Tech Tip: Guidelines for Sending Mass Emails

Hello All,

The Tech Tip for this week has to do with Guidelines for Mass emails and when an email should be sent to each distribution list. In short…

Community:

All community announcements are sent using this distribution list. Anyone who is a member of this list is able to post to it. Initially, all current members of the faculty and staff lists are assigned to this list. However, the choice is available to “opt out” if you so choose, by contacting the Help Desk and requesting to be removed from the community list.

 

Examples of “Community” list content:

  • Announcements (birth, marriage, etc.)
  • For Sale (tickets, pets, office supplies, etc.)
  • Giveaways (tickets, pets, office supplies, etc.)
  • Press Releases
  • Malone Sports Updates
  • Fine Arts Announcements (recitals, art displays, etc)

 

Faculty and Staff:

All current faculty (including adjuncts) are set up on the “faculty” list and all staff are set up on the “staff” list. This will help to ensure that all members of the lists are receiving the information necessary for their job responsibilities.

 

Examples of “Faculty” list content:

  • eBulletins
  • Senate and Committee Meeting Minutes.
  • Prayer Requests-Please be brief, remember to include the addresses for cards etc.
  • Campus Absences
  • Information updates from departments such as the Physical Plant, Registrar, Human Resources and Information Technologies

 

Examples of “Staff” list content:

  • Staff Fellowship Announcements and Newsletters
  • eBulletins
  • Prayer Requests- Please be brief, remember to include the addresses for cards etc.
  • Information updates from departments such as the Physical Plant, Registrar, Human Resources and Information Technologies

 

Sending emails to all students
Email messages can be sent to all students or to a particular sub-group of students such as all commuters.  In order to send the email it must first be approved by Student Development.  The procedure for submitting a message to be sent is as follows:

  1. Choose the appropriate group or sub group of Malone students using the guidelines listed in the following policy document (Please note this is only accessible by malone.edu accounts). A PDF with Guidelines for sending Mass Emails to Student Groups attached to this blog post (SendingMassEmailstoStudentGroups), the document can be found on Malone Express under the Information Technology tab.
  2. Address your message and send it. The message can then be released to students by one of the moderators for the list to which you sent the message. Be sure to compose the message EXACTLY as you intend it to be seen by the students. Keep file attachments to a minimum, preferably less than .5MB (500kB).

 

For a full explanation of the guidelines please check out FAQ 87. For a tutorial in Best Practices for Sending Mass emails please check out FAQ 86. If you have any questions please contact the Help Desk via email (helpdesk@malone.edu) or phone (330.471.8428).

 

Tech Tip: Information Technologies Hours of Coverage

The Information Technologies Help Desk in Haviland Hall is open…

  • In person, via telephone, and on the web from 8am-5pm Monday through Friday except during community worship, Wednesdays 10 am-11 am.
  • To better service our students and faculty taking part in evening classes, we have extended telephone hours from 5-6pm Monday through Thursday.
  • 24/7 “emergency” service is available via telephone. Listen to the prompts that will connect you to one of our cellular phones if there is an afterhours technology emergency. If the call goes to voice mail be sure to leave a message that includes your name, contact number, and nature of the emergency and we will return your call as soon as we can.

During community worship…

  • Calls to 330.471.8428 will ring directly to voice mail
  • Emails to helpdesk@malone.edu will be answered in the order they are received when the desks reopen.
  • You can check the status of any open, closed, or pending tickets online at http://malone.edu/helpdesk using your Malone username and password to sign in; even during community worship.

 

The Media Services Desk in Cattell Library is open for equipment check out from…

  • 8am-10am Monday through Friday.
  • If you cannot make it to the window when it is open, you can make a reservation for equipment or services via email with 24hours of notice. Send equipment requests to helpdesk@malone.edu. All gear will be assembled and ready for pick up from the library circulation desk. You must have a Malone ID or Driver’s license to prove identity when picking up equipment.
  • Equipment drop off can also be done at the library circulation desk

A PDF with hours of coverage has been attached to this email for your convenience:

ITN and MSV coverage hours infographic.graffle

Picture Directories of the Courses you are teaching

Hello Faculty:

Tired of taking pictures of your class on the first day or painstakingly copying and pasting Phiz pictures into a spreadsheet so that you can learn the names of your new students?  Use a feature of the Phiz (added fall of last year) that allows you to automatically generate a picture directory of the students enrolled in your course!

You can view an automatically generated picture and other information course list from the “My Groups” function of the Phiz. See FAQ241 for a step by step procedure.

Phone-based Person Search

Hello Faculty and Staff of Malone University:

This Friday’s tech tip is something anyone using our campus (Cisco) phones should have on their utility belt. Today I am going to explain how to do a phone-based person search using the Corporate Directory.

 

Step 1: Push the “Directories” button on your phone

Step 1

Step 2: . Once in the Directories menu, press five (sometimes it is option six) on the keypad, or the blue arrow keys can be used to scroll down the list until you reach “Corporate Directory” and hit the “Select”.

Step 2

Step 3: Search for the person you would like to call. Using any combination of name and number a search can be preformed in our system.  Lets say we wanted to find Becky Albertson. We would enter “B” in the first name field and  ”A” in the last name field. We could also enter someone’s number into the “Number” field and do a reverse search.

(e.g. B A, for Becky Albertson)

Step 3

Step 4:  your search may return more than one person. Select the person you are trying to contact using the  blue arrow keys, and select the “Dial” option, or remove the phone from the hook to call them.

Step 4

Congratulations you have just completed your first call via searching the Corporate Directory. On a side note only those members that have a phone with a personal extension can be reached. Those without a personal phone extension (like some of our adjunct staff) cannot be searched for in the directory.

The “Directories” function can be used to determine any “Missed”, “Received”, or “Placed” calls. The “Personal Directory” is not configured on our system.

If you have any questions about this or other technology issues, give us a call at Help Desk 330.471.8428, e-mail us at helpdesk@malone.edu, or find us on the web at malone.edu/helpdesk.

Keyboard Shortcuts

Do you ever get tired of grabbing your mouse to click on the bold icon? or want to know how to cut and pastethat section of text just with the keyboard?  How about this, have you ever wondered if there is a way to open anew document without going to the file tab? There is a keyboard shortcut for each of these and many more.

Below is a short list of frequently used keyboard shortcuts. There are many more that can be found here:Keyboard shortcuts for Microsoft 


Microsoft Office basics

 

To do this Press
   
Copy the selected text or object. CTRL+C
Cut the selected text or object. CTRL+X
Paste text or an object. CTRL+V
Undo an action. CTRL+Z
Redo or repeat an action. CTRL+Y
Make letters bold. CTRL+B
Make letters italic. CTRL+I
Make letters underline. CTRL+U
Decrease font size one value. CTRL+SHIFT+<
Increase font size one value. CTRL+SHIFT+>
Move to the previous option or option group. SHIFT+Tab
Move to the next option or option group. Tab
Switch to the next tab in a dialog box. CTRL+Tab
Move to the beginning of the entry. HOME
Move to the end of the entry. END
Create a nonbreaking space. CTRL+SHIFT+SPACEBAR
Create a nonbreaking hyphen. CTRL+SHIFT+HYPHEN
Switch to the next window. ALT+Tab
Switch to the previous window. ALT+SHIFT+Tab
Close the active window. CTRL+W or CTRL+F4
Restore the size of the active window after you maximize it. ALT+F5
Create a new document. CTRL+N
Open a document. CTRL+O
Close a document. CTRL+W
Split the document window. ALT+CTRL+S
Remove the document window split. ALT+SHIFT+C or ALT+CTRL+S
Save a document. CTRL+S

 

Modular Whiteboard installed in MH203 and Open House

Hello Faculty:

I know you are all busy with end-of-semester tasks. I would like to talk to you about a demo system that we have in Mitchell room 203. These are moveable whiteboards that can be hung and un-hung from rails mounted in the classroom. These boards are excellent for in-class collaborative work or even just to extend your teaching surfaces around the edge of the room. When you think of what this system is, think of permanent 2′x3′ post-it notes that I have seen many of you use in the classrooms.

Here is a photosynth picture of the boards in-place in MH203 (silverlight plugin required):

We are evaluating these boards and will perhaps be installing them in some locations around campus. The first likely locations will be the classrooms in the East campus building when it is renovated. See the product information sheet on this system:

All Terrain Markerboards System

Open House and Request for Comment

Do you like what you see? Want to come see it in person? Take a break from grading exams and term papers and check it out this Friday, December 14th from 10am-12pm in MH203. If no one shows up, I get two hours of uninterrupted time to work on other projects. You can check the boards out or come and chat about other technology-related subjects. You can RSVP with the link below or just show up :-)

If you can’t make it this Friday, you can check the classroom out anytime it is open. Feel free to comment on this blog post if you have feedback or input about this system.

We saw these during a webinar on collaborative learning spaces. A special thanks to Dr. Nate Phinney for setting that webinar up.

May Training 2012 Summary Report

Hello Faculty & Staff:

This summary is a little late this year (only 6 months) but thank you all for another great May training series! We had 77 faculty and staff members sign up for 24 sessions. Total actual attendance was 126.

We are extremely pleased with the feedback we received about the courses and are encouraged by the increase in faculty participation this May. A special thank you to the Faculty Development committee for suggestions for topics as well as promoting the series.

Response rate for the survey follow ups was 69 out of 126 (55%). The feedback for each workshop was similar so we are only displaying the aggregate results for the three categories of evaluation, Workshop, Instructor, and Support Resources:

The evaluation model is new this year and is based upon Nova Southeastern University’s course evaluation tool.

Media Services Update

Hello Students, Faculty and Staff:

It has been a very busy fall semester in the Media Services and Converged Media Area of the Cattell Library (that is in the lower level if you don’t know where I am talking about). Read more below about the following:

  • Map of the space
  • “Scantron” bubblesheet scanners have moved (but just across the hall)
  • More info on the Media Services / Help Desk Split
  • Television Studio use
  • Scheduling the Video Editing & Recording Suites
  • Story Development Center sees increased use
  • Cell Phone Extenders have been installed
  • Updates to CL49 Classroom
  • Media Conversion Services
  • CL24 Windows Computer lab
  • CL46 Apple Computer Lab

Map

color coded map of the lower level of Everett Cattell Library

Each of the spaces we talk about in this entry are color coded on the map.

“Scantron” bubblesheet scanners have moved (but just across the hall) GREEN

Faculty and staff who utilize bubblesheets to grade student tests should know that the scanners have moved across the hall to CL34. These used to be located in CL47 but you had two separate light switches and some steps to climb.

More info on the Media Services / Help Desk Split DARK PURPLE

As was announced in September, the Information Technologies Help Desk is now located in Haviland Hall (residence hall near the track and physical plant (Strand) Building). Media Services equipment check out, media conversion services, craft paper, lamination, etc. is still being handled from the library in CL25. You should still call the IT Help Desk at 330.471.8428 for most requests. You can also open up requests directly through the web-based Help Desk system at https://helpdesk.malone.edu or email us at helpdesk@malone.edu but, if you have a question that Media Services can answer directly, please call us at 330.471.8429 (one number higher than the IT Help Desk).

What equipment is available for checkout?

Visit FAQ77 for an exhaustive list of gear available for checkout. There is a very high demand for camcorders during the semester. To ensure equipment availability, make a reservation by calling us (330.471.8429) or email us.

Help Wanted

We are still only partially staffed and are looking for student workers. If you are or you know of a student who is looking for a Federal Work Study position or has hours left on your contract, please stop by and talk to us.

Media Services Desk Hours

The desk is staffed by students Monday through Thursday  from 8am – 10am and from 3pm to 5pm Monday, Wednesday, & Friday. As we mentioned earlier, it is not staffed the entire day so if there is no one at the desk, please follow the signs and instructions posted to obtain assistance.

Television Studio use AQUA

The television studio and other rooms are schedule-able via calendar. The athletics department is recording its weekly football preview show which is streamed and hosted on malonepioneers.com every Monday. A two-person interview set is always set up and ready for use. Lighting is provided. BYOCM (bring your own camera and mics) or reserve and check them out from the Media Services desk.  As we continue to configure the space, other preset vignettes will be added. If you are interested in using the studio for recording, please contact us to make arrangements. The current schedule is shown below:

Scheduling the Video Editing & Recording Suites BROWN

There are three video editing suites and one audio recording suite available for individual reservation. Stop by and we will give you the tour. The spaces can be scheduled ahead of time by students in their Malone calendars (when creating a calendar item, select “resources” on the right).

Story Development Center sees increased use YELLOW

The Story Development room is a Communication Arts space configured primarily for student usage (see picture at right). This is schedule-able through Kerrie Evans in the Comm. Arts department office 330.471.8201.

Cell Phone Extenders have been installed UNMARKED

One of the frustrations of learning and teaching in the lower level was that there was little or no cellphone coverage. That is no longer the case. The Information Technologies Department has installed cellphone booster/repeaters in both the West and East ends of the library lower level. There is now [almost] complete cellphone coverage throughout the space. Special thanks to IT networking staff (Jim and Shawn) and special thanks to Physical Plant staff (Kris, Jon, & others) for providing power.

Updates to CL49 Classroom over fall break RED

We had mentioned this in an earlier helpdesk blog post. The CL49 classroom now has a cinema-class high definition data/video projector and surround sound system that was installed over fall break. The room will still be usable as a normal classroom but will now have extra features available for film/movie screenings. The chalkboards have been moved to the North wall (adjoining the hallway) and a larger screen is center-mounted on the East wall. Keep this room in mind if you are scheduling movie showings for a course or activity. Contact the registrar’s office to reserve.

Media Conversion Services DARK PURPLE

Media Services will continue to offer media conversion services to faculty, staff, and students. Please verify that the work you want us to convert is unencumbered by copyright or will be used in a legal fashion under the guidelines of the TEACH act and copyright fair use.

CL24 Windows Computer Lab BLUE-GRAY

This is old news to many of you. The CL24 computer lab was updated last summer so that the computers are on the perimeter of the room. The room is a scheduled classroom. Contact the registrar’s office to reserve.

CL46 Apple Computer Lab LIGHT PURPLE

Over fall break, the computers in CL46 received a memory (RAM) upgrade from 2GB to 8GB. They also receive updated Operating Systems and Applications.

Printing Posters or Large Pages


This Tech Tip answers a question that has been asked many times, “What are my options for printing posters or pages larger than the standard letter and legal pages?” Find out the answer HERE.

Malone Wallpaper

Malone Wallpaper and Templates

Want to give your audience a Malone experience in your next presentation?  We have Malone-ified Word and PowerPoint templates, and Wallpaper for your computer desktop, available to download in Malone Xpress.

Here is where to go to get them:

  • Sign in to Malone Xpress
  • Select the Information Technologies tab
  • Under Things to Download, click on the file that you would like to use

 

We’re on Twitter!