Frequently Asked IT Questions

Overview

The CHS IT Consulting team operates and maintains information technology in support of the College of Health Solution’s mission and goals. Our services include onboarding technology services for new employees, software security reviews, hardware and software procurement, support, and trainings. CHS IT Consulting provides technical guidance when developing new initiatives, while maintaining optimal utilization of our resources.

What is DocuSign?

DocuSign is the industry leader for electronic signatures and workflow routed online forms. It allows forms and documents to be signed electronically and processed more quickly than traditional pen and paper.
All ASU faculty and staff can follow the steps and have a DocuSign account automatically provisioned with the ability to send envelopes through the system. Envelopes contain recipient information, documents, document fields, and timestamps that indicate delivery progress. They also contain information about the sender, security and authentication information and more.

How do I sign a DocuSign document?

  1. You will receive an email with a link to the document. You will either be taken directly to the form or redirected to a page where you will enter a code from the email.
  2. Check the box indicating ‘I agree to use Electronic Records and Signatures’ and click CONTINUE to begin the signing process.
  3. Click the START tag to begin signing. You will be taken to the first tag requiring your action.
  4. Click the SIGN tag. This will bring up a window to Adopt Your Signature. Verify that your name, initials, and signature are correct. You can select DocuSign’s premade style or use your mouse to create a signature. Click ADOPT and SIGN. This saves your signature information and returns you to the documents.
  5. Once you have clicked all the signature tags in a document, click FINISH. A message appears stating you have completed your document. You can download a PDF copy or print a copy of the document. At this time, it will be routed to the next individual in the workflow. If it is the final step, all members of the workflow will receive an email to view the completed document to review, print or save.

Common Signing Issues

  • Questions about document content or errors - contact the sender
  • Did not receive/having problems with authentication code - sender can give you the code or resend the envelope
  • Authentication failed - if authentication fails three or more times, the sender must resend the envelope
  • Envelope is not accessible/ corrections are in progress - You will not be able to access the envelope until sender finalizes corrections.
  • Finish button does not appear- Make sure that all fields are complete. If the issue is still not resolved, check with the sender.

How do I download and/or print a signed document?

  • Click the “Review Document” link in your email.
  • Locate the bar near the top of the envelope.
  • To Download: Click the icon with the down arrow. You will get the option to download as separate PDFs or combined PDFs.
  • Separate PDF - Downloads the documents in a .ZIP file and individual PDFs
  • Combined PDF - Downloads a single PDF that includes all documents. Choose where you would like to download them to your computer.
  • To Print: Click the printer icon then choose the printer that you would like to print to.

How do I send a document to be signed in DocuSign?
There are 3 ways, depending on the document:

  • Envelope - useful for one off documents that need a signature or a few fields. An envelope consists of: documents to be sent, workflow of recipients, email subject and body, and expiration and automatic reminders. Sending an envelope
  • Tempate - A template is a form that has been uploaded workflow created and document marked-up that can be reusable. These can be shared across groups or with and individual. Templates help standardize and streamline the precess for reusable and common forms. Creating a Template
  • Powerform - A Powerform takes a Template and generates a URL that can be accessed via a web browser. This is helpful when you want to make the forms available for a customer to start on their behalf without having to first be sent through DocuSign. Creating a PowerForm

Resources

What is Endnote?
Endnote is a reference managagement software.
Features:

  • Unlimited reference storage
  • 3300 + bibliographic styles
  • 5GB of file storage
  • Online search of several hundred databases
  • Webpage reference capture
  • One-click Find Full Text
  • Automatic reference updating
  • Annotate and search PDF text, notes, and annotations
  • Complex bibliography handling tools
  • Multiple bibliography capability
  • Composite references
  • Journal abbreviations recognition and standardization

What operating systems are Endnote compatible with?
Endnote is compatible with Windows and Mac. It is possible to collaborate between different operating systems. See the system requirements here

Where do I get Endnote?
There are a few different options.
Endnote Online is a free, limited online version of the desktop app.Make a free account or sign in here

  • Store up to 50,000 references
  • 21 bibliographic styles
  • 2 GB of file storage
  • Online search of the 6 most popular databases
  • Webpage reference capture
Endnote Web of Science is an online component available to all ASU affiliates for free. It increases the number of bibliographic styles from 21 to 3300+. Use the EndNote tab to create your free account. Endnote Web of Knowledge
Endnote desktop - Members of the ASU Community can buy a discounted version of Endnote Desktop by calling 1-215-823-1767 or sending an email directly to jim.lyons@clarivate.com and using the discount code LIBRARY. This applies to individual or group license purchases only. Site licenses, prior purchases or purchases made through another vendor do not qualify for this offer.

What is an Endnote Library?
A library is a locally saved collection of downloaded references. It is useful to create subgroups of references with a Library for projects involving similar resources. One library can store an unlimited number of references on the desktop version.

References
This is Endnote’s Youtube channel with many helpful video tutorials
Endnote Web of Science videos
Clarivate Endnote Web of Science training resources
Endnote FAQs from the University of Buffalo
Clarivate Endnote knowledge base
ASU Library’s guide to Endnote

What is MATLAB?
MATLAB® is a programming platform designed specifically for engineers and scientists. The heart of MATLAB is the MATLAB language, a matrix-based language allowing the most natural expression of computational mathematics.

What is it used for?
MATLAB is extremely versatile, but some of the most common functions are listed below:

  • Analyzing and visualizing data
  • Numerical computation
  • Testing and measurement
  • Deep and machine learning
  • Image and video processing
  • Developing algorithms

Accessing MATLAB
Go to https:/myapps.asu.edu/app/matlab You can run MATLAB in your browser using the ‘Run App’ button, or download MATLAB using the appropriate student or faculty button.

How do I transfer a MATLAB student license to a new computer?
You are permitted to install MATLAB Student and Home on up to two computers and you may transfer a MATLAB Student or Home license up to two times per year. MATLAB Student and Home must be deactivated before it can be transferred to a new machine.
The simplest way to deactivate MATLAB Student and Home is from within MATLAB itself. From within MATLAB:

  • Click the word "Help" in the toolstrip, beneath the white question mark that launches the help browser.
  • Go to the "Licensing" menu.
  • Select "Deactivate software..."
  • Follow the on-screen instructions to complete the deactivation process.
If the machine you wish to deactivate MATLAB from is no longer available, you can deactivate MATLAB from the MathWorks website: Follow the steps below to deactivate MATLAB:
  • Log in to your MathWorks account
  • Click on the "Manage" icon under the license you would like to deactivate MATLAB from
  • Switch to the tab "Install and Activate".
  • Click "Deactivate a computer" on the right.
  • Click the blue circle with the white X for the computer you would like to deactivate
  • Follow the on-screen instructions to complete the deactivation process.
Once you have deactivated your previous activations you will be able to activate MATLAB on your new computer. Deactivating the old machine and activating on the new machine completes the license transfer process.
Click here for more information
If you are unable to deactivate MATLAB for some reason, please contact MathWorks support


Mathworks has a two hour introductory course as well as a series of in depth tutorials organized by topic.

What functions are available in MATLAB?
Find a reference list here containing all the functions in MATLAB and their abbreviations organized alphabetically.

Additional Resources
https://www.mathworks.com/help/matlab/referencelist.html?type=function&listtype=alpha#section_B
https://cimss.ssec.wisc.edu/wxwise/class/aos340/spr00/whatismatlab.htm

What is SnagIt?
SnagIt is a screenshot program that captures video display and audio output. SnagIt lets you quickly capture a process, add your explanation, and create visual instructions.

How do I access SnagIt?

  1. Launch the SnagIt app on your computer
  2. Click the capture window
    • Initiate a capture from the capture window, which contains three tabs: Image, Video, and All-in-One. The tabs allow you to pick particular capture settings and make things happen even faster. All-in-One is a flexible option, but if you know the type of capture you want, you can always choose the Image or Video tab.
    • To start your capture, click the red Capture button.
  3. Use the crosshairs to select what you want to capture.
    • Hover over windows or regions to auto-select the area, or click and drag across a region to make a custom selection.
    • Release the crosshairs to preview your selection. If needed, use the handles at the edges to make adjustments.
    • The Capture Toolbar is where you choose whether to launch an image, video, or panoramic capture. Click the camera icon to choose image capture.
  4. Save or share your captures.
    • Captures are automatically brought into the editor where you can add arrows, callouts, make adjustments, and much more.
    • When an image or video is ready to be saved or shared, open the Share menu and choose from one of the many destinations. The File option allows you to save your work right to your computer or a network drive.

How do I install the SnagIt app?
Installing SnagIt onto your computer will require you to submit a ticket to the CHS IT department.

Additional resources:
SnagIt video tutorial

What is NVIVO?
NVIVO is a qualitative data analysis software. It is especially useful for research with rich text based data or multimedia information. It supports a wide range of data sources and provides a broad variety of data visualizations.

What are the functionalities of NVIVO?

  • Organize data in a variety of different formats
  • Organize information by common themses using nodes, which act like virtual filing boxies
  • Collct data with mobile devices using Evernote, then import it to NVIVO
  • Use visualization tools
  • Transcription of audio and video files
  • What audio and video formats does NVIVO support?
    Audio:

    • MPEG-1 Audio Layer 3 format (mp3)
    • MPEG-4 audio format (m4a)
    • Microsoft Windows Media formats (wma, wav)

    Video:
    • MPEG formats (mpg, mpeg, mpe, mp4)
    • Windows Media formats (avi, wmv)
    • QuickTime formats (mov, qt)
    • 3G Mobile Phone format (3gp)
    • AVCHD High Definition Video formats (mts, m2ts)

    Is NVIVO available for Mac?
    Yes, NVIVO is available for Mac, however the Windows version is more robust. Additionally, all users must be on the same operating system to utilize the Collaboration Cloud feature within NVIVO.

    Is NVIVO compliant with data security regulations?
    Yes, NVIVO is compliant with HIPAA, FERPA, and GDPR. Additional information is available on their FAQ page (see link in references).

    Do I need an internet connection to use NVIVO?
    No, however some features require an internet connection, such as NVIVO transcription, the Collaboration Cloud, or Office 365 integration.

    Do I need an internet connection to use NVIVO?
    NVIVO has a series of helpful getting started videos here

    References http://www.icts.uct.ac.za/features-nvivo https://www.qsrinternational.com/nvivo-qualitative-data-analysis-software/support-services/faqs

What is the purpose of OneNote?
Microsoft OneNote is a program to gather information and keep it easily organized. Users are able to gather images, text, drawings, screen clippings, and audio into one place. It allows users to also share gathered information with other users.

What can OneNote be used for?
Being a free-form note taking software, OneNote has countless uses. Some common uses of OneNote include keeping projects organized, sharing notes with others, and providing information to others in the form of a "Wiki".

How does OneNote differ from Word?
OneNote is designed to be a notetaking tool. It is much more intuitive in OneNote to add text, images, drawings, audio, and videos. Additionally, you can separate the notes you take into sections or pages to find your notes with ease.

How do I get OneNote? Do I need to download it?
You can follow the instructions here to install Microsoft Office 365 Software.

Where does the file save?
OneNote files are saved in the "Documents" folder on your computer in the folder called "OneNote Notebooks".

Do I have to be on my computer to open a note from my OneNote app, or is it also in a cloud?
However, you have the option on the desktop version of OneNote to save the notebook locally.

How do I change the page view: lined/grid/blank?
To change the page view, select the "View" tab at the top of OneNote, then select "Rule Lines" to see various options of Rule Lines and Grid Lines.

What add-ons are available?
There are many available add-ons for Microsoft OneNote. Some popular ones are listed here. Please be sure to check with an IT professional if you feel an add-on might cause a security vulnerability.

Is there a mobile app?
There is a mobile app for Microsoft OneNote. To properly set up, go to the App Store or Google Play Store and search for Microsoft OneNote. Once installed, follow these directions

Is there a way to keep multiple drafts/versions of a OneNote document?
You can set up OneNote to save backups regularly.This will allow you to choose a folder that OneNote will save a backup to every week.

  1. Select "File":
  2. Select "Options"
  3. Choose "Save and Backup"; under "Save", choose "Backup Folder" > "Modify"


If you accidentally delete a OneNote file, you can recover a version of the file.

  1. Select "File"
  2. Select "Info" and "Open Backups"

Can it work offline?
OneNote by default allows you to work offline and will sync/save your changes once you become available online again.

How do I download a OneNote document as a .doc or .pdf?

  1. Select "File"
  2. Select "Export", choose what you want to export, select the file format you would like to export the OneNote as, and select "Export"
  3. You can now choose where you would like the file to be exported to.
  4. What is the difference between 'share' and 'send' options in OneNote?
    If you would like to have another person work on the same notebook as you, you can invite them by selecting "File">"Share" and then inviting them in various ways.
    If you would like to show them the notes without allowing them to edit, you can select "File">"Send" and select one of various ways to send the notebook to them/

    Can multiple people be in the same OneNote document at the same time and have it update in real time, like a google document?
    Yes, OneNote allows individuals to collaborate in "Real-Time". However, there may be some delay due to syncing.

    How do I share a OneNote document with others?
    If you would like to have another person work on the same notebook as you, you can invite them by doing the following:

    1. Select "File"
    2. Slect "Share" and select a method to share the OneNote file. Note that you will have to put the notebook in a shareable location such as OneDrive or SharePoint

What is Google File Stream?
Google Drive File Stream is a desktop application which allows you to access your Google drive files directly from your computer while storing all your files in the cloud. Any changes you make auomatically sync with the cloud when you have an Internet connection.
You can:

  • Save specific files and folders offline, including shared drives
  • View and organize your files on your computer's file system (Explorer for Windows, Finder for Mac) without using storage space
  • Open files on your computer

Where do I download Google File Stream?
You can download the desktop application for Mac or Windows here, under 'Download and install Drive File Stream'. Run the installation and follow the prompts.

How much storage do I have for my Drive files?
ASU Google Drive users have unlimited storage space supporting individual files up to 5TB in size.

How can I access Google Drive files when I am offline?
To save a file offline, make sure you have an app that can open your file.

  1. Click the Drive File Stream menu
  2. Open the Google Drive folder
  3. Right-click the file or folder you want to save offline.
  4. Click Drive File Stream > Available offline
  5. Once your file is saved offline, you'll see a green checkmark next to it

Google Drive files are not saved offline by default, but in the cloud. Saving files for access offline will use space on your computer.

See who is editing Microsoft Office files stored in Drive File Stream in real time
When you store a Microsoft Office file in Drive File Stream and share it with people who also have real-time presence turned on, you can see whether anyone else is making changes.

  • Safe to edit: You can make changes in the file because no one else is editing
  • Wait to edit: Someone else is editing the file
    • To get notified when they're done, check the box next tot "Notify me when it's safe to edit"
    • To see more about who is editing or viewing the file, click on the person in the list
    • New version created: Someone created a newer version.
      • To get their new version, click "Get latest"

Give permission on macOS - if you use Drive File Stream on macOS, you must change your system permissions to see other editors in real time.
  1. On your Mac, go to System Preferences > Security and Privacy > Privacy > Accessibilty
  2. At the bottom left, click the lock to make changes
  3. Check the box next to "Drive File Stream"

Turn off real-time presence - Real time presence is automatically turned on. To turn it off:
  1. Open the Drive File Stream Menu
  2. Click More (the three dots) > Preferences
  3. Uncheck the box under "Real time presence in Microsoft Office"
  4. Click Done

  5. Combining conflicting versions of a document - If someone saves a new version while you’re editing, you can merge your changes into the latest version.
    1. In the lower right, click Preview
    2. Copy changes from your version (on the left) to the latest version (on the right)
    3. Click Save
    4. Your unsaved version on the left will be removed.

    Additional Resources:
    https://help.utk.edu/kb/index.php?func=show&e=2744
    Google support

ASU University Technology Office has detailed information about DUO two factor authentication here

What is Solstice?
Solstice is a wireless screen sharing software. It enables multiple people on any devices to collaborate simultaneously by allowing users to share, control, and mark up content on in room displays.

How to connect with Solstice app:

  1. Ensure that the Solstice user app is installed on the device you would like to connect to the display. The app can be installed on Windows, MacOS, Android, and iOS devices.
    • Download the app from the Mersive downloads page OR download the app directly from the Pod by visiting the IP address listed on the Solstice display, clicking "Get app and join", and following the prompts.
  2. Make sure that you are connected to the same network as the Display.
  3. Open the Solstice app. Click on the appropriate discovered display corresponding to the room you are in or search for a specific display. You can also use the Tags tab to filter the list of Displays.
    • If that doesn't work, go to the Enter IP tab to manually enter in the IP address shown on the display Welcome Screen.
  4. Enter the screen key listed on the Solstice display if prompted.

Sharing Content

  • Laptop/PC options:
    • Desktop: Share a realtime view of your desktop
    • App Window: Realtime view of a single application- Select the App Window option, and click on the application window in the list that displays to share it to Solstice.
    • Media files: Share images and videos. Not all video files are supported.
  • Mobile device options
    • Mirror screen: shares a realtime view of your device screen
    • Media file: share photos and videos
    • Camera: take a picture with your device and share it to the display
      • Solstice will need permission to access your camera
    • Take video: take a video with your device and share it to the display
      • Solstice will need permission to access your camera and microphone

Connecting without the Solstice App

  • Mirroring Apple devices with AirPlay
    1. Make sure that your device is on the same network as the Solstice display.
    2. Swipe upward from the bottom or downward from the upper right corner to open Control Center
    3. Tap Screen Mirroring button and select the desired Solstice
  • Share Windows device screens with Miracast
    1. On your Windows laptop, hit the Windows key + p
    2. In the meny that appears, click Connect to a wireless display. A list of displays appears.
      • Note: If the display is enabled for Miracast but you do not see it in the list of available displays, try scrolling down to ensure it is not hidden.
    3. Select the Solstice display. If prompted for a PIN, enter the screen key from the display. Your device will connect wirelessly to the display and your screen will be streamed in real time. To change how your device handles the display, hit the Windows key + P, click Connect to a wireless display, then click Disconnect.

More resources:
https://www.mersive.com/products/solstice/

Request access to CHS calendars:

  • Submit a ticket here
    • Request type: Calendar Access
    • Details: Calendar name (example: Mobile TV Cart Calendar)
  • CHS IT will communicate progress in the ticketing system and close the ticket when all tasks and access have been granted to the proper calendars.

Share your Microsoft 365 or Outlook.com calendar with people inside or outside your organization:

  • From your Calendar folder on the Home menu, select Share Calendar
  • Choose the calendar you want to share from the drop-down menu.
  • In the Calendar Properties dialog box, click Add
  • You can search for people from your address book or type in their email addresses in the Add box. When you are done adding names in the Add Users dialog box, click OK
  • Back in the Calendar Properties dialog box, select the person's name or email adress, then choose the level of details that you want to share with the person, then click OK
  • The person you have shared your calendar with will receive a sharing invitation by email. Once the recipient clicks accept, they will see your shared calendar in their calendar list.

Troubleshooting

  • "This calendar can't be shared" error message - there are three possible reasons this might happen:
    • The email address is invalid
    • The email address is a Microsoft 365 Group
    • The email belongs to an external user who isn't part of your organization

What permissions do others have to my calendar?
You can choose from several different permission levels when sharing your calendar.

  • Can view when I'm busy - Those sharing your calendar with this permission level can only see which times you are available, like this:
  • Can view titles and locations - Those sharing your calendar with this permission level will see availability and the meeting subject and location, like this:
  • Can view all details - Those sharing your calendar with this permission level will see all details of your appointments, just like what you see.

Mail-Enabled Public Folder location: All Public Folders\Academic Units\ASU Downtown Phoenix Campus\Health Solutions\chs

  1. Usually start the public folder with CHS (e.g., CHSFaculty Success) but acknowledge that sometimes that is not feasible
  2. We have a mix of names(ex: CHSFacultySuccess, CHS.IT, bcinfo). Work with the customer on the best use of the dot (.)in the email named
  3. Right click on the newly created folder and select Properties
  4. Click the permissions tab and remove all people and groups except the following:
    • Default: Permission level = Contributor
    • Anonymous: Permission level = Contributor
      • This permission usually needs to be changed from none to conributor and allows mail to be accepted by the folder
    • DL.WG.IT.PublicFolderAdmins: Permission level = Owner
    • DL.WG.CHS.PFAdmins: Permission level = Owner
  5. Submit a request to the Microsoft Office 365 Support Group
    • Requested for: CHS IT Consulting team member (whoever is submitting the ticket)
    • Support Service Required for: Office 365 Exchange Online (Outlook)
    • Request Type: Public Folder Support
    • Support Type: Mail Enabling
    • Additional details: example - Please create an email alias of CHSFacultySuccess@asu.edu for public folder All Public Folders\Academic Units\ASU Downtown Phoenix Campus\Health Solutions\CHS\CHSFacultySuccess. Also create a sendas group (e.g, DL.WG.CHS.CHSFacultySuccess.SendAs) with DL.WG.CHS.PFAdmins as the owner. We will add member to this group after creation.
  6. After you receive confirmation from the UTO Email team that the public folder and sendas group have been created, go to the properties of the public folder again, add the sendas group to the permissions and grant them the publishing editor role.
    • e.g., DL.WG.CHS.CHSFacultySuccess.SenAs - permission = Publishing Editor
    • These permissions take about 30-60 minutes before they propagate to all the nodes in the office 365 cluster
  7. Add members to the SendAs group (e.g, DL.WG.CHS.CHSFacultySuccess.SendAs) through the Exchange Admin Center
  8. Send a note (or reply in the ticket) to the customer that the request has been completed and add the following links in the note

What is a shared drive?
A shared or network drive lets users quickly share files from computer-to-computer. The network drive is shared, allowing all users on the network to access stored files and share files with one another.

How can I request shared drive access?
Staff, faculty, and student workers needing shared drive access to a file must have their supervisors request access by submitting a ticket.

Steps for a supervisor to submit a ticket:

  • Submit a ticket here
    • Request type: Shared Drive Access
    • Details: File name, Employee's name and ASURITE that needs access
    • CHS IT will communicate progress in the ticketing system and close the ticket when all tasks and access have been granted.

What is Cisco AnyConnect SSLVPN?
SSLVPN stands for Secure Sockets Layer Virtual Private Nework. It is used by ASU to ensure that the network connection is secure while connecting to other workstations or to ASU servers.

How do I install Cisco AnyConnect SSLVPN?

  1. To connect to Cisco AnyConnect SSLVPN, open the "Cisco AnyConnect Secure Mobility Client" application:
  2. Ensure that the pathway within the window is "sslvpn.asu.edu/2fa" and press "Connect"
  3. Sign in using your ASURITE, password, and dial authentication method (push, pone, sms) and press "OK". You are now connected!

How do I know if Cisco AnyConnect SSLVPN is connected or running?
When you are connected, you will see a "lock" in the bottom right of the Cisco AnyConnect icon.

When do I need to use Cisco AnyConnect SSLVPN?
Being connected to the SSLVPN ensures you have a secure and encrypted connection while accessing sensitive information. Many ASU databases require this to access.

Why do I need to use Cisco AnyConnect SSLVPN? Being connected to the SSLVPN ensures you have a secure and encrypted connection while accessing sensitive information. Many ASU databases require this to access.

I cannot connect to the SSLVPN. What can I do to resolve this?
If you cannot authenticate in order to use the SSLVPN client, they may not have subscribed to the Border VPN access service. This can be verified here

How do I save Google docs, sheets, and slides? When you are online, your Google documents will save automatically.

How do I save and open Google Docs, Sheets, and Slides offline?
Before you turn on offline access:


To open Google Docs, Sheets, and Slides offline:
  1. Sign into Chrome.
  2. Go to your Google Drive settings
  3. Check the box next to "Sync Google Docs Sheets, Slides and Drawings files to this compuer so that you can edit offline."

Save Google Docs, Sheets, and Slides for offline use:
  1. On your computer, go to your Google Drive
  2. Right click the file you want to save offline.
  3. Turn on "Available offline"
    • To save multiple files offline, press Shift or Command(Mac)/Ctrl(Windows) while you click the other desired files.

Preview online files:
  1. On your computer, go to your Google Drive. Make sure you turn on offline access first.
  2. At the top right, click "Ready for Offline"
  3. Click Offline preview

How do I download a copy of a Google doc, slide, or sheet?

  • Open the desired file.
  • At the top, click File > Download as
  • Choose a file type. The file will be downloaded to your computer.

How do I share files from Google Drive?

  1. Select the file you want to share.
  2. Click the Share button in the top right corner
  3. Under "Share with people and groups," enter the email address you want to share with (use your ASURITE email)
    • If you share with an email address that is not a Google account, they can only view the file.
  4. To change the level of access that people have to your file, click the down arrow to the right of the person's name. Select Viewer, Commenter, or Editor.
  5. Choose to notify people - If you want to notify someone that you shared a file with them, check the box next to "Notify people." If you notify people, each email address you enter will be included in the email. If you don't want to notify people, uncheck the box.
  6. Click Share or Send

I have a file shared with multiple people that keeps crashing or updates very slowly. What should I do?

  • Instead of allowing people to comment on a document or a spreadsheet, create a Google Form to collect feedback.
  • If you're making a copy of document, don't include resolved comments and suggestions.
  • Delete older information or move data into a new document
  • Ask viewers to close the document when they aren't using it
  • Include only the most important information in a published document. Shorter documents load faster.
  • Reduce the amount of people with edit access to a document
  • If collecting information from multiple documents, create a new, view-only document to share with a large number of people

How do I suggest edits in Google Docs?

  1. Open the Google Document
    • In the top right, if you don't see "Suggesting", click Editing > Suggesting. If you don't see this option, ask the file owner to let you suggest changes.
  2. Edit the document
    • You'll see your change in a new color. Anything you delete will delete will be crossed out.
    • To add more detail, click your suggestion and type a comment. Then click Reply.
    • The owner of the file will get an email about your suggestions and decide whether to keep them

Accept or reject suggestion

  • Accept suggestions one by one
    1. Open the Google document.
    2. Choose a comment.
    3. Click accept (the checkmark) or reject (the x)
  • To see all edits, go to the top right and click Comments.

How do I see an older version of a shared file?

  • To browse a document's version history, you need permission to edit the document.
  1. Open the document, spreadsheet, or presentation
  2. At the top, click File > Version history > See version history
  3. In the right panel, choose an earlier version. You can find who edited the file and the changes they made in the color next to their name.
  4. In the right panel, choose an earlier version. You can find who edited the file and the changes they made in the color next to their name.
  5. (Optional) To name a version, click More (with the three dots next to it)> Name this version.
    • You can add up to 40 named versions per drawing, document, or presentation.
    • You can add up to 15 named versions per spreadsheets.
  6. (Optional) To see grouped versions in more detail:
    • In the right panel, choose a version then click the small triangle to expand detailed versions
  • To return to the current version, go to the top left and click the back arrow

How do I Link a chart, table, or slides to Google Docs or Slides?

  • When you insert a chart, table, or slide to Google Docs or Google Slides, you can link them to existing files.
  • Learn how to add and edit tables that don't link to Google sheets
  • People with access to your document or presentation will be able to view all linked charts, tables, or slides, even if they don't have access to the file containing the original charts, tables, or slides.
  • When linked objects are updated, any edits to the objects in the orignial file will override changes made in the new file. Learn how to update linked objects
    • Tip: If you make edits to the linked chart, table, or slide in your new file, the changes won't be copied to the original file
    • You can link the same linked object in many different documents or presentations

    Additional Resources:
    Google support

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Page updated on Jun 25, 2020 2:39 pm MST