Google

For these tools, IT provides support, documentation, and training materials.

• Calendar
• Docs / Sheets / Slides
• Drive (including Google Drive File Stream)
• Forms
• Gmail
• Google Chrome Sync
• Google Takeout
• Keep
• Sites
• Tasks

You may still use these tools if they appear in your waffle menu, but the IT Service Desk cannot offer troubleshooting. For these, users must rely on Google's online help forums.

• Blogger

• Feedburner

• Fusion Tables

• Google Analytics

• Google Alerts

• Google Bookmarks

• Google Books

• Google Earth

• Google Groups

• Google Hangouts

• Google Maps

• Google My Maps

• Google Photos

• Google Play

• Google Public Data

• Google Search Console

• Google Translator Toolkit

• Google Trips

• Location History

• Scholar Profiles

• Shared Drives (collaborative feature of Drive)

• Tour Creator

• Web & App Activity

• YouTube
  
  Please note that any individual who elects to use the YouTube application within Montclair State’s Google domain is implicitly accepting Google’s Terms of Service for YouTube. Please read the full Terms of Service for YouTube.

Notes

• Faculty/Staff Exception: Non-supported or Marketplace apps can be officially requested by faculty/staff via a ServiceNow (SNOW) ticket or by calling the Service Desk. Any fees associated with these apps are the responsibility of the requester or their department.
• YouTube Policy: Anyone using YouTube within the Montclair domain implicitly accepts Google’s YouTube Terms of Service.

• How large is my email quota? Google Apps for Education provides unlimited email quotas.
• Will there be ads in my Montclair State Google Mail account? No. There are no advertisements in Montclair State Google Mail accounts.
• Does Google provide SPAM protection for my account? Yes. As one of the largest email handlers in the world, Google has some of the best SPAM heuristics in the industry. Note: You must use Google Mail’s web interface to interact with or adjust your SPAM controls.
• Will I be able to keep my Montclair State Google Mail account if I separate from the University? No. You cannot keep your account if you separate from the University. Only Emeritus Faculty approved by the Provost are permitted to retain their email accounts at this time.
• Shared/Departmental Inboxes: You can request or manage departmental or shared email accounts through the Generic Email Account Center.

Some of my emails contain confidential material. How will you maintain email privacy? Google maintains Privacy Policies for each of its applications. For a complete list and access to each of these policies, please visit Google’s Privacy Center. However, per the University’s Data Classification & Handling Policy, sensitive or highly confidential information should NEVER be sent through unencrypted email.

• What if I want to use another IMAP email client like Outlook? Or a mobile client other than Google’s? Refer to Google's online master guide to Use IMAP with Mobile Devices for the proper IMAP and SMTP configurations to use with desktop email clients or non-Google (3rd party) mobile email apps.
  • Note: For faculty/staff, only IT-approved IMAP clients may be installed on secure, university-managed computers.
• Native Apps: You can sign in using the official Gmail app on mobile devices. Follow the official setup instructions to Sign in to Gmail on your iPhone or iPad or to Sign in to Gmail on your Android Device.

• Are there training resources available for Google Apps for Education? The Office for Faculty Excellence (OFE) offers free, on-campus training workshops for Google Drive for faculty. Registration is available through the OFE Training and Registration page.
• Where can I get more help with using Google Mail? If you are new to the layout, check out the IT division's downloadable Gmail Basics PDF Guide to learn about composing, labels, and setting up signatures.
• For advanced personalization, filters, and configuration adjustments, refer to the Advanced Gmail Settings help center or the Gmail Help Center. IT supported users may also contact the IT Service Desk at 973-655-7971 for additional assistance.

Review the formal university guidelines via the Google Drive Usage Guidelines and Support Agreement and check security constraints regarding Using Google Drive with Sensitive Data.

Google Drive File Stream is a desktop application that lets you access and work on files within your Google Drive right from your computer’s file browser (File Explorer on PC, Finder on Mac). Your files are stored in the cloud rather than your hard drive, and changes sync automatically without downloading and re-uploading.

Follow the official instructions to Install Google Drive File Stream for your Mac/PC to seamlessly Sync Files and Folders.

Learn how to securely Share with Members of Montclair State University.

• Learn how to Create and rename documents and Edit and format a document.
• Review document versions using See the history of changes made to a file or push information live using Publish your document.
• Keep your environments unified: Sign in to multiple accounts in Docs & Drive.

• Get started online to Create and rename documents and Edit and format a spreadsheet.
• Build out spreadsheets, presentations, and large datasets from outside resources: Import datasets and spreadsheets.
• Work on the go: Create and edit spreadsheets on your mobile devices.

• Learn how to Create and rename documents and Format text on a slide.
• Manage look and layout: Edit master slides and layouts or Add, delete & organize slides.
• Access anywhere: Use Slides on your iPhone, iPad or Android.
• Audience accessibility: Learn how to Present live automatic captions with Slides.

• Build your forms: Create a survey using Google Forms and learn how to Add and edit questions.
• Manage collection data: Choose a form response destination.
• Distribution: Send your form to respondents and Share your form with collaborators.

• Step-by-step tutorial: Review the Beginner’s Guide to Creating a Google Site or download the full Google-Sites Guide.
• Design structural rules: Change your site’s layout and learn to Add and modify pages within a site.
• App integration: Learn how to Insert Docs, Calendars, and other gadgets.
• Privacy management: Control access to your site to manage internal university users vs public visitors.

• How to Access: Navigate to calendar.google.com and sign in using your full NetID@montclair.edu email and password.
• Mobile Device Setup: Keep your schedule updated on the go by following the guide to Sync Calendar with a Phone or Tablet.
• Account Issues: If you encounter error loops while logging in alongside a personal email profile, follow the Recommended Procedure for Resolving Google Account Conflict.

• Who can see my calendar? By default, your Montclair State calendar is set to "See only free/busy (hide details)" for all university employees. This allows colleagues to check your general availability for event proposals while keeping your specific meeting topics hidden.
  • Note: Disabling this minimum default setting will prevent others from seeing if you are free when they build invitations.
• Where to find privacy defaults: Click the drop-down arrow next to your Montclair State calendar name on the left sidebar and select Share this Calendar.
• How to share details with specific people: Click the drop-down arrow next to the desired calendar, select Share this Calendar, and type your colleague's NetID under the Share with specific people field.
• Personal Sub-Calendars: You can build separate personal calendars by clicking Add under the My Calendars sidebar menu. (To request a shared institutional calendar for rooms or equipment, reference the Resource section below).

• Checking Guest Availability: To check if colleagues are free before finalizing a meeting time, create an event window, add your guests, and click the Find a Time tab to cross-reference everyone's schedules side-by-side.
• Creating All-Day Banners: To display an unbroken colored event bar at the top of your calendar day grid, check the All day checkbox right under the event title. Ensure your Show me as status button is toggled to Available if you want to keep that block open for invitations.
• Recurring Entries: Set up repeating appointments by opening the event creation window and utilizing the Repeat drop-down configurations.
• Tracking Invitations: If your notification parameters are turned on, you will receive an email for every new calendar invitation. The appointment will simultaneously populate your calendar with a question mark (?) until you accept or decline.

• What is a resource calendar? These are specialized tracking calendars used exclusively to book physical university locations (rooms), shared assets (departmental equipment), or manage collaborative project milestones.
• How to request a new resource: Faculty and staff cannot create resource profiles manually. You must contact the IT Service Desk directly to provision a new shared tracking calendar.
• Managing Custodian Rights: Assigned resource managers can find advanced administrative checklists by reading the Overview for Resource Calendar Custodians.
• Adding Student Assistants: If a student worker needs modification access to a departmental space or asset calendar, the primary account custodian can grant them permissions via the Google Resource Calendar Center (GRCC). Once added through the center portal, the student will see the shared calendar display automatically in their view.