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Archive for the 'Communication Tools' Category

Your Options for Storing and Sharing Documents Online at IU

Illustration of cloud computing.

As a member of the IU community, you have some great options for online document storage, sharing, and collaboration. This post will give you an overview of Box at IU, Google at IU, and Office 356. Visit the IU Knowledge Base (KB) to see a full comparison chart for the three services.

Box at IU

With Box at IU, you can collaborate with people at IU and elsewhere on documents, spreadsheets, presentations, and more. Storage on Box at IU is unlimited, the maximum file size is 15 GB, and you can upload any file type. This service is a best for general purpose file storage and sharing.

Box at IU is acceptable for storing data classified as Restricted. This type of data may not be accessed without specific authorization. Two examples of Restricted data are a student’s grades and the home address of an employee. Learn about the different types of institutional data on this page.

With Box, you can edit Microsoft Office documents in your browser using Office Online, or open documents with your desktop Office applications. Box for Office Online automatically saves files as you work, and each auto-save creates a new version.  Box retains the 100 most recent versions of your Office documents.

Google at IU


Google at IU is similar to Box at IU. Storage is unlimited, and you can share and collaborate with both IU and non-IU colleagues. The maximum files size is 5 TB, and Restricted data is permitted here.  With this service, you’ll use Google Docs, Google Sheets, and other Google applications. Your file storage is on Google Drive. Google also offers version control for your documents.

Groupspaces is a useful feature that might make Google at IU the preferred choice for those involved in projects, committee work, organizations, and group activities. With Groupspaces, you get template consisting of a Group, a Calendar, and a Site. Watch this IT Training webinar to find out to get started with Groupspaces. Check out this post for more info on Google at IU.

Office 365

Office 365 is similar to the other services, but it offers only 1 TB of storage and a maximum file size of 10 GB. University-Internal data is permissible on this service. This data may be accessed by eligible employees and designated appointees of the university for purposes of university business. This type of data is a level below the Restricted category.

There are a few downsides to Office 365 including:

  • You cannot transfer ownership of files to another person.
  • There is no commenting feature for files and folders.
  • It doesn’t allow group accounts.

About Accessibility

If you’re concerned about accessibility, be aware that Google at IU and Office 365 may not offer the best experience for people with disabilities. Box, on the other hand, offers an accessible interface ( that might be easier to use, but it only provides a subset of service’s features.  Keep your audience in mind when choosing a collaboration tool.

Making a Choice

In the end, the tool you use is a matter of personal preference, so be sure to check the comparison chart in the KB. You will likely end up using more than one of these services during your time at IU.

Google at IU

The Google at IU homepage.

Google at IU homepage.

IU students, faculty, and staff have access to yet another online collaboration tool. It’s Google at IU! You might wonder why you should use Google at IU instead of Box.iu for collaboration and storage. Frankly, it’s a matter of personal preference. You’ll find that both services have their pros and cons, so I suggest experimenting to see what works for you.

Understanding your Google at IU account

If you have a personal Google account things can get a little bit confusing once you set up your Google at IU account. First, make sure that your personal Google account and your Google at IU account are separate. Any institutional data you have should be stored in the IU account and not your personal account. Read about institutional data in this IU Knowledge Base (KB) document, and get tips on managing the separate accounts from this KB doc.

To access Google at IU, log in to and authenticate with your IU username and passphrase. You can also log directly into Google from your browser or mobile app with your email address. From there, you’ll be directed to the CAS login page. Note that this address is different from your @iub, @iupui, @iuk, etc. email.

Now that you’re logged in, let’s talk about the apps you can use. Read the rest of “Google at IU” »

Mobile apps to use at IU

Illustration of hand using touch screen to access app icons.

The best way (as a rule) to interact with an online service on your smartphone or tablet is to use an app designed specifically for that service. University Information Technology Services (UITS) has some app recommendations to help you get the best experience when accessing IU systems. Here’s the rundown.

  • As of February 2, 2017, CAS logins for all IU faculty, staff, student employees, retirees, and affiliates require Two-Step Login (Duo). This means you’ll use the Duo Mobile app to access IU systems. Watch this video to see how the app works.
  • I’ll include  Adobe Connect Mobile in this post because IU still uses Connect for conferencing and collaboration. However, the service goes away on August 31, 2017.  Learn about the replacement for Adobe Connect in the next section.
  • Zoom is IU’s new collaboration tool, and IT Training has already adopted it to deliver webinars and online workshops. Zoom’s mobile app is available for iOS and Android. Use it to attend our webinars, but stick to the desktop app for interactive workshops. For best results, enter the event URL in your device’s web browser. You’ll be redirected to the Zoom app where you’ll join the webinar. Learn all about using Zoom in this IT Training webinar.
  • IU’s Unicom service is another option for communicating and collaborating. Read this KB doc to learn how to use Skype for Business/Lync on your mobile device.
  • Access your IU Box files and folders from a mobile device with the Box app. There’s an app for iOS, Android, Windows, and Blackberry. Log in using the Single Sign-on (SSO) option and your IU email address. You’ll be sent to the CAS authentication page.  There’s more about logging in to the app in this IU Knowledge Base (KB) document. You can also access the Box mobile site ( with your device’s browser, but it offers limited functionality.
  • Canvas in a browser on your device is okay, but the interface can get a little unwieldy. The Canvas mobile app shows a simpler, more manageable view. Some Canvas features are not available in the app. Check this list to see what’s supported in the different operating systems.
  • Google at IU offers a variety of productivity and collaboration tools for use by IU students, faculty, and staff. The service’s mobile apps for Android and iOS include Google Drive, Google Docs, Sheets and Slides, Google Calendar, and more. Find out how to access your Google at IU account from this KB doc.
  • Looking to access IUanyWare while on the go? Download the Citrix Receiver and follow the instructions in the KB for getting connected. You can use IUanyWare with iOS, Android, Blackberry, Windows, and Chrome devices. Learn more about IUanyWare in this KB doc.
  • One.IU is your portal to all things IU. It’s optimized for use in your mobile device’s browser. iOS users can also access One.IU via the IU Mobile app.
  • If you’re on the Bloomington campus at night and don’t feel safe walking home, use the TapRide app to contact the Safety Escort service. Safety Escort is an IU-sponsored organization staffed entirely by IU students. The app is available for iOS and Android devices. You can also call 812-855-SAFE to arrange a pickup.

Be sure to check out Using your mobile device at IU for more tips on getting around online with your smartphone or tablet.

Got a favorite app? Comment and tell us about it.


Using Mobile Apps for Collaboration

Using Mobile Apps for Collaboration - View the Recorded Presentation

Need help or motivation for adopting some of the key mobile apps for collaborating at IU? Our recent webinar, “Using Mobile Apps for Collaboration,” will give you a jump start.

*Please check the system requirements for each app to be sure your desired device and OS are compatible.

View webinar recording. View the webinar recording for “Using Mobile Apps for Collaboration.”

This webinar was a follow-up to a previous session about making the most of your mobile device, which focused on getting these apps installed and running on your device(s). Catch up on installation and configuration details in this blog post.

In “Using Mobile Apps for Collaboration,” we covered:

  • Why mobile matters
  • Working in the Box app
  • Joining Connect meetings in the app
  • Reviewing Canvas content and communicating in the app
  • Communicating using the Lync app
  • Managing participants in the Pexip app

How are you using your apps to collaborate?

What do you want to know more about with mobile apps?

Plan Meetings and Events with Doodle

Go Paperless! IT Training can help!


This is part of a series of articles that will appear over the next few months as part of the Go Paperless initiative at Indiana University.

Before you send those paper invitations, consider an electronic method.

Doodle logo

We all know that planning meetings and get-togethers with more than two people can be a nightmare. With Doodle, you can make it a snap.

What is Doodle?

Doodle is a free and very simple online tool that allows you to suggest dates and times for events or meetings in a simple table. When you have filled in all possible dates and times, you then share the web address of your suggestions with your invitees. No need for them to register. They simply visit the page, type in a name of their choice, and click check-boxes to select the times they can attend. Doodle saves all responses right there for everyone to see, and keeps track of the best date.

With Doodle Premium, you can connect calendars and send automatic reminders. Doodle is a free app for mobile devices, too!

To get started, visit

QR Codes: A guide for beginners

A beginners guide to qr codes graphic with two sample qr codes

Slowly but surely QR codes are starting to appear everywhere. I’ve found them on promotional flyers, advertising stickers, business cards, and even in the classroom. But I realize that a lot of my peers still don’t understand quite exactly what they are or how to use them. These funky, pixelated graphics can seem a little intimidating, but I am hoping this guide can be an easy transition into the wonderful world of QR codes.

Read the rest of “QR Codes: A guide for beginners” »

Build an inexpensive conference room

Do you need to build an inexpensive, small conference room to meet with colleagues at other campuses or around the world? Consider starting with the Logitech ConferenceCam CC3000e. With this all-in-one solution, you’ll get a pan-tilt-zoom camera and table-top speakerphone that can be used with all of your favorite Windows and Macintosh conferencing software, including Adobe Connect, IU’s Video Bridge, and Microsoft Lync.

The UITS Collaboration Technologies group have evaluated the CC3000e and have it set up in a conference room in our Wells Library (room 305, west tower) location. Call our Help Desk to schedule some time to see the room in action and to consult with our collaboration experts!

UITS Collaboration Technologies
Microsoft Lync: CTHELP

Poll Your Audience – No Clickers Needed

Last October, at the Statewide IT Conference in Bloomington, Brad Wheeler, one of the best presenters that I have ever had the privilege of watching, took questions from the crowd via Smartphone. I didn’t think much about it at the time, but yesterday, when I saw an advertisement for a new cloud-based application called, I wondered if that was what Brad had used during his presentation.

I decided to check out this application to see if it might be useful for the trainers in our department.

Read the rest of “Poll Your Audience – No Clickers Needed” »

What is Your Favorite Android App?

Several months ago I finally broke down and purchased a smart phone. I was out of town and my GPS stopped working, and I decided to take the plunge. Instead of buying another Garmin, I would buy a smart phone that included a navigation app.

Even though I am usually an “early adopter” and pride myself on keeping up with all the new devices on the market, I had never liked the idea that while you can do so many things on a smart phone, typically the phones are so small that you can’t really see what you are doing. When the sales person showed me the Samsung Galaxy Note II, I knew that this large mobile phone was perfect for me.

I have been using my Samsung now for approximately 3 months and I absolutely love it. I don’t know how I ever got along without it. No, it’s not a trendy iPhone, but the screen is large enough (5.5″) that I can actually read the email in my Inbox. I can follow the directions on my navigation app, read and edit important documents, and I even have enough screen space that I can surf the web and actually SEE what is there.

The Samsung Galaxy Note II is an Android device and so there are multitudes of apps available for use with it. As I mentioned earlier, I love the Navigation app and I use it all the time. The Samsung “Speak your destination” feature is fantastic, and it allows me to press a button, tell my smartphone where I want to go, and immediately see the route on my screen.

Since I don’t have time to explore the many applications that are available for my new phone, I thought it would be fun to put this topic out there so that you, the followers of our blog, could chime in and tell us about your favorite Android apps. Got one that you really like? Let us know. Add your comments below.

Samsung Smart Phone

Adding a Second Inbox in Outlook 2010

One of the great things about Outlook is that Microsoft recognizes that users may need to access, read, and even manage others’ calendars, messages, and task lists. In our IT Training Outlook workshops, we cover a number of different ways that users can access, share, and manage multiple calendars, but because most users tend to want to maintain control of their own Inbox, we don’t do as much with the sharing of email. There are times, however, when this may be necessary.

Let’s say that you are an administrative assistant and you need to be able to open your own personal Inbox and your organization’s Inbox, too, and you need to be able to switch back and forth between the two very quickly. In situations such as this, you could add a second Outlook profile to your computer, but then you would still have to open each account separately. A better option may be to add a second Inbox to your Outlook account.

To do this, follow the directions below:

  1. Open the first Outlook account.

    Open account

  2. Click on the File tab to move to Backstage view.

    File tab

  3. Look on the left side of the screen, and verify that the Info button is selected.

    Info button

  4. From the middle panel, click on the Account Settings button. A drop-down menu appears.

    account settings from drop-down menu

  5. From the drop-down menu, click on Account Settings… An Account Settings dialog box opens.

    type the name

  6. Click to select the name of the first Outlook account.


  7. Click on the Change… link that is located just under the tabs. A Change Account dialog box appears.

    Change link

  8. Click on the More Settings… button in the bottom right corner. A Microsoft Exchange dialog box opens.

    More settings button

  9. At the top of the dialog box, select the Advanced tab. Directly underneath the tabs, you see a section that will allow you to open additional mailboxes.

    Advanced tab

  10. To continue, click on the Add button. An Add Mailbox dialog box appears.

    Add Button

  11. Type in the name of the additional mailbox, and click the OK button.


  12. The new mailbox should now be listed in the Mailboxes field at the top of the Microsoft Exchange dialog box.

    Name is listed

  13. Click the OK button.
  14. Click the Next button in the bottom right corner of the Change Account dialog box. You see a congratulations message in the Change Account dialog box.


  15. To continue, click the Finish button.
  16. Click the Close button. The newly added Inbox should now be listed at the bottom of your folders list. You can easily move back and forth between the two by selecting the appropriate folder from the list.


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