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Moving from Google Apps to Office 365

posted by Tania Jordan   [ updated ]

CGIAR Centers are removing CGXchange as a service in 2017 to provide full support to the Office 365 suite. The good news is that the Office 365 platform provides end-users with the same type of tools to communicate and collaborate, so most of the things you were doing in Google Apps, can also be done on Office 365!  

This online tutorial helps you understand what is the equivalent tool from CGXchange Google Apps, in the Office 365 suite.It also provides instructions to help you export your information from Google and import it on the Office 365 suite if applicable. For some tools, you simply need to contact your IT Helpdesk for help to get you started in the new environment:

New way to sign-in to CGXchange

posted Dec 22, 2016, 4:38 AM by Tania Jordan   [ updated Dec 22, 2016, 4:57 AM ]

As of Thursday, Dec 22, 2016, existing (or new) CGXchange users can login via any one of these links:

ü  Google Docs/Drivehttp://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.: t.goldwin@cgxchange.org) 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

Quick guide: moving data from one Google account to another

posted Oct 31, 2016, 3:57 AM by Tania Jordan   [ updated Oct 31, 2016, 4:01 AM ]

This year we've had a number of CGIAR staff leave the organization and I've received many questions regarding ways to move data from their corporate CGXchange Google Apps account to their personal Gmail account, or to another Google Apps account, or simply for support on how to backup their information. 

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:

  1. Sign in to the CGXchange account that you wish to export data from.
  2. Visit the Google Takeout website.
  3. Click the Create an archive button.
  4. Select the applications you would like to export data from.
  5. Most applications have the option to select the format you would like Google to use when exporting the data.*
  6. Click the Create archive button.
  7. You will receive an email when the archive is ready for download.

*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.

Re-assigning ownership of documents from one user to another: 

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: accept questions from your audience

posted May 10, 2016, 3:30 AM by Tania Jordan   [ updated May 10, 2016, 3:35 AM ]

Google Slides - submit questions to presenter
I just came across this new feature from Google Slides which may be interesting for our CGXchange users!  

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:

§ The Slides Q&A feature works on desktop computers, Android mobile devices, and iOS mobile devices.

§ 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.


For more information on how to accept, submit, and view audience questions in Google Slides, please check the Google Slides - Help Center.

Other nice features available now in Google Slides:

§ 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

How to backup and download a Google Site

posted Jun 12, 2015, 1:31 AM by Tania Jordan   [ updated Nov 28, 2016, 3:17 AM ]

Note updated Nov 2016: unfortunately, the Google Sites liberation tool outlined below is no longer working properly. To export the contents of a Google Site, there are two options I've seen so far: 
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. 





Creating an institutional Google Calendar to view it from Outlook

posted May 12, 2015, 3:17 AM by Tania Jordan   [ updated May 12, 2015, 4:57 AM ]

In mid April 2015, I was invited by the CGIAR ICT Leaders to deliver a presentation during their annual meeting, on the usage and trends of CGXchange.


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.


Well, the reply was: YES indeed. This can be done!


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+: Enhancing informal communication and collaboration with your team

posted Feb 25, 2015, 12:16 AM by Tania Jordan

G+ profile page

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


Tutorial: http://goo.gl/gVl2C6


I hope you find this tutorial useful to get started with shaping your own circles, and sharing your great ideas on Google+! 

Google Drive: Getting started with sharing files and folders

posted Dec 4, 2014, 6:02 AM by Tania Jordan   [ updated Dec 4, 2014, 6:07 AM ]


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:

Getting started with your cgxchange.org - Google Apps account

posted Nov 18, 2014, 1:52 AM by Tania Jordan   [ updated Nov 18, 2014, 2:36 AM ]

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 
 

Tutorial: Getting started with your cgxchange.org - Google Apps account


Google Forms: more features available to build and share

posted Sep 30, 2014, 2:36 AM by Tania Jordan   [ updated Sep 30, 2014, 3:22 AM ]

To date, almost 100 users on CGXchange have collectively created over 678 Google Forms. Those of us that use Google Forms will be glad to learn about the new features which have been launched recently, making them easier to build and share: 

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:

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