in a web page (HTML) or web application, and includes text, images, videos, etc.  An HTML webpage however, is just a document format, and the core steps needed for accessibility are the same regardless of whether your document is in HTML, Microsoft Word, Adobe PDF, or another document format.

Who is Responsible for Accessibility?


Everyone!  Accessibility is a shared concern and responsibility.

Manhattan College is currently developing practices that ensure we build accessibility into tools and services.

Any website, learning management system, or other software product, however, is only as accessible as the sum of its parts.  Almost every employee has some part in contributing, uploading, and publishing digital resources, the most common and ubiquitous being documents in Word and PDF format, as well as some basic HTML created using WYSIWYG editors.

So how do we get started?  Each application one uses for document creation contains tools that enable the creation of accessible documents.  Using these tools is the single simplest and most important step in creating accessible documents.

So in support of #GAAD, Manhattan College ITS is encouraging employees to begin to take some simple steps to make your documents accessible.
  • Use (built-in) Headings
  • Use Lists
  • Add Alternate Text for Images
  • Use Descriptive Text for Links
  • Use Tables Wisely (and for Data) and Markup Appropriately
  • When Exporting to PDF, Understand How to Preserve Accessibility

Creating Accessible Word Documents and PDF's


Making Word and resulting PDF's accessible does not require a lot of time. It is best to focus on how you create you original Word document, rather than to trying to later make the resulting PDF accessible.
  • Use the built-in style settings in Word to make documents easier to navigate. Microsoft's Make your Word documents Accessible topic provides step-by-step instructions and best practices for making Word documents accessible.
  • If you are creating a pdf from your Word or any Office document, you will need to add accessibility tags to your document before you save an accessible pdf version of your document. Create Accessible PDF's from Word Documents provides instruction on adding Accessibility tags to PDF files before saving as a pdf. Note: Do not print to PDF. This method of creating a PDF does not preserve the document’s accessibility features.
  • If you you prefer a video, the 3 Minute Video: Word 2013 & 2016: How to Make an Old Document Accessible gives you instructions on how to make an old document accessible in four easy steps.

Note on PDF's created by scanning.  If scanning a document that contains text, be sure to always select the option that provides for OCR (Optical Character Recognition) results. Scanning software may provide an OCR choice or similar such as "text", "text and graphics", "document", or other description option.  Better yet, create your pdf directly from your document creation application, following instructions and best practices for making your original document accessible.

Remember that if you need help, ITS provides support and assistance.

Other Resources for learning more about digital accessibility:


Tuesday, May 15, 2018

Privacy Awareness Week May 14-18

, 2018.Five Ways to Help Protect Your Personal Identity

The Federal Trade Commission (FTC) is promoting Privacy Awareness Week to foster awareness of privacy issues and the importance of protecting personal information. 

For more information review the FTC's post and additional resources:  Protecting Your Privacy

partially reposted from https://www.us-cert.gov/ncas/current-activity/2018/05/14/FTC-Promotes-Privacy-Awareness-Week

Tuesday, May 8, 2018

Reminder: Transition to Google Drive File Stream

Google Drive Sync ends support on  May 12th, 2018.

For more details refer to Google's post Important Additional Information about the Legacy Google Drive Desktop Sync Client Shutdown on May 12.

The most important things to know include:

  1. If you haven't already, upgrade to a newer sync solution.
  2. The turn-down will be gradual.
  3. Once the client shuts down for you, the Google Drive folder will stop syncing.


About:
Drive File Stream is a new way to access all of your Google Drive files directly from your Mac or PC, without using up all your disk space. Unlike traditional file sync tools, Drive File Stream doesn’t require you to download your files first in order to access them from your computer. Instead, when you need to view or edit a file, it automatically streams from the cloud, on-demand. With Drive File Stream, your team will spend less time waiting for files to sync, no time worrying about disk space, and more time being productive.
With Drive File Stream, you can:
  • Quickly see all your Google Drive files in Finder/Explorer (including Team Drives).
  • Browse and organize Google Drive files without downloading all of them to your computer.
  • Choose which files or folders you'd like to make available offline.
  • Open files in common apps like Microsoft Office and Adobe Photoshop.

Environment

Windows
MacOSX
Google Drive

How do I get started?


Visit the Drive Help Center to install Drive File Stream and get started.

Instructions for Installing Google Drive File Stream:
Install Google Drive Stream.  At the conclusion of the installation, you will get a pop up asking whether you want to replace Google Drive Sync with Drive Stream or whether you want to use both.  It is recommended that you select "Yes" indicating that you wish to replace.

 



What about the current Drive application? Before installing File Stream, Google recommends removing the current Drive folder. For ease of use, we think it's best to uninstall the current Drive client. 

Uninstall Drive and install File Stream

1. Uninstall the previous Google Drive app or Backup and Sync if it is present on your computer. To uninstall, navigate to the Windows icon in the bottom left corner of the screen and search for "Control Panel" and proceed to open it. You should be greeted with this window:
image depicting control panel optionsOnce you click on "Program and Features", you will be shown a list of programs that are installed on your computer. Navigate to the Google Drive app that you previously installed on your PC and select it. You will then see appear the option to uninstall that program. Proceed with the uninstall to completely remove the program from your PC.
2. Delete Google Drive Sync folder from your computer. It is a local folder only now and no longer syncs.
3. Install Drive File Stream. You can find it here. Depending on preferences of the User, it can be a good idea to create shortcuts on the desktop and in the Favorites or Quick Access areas of Windows and MacOS. We also recommend removing any shortcuts to the previous Google Drive folder to avoid confusion.
Also, the Drive File Stream icon in the Windows task bar will be grey, that should be the only Google Drive icon found in the task bar.  If you see the older Google Drive Sync colored icon still on your computer go back to step 2 and delete old Google Drive Sync folder.
file_stream_setup.gif

Feel free to contact the ITS Help Desk with any support in this transition.