Go to the website: https://join.me/

If you are the person who wants to share their screen then click the “share” button.  It will quickly install a little utility on your computer.  At the top of your screen you will see the “join me” toolbar.

The person connecting to your screen will need the 9 digit random pin at the top of your screen.

The person connecting to your screen needs to go to the same site https://join.me/ and type the 9 digit pin into the join box.

Join.me is free when it’s one-on-one but if you want to do a presentation with a large group then you have to go to the pro version.  Instead of spending money on the pro version I recommend you use a wonderful tool provided to us free by the state called CCCconfer: http://www.cccconfer.org/ It is free for all California Community Colleges.

CCConfer  includes a phone bridge, desktop and application sharing.  It’s built over a tool called Elluminate.

Eluminate Tutorials are available here: http://www.elluminate.com/Services/Training/Elluminate_Live!/?id=418

Eluminate is a little overkill and complex when you only want to do a one-on-one session.  So for a quick and easy one-on-one go to https://join.me/ and for a virtual meeting with several people go to CCConfer http://www.cccconfer.org/

Many of you have websites on our servers within one or more of the following domains:

• http://www.smccd.edu
• http://www.collegeofsanmateo.edu
• http://www.canadacollege.edu
• http://www.skylinecollege.edu

Please remember that ANY files you upload to your web folders using either Webdav or Omniupdate are accessible to the world!! This is true, even if you do not link them from your webpage.  These web servers are for uploading files that you intentionally want to share on your public website.  ITS does not monitor the files uploaded by employees to our web servers.  You are responsible for the contents of any file that you upload to your web account.

It is Important that you do not:

• Upload any files that contain confidential information to the web server
• Use the account for storage of your personal data
• Upload any personal identifiable information of your students, such as:
  • email addresses
  • gnumbers
  • grades
  • phone numbers
  • birthdates, etc…)

If you need to share files with your colleagues in a secure environment where you can control who has access to them, then these are your option:

1)      Create a share on your computer

2)      Use a sharepoint site and do not allow guest access

3)      Work with ITS to create a private server share for you

If you need a space to store your own personal data (not related to work) then we recommend Dropbox:

http://www.dropbox.com

If you are a SMCCCD employee then you have the option for “work at home” use of this software. This is an annual license fee which is dependent on the Colleges site license. Your discounted of $55/year for Adobe Design Premium or $65/year for Adobe Master Collection will continue as long as our District participates in the site licensing agreement.

https://collegebuys.foundationccc.org/Default.aspx

You will be asked to indicate if you are faculty or student, select the state you work in, and then identify the college where you work. Finally, you will need to provide your smccd.edu email address and choose a password.

(Make sure you include the domain name “smccd.edu” as part of your email address — or you will not receive the email validation!)

If you have an SMCCCD issued laptop or desktop computer and would like this software installed, please submit a work order using the “IT Services Request Form” on the Portal Page:  http://www.smccd.edu/portal and we will respond as time permits.

The Adobe Master Collection includes the following titles:

• Acrobat PRO
• Dreamweaver
• Photoshop
• Illustrator
• Flash
• Fireworks
• Premiere
• After Effects
• Audition  On Location
• Encore
• Bridge
• Media Encoder

Division Offices and Administrative staff should stop ordering Adobe software (including updates to Adobe software) effective immediately, since our annual site license covers these purchases automatically.

This new agreement does NOT cover student home use, however they can still purchase the Adobe software at our campus Bookstores and pay the educational discounted pricing offered there.

http://www.smccd.edu/directory/

If you would like to add your website URL to your directory information then it is a quick two step process.

STEP 1) Go to your Mysites Profile Page inside Sharepoint

Quicklink: https://mysites.smccd.edu/_layouts/EditProfile.aspx

• Username: your full email address (username@smccd.edu)
• Password: your email password

STEP 2) Type your website URL in the box Web Site box and click “Save and Close” at the top of the
page.

Note: The picture option will only display in Sharepoint and will not impact your directory
picture.

The snipping tool is located here:

Start menu -> All Programs -> Accessories – >Snipping Tool

The snipping tools allows you to draw a box around any portion of your screen to capture it.

Once captured you can paste it into an email, word, anywhere.  You can also highlight portions of it or draw on it using the pen tool.  If you mess up, don’t worry there’s even an eraser for us perfectionist =)

Here is a screenshot of the toolbar.  It’s very easy to use.

Now when you’re ready to do a screenshot, sometimes it’s a pain finding the snipping tool.  Windows allows you to give any application a “shortcut key”  That is a key you will press on your keyboard to launch an application.  it’s very useful for application you use most often.

To add a shortcut key to the snipping tool navigate to the snipping tool in your start menu.

Start menu -> All Programs -> Accessories – >Snipping Tool

Right click on it and select properties

On the properties screen type a key sequence in the “Shortcut key” box

Normally you want a sequence of keys that you will not accidentally press during your normal activity. I used “Ctrl” and “F12″ When I press down on these keys together it will automatically launch my snipping tool.

The term for adding Google Talk to your site is called “Adding  a Chatback Badge” 

Step 1 - If you do not already have one, request a my.smccd.edu email address on the IT Services Request Form off the portal page

Step 2 - Go to: http://www.google.com/talk/service/a/my.smccd.edu/badge/New
You will need to login with your my.smccd.edu account

Step 3 - Copy the code and paste it into your web page.  If you are using OmniUpdate you may need to contact your College Webmaster to assist.
Example: http://www.smccd.edu/accounts/smccd/googlechat.html

Now you can decide how you would like your computer to be setup to receive chat requests:

1.  Through the web browser
2. Install Google Talk on your desktop (PC only) http://www.google.com/talk/
   The advantages of having the application running on your computer is you can set it up to automatically start every time you’re at you start your computer and you can uickly change your status from “busy” to “available.”Note: When you login with google talk for the first name, type your full email address for your username
   example: joe@my.smccd.edu
3. On your Mobile Device – As of October 2010, the best Google Talk client I’ve found is Beejive ($9.99) and it works on Blackberry, Iphone, Ipad and Android.  It has some bugs but it still seems better and more secure than the other apps.

That’s it!  The whole process should take about 15 minutes.

Jaz

If you are unable to login to your email account, your password will need to be reset. ITS cannot do this by telephone since we are unable to identify you. You will need to contact your Dean or Supervisor and they will contact the appropriate ITS staff member to reset it for you.

Once you login to your account we HIGHLY recommend that you change your password to something that is not easy to guess but you will remember. (on a PC, you can simply press CNTRL+ALT+DEL and select the “change password” button)

Below are some FAQs to help address some of the commonly asked questions and concerns.

Still not working?

If you try to login to your email account too many times with the wrong password, your account will be temporarily disabled.  In this case, you will need to contact your Dean or Supervisor so they can have it reset for you.

What if I’m using a generic email address for my division, department, service, etc…?

If you are logging into an email account that is not associated with a person, such as a department email address, then you will need to contact your Dean or Supervisor to submit a request for the new password:

How do I change my password?

Please choose a password that is not easy to guess.

Windows users  (3 easy options)
1) Press CTRL+ALT+DEL on your PC while logged in. Select the “Change Password” option
or
2) Visiting the Portal Page at http://www.smccd.edu/portal and click on the “change password” link under “Information Technology Services”
or
3) Logging into Outlook Web Access (Web based email) http://mail.smccd.edu , select “options” and then select “Change Password”

Macintosh users (2 easy options)
1) Visiting the Portal Page at http://www.smccd.edu/portal and click on the “change password” link under “Information Technology Services”
or
2) Logging into Outlook Web Access (Web based email), select “options” and then select “Change Password”

If you have any questions about changing your email password please contact the ITS Helpdesk by placing an IT Service Request at http:/www.smccd.edu/accounts/portal/

What about when I login to my computer, web folder, sharepoint, faculty door card, IT Services Request Form and other systems (such as Smart Phones) that use my email username and password?

When you change your email password, you will need to login to the computer, web folder, sharepoint, etc… using your new password. On your Smart Phone it is very important that you go into the settings area and change to your new password. If you use the wrong password more than 5 times (or your Smart Phone attempts to download email for you several times with the old password), you will be locked out of your account and will need to call your Dean or Supervisor to assist.

What about my home computer, laptops, mobile devices such as cell phones that I use to check my email?

Ensure any devices you have that connect to our email servers are using the new password. If your smart phone is set up to automatically push your email you may unintentionally lock yourself out of your account if it continues to use the old password.

What would happen if my account gets hacked?

If a hacker can get into your email account they will use it to send thousands of spam emails to servers all over the world.  That will lead to our email servers being blacklisted and everyone with a district email address will be blocked from sending email to the outside world (no sending email to gmail, yahoo, hotmail, Comcast, etc…)  Also that hacker will now have access to everything that uses your email address as a login, regardless of the password, because they can have the password emailed to them.  Everything you have access to from off our network is at risk of being hacked including your sharepoint sites, WebAccess courses and web folders. Everything you may use your district email account for such as banking, social networking, shopping, etc… are also compromised. 

How will I know if my account has been hacked?

If someone is using your account for malicious activities you will probably notice hundreds of bounce-back messages for emails you never sent.  Always make sure your password is at least 8 characters long (ideally upper and lower case, plus numerals included in the password)

You need sharepoint designer software in order to do a full backup of your site. If you do not have sharepoint designer on your computer please submit a case to our helpcenter and a technican will install it for you.

Tutorials on backing up your entire sharepoint site in sharepoint designer.

•  Microsoft Tutorial: http://office.microsoft.com/en-us/sharepointdesigner/HA100699391033.aspx
• Video Tutorial: http://www.fpweb.net/sharepoint-tutorials/SPDBackupSite.asp

If you only want to backup the files you do not need sharepoint designer.  You can easily connect to sharepoint using webdav.
Instructions: http://www.smccd.edu/accounts/portal/index.php/posts/sharepoint-drag-and-drop-files/

Recyling Bin

If you accidentally delete an item you can recover it from your sharepoint recycling bin within 24 hours:

http://office.microsoft.com/en-us/sharepointtechnology/HA100214341033.aspx

I contacted Microsoft and it turns out that it’s an IE bug.  They said that my Internet Explorer settings were corrupted and provided a fix. 

Now if these instructions start to make you queasy and you are a SMCCCD employee on a computer in your office then you can contact our ITS helpcenter.  http://helpcenter.smccd.edu

Microsoft instructions for fixing page displaying issues in IE8

1. Close all open windows including Internet Explorer.

2. Click on Start.

3. In the Start program and files box at the bottom left, please type in: inetcpl.cpl and press Enter.

4. Internet Options window will open.

5. Click on the last tab at the top with the name Advanced.

6. Under Advanced, click on the Reset button at the bottom.

7. It will open a new window which will ask you ‘Are you sure you want to reset?’

Note: Please make sure that you remember and write down all your saved passwords, before you perform a browser reset, because it will delete all the browsing history, temporary internet files, cookies and saved user names and passwords.

8. Please check the box Delete personal settings.

9. Click on ‘Reset again at the bottom.

10. It will perform a browser reset and at the end of it, you will have four check marks on all the four options.

11. Click on Close and then try to open Internet Explorer and check if you your pages load correctly.

When you reset your browser it will change a few things that may be confusing.

1) It will reset your homepage to MSN.
To change that go to “Tools” and “Internet Options” and type your preferred homepage address.
Mine is the Portal: http://www.smccd.edu/portal

2) It will hide your tools menu.
To get it back, right click anywhere on the IE top gray bar.  A menu will appear and select ‘Menu Bar”

3) It will set your search in the upper right hand corner to Bing.
You may want to reset it back to google.

• Select the down arrow next to the search box.
• Select “Find More Search Providers”
• Look for “Google Search Suggestions” and click the button to “Add to Internet Explorer”
• Check the boxes “Make this my default search provider” and “Use search suggestions from this provider”

Computer Support & Software Available for Faculty & Staff

ITS HelpCenter

The ITS Helpcenter is a centralized helpdesk for all your computer, telephone, network, email, web services and Audio Visual – related questions and repairs. Submit work orders online anytime via the IT Service Request Form on the portal.
http://smccd.edu/portal
Helpcenter Phone Support: (650) 574-6543 is available between 8:00am and 6pm Mon-Fri.

IT Services Request Form

Our “one stop shop” to request IT assistance and new account creation. 
Employees can request Surplus ELECTRONICS Pickup, Spam Filter Opt In/Out
iTunes University Accounts, Mailing Lists, MySmccd Accounts, request to update their Directory/Contact Information and all other general technology support requests.
Managers have additional permissions and can request Email Accounts, Banner Access, WebSMART Access, Telephones, WebXtender Access, and Web Site Accounts.
http://smccd.edu/portal

Microsoft Software

Available to SMCCD employees for “work at home” use.
More Information: https://collegebuys.foundationccc.org/Default.aspx

District Supported Goods & Services (discounts for faculty and staff!)

A joint project created by General Services and ITS for information about computer hardware, software, AV, and SMCCCD recommended equipment.  Also discounts for a variety of Goods & Services (FedEx, cell phone carrier discounts) for our District faculty and staff!

http://smccd.edu/DSGS

Media Support(Audio/Video Equipment & Smart Classrooms)

Cañada & CSM Media Center

Requests for A/V equipment can now be submitted online – with “real time” availability for all your Media-equipment requests. You can schedule equipment deliveries for a single day, or the entire semester!  http://smccd.edu/accounts/csmmedia
The Media Center can also provide assistance with slide conversion to DVD, VHS to DVD conversion, Digital video recording and much more!

 New ITS Media Center Website

Includes informative directions for the use of our Smart Classrooms and Media Equipment.
http://smccd.edu/media

Web Tools & Applications Available for Faculty & Staff

 WebSMART

We are constantly adding new features to WebSMART for students, faculty and staff.   

New & Exciting Features:

• Faculty can now easily send email to all their students my.smccd.edu accounts
• WebSchedule (faculty don’t forget to add your course website link for your students)
• Degree Audit
• ESars (Online Appointment Module)
• Plus much, much more….

https://websmart.smccd.edu

Web Server

Everyone with a district email account is also provided with 300 MBs of web space to host their employee website.�
More Information – http://www.smccd.edu/accounts/portal/index.php/posts/district-web-site-hosting

WebACCESS

A course management system which includes a  suite of integrated online tools such as assignment posting, grade book, quizzes, forums, chat rooms, white boards and much more.
More Information - http://www.ctlonline.net/WebAccess
All questions about WebAccess will be handled by our WebAccess call-center: http://smccd.mrooms.net/mod/resource/view.php?inpopup=true&id=8949

Sharepoint

Sharepoint is an internal web-based collaboration tool that integrates with Microsoft Office.  It is a perfect solution for committees and departments to share files, calendars, surveys, and more.
http://sharepoint.smccd.edu/SiteDirectory  

Faculty Door Cards

Faculty can post their office hours online for the instruction office and students as well as print out their office hours for their door cards.
https://www.smccd.edu/doorcard

 iTunes University

iTunesU is a partnership with Apple to provide faculty an easy way to post and share podcasts with their students. iTunesU is based on the same easy-to-use technology of the iTunes Store, and allows students to download, listen to, and view content on their Macs, PCs or iPods.
http://www.smccd.edu/itunesu

 MySmccd

We partnered with Google to provide student email  accounts via Google Apps for Education.  Included in the package is google docs, forms, calendar and many other tools that you may find useful integrating in your classes or websites.
http://my.smccd.edu

Site includes links and tutorials for support.  If your students are having problems with their my.smccd email accounts please direct them to submit a support ticket: http://mysmccd.helpserve.com  

Mailing Lists

We provide mailing list software that allows students to self- subscribe to newsletters and campus announcements. You can create your own subscription based lists by submitting a request for a mailing list on the ITS Request Form: http://smccd.edu/portal

CTLOnline.net

A wealth of online tutorials and podcasts for using technology in your classes. http://ctlonline.net

Other Supported Technology

Email

We recently updated our Email FAQs, take a look: http://www.smccd.edu/accounts/portal/index.php/posts/email-faqs �
Have you changed your email password recently?  We recommend you do it at least once a year:
More information about changing your password:
http://www.smccd.edu/accounts/portal/index.php/posts/its-security-reminder/

Telephones (VOIP)

Online user manuals and tutorials are available for your telephone.
http://smccd.edu/phone

 Wireless “HotSpots”

Check if your building has wireless available:  http://smccd.edu/wifi