Friday, November 8, 2019

Computer Lab Software Request Deadline for Spring 2020 is December 6, 2019

If you would like to request an upgrade of a software already installed in the computer labs or if you would like us to install a new software in the computer labs on campus, please fully read through the information on the link provided and fill out the Software Request form here. (click the big green box that says “Request Service”)

Note that software listed here is already scheduled to be installed, it is not necessary to submit requests for software, unless updating to a new version.

Please note that fully completed forms are required for any change to the labs, even for free software. All software installation media and licenses are also required by the due date.

Requests for the Spring 2020 semester should be submitted by December 6, 2019. Requests submitted after the deadline may not be installed in the labs for the Spring 2020 semester. This is because we need time to develop an installation procedure and test the software in the lab environment before deploying the software. We also require a number of weeks to deploy the lab images across campus, which means our solutions need to be complete and tested several weeks prior to classes beginning.


Please submit your Software Request forms ASAP.

Thursday, November 7, 2019

Training Coordinator Opening

ITS is looking for a new Training Coordinator. Please check out the position and apply if you think you are a good fit or send it to colleagues that you think will be successful. The ideal candidate has years of experience teaching in an educational environment. This person also has a solid background in multimodal learning and pedagogy.

Windows 8.1 End of Life Schedule

Every Windows product has a life cycle. The life cycle begins when a product is released and ends when it's no longer supported. Knowing key dates in this life cycle helps you make informed decisions about when to update, upgrade or make other changes to your software. 
Windows 8.1 Mainstream support will end January 9, 2018
Windows 8.1 Extended support will end January 10, 2023
Microsoft Support Reference to determine: Which Windows operating system am I running?

Solution

Manhattan College ITS loads Windows 10 on all ITS supported compatible devices.

Next Steps

If you happen to have a computer with Windows 8.1 please upgrade your computer to Windows 10 before January 9, 2018.  You can contact ITS for assistance.

Windows 7 End of Life Schedule

Every Windows product has a life cycle. The life cycle begins when a product is released and ends when it's no longer supported. Knowing key dates in this life cycle helps you make informed decisions about when to update, upgrade or make other changes to your software. 
Windows 7 Support will end January 14, 2020.
Microsoft Support Reference to determine: Which Windows operating system am I running?

Solution

Manhattan College ITS loads Windows 10 on all ITS supported compatible devices.

Next Steps

If you happen to have a computer with Windows 7 please upgrade your computer before January 14, 2020.  You can contact ITS for assistance.
Further details:  Windows 7 End of Life Schedule 

RESOLVED: Network Outage - Leo 4th Floor

RESOLVED: As of 10:45am, the network outage in Leo 4th floor has been resolved

_________________________________________________________________________________

ITS is aware of a network outage affecting Leo Engineering building, fourth floor. Both wired and wireless is affected at this time.  The rest of the building is not affected.

ITS has reached out to electricians to look into this issue. We will updated the community as soon as we can once this issue has been resolved.

We apologize for any inconvenience that this may cause.

Sunday, October 27, 2019

Top Tips to Securely Using Social Media


Manhattan College IT Services is sharing cyber safety tips in support of raising awareness during National Cyber Security Awareness Month, October 2019.

Overview 

Social media sites, such as Snapchat, Facebook, Twitter, Instagram, and LinkedIn, are amazing resources, allowing you to meet, interact, and share with people around the world. However, with all this power comes risks--not just for you, but your family, friends, and employer. In this post, we cover the key steps to making the most of social media securely and safely. 

Posting 

Be careful and think before posting. Anything you post will most likely become public at some point, impacting your reputation and future, including where you can go to school or the jobs you can get. If you don’t want your family or boss to see it, you probably shouldn’t post it. Also, be aware of what others are posting about you. You may have to ask others to remove what they share about you. 

Privacy 

Almost all social media sites have strong privacy options. Enable them when possible. For example, does the site really need to be able to track your location? In addition, privacy options can be confusing and change often. Make it a habit to check and confirm they are working as you expect them to. 

Passphrase 

Secure your social media account with a long, unique passphrase. A passphrase is a password made up of multiple words, making it easy for you to type and remember, but hard for cyber attackers to guess. 

Lock Down Your Account 

Even better, enable two-factor authentication on all of your accounts. This adds a one-time code with your password when you need to log in to your account. This is actually very simple and is one of the most powerful ways to secure your account. 

Scams 

Just like in email, bad guys will attempt to trick or fool you using social media messages. For example, they may try to trick you out of your password or credit card. Be careful what you click on: If a friend sends you what appears to be an odd message or one that does not sound like them, it could be a cyber attacker pretending to be your friend. 

Terms of Services

Know the site’s terms of service. Anything you post or upload might become the property of the site.

Work

If you want to post anything about work, check with your supervisor first to make sure it is okay to publicly share.
Follow these tips to enjoy a much safer online experience. To learn more on how to use social media sites safely, or report unauthorized activity, check your social media site’s security page.





Be Secure Online! Refer to Manhattan College's Cyber Safety site for additional resources.

Refer to Manhattan College's Email Signature Knowledge Base 
Article for instructions on how to create your own email signature. 
Using a Manhattan College email signature is important because it is the perfect opportunity to brand every message you send. By creating a cohesive email signature for each employee on your team, you create brand recognition in every person to whom your employees sends emails. 

Reach out to IT Services with any questions:



Partially reposted from www.sans.org/security-awareness


Friday, October 25, 2019

COMPLETE: Planned Network Maintenance OV on 10/29 at 530am

COMPLETE: As of 540am, this maintenance has been completed successfully.

Update: This maintenance has been rescheduled for Tuesday at 530am. Sorry for the inconvenience.

ITS will be conducting maintenance in Overlook Manor on Monday, October 28th at 530am. This maintenance should be complete by 7am.

In order to improve network reliability, there will be scheduled network maintenance in order to upgrade firmware on the network equipment that services OV. This network maintenance will affect both of the wired and wireless networks throughout Overlook. This maintenance will not affect any other buildings on campus.

We apologize for this inconvenience. If you have any questions, please feel free to contact ITS at 178-862-7973 or via email at its@manhattan.edu.

RESOLVED: 12:35pm BANNER OUTAGE - 25 October 2019 12:29pm

UPDATE: 12:35pm
The issue has been resolved as of 12:33pm, we do not expect another outage to occur but will continue to monitor closely.

You may need to restart your browser.

----------------------------------------------
ITS is investigating an issue causing login failures to Banner and Self Service.

Next update no later than 12:50pm

Monday, October 21, 2019

Improving Real-Time Collaboration in Google Docs for Assistive Technology Users

It’s now easier for users of assistive technologies, like screen readers and Braille displays, to keep track of real-time updates made by collaborators in a document. With live edits, you can view a periodically updated summary of collaborator changes in a convenient sidebar. In Google Docs we believe that collaboration works best when it works for everyone.

New edits made by collaborators appear in the live edits sidebar.


To see live edits, open the Accessibility settings by going to Tools > Accessibility settings and check “Turn on screen reader support.” Then, select “Show live edits” from the Accessibility menu. To learn more, see this article in Google's Help Center.

Helpful links

Reach out to IT Services with any questions:

Sunday, October 20, 2019

Cyber World Reality Facts

  1. Microsoft Security Intelligence Report and Consumer Reports
  2. AARP, “Caught in the Scammer’s Net: Risk Factors That May Lead to Becoming an Internet Fraud Victim,” 2014
  3. Norton Cyber Security Insights Report Q1, 2017
  4. Ponemon Institute, “2015 Cost of Cyber Crime Study: Global,” 2015
  5. Facebook
  6. Federal Trade Commission, “The Top Frauds of 2017”
  7. staysafeonline.org

For more information on this topic review The Facts Get Clued into the Cyber World Reality.

Be Secure Online! Refer to Manhattan College's Cyber Safety site for additional resources.



Refer to Manhattan College's Email Signature Knowledge Base 
Article for instructions on how to create your own email signature. 
Using a Manhattan College email signature is important because it is the perfect opportunity to brand every message you send. By creating a cohesive email signature for each employee on your team, you create brand recognition in every person to whom your employees sends emails. 

Reach out to IT Services with any questions:


Friday, October 18, 2019

25Live Training Resources

25Live is the site our campus community uses to schedule an event or book a meeting room on campus.  The ITS Training Team has put together a training course with 25Live materials.  The course contains instructions for the 25Live Mobile View and the 25Live Pro View and resources for the best way to book a room on campus using 25Live.  Clients who complete this course will be awarded a 25Live Digital Badge.


This course is located on the Moodle Pro Dev server please access the course here:  

25Live Training Course 
The ITS Knowledge Base also has 25Live Resources.

25Live Mobile View:  Best option to book a room.

25Live Pro View:  Additional resources for power users and room approvers.

Feel free to contact ITS with any questions:
email:  its@manhattan.edu       TEL . 718-862-7973



Sunday, October 13, 2019

Step Up to Stronger Passwords

Weak and reused passwords continue to be a common entry point for account or identity takeover and network intrusions. Simple steps and tools exist to help your end users achieve unique, strong passwords for their dozens of accounts. Help your community members improve their individual and collective security by sharing the following tips.

A password is often all that stands between you and sensitive data. It’s also often all that stands between a cybercriminal and your account. Below are tips to help you create stronger passwords, manage them more easily, and take one further step to protect against account theft.
  • Always: Use a unique password for each account so one compromised password does not put all of your accounts at risk of takeover.
  • Good: A good password is 10 or more characters in length, with a combination of uppercase and lowercase letters, plus numbers and/or symbols — such as pAMPh$3let. Complex passwords can be challenging to remember for even one site, let alone using multiple passwords for multiple sites; strong passwords are also difficult to type on a smartphone keyboard (for an easy password management option, see “best” below).
  • Better: A passphrase uses a combination of words to achieve a length of 20 or more characters. That additional length makes its exponentially harder for hackers to crack, yet a passphrase is easier for you to remember and more natural to type. To create a passphrase, generate four or more random words from a dictionary, mix in uppercase letters, and add a number or symbol to make it even stronger — such as rubbishconsiderGREENSwim$3. You’ll still find it challenging to remember multiple passphrases, though, so read on.
  • Best: The strongest passwords are created by password managers — software that generates and keeps track of complex and unique passwords for all of your accounts. All you need to remember is one complex password or passphrase to access your password manager. With a password manager, you can look up passwords when you need them, copy and paste from the vault, or use functionality within the software to log you in automatically. Best practice is to add two-step verification to your password manager account. Keep reading!
  • Step it up! When you use two-step verification** (a.k.a., two-factor authentication or login approval), a stolen password doesn’t result in a stolen account. Anytime your account is logged into from a new device, you receive an authorization check on your smartphone or other registered device. Without that second piece, a password thief can’t get into your account. It’s the single best way to protect your account from cybercriminals.
**Please note: this option is not available for Manhattan College accounts but should be considered for external (personal) accounts.




    How to pick a proper password.

    Partially reposted from http://er.educause.edu/blogs/2016/11/may-2017-step-up-to-stronger-passwords

    Monday, October 7, 2019

    IT Services Training Team presents on Digital Accessibility


    Alberto DeAngelis and Anita McCarthy presented at the Montgomery County Community College Technology and Learning Conference on October 4th. Their presentation on Digital Accessibility was among 1 of 25 hot topics facing education institutions today.  Close to 300 participants attended the technology conference in Blue Bell, PA .
    The Training Team has created an online, self paced Digital Accessibility course.

    If interested in this topic feel free to reach out to ITS with any questions:




    Sunday, October 6, 2019

    Stop That Phish

    Overview




    phishing computer screen

    Email and messaging services (such as Skype, Twitter, or Snapchat) are one of the primary ways we communicate. We not only use these technologies every day for work, but also to stay in touch with friends and family. Since so many people around the world depend on these technologies, they have become one of the primary attack methods used by cyber attackers. This attack method is called phishing. Learn what phishing is and how you can spot and stop these attacks, regardless if you are at work or at home.

    What Is Phishing

    Phishing is a type of attack that uses email or a messaging service to fool you into taking an action you should not take, such as clicking on a malicious link, sharing your password, or opening an infected email attachment. Attackers work hard to make these messages convincing and tap your emotional triggers, such as urgency or curiosity. They can make them look like they came from someone or something you know, such as a friend or a trusted company you frequently use. They could even add logos of your bank or forge the email address so the message appears more legitimate. Attackers then send these messages to millions of people. They do not know who will take the bait, all they know is the more they send, the more people will fall victim.

    Protecting Yourself

    In almost all cases, opening and reading an email or message is fine. For a phishing attack to work, the bad guys need to trick you into doing something. Fortunately, there are clues that a message is an attack. Here are the most common ones:
    • A tremendous sense of urgency that demands “immediate action” before something bad happens, like threatening to close an account or send you to jail. The attacker wants to rush you into making a mistake.
       
    • Pressuring you to bypass or ignore your policies or procedures at work.
       
    • A strong sense of curiosity or something that is too good to be true. (No, you did not win the lottery.)
       
    • A generic salutation like “Dear Customer.” Most companies or friends contacting you know your name.
       
    • Requesting highly sensitive information, such as your credit card number, password, or any other information that a legitimate sender should already know.
       
    • The message says it comes from an official organization, but has poor grammar or spelling or uses a personal email address like @gmail.com.
       
    • The message comes from an official email (such as your boss) but has a Reply-To address going to someone’s personal email account.
       
    • You receive a message from someone you know, but the tone or wording just does not sound like him or her. If you are suspicious, call the sender to verify they sent it. It is easy for a cyber attacker to create a message that appears to be from a friend or coworker.
    Ultimately, common sense is your best defense. If an email or message seems odd, suspicious, or too good to be true, it may be a phishing attack. 
    Be Secure Online! Refer to Manhattan College's Cyber Safety site for additional resources.

    Refer to Manhattan College's Email Signature Knowledge Base 
    Article for instructions on how to create your own email signature.

    Using a Manhattan College email signature is important because it is the perfect opportunity to brand every message you send. By creating a cohesive email signature for each employee on your team, you create brand recognition in every person to whom your employees sends emails. 

    Reach out to IT Services with any questions:


    Friday, October 4, 2019

    Complete: Banner Upgrade - Banner will be unavailable this weekend

    UPDATE;
    The Banner upgrade has been completed, all ancillary applications (Self-Service, Workflow, Banner Communications Manager, etc...) here been restored. Thank you for your patience.

    Information Technology Services



    Dear Manhattan College Community,

    Tonight at 7:00pm, ITS will begin the scheduled Banner Upgrade process.  Banner and its ancillary applications (Self-Service, Workflow, Banner Communications Manager, etc...) will be offline throughout the weekend and will be back up on Monday, October 7th.  Thank you.

    Information Technology Services

    Tuesday, October 1, 2019

    UPDATE: Campus-Wide Network Outage - Resolved

    UPDATE: ITS has corrected the issue and internet has been restored to Upper and Lower Campus. 


    Previous: There is currently an issue/outage with the network on Upper and Lower Campus as of around 2:30pm. ITS is investigating the situation and will update the community as soon as we can.


    Monday, September 30, 2019

    Papercut and Kramer VSM Down

    Update:
    Outage resolved at approximately 2:30PM.  All affected servers are backup.  Systems needed a hard reboot.

    We are aware of a system outage affecting Papercut and Kramer VSM.  The outage is currently being investigated.  An update will be provided here when the issue has been resolved.

    See when someone is out of office in Gmail and Hangouts Chat

    What’s changing

    Now, when you have an Out of office (OOO) entry on your calendar, a notice of that OOO status will appear in Gmail and Hangouts Chat when people try to contact you.

    In Gmail, we’ll show a banner about the recipient being out of office and when they’ll be back in the email compose window.




    In Hangouts Chat, you’ll also see a small notification in the chat compose window alerting you that the person you’re trying to message is out of office.



    Why you’d use it

    With this launch, before people even hit “send,” your time out of office is visible in more places across G Suite, meaning you get more uninterrupted time away. As a sender, you’ll also have more confidence that you’re messaging people at an appropriate time.


    If you’d like to disable sharing of availability information to other G Suite apps, you can do so in Calendar under Calendar settings > Access permissions. Just deselect “Show calendar info in other Google apps, limited by access permissions.”

    Helpful links

    Reach out to IT Services with any questions:


    This feature will be ON by default and can be disabled in your Calendar settings.

    Sunday, September 29, 2019

    October is National Cybersecurity Awareness Month 2019


    Welcome to National Cybersecurity Awareness Month 2019. Held every October, National Cybersecurity Awareness Month (NCSAM) is a collaborative effort between government and industry to ensure every American has the resources they need to stay safe and secure online while increasing the resilience of the Nation against cyber threats. 

    Themes and Key Messages for October 2019 This year’s overarching theme is “OWN IT. SECURE IT. PROTECT IT.” NCSAM will emphasize the role each individual plays in online safety and stress the importance of taking proactive steps to enhance cybersecurity at home and in the workplace. 

    In support of this national cybersecurity initiative Manhattan College will be releasing weekly tips on our blog aimed at raising awareness on this important topic.

    “OWN IT.” Understand your digital profile. Internet-based devices are present in every aspect of our lives: at home, school, work, and on the go. Constant connection provides opportunities for innovation and modernization, but also presents opportunities for potential cybersecurity threats that can compromise your most important personal information. Understand the devices and applications you use every day to help keep you and your information safe and secure. 

    “SECURE IT.” Secure your digital profile. Cybercriminals are very good at getting personal information from unsuspecting victims, and the methods are getting more sophisticated as technology evolves. Protect against cyber threats by learning about security features available on the equipment and software you use. Apply additional layers of security to your devices – like Multi-Factor Authentication – to better protect your personal information. 

    “PROTECT IT.” Maintain your digital profile. Every click, share, send, and post you make creates a digital trail that can be exploited by cybercriminals. To protect yourself from becoming a cybercrime victim you must understand, secure, and maintain your digital profile. Be familiar with and routinely check privacy settings to help protect your privacy and limit cybercrimes. 

    Be Secure Online! Refer to Manhattan College's Cyber Safety site for additional resources.


    Refer to Manhattan College's Email Signature Knowledge Base 
    Article for instructions on how to create your own email signature.
    Using a Manhattan College email signature is important because it is the perfect opportunity to brand every message you send. By creating a cohesive email signature for each employee on your team, you create brand recognition in every person to whom your employees sends emails. 










    Friday, September 27, 2019

    Horan Hall - Brief Network Outage 10/1 at 2pm

    Physical Plant will be conducting a generator test in Horan Hall on Tuesday, October 1st at approximately 2pm.

    There will be two brief outages, one while switching to generator power, the other while switching back to main power.

    This will not affect the rest of campus.

    If you have any questions, please contact ITS at its@manhattan.edu or at extension x-7973. We apologize for this inconvenience.

    Wednesday, September 25, 2019

    Mail Merges Made Easy

    formMule is an add-on for Google Sheets that allows you to easily and quickly send mail merges. Mail merging makes emailing many recipients easier by utilizing tags, which takes data from a spreadsheet and uses that to organize and send personalized emails to multiple recipients. 

    formMule sends targeted, personalized emails from a Google Sheet. Run as either a manual email merge or -- more powerfully -- as a triggered merge that runs automatically on form submit or on a timer. 

    A great way to use formMule is when you are gathering responses in a Google Form, and later on, you want to email everyone who signed up using your form. Create a spreadsheet from the responses. Make sure to collect their email addresses!




    For more instructions, including a video tutorial please refer to Mail Merging using formMule.

    Reach out to IT Services with any questions:


    Updating Your Personal Email on Self Service

    Your personal email address on Self Service is used for verification purposes.  
    For this reason, it is very important that is it kept up to date. 

    Sometimes you may have an old personal email on file, if you ever lose access to your Jaspernet account, your personal email is the easiest way to verify who you are in order to quickly restore account access.  If there is no personal email on file for verification purposes it becomes necessary to come in person to an IT Services office on campus and show a representative your identification.

    The following step-by-step article How to Update Your Personal Email will guide you through updating your personal email. 

    Reach out to IT Services with any questions:

    Thursday, September 19, 2019

    Authentication System Maintenance Thursday September 19 @9pm

    The single sign on authentication system will undergo urgent maintenance tonight September 19 at 9pm.

    The will affect new signons to all single sign on services for approximately 5 minutes. Already authenticated users and applications will generally not be affected.

    Wednesday, September 18, 2019

    LabStats Features Manhattan College on Homepage

    Check out Rich Musal, Director of Client Services & Operations, and Anita McCarthy, Training Manager, IT Services, discussing how LabStats helped Manhattan College make better, more informed budgeting decisions for their computer labs. 
    This interview is featured on the LabStats home page.

    Software usage data was used to accurately adjust the amounts of licenses being purchased. A request to make more open computer labs available to students was proved unnecessary when hardware usage data was presented to administration.

    IT Services uses the data from Labstats to support LabSeat. Which can be found on inside.manhattan.edu Quick Links (see image below.)  This  is a new web application that is installed on our lab computers.  These simple computer lab maps show computer availability in real time before you leave for the lab. This is especially useful during busier times such as midterms and finals week as students can choose where to study by how many computers are available.


    labseat icon


    Often times a lab is underutilized because students don’t know it exists. They flock to common areas like the library or student center, walking past smaller labs in department buildings or multi-use classroom labs. The data LabSeat provides solves this challenge.


    image from LabSeat showing computer lab availability in O'Malley Library

    For more details please review LabSeat: Find an Open Computer on Campus.

    Partially reposted from the LabStats home page.



    Thursday, September 12, 2019

    Wireless SSID Changes

    The Networking Department within IT Services has been working hard over the last two years to upgrade all of the wireless access points throughout the campus. This includes both dorm and academic spaces.

    The wireless upgrades were completed on Thursday, September 5, 2019. These new wireless access points are faster, more reliable, and much stronger than the previous wireless access points that were installed. Because of these vast improvements, ITS will be changing the wireless SSIDs that are currently being broadcasted throughout campus.

    Currently, Manhattan College community members have the option to connect to one of three wireless SSID networks: Jaspernet-legacy, Jaspernet, or Jaspernet5. Starting on Friday, September 20, 2019 at 6AM, the only wireless network that will be broadcasted will be Jaspernet.

    If your device is configured to automatically connect to Jaspernet-legacy or Jaspernet5, you will need to configure your device to automatically connect to Jaspernet instead. If your device was already configured to automatically connect to the Jaspernet wireless network, you will not need to make any changes.

    If you have any questions or need help connecting your device to Jaspernet wireless network, you can contact ITS at 718-862-7973 or via email at its@manhattan.edu.

    Schedule Meetings More Efficiently this semester with Google Calendar or Doodle

    Google Calendar Information:
    As part of our ongoing effort to spread knowledge about productive new Google Calendar Features, want to let our clients know they are able to be very efficient when using Google Calendar to schedule meetings.  

    The easiest way to access Google Calendar is to click on the Google Calendar app from your Google Apps launcher at the top right of your Google Desktop Home screen:

    picture of Google calendar icon in Google Apps launcher
    Click here for detailed instructions from the G Suite Learning Center Get Started with Calendar.
    The following instructions include how to quickly and easily schedule a meeting with a group of colleagues who are using Google Calendar:

    ** Be sure to explore the "Find a meeting time" section **
    If the other guests have shared their calendar with you, you can use the "Find a time" feature to schedule an event at a time that works for everyone. You can compare up to 20 schedules at one time.
    1. Create a new event, or open an existing event (you may need to click Edit event first).
    2. Click the Find a time tab. If the other guests' calendars are shared with you, you'll see their schedules.
    3. Find a time. Use the arrows at the top to navigate between days.
    4. Once you've found a time, click the area within the calendar grid. The time will update at the top of the page.
    5. Click Save.
    Note: You can only edit the event if you created the event yourself, or if the event organizer gave guests permission to modify the event.
    All-day events: All-day events are shown at the top of the calendar grid. If a guest has an all-day event, they will appear available in the "Find a time" tab unless their event is set to show as "Busy." To schedule an all-day event, click the Week button and then click the area at the top of a day column.

    jpeg spelling out "Doodle"

    Doodle: Another Excellent Scheduling App
    Great idea to use as an alternative to Google Calendar


    What is Doodle?

    Doodle is an online scheduling tool that can be used quickly and easily to find a date and time to meet with multiple people.  First you suggest dates and times for your event participants to choose from, then Doodle creates a polling calendar that can be sent to participants for feedback.  As each participant selects the dates and times from the polling calendar that he or she is free, Doodle aggregates the responses and tells you which option works best for everyone.
    Getting everyone on the same page is hard enough with just five other coworkers, let alone fifty new volunteers you may have never met.  Doodle can be a valuable tool for coordinating a large event like volunteer training as well as a small event like a monthly meeting with the board.


    Doodle in Action

    Part of Doodle’s appeal is that it’s so easy to use.  The site walks you through the four steps of creating a polling calendar:
    1. Schedule an Event
    2. Propose Times
    3. Choose Settings
    4. Invite Participants


    Each step of the way there are options to make the whole process easier for you and the people you’re trying to meet with.
    1. Schedule an Event
    The first step in scheduling an event with Doodle is to fill out a simple form with the title, location, and description of the event.  This information will be visible on the poll, letting participants know exactly what the event is.  On this page you will also enter your name as administrator and your e-mail address so that you can receive the link to view, update, or edit the poll.
    Notable Features:
    • Easy Directions: The location automatically links to Google Maps, making getting directions a breeze.
    • Your Own Doodle Account: Although you are free to use the site without creating an account, signing in makes checking up on your scheduling polls a lot easier (especially if you have several out at a time).
    2. Propose Times
    The next screen asks you to choose days and times that you are considering for the event.
    Calendar offering a prompt of available dates
    Notable Features:
    • Time-Zone Support: If you’re scheduling an online event, such as a Twitter chat or a video conference, you can enable time-zone support to keep participants across the country or across the world on the same page.
    3. Choose Settings
    In this third step, Doodle offers some options so that you can modify the basic poll to suit your specific needs.  These customizable settings allow you to tailor your Doodle scheduling poll to each event.  Among other things, you can use these different settings to transform your scheduling poll into a registration sheet, or to offer extra options to your event participants such as greater privacy.
    Notable Features:
    • Yes-No-If need be Poll: In a basic poll, the people you invite can only respond “Yes” or “No.”  This option adds a third possible response, “If need be,” to give you more detailed information on participants’ availability and flexibility.
    • Hidden Poll: Perhaps you are looking to schedule times to meet with donors.  This option allows you to keep each donor’s schedule and availability confidential from the other donors.
    • Limit Number of Participants per Option: For example, setting the group limit to ten people per time slot would be handy if you are looking to conduct feedback meetings with past volunteers.  Once a timeslot has ten names, it will stop being shown as an option.
    • Participant Can Only Choose One Option: This option coupled with limiting the number of participants per option turns the poll into a registration sheet, allowing each participant to sign up for a timeslot on a first-come-first-served basis.
    4. Invite Participants
    The final step is to send out the invitations.  Doodle has three methods of delivering your poll to participants: email, Facebook, and Twitter.
    For smaller or internal meetings, email is the way to go.  But if you are putting together a larger event, like a cookout to thank your volunteers, then a social media platform might be a better choice.  By posting the Doodle poll link on Facebook or Twitter, you can simultaneously advertise your event and find a good day for it.
    Notable Features:
    Import Contacts: Link your Doodle account to your email account to easily import the email addresses of the participants you’re interested in inviting.
    The Poll
    For the people you have invited, the finished basic poll will look something like this:
    calendar showing availability
    The people that you invite will enter their name or an ID number in the field that says “Your name” and check the boxes in the time slots when they are free.  In the image above, the best time to meet would clearly be Monday at 1:00pm.
    Notable Features:
    • Load Your Calendar: If you do open a Doodle account, you can sync your Google, Outlook, or iCal calendar to Doodle.  This lets you avoid switching between calendars, making it easier to respond quickly to scheduling requests.
    • Comments: There is even a comment section at the bottom of the poll where participants can note dates that they would prefer over others or ask questions about the event.
    • Different Viewing Options: The image shown above is the table view, which allows your participants to see which dates and times are popular.  There’s also an option to look at the schedule on a calendar view, shown below.  The calendar view is helpful if you have loaded your own calendar to Doodle for comparison.

    Reach out to IT Services with any questions: