Google Apps at VCU
G Suite at VCU allows faculty and staff to take advantage of Google’s cloud-based services. G Suite allows faculty and staff easy collaboration via email, chat, video conferences, social media, real-time document collaborations and more, all while maintaining their “eID”@vcu.edu email address.
Google's Gmail application has some powerful features. With an unlimited amount of space, you can forget about quotas.
- Get started with Gmail
- Sending, replying, and other Gmail basics
- Create your signature
- Add an image to your signature
- Create groups and mailing lists
- Whitelist a sender or domain
- Send encrypted mail
- Set Gmail as the default Mail Handler
- Whitelist a sender or domain
- Show or Hide Labels in Gmail
- Forward email to another email account
- Create canned response/stationery
Tips & Tricks
- How to Export and Import a Calendar
- Add a Room/Resource to My Calendar list
- Request a Resource Calendar
- Events with video calls
Tips & Tricks
Team Drives are available beginning January 22, 2018, upon request, for users in the VCU Faculty/Staff domain. A Team Drive can be used for projects, committees, departments, or other team-related purposes.
Before you request a Team Drive
View a short walk through here.
Please consider the following:
- A Team Drive is owned by the domain (VCU) rather than an individual.
- A Team Drive request must initially identify a Team Drive primary and secondary "manager." Only the primary manager will be given special migration permissions for a limited two week period. The special migration permissions will give the primary manager the ability to migrate entire folder structures to the new Team Drive.
- The managers can add new members or groups, and correctly manage files and folders (creating, deleting).
- The managers can add other managers. We recommend maintaining two managers in each Team Drive at all times.
- Folders and documents stored on a Team Drive can be accessed by all members of that Team Drive.
- Folder permissions currently are granted at the Team level. This will change in the future, but this limitation currently exists.
- Individual file permissions can be different for non-team individuals, but folder permissions cannot.
- For more efficient management of your Team Drive, Collaboration Services recommends creating a Google Group for your team members, if you do not already have one. Please submit requests for Google Groups separately by submitting this Service Desk ticket.
- Users outside of the VCU domain can also be members of a Team Drive.
- VCU may modify Team Drive settings for compliance purposes.
- While Team Drives can be used to store most sensitive, confidential and regulated information, individuals using VCU Team Drives must be very careful with the sharing of information. When in doubt, please consult with VCU Information Security Office for more details on the use of Google Drive. For more information, please visit the VCU DMS (Data Management System) website.
If you're still not sure a Team Drive will meet your needs, you can request a consultation with a Google expert. Go to appointlet.vcu.edu to request a Google Apps Team Drive session.
Here is a list of things to do to prepare for your Team Drive
|1||Make a list of what you need/want a Team Drive to solve.||Compare your list with the information from this page and the links to Google's pages.||Verify a Team Drive will meet your needs|
|2||Create a process for moving files to Team Drive||Knowing why and when a file should be stored in a Team Drive will increase productivity.||Reduce clutter and Team Drive maintenance|
|3||Make a list of users and roles.||Knowing who is going to do what on a Team Drive and have everyone on board.||Smooth deployment|
|4||Assess how files are currently stored.||
Assess the number of files stored in Drive and other locations.
If Drive isn't used, determine how files are currently shared and how they'll be shared on the Team Drive.
|Understand the current state and transition needs|
|5||Identify content that will be migrated.||
Work with team members to decide what content should be migrated in the limited two week period. Folders and folder structures can only be migrated in this two week period. Files may be moved anytime.
Naming Your Team Drive
VCU Team Drives will follow a standard naming convention. Each Team Drive will start with the "Banner Department Code" - "Department Name" - then an approved project/suggested name.
Team Drives should not be renamed - please contact Dr. Gee or submit a Service Desk ticket to request a change.
The following examples are for reference only and may not be actual Team Drives.
|Banner department codes||Department||Project/Study/Organization||Team Drive Name|
|TS (Technology Services)||Collaboration Services||TS-Collaboration Services|
|AH (Allied Health)||Center On Aging||Growing old in America||AH-Center On Aging-Growing old in America|
Additional Drive information
For more about Team Drive, visit the following sites:
- Get Started with Team Drive
- Manage Team Drives
- Share Files with Team Drives
- User Access Permissions
- Known Issues with Team Drive
- Team Drive: Walk Through
Access, organize and share all your files from any device, anywhere. Enjoy unlimited storage with your VCU apps account.
Tips & Tricks
- Sharing between Faculty/Staff & Students
- Drive Tips & Tricks
- Search the Google Drive Help Center
- Google Form and Permissions Settings for VCU
With Google Drive File Stream, you stream your Drive files directly from the cloud to your Mac or PC, freeing up disk space and network bandwidth. Because Drive files are stored in the cloud, any changes you or your collaborators make are automatically updated everywhere. You’ll always have the latest version.
Go to Google Drive File Stream for more information.
A Google Group is an online environment for discussing items related to a specific subject, such as Google Training or Committee XYZ . Members are added to the group by the owner of the group and the group will be assigned a specific email address. A group can contain multiple topics. Topics are different discussions related to the group's subject. Topics in a group about Google Training might be “What content show we include in a workshop?” or “Post topics for Monday's meeting.” Topics can contain multiple posts. Posts are replies from readers to the topic.
Google Groups allows you to have online and email groups. Here are some things you can do with Google Groups:
- Engage in discussions about a specific subject.
- Create a question and answer staff support group for a project.
- Organize meetings or conferences among members of a group.
- Read group posts through email (everyone) and/or the online interface (VCU domain @vcu.edu only).
There are two types of Google Groups user roles: participants and administrators. Participants subscribe to groups and participate in group discussions. Administrators create new groups and manage group members, discussions, and other settings. A role's permissions determines what a user can do within a group.
To request a Google Group be created for your group, contact DrGee@vcu.edu.
Please note: Google Groups are different than groups created in your personal Contacts. Learn how to create a Contact group here.
Hangouts is a way to communicate instantly no matter what device you’re on. Whether you’re using a computer, an Android, or iOS device, you can access conversations in one place. Turn any Hangout into a live video call with up to 25 people or simply choose a contact to start a phone call.
With Hangouts, you can always connect with others, even from your computer. And your conversations are always synced so it’s easy to pick up right where you left off.
Hangouts transitions effortlessly between desktop and mobile (Android and iOS) so you can start a Hangout on your computer, and continue it on the go!
Hangouts Meet is a new video meeting option from Google that makes scheduling and joining a meeting easier. Whether you’re using a computer, an Android, or iOS device, you can access meetings in one place. Meet supports up to 25 people at once.Note: Dial in from a phone is not available for VCU
With Hangouts Meet, you don’t need to schedule a meeting, just go to meet.google.com to start a new meeting or join a scheduled meeting.
Hangouts Meet is available for mobile devices (Android and iOS) so you can meet on the go! Download and install Google Meet from the play store or the app store.
With Google Sites, you and your team can easily build and publish internal web sites. Use a WYSIWYG editor or work directly with HTML. You can even embed Google calendars and other gadgets on your site!
Getting started with Sites
Create a site, add and edit pages, and share your site with others.
Web Standards & Guidelines
The standards apply to all websites on all VCU web servers and other domains that include VCU branding into their site. Sites created in the VCU Google domain contain /vcu.edu/ and must adhere to VCU standards and guidelines.
Google Sites Help Center
Go to the Help Center for more instructions on using Google Sites.
Create, share, and work together on notes and lists. Make to-do lists, transcribe voice memos, take photos as reminders, and more.
In the G Suite Learning Center, your will find easy to follow steps that walk you through how to use Keep, tips, FAQs and a cheat sheet you can print off for easy reference while you are getting familiar with Keep.
Google Keep Help Center
Go to the Help Center for more instructions on using Google Keep.
Learn how to use Google Keep on the computer, Android, iOS devices and the Chrome extension. Create and edit notes and lists, organize, search your notes and lists. Set reminders that will show in your calendar and troubleshooting issues.
Google Classroom is on for the university more as a teaching tool for the School of Education and their students who will be or are teaching at K-12's. Classroom can be used by the rest of the university, but we provide very limited support. Student data and grading information should not be stored in Classroom. Classroom is covered under our agreement with Google for data security, but this does not cover any third party add-ons. We recommend using Blackboard as this is the university supported course management system. If you have questions about Blackboard and the features that might be useful to you in your course, you can contact the Learning Systems team (consultLS@vcu.edu). They have multiple ways to get support. Please see their site for other ways to contact them. http://learningsystems.vcu.edu/
Getting started with Classroom
Welcome to your first day of Classroom. You will find information on the basics, tips, and tricks as well as guides.
Google Classroom Help Center
Go to the Help Center for more instructions on using Google Classroom.