As of Thursday, Dec 22, 2016, existing (or new) CGXchange users can login via any one of these links:
ü Google Docs/Drive: http://docs.cgxchange.org
ü Google Sites? http://sites.cgxchange.org
ü Google Groups? http://groups.cgxchange.org
ü Google Calendar? http://calendar.cgxchange.org
Using the normal Google authentication method with your full CGXchange address (e.g.: email@example.com) on the Google login screen, and enter your current or last known CGIAR password. The password that Google has stored, is the password you had entered the last time you logged in to CGXchange.
Given your CGIAR password will no longer be connected automatically to CGXchange, it is recommended to set up a recovery mobile phone number starting any time now, so that if you forget your password or are locked out after Dec 22, you will be able to reset it yourself. Once logged in to CGXchange, please follow these instructions to set up a recovery phone number. Note: the recovery email has already been setup for you, i.e.: your @cgiar.org email address.
More instructions to login can be found here: http://www.cgxchange.org/home/sign-in
Export your data: It is recommended that you export your data using a tool provided by Google called: Google Takeout.
Google Takeout allows you to download a copy of your data stored within Google products. Follow the step below to export your CGXchange account data:
*If you plan to import your data into another Google account, use the default format options.
Please note that Google Takeout does not support all applications. For a list of supported applications, please visit the Google Takeout website.
Migrate between Google Suite accounts
You can also find more information on how to Migrate data between your Google Suite accounts (Gmail or Google Apps and viceversa) via this link on the Google support site.
As a side note, if you are leaving the organization, it is also recommended to transfer ownership of the key documents which should still be accessible by your colleagues. This can be done by selecting the key documents, and assigning them to the new replacement, or to someone else in you team by following instructions here: Transfer file ownership
Google Slides now allows presenters to have an interactive presentation by allowing users to submit questions while they speak, this way encouraging more audience participation.
This feature is simply called Q&A, and also allows users to vote on the questions they want answered.
How does it work?
If you're using Google Slides and want to hold a Q&A, you can display a short URL on your presentation that attendees can go to and submit a question without interrupting the proceedings. At that same URL, anyone in the audience can see all the questions that have been submitted so far, and give them a "thumbs up" to indicate interest in hearing an answer. From the presenter's point of view, the device that's running their presentation will have access to all the questions that come in, and can sort them based on those that received the most votes.
A few things to note:
§ You can only use Slides Q&A if you have edit or comment access to that Slides presentation.
§ By default, any user in the CGXchange domain can submit a question. As a CGXchange user, you can allow external users to submit questions as well.
§ You can use your mouse as a laser pointer in Slides on the web. Just choose the laser pointer option from the toolbar and move your mouse, and a red laser-like dot will appear in the same place on screen, helping your audience know where to look and when.
§ In the Slides iOS app, present to a new Hangout or to a Hangout selected from a meeting on your Google Calendar. For more information, please check the Help Center.
Option 1: you can use: http://www.httrack.com/ to copy the website.
Option 2: If you are a GSuite user with a Spanning Backup license, you can also download one of the backups from Spanning, and open the .gz file with 7zip. This export includes all pages and documents on your GSite.
OLD POST: If you need to backup or download the content of a Google Site, you can use the Google Sites liberation tool.
This tool allows any user in the CGXchange domain to backup their Google Sites locally on their Desktop.
Please follow these instructions to get started: https://docs.google.com/a/cgxchange.org/document/d/1mJTU4HB8RV-zjgsrrv02oVpnLbWHRldqU2BpnBMgxnQ/edit?usp=sharing
If you do not have permissions to install software on your computer, please ask your IT department for support.
One of the participants asked me if was possible to create an Institutional meetings/events Calendar in Google Calendar on CGXchange, and make it visible to all staff from within Outlook.
It is key to highlight that this Center currently does not have SharePoint, because otherwise creating a shared Calendar in SharePoint could have been their alternative.
This tutorial provides the detailed instructions to create a Google Calendar on CGXchange, add events to it, and generate the required link so staff can configure and open the Google Calendar directly from Outlook:
Link to tutorial: https://goo.gl/osD23o
Once the Calendar has been added in Outlook, staff will also have the possibility of dragging & dropping events of their interest from the Institutional Google Calendar to their Outlook Calendar.
These instructions can also work for any other team Google Calendar you would like to view directly from Outlook.
I trust you find this tutorial useful!
Google+ is a Facebook / Yammer-type social media platform developed by Google, which intends to bring people together and facilitate collaboration, within the context of the other Google Application productivity services
Google+ is available to CGIAR staff as part of the CGXchange suite, and with this tool you can post all sorts of content, such as text messages, links, photos, and videos to share ideas, questions and/or work progress with your team, with other people in your Center, with colleagues from other CGIAR Centers, and with external collaborators as needed.
You can create your own groups (e.g.: circles) to share targeted messages, or even create public messages to share with anyone who finds and follows you to extend the reach of your communications.
In this new tutorial prepared to help CGXchange users get started with Google+, you will learn:
1. How to follow other CGXchange users / external users on G+; 2. How to share content with them through G+. 3. How to start a Hangout call from G+, linking from resources already prepared for CGX 4. How to create or join Communities
I hope you find this tutorial useful to get started with shaping your own circles, and sharing your great ideas on Google+!
Documenting, collaborating and sharing files is a key part of the work we do in CGIAR, and there are many tools that can help CGIAR end-users achieve this goal.
One of the tools I recommend for file sharing and real-time collaboration with colleagues and external partners is Google Docs/Drive.
The good news is that CGIAR staff with cgiar.org email addresses have access to CGXchange's Google Drive, an online space on the cloud to securely store, access and share files and folders.
Each user has 30G of space for use on Drive and other Google apps, although we will soon have unlimited space for all users as announced by Google.
The following Google Docs online resource will help CGXChange end-users get started with sharing files and folders on Google Drive on CGXchange: http://goo.gl/JcyjgI
More on Google Drive:
This new resource in presentation format will help new users understand what is CGXchange, how to log-in, how to access multiple accounts (CGXchange account vs. personal Gmail), how to access additional help resources and contact support,which I trust you will useful.
Credit: A big thanks to Antonella Pastore who shared a set of slides prepared for the CRP on Aquatic Agricultural Systems (AAS) - that is adopting CGXchange.org as the platform for collaboration and information management. Some of those the slides were re-used to prepare this generic resource.Direct link to this resource
Customize your Google forms with your own logo / banner:
Google forms now allows you to customize your own Themes, which is a great feature that allows you to personalize these with your own Centers' logo/ banners: Customizing Themes. The great thing is that you can reuse the Theme templates created to rapidly create other new surveys moving forward.
New ways to manage your questions:
• Shuffle questions: Randomize the order of questions on quizzes or surveys. Shuffle questions
• Allow one response per person: Ensure that a person only responds to your form once. Limit users to one response per form
• Validate information for grid questions: Limit people to one response per column for grid-style questions using the new option under “advanced settings” One response per column
Find what you’re looking for:
• Search the menus: Quickly access nearly all features in Forms without having to dig through menus. To use this feature, just press Alt + / or look under the Help menu.
Get the word out with shorter URLs:
• Shorten URLs to your forms: Make it easier for people to get to your form. Now when you click the “Send form” button, you’ll see a checkbox for creating a tidy URL to share with people.
Are you keen in getting started with Google Forms? Check these links for more information:
Google Drive on CGXchange will have a brand-new look and will include several changes to consider. While most of the changes on the new Drive are in regards to its design and user-experience, Google also added some additional functions which you may find useful. Please check this video below, which includes a quick walk-through of the functions described further in this tutorial.
Note the new Google Drive is still not on for everyone on CGXchange, but it will appear automatically for all soon. If you want to start experiencing the new look and feel today, click on the geer icon from the https://drive.google.com/a/cgxchange.org/ page, and select ‘Experience the new Drive’.
Here is an overview of the main features on the new Google Drive:
The most noticeable change to Drive is on the homepage (https://drive.google.com/a/cgxchange.org/), where Google has incorporated their new material design along with speed improvements. The folder icons have also been minimized and take up a lot less space, which can help to reduce the clutter.You will also see a 'New' button, instead of 'Create' to create new documents or folders. You can take all of the same actions with the ‘New’ button that you did with the ‘Create Menu,’ such as creating new files / folders, uploading files / folders and installing Drive apps:
Old Drive New Drive
The ‘Shared with me’ menu has been renamed ‘Incoming.’ From here you’ll find all files that someone has shared with you, but that you are not the owner of.
The option to add a file to your Drive has been moved from the top of the page to the actual file. To add a file to your Drive, move your cursor over the right side of the file in ‘Incoming’ and click on 'Add to my Drive':
To mark an important file, you now have to right-click on it and select 'Add Star'. In contrast, this new method is less direct compared with the old version of Drive where you were able to select the star icon next to the file name.
Now you can easily access the Link to Share by selecting the file and clicking on the ‘Show link’ icon located at the top right of the Drive screen (or by right-clicking the file). From here you not only have the ability to copy the link to share to send to other users but you can access the file’s sharing settings to change its permissions.
The new Office Compatibility Mode to edit Office files in Drive has become more integrated. Now you can use this feature simply by double-clicking on the Office file(e.g.: Word file) in Drive from a Chrome browser, and it will open in a compatible program for editing.
Note: To be able to edit Office files from a Chrome browser, first download the Office Editing for Docs, Sheets & Slides Chrome extension.
More details can be found here: https://support.google.com/docs/answer/6049100?hl=en
This will basically create a copy of your Office file in the Google editable format which you can use to further edit.
One of my favorite features is the possibility of selecting multiple files and performing a certain action, such as sharing or moving them to a particular folder. One key feature missing on the Drive on the web is being able to copy and paste copies of folders and files as you can already do with the Google Drive app. I trust this feature will be added soon!
Enjoy your new Drive on CGXchange!