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Faculty and Staff Groupware FAQ

By default, you own files you uploaded to Google Drive. When you move to another department or leave the university, you may want to make someone else the owner of your files.

See 25.1.3. of this manual for how to do it.

You cannot use this feature because we turned it off based on our security research.

While this is a very convenient way to use Google service on multiple devices, when you share your data with your private PC or account, it may lead to data breaches or other security risks.

If you'd like to share your bookmarks with other devices you own, export the data on one of them and import them on others.

Import bookmarks & settings (Google Chrome Help)
https://support.google.com/chrome/answer/96816

There are a few reasons why you can't see the files.

1. You are logged in with your private Google account.

There are several types of Google accounts; we offer you a campus account (***@kyoto-u.ac.jp) but many of you already have your private account (***@gmail.com).

If you're signed in with a private account, you cannot access our campus G Suite. Switch to your campus account by following the instructions on this page.

2. The file owner didn't give you permission to view the file.

In this case, you need to have the file owner check the sharing options of the file.

3. You are trying to access Google apps that are restricted at Kyoto University.

Some Google services are restricted at our G Suite tenant. If you're signed in with your campus account, those services are unavailable.

You can confirm whether the service you are trying to use is enabled for your campus account here.

There can be several reasons:

  • Your events are synced between Garoon Scheduler and Google Calendar. The events might have been added from either of them. Also, note that other users can add events to your Garoon Scheduler.
  • Google Calendar has a feature that automatically creates a private event from messages in your Gmail inbox.
    • Google Calendar detects your event from certain keywords or HTML tags, which sometimes leads to a misinterpretation. You can turn off events from Gmail by following the steps below.
      Don't show events created in Gmail (Google Calendar Help)
  • When someone invites you to a web conference, it may automatically be added to your calendar.

For more on Garoon Scheduler and Google Calendar, see also:

What is the difference between Google Calendar and Garoon Scheduler?

First, Google Calendar has two types of calendars: main and secondary calendars.

There are several differences between these:

Calendar How to create Default settings Syncs with Garoon (*1) Works with Gmail (*2) Main usage
Main Calendar

Created by default
(only one available)

  • Share event details with all the users at KU
  • Hide events from users outside KU
  • Calendar name: your name
Yes Yes
  • Share your events with your colleagues at KU via Google Calendar and Garoon Scheduler

Secondary Calendar

Users can create multiple calendars

  • Hide events from anyone on- or off-campus
  • Users can name their calendar
No No
  • Share more closed events with someone
  • Manage your private events

*1 Event sync between Garoon Scheduler and Google Calendar

Your events are synchronized between Garoon Scheduler and Google Calendar. Thus, an event added to one of the two will also be created in another.

When events are synced from one to another, their visibility options are translated into the corresponding settings, as shown in the table below (click to enlarge):

calendars_en.png

Note:
・The default visibility setting for Google Calendar events is "Default visibility," which corresponds to "Public" in Garoon Scheduler regardless of your sharing settings for your main Google Calendar.
・If you'd like to keep your event private in Garoon, you must make it "Private" when you create one in Google Calendar.
・If you choose to make your event "Public" in Google Calendar, it means anyone on the Internet, whether on- or off-campus, can see it.
・You cannot sync a secondary calendar with Garoon Scheduler. Only your main calendar is covered.
・Google To-Do list and Tasks are not synced.

*2 Events from Gmail

Events from Gmail is turn on by default.

This feature finds flights, concerts, restaurant reservations, and other events in your Gmail messages and automatically add them to your main calendar. (Events from Gmail are added as a private event both in Google Calendar and Garoon Scheduler.

If you don't want Google to add events for you, you can delete events individually or disable this function.

For more information, see Events from Gmail (Google Calendar Help).

Our groupware system for faculty and staff has a group email feature called "secondary groups," which is powered by Google Groups.

  • Google Groups adds a wide range of capabilities to your mailing lists, such as prefixing a serial number to titles, making it easier to use the address as a forum or an inquiry desk.
  • An owner of a Google Group can decide who can post messages to their group or whether messages should be archived. You can specify different people for secondary group editors and Google Groups owners.

If you'd like to use your Google Group in the same way as a secondary address in the previous groupware system, an owner of the group must change the settings as follows:

Settings

Default

Change the option to

Who can post

Entire organization

Anyone on the web

Conversation history

OFF

ON

Spam message handling

Moderate and notify content moderators

Post suspicious messages to the group

For more details, find the separate manual from the groupware site > Manual・FAQ > 教職員グループウェアマニュアル > 操作マニュアル (英語版) > Manual_Initial settings for Google Groups.

Tips: Stop email delivery to the group owners

By default, group owners receive messages sent to the group. To stop the delivery, owners must change their settings. For more details, see the manual from the groupware site > Manual・FAQ > 教職員グループウェアマニュアル > 操作マニュアル (英語版) > Manual_Initial settings for Google Groups.

When signing out of the groupware, follow the steps below.

ログアウトリンク

On the top right, click on your username and select ログアウト (Logout).

ログアウト後の画面 You'll be redirected to the logout screen. Close the window.

Session time limits:

  • Garoon and kintone log users out after 240 minutes of inactivity.
  • Kyoto University Authentication System, which is multi-factor authentication capable, logs users out after 300 minutes of inactivity.

If you'd like to continue to use the system after the session expires, go to the top page and click Kyoto University Faculty and Staff Groupware on the right to sign in again.

Below is the recommended environment for our groupware for faculty and staff as of October 1, 2020. As we update the information whenever the need arises, be sure to check the latest version we offer.

Recommended browsers

  • the latest version of Chrome [How to install]
  • the latest version of Chromium Edge

Concerning the login to the groupware with your ID and password, please inquire IIMC.

Tel.075-753-5323

Email address: support*iimc.kyoto-u.ac.jp ((* Here please replace * with the @ mark.)

 

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