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GOOGLE SUITE

We are pleased to announce that DIT has moved its platform to Google Apps for Education.

Calendar | Classroom | Contacts | Drive | Docs | Email | Forms | Google + | Hangouts | Scholar | Sheets | Slides | Security

  • A robust and innovative set of features including Email, Drive, Hangouts, Calendar, Classroom and much more
  • The ability to access services from any Internet-connected device
  • Unlimited email and drive storage capacity
  • Enhanced opportunity for collaboration with cloud sharing documents, surveys and scholarly research capabilities

The easiest way is to use the myDIT Portal which is available from anywhere on the Internet. To log in, simply use your assigned username (usually your staff or student number) with your password. Passwords can be managed through MyPassword.

Certain apps such as email, calendar and contacts can also be configured to work with a variety of devices and clients. To find out about how to configure your device and client to work with Google Apps please see that app's specific page for instructions.

Other apps such as docs, sheets, slides, and drive allow for file sharing both internally across the DIT network and externally to the global research community. To learn more about file sharing please see that app's specific page for tutorial training materials.

If you encounter difficulties accessing myDIT Portal, please contact the Service Desk.

CALENDAR

Calendar is an app designed to help you manage your time and keep track of important events. With your Google Calendar you can:

  • Set up multiple calendars and task list
  • Sync calendars and task lists to offline programs (such as iCal and outlook) or your mobile devices
  • Set reminders so you never miss anything important
  • Share calendars, task lists and events with others
  • Add discussion items, documents and other files to your event
  • Instantly notify guests of any changes to an event, including start time and location

 

Like all DIT Apps for Education, your Calendar is managed through your Gmail account. The easiest way is to use the myDIT Portal, which is available from anywhere on the internet. To log in simply use your assigned username (usually your staff or student number) with your password. Passwords can be managed through MyPassword. If you encounter difficulties accessing or operating your account, please contact the Service Desk

Using Calendars is intuitive and easy. You can customise your colours, labels, timezone and notifications by clicking in preferences.

To add an event in Calendar simply click the "Create" button and add your event's details.

  • On the Event Details page you can invite guests by adding their email addresses.
  • Location details such as site names and room numbers can also be included in your Event Details.
  • Reoccurring events (such as a monthly meeting) can automatically be scheduled by checking the "Repeat" box.
  • Reminders can be set in the Notifications section.

You can track schedules and manage projects by sharing a Team Calendar. To create a new Team Calendar:

  1. Click Create New Calendar.
  2. Give your calendar a name and a clear description so your team knows the purpose of this calendar.
  3. Check the "Share this calendar with others" box
  4. Choose "Share it with everyone in DIT".
  5. Enter individual email addresses of the people who you want to collaborate, modify, or manage the calendar. You can also set each individual's permission levels.
  6. Once you're satisfied with your settings, click Create calendar. Collaborators will be notified once the calendar has been successfully added.

Staying on top of your to-do list is made simple by using the Tasks feature of your Calendar. Tasks can also be synced to your Gmail and mobile devices. To add a new task to the Tasks plane, simply click the + and type your task's details, then hit the enter key on your keyboard. Tick the box when your task is completed to cross it off the list.

CLASSROOM

Classroom is a free web-based platform that integrates your DIT Google Apps for Education account with all your Google Apps services, including Google Docs, Email and Calendar. It’s designed to save you time and paper.

Classroom also creates Drive folders for each assignment and for each class to help keep everyone organized. Teachers can attach material from their Drive folders to assignments, and students can attach files from their Drive folders to submitted coursework. With a simple click, Students can begin working on an assignment in the Drive, and see when a something is due on the Calendar. Teachers can easily monitor who has or hasn't completed the work and provide direct real-time feedback and grades.

Best of all, any files submitted as part of an assignment are automatically stored in Google Drive for Teachers to access 24/7, 365 days a year.

CONTACTS

Contact Manager

Contact Manager is an online address book that gives you easy access to the people you want to reach. All of your email contacts are automatically stored here.

To access your contact manager:

  • Log into you email account (the easiest way is to use the myDIT Portal)
  • Click the Gmail icon in the top left corner of the page
  • Select Contacts

Once you have successfully logged into your contact manager, you can view, edit, search and sort your contacts.

Making changes to your contact list is as simple as clicking the pencil icon next to your contact's name. You can also choose to arrange your contacts in groups or mailing lists using the sort plane. If you use Google+ with your DIT account, your contacts can also be sorted using Google+ Circles.

Contacts can be used with offline contact management software, such as Outlook or Apple Address Book.

To Import contacts:

  1. Format your contacts as a CSV file. Most often this is done by simply asking your program to save your contacts to a file. You can also do this manually with Excel
  2. In your Contacts Manager, choose More, then Import
  3. Select your CSV file that you want to upload
  4. Click Import. Your Contacts Manager will upload up to 3000 contacts at once.

 

To Export contacts:

  1. Open your Contacts Manager through your email account
  2. Choose More, then Export
  3. Choose if you want to export all contacts or select individuals
  4. Choose the format you want to export (CVS or vCard)
  5. Click export, and choose the location where you want the file to save on your desktop

DRIVE

Google Drive is cloud based storage that is linked to your DIT email account. With Drive, you can store and share documents, photos, videos or even create new files with Docs, Sheets, Slides and other Google Apps for Education. Best of all, your Drive has unlimited storage and can be accessed from your desktop, online or on mobile (android/iOS).

 

Using your Drive is quick and easy. Visit drive.google.com, and log in using your assigned username and password. This is the same username and password associated with your emailaccount. Passwords can be managed through MyPassword. If you experience problems logging into your email or Drive, please contact the Service Desk

Uploading files can be done via one of 3 methods:

  1. If you're using the latest versions of Chrome or Firefox, you can simply drag a folder from your desktop into Google Drive.
    • You can also click to create new folders and drag files directly into folders or subfolders to keep your Drive organised.
  2. To manually upload files using other browsers, click the "New" box, select your file(s), and click upload. Multiple files can be selected by holding the Ctrl (PC) or Command (Mac) key.
  3. Mobile devices can both manually upload files or scan new documents using the Drive Scan Widget.

Files stored on your Drive can be manually downloaded using the web interface, or you may choose to sync your entire Drive to your computer for offline access. To sync your Drive with your computer, you must first download and install Google Drive. After you have installed the program, a folder will be designated on your computer as your Google Drive. Inside this folder you will find all your files, folders, and documents that you have already stored on your Drive. If you add new files or folders to your Drive folder, they will be automatically synced to your online storage, which means you will be able to access these files from anywhere with an Internet connection.

Large files stored in your Drive can be attached directly to email through the Gmail platform by clicking the Drive icon at the bottom of the compose window. Recipients can choose to download the file or to view the file through their own Drive.

Drive also allows for collaboration through shared files and folders. By default, all files in your Drive are set to private until you decide to share them. By adjusting the privacy settings on a file or folder, you can quickly invite others to view, comment or edit your work.

 

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DOCS

DOCS

Google Docs is an online word processing program similar to Microsoft Word and Text Editor that allows for real time collaborative work with multiple users. Best of all, any doc is automatically saved into your Drive, which means you have access to all your docs from anywhere with an Internet connection.

You can start a New Doc by either uploading an existing Word Document or clicking "New Doc" in the Docs portion of your Drive. You can use Docs anywhere with an Internet connection, including desktops, laptops and mobile platforms (Android/iOS).

 

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With Docs you can:

  • Easily add formatting to your documents by adjusting margins, spacing, fonts and colors or choosing one of the built in templates
  • Invite other people to collaborate on a document with you, giving them edit, comment or view access
  • Collaborate online in real time and chat with other collaborators from inside the document
  • Download a Doc to your desktop and choose to save as a Word, OpenOffice, RTF, PDF, HTML or zip file
  • Translate a document to different languages
  • Email your documents to other people as Drive attachments

 

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EMAIL

We are pleased to announce that DIT has moved its staff email platform to Google Apps for Education.

With Google Apps for Education, we will gain the benefits of:

  • The ability to access email and other services from any Internet-connected computer
  • Unlimited storage capacity (the last mail system allows you 1GB of storage capacity)
  • Collaboration opportunities will be enhanced as staff and students will share the same platform

The email service will continue to operate on all devices and clients (i.e. Outlook)

 

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The easiest way is to use the myDIT Portal which is available from anywhere on the Internet. To log in simply use your assigned username (usually your staff or student number) with your password. Passwords can be managed through MyPassword.

Email can also be configured to work with a variety of devices and clients. To configure your email client to work with Google Apps follow the steps listed below for your device.

Android Mobile Device

Apple Mail (OSX or iPhone)

Entourage

Outlook Mac / PC 2007 , 2010 ,2013

Thunderbird (Mac /PC)

Windows Phone

If you encounter difficulties accessing or operating your email account please contact the Service Desk

 

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FORMS

Google Forms is an online survey generator that allows for real time collaborative work with multiple users. You can make a research survey or poll, give students a quiz, plan meetings and events or collect other information in an easy, streamlined way. Best of all, any Form is automatically saved into your Drive, which means you have access to all your Forms from anywhere with an Internet connection, and any data collected in your Form can be easily shared between Docs, Sheets, and Slides

You can start a New Form by clicking the plus button in the Forms portion of your Drive or link from an existing Sheets document. You can use one of the preformatted templates or design your own custom Form. Forms and any collected data can be accessed anywhere with an Internet connection, including desktops, laptops and mobile platforms (Android/iOS).

Once you've created your new Form, add your questions and choose your response formats. You can add videos, images, and other linked content if necessary. When you've finished editing your Form, share it with your collaborators by inviting Contacts or circulating a private link.

 

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Responses to your Form are automatically captured and stored for you to view at any time. You can analyze your data by:

Clicking the responses tab in your form

Clicking the + to automatically send your responses to a Sheet

 

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GOOGLE+

Google+ is an online social network that is automatically generated along with your DIT Gmail account. Google+ allows for student collaboration through Circles, blended learning using Hangouts, project research with Sparks and Scholar and easier student-lecturer relations through targeted photo-sharing, updates and messaging.

Your Google+ account is linked to your DIT email account. To launch Google+, simply click the link from your Gmail account, and choose your contacts to add by clicking the People tab. You can organise your contacts into groups called Circles.

 

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Your Google+ account enables you to:

  • Share events, information, posts, photos, Docs, Sheets, Forms and Slides privately to specific Circles
  • Ask questions and get feedback from your Circle
  • Link Hangouts to your Circles to hold group chat sessions
  • Link Hangouts to a Doc for a collaborative work session
  • Build a page specifically for your Course or Module to share materials and work collaboratively
  • Use Stream to give feedback and share ideas in real time
  • Share career profiles and job listings, including linking to DIT alumni
  • Take your classroom on the go with Google+ mobile app (Android/iOS)
  • Set up meetings and events, both real world and virtually

Google+ FAQs

 

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HANGOUTS

Hangouts is an online voice and video chat network that is automatically generated along with your DIT Gmail account.

Hangouts allows for student collaboration through text messages, voice and video calls, and shared photos, files, and documents. Hangouts are automatically synced across any device logged into your DIT Gmail account, which means you can start a Hangout on your computer and easily continue on another device, such as your phone or tablet device. You can also use Hangouts in collaboration with your Google+ or Classrooms

Your Hangouts account is linked to your DIT Gmail account, and it's automatically turned on for text chatting when you log in. To enable voice and video chat, you will need to enable access to your computer's webcam and microphone.

 

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You can use your Hangouts account to:

  • Send Hangouts conversation with one person only or have a group chat with several people
  • Make video calls with one person only or with several people
  • Make phone calls
  • Send text messages
  • Share photos, documents, locations and stickers

Hangouts FAQs

 

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SCHOLAR

Scholar is a simple tool to broadly search for scholarly literature. You can search across multiple disciplines and sources to find relevant work across the world of scholarly research. Sources include articles, theses, books, abstracts and court opinions that are taken from academic publishers, professional societies, online repositories and universities available to the web.

Scholar allows users to:

  • Search all scholarly literature from one convenient place
  • Explore related works, citations, authors and publications
  • Locate the complete document through your library or on the web
  • Keep up with recent developments in any area of research
  • Check who's citing your publications, create a public author profile

 

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Finding recent papers

Your search results are normally sorted by relevance, not by date. To find newer articles, try the following options in the left sidebar:

  1. Click "Since Year" to show only recently published papers, sorted by relevance
  2. Click "Sort by date" to show just the new additions, sorted by date
  3. Click the envelope icon to have new results periodically delivered by email

 

Locating the full text of an article

Abstracts are freely available for most of the articles. Reading the entire article may require a subscription in some circumstances. If you need a full text version, but do not have a subscription, here are a few things to try:

  1. Click a library link to the right of the search result
  2. Click a link labelled [PDF] to the right of the search result
  3. Click "All versions" under the search result and check out the alternative sources
  4. Click "Related articles" or "Cited by" under the search result to explore similar articles

 

Getting better answers

  • If you're new to the subject, it may be helpful to pick up the terminology from secondary sources.
  • If the search results are too specific for your needs, check out what they're citing in their "References" sections. Referenced works are often more general in nature.
  • Similarly, if the search results are too basic for you, click "Cited by" to see newer papers that referenced them. These newer papers will often be more specific.
  • Explore! Click "Related articles" or "Cited by" to see closely related work, or search for author's name and see what else they have written.
  • Set up a custom library or autosearch alert to stay on top of your research

 

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SHEETS

Google Sheets is an online spreadsheet program similar to Microsoft Excel that allows for real time collaborative work with multiple users. Sheets are automatically saved into your Drive, which means you have access to all your Sheets from anywhere with an Internet connection.

You can start a New Sheet by either uploading an existing spreadsheet document or clicking "New Sheet" in the Sheets portion of your Drive. You can use Sheets on most devices, including desktops, laptops, and mobile platforms (Android/iOS).

 

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With Sheets you can:

  • Easily add formatting to your documents by adjusting margins, spacing, fonts and colours or choosing one of the built in templates
  • Invite other people to collaborate on a document with you, giving them edit, comment or view access
  • Collaborate online in real time and chat with other collaborators from inside the document using Hangouts
  • Track a project and manage deadlines by linking a Sheet to your Calendar
  • Download a Sheet to your desktop and choose to save as a Excel, OpenOffice, RTF, PDF, HTML or zip file
  • Email your Sheet to other people as Drive attachments

 

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SLIDES

Google Slides is an online presentation slide building program similar to Microsoft PowerPoint and Apple Keynote that allows for real time collaborative work with multiple users. Slides are automatically saved into your Drive, which means you have access to all your Slides from any device anywhere with an Internet connection.

You can start a New Slides document by either uploading an existing .pptx or .keynote file or clicking "New Slide" in the Docs portion of your Drive. You can use Slides on any device, including desktops, laptops, and mobile platforms (Android/iOS).

 

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With Slides you can:

  • Easily add formatting to your documents by adjusting margins, spacing, fonts and colours or choosing one of the built in templates
  • Invite other people to collaborate on a presentation with you, giving them edit, comment or view access
  • Collaborate online in real time and chat with other collaborators from inside the document using Hangouts
  • Download a Slides presentation to your desktop and choose to save as a Powerpoint, Keynote, OpenOffice, PDF, HTML or zip file
  • Present a Slides presentation online without needing any other program
  • Present a Slides presentation in a video chat to one or more Contacts via Hangouts
  • Email your documents to other people as Drive attachments

 

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SECURITY

Organisations are increasingly moving services to the Cloud, including no-fee cloud email services. In cloud computing the overall service to users remains the same, but the service is hosted and the data is stored outside the Institute. These new services brings many advantages for both Staff and Students, including savings in terms of infrastructure and support. Most importantly, making the switch enables us to avail of the latest technology without the high costs of replacing the existing ageing systems.

Peace of Mind

ICT Services would like to assure colleagues that security and privacy of data are of the utmost concern.  All matters relating to security, privacy and data protection are covered by the Google Apps for Education agreement. Here are a number of key points to note:

  • Facilities and data transfer: All facilities used to store and process Customer Data will adhere to reasonable security standards no less protective than the security standards at facilities where Google stores and processes its own information of a similar type.
  • Privacy of personal data: In respect of the personal data of end users as per contract, Google shall take and implement appropriate technical and organisational measures to protect personal data against unlawful destruction or accidental loss, alteration, unauthorised disclosure or access. Google will provide the services and process user’s personal data in accordance with the Google Privacy Policies
  • Emergency security issues: If there is an emergency security issue, then Google may automatically suspend the applicable user account.
  • Intellectual property rights: Users own all intellectual property rights in customer data, and Google owns all intellectual property rights in the services.

 

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