Kaplan - Purdue University Global Support

If you have not already done so add your PG partners to your contact list, this will ensure they still populate as a contact after the migration.

Auto-Populating Names: Today, when you begin to type a PG employee name, it will pre-fill and pop up automatically or as an option to select in email, calendars, shared docs, and chat. This will no longer happen after migration weekend. If you want a name to pre-fill or pop as it does today you must add it to your Google contacts.

KNA employees will no longer be able to view PG calendar availability. When creating a meeting with PG, you will receive a message that they are outside of the organization.

Share Your Calendar:

If you regularly have meetings with PG partners, you may want to share your calendar with them and vice-a-versa enabling you to see schedules and set meetings based on everyone's availability.

• If you do not have a PG employee saved in your Google contacts, you will have to add them to the invite via their full email address. Be sure ONLY to use the @purdueglobal.edu and DO NOT use the @purdueglobal.org

• When sharing you have the option to ONLY share your free/busy time if you do not want to share the details of your calendar. Sharing free/busy time is recommended so as to not unnecessarily share details of your entire calendar.

Share a calendar with specific people

1. On your computer, open Google Calendar. You can’t share calendars from the mobile Google Calendar app.

2. On the left, find the “My calendars” section. To expand it, click the Down arrow.

3. Hover over the calendar you want to share, and click More Settings and sharing.

4. Under “Share with specific people,” click Add people.

5. Add a person’s or Google group’s email address Be sure ONLY to use the @purdueglobal.edu and DO NOT use the @purdueglobal.org . Use the drop-down menu to adjust their permission settings. Learn more about access permissions.

6. Click Send.

7. The recipient will need to click the emailed link to add the calendar to their list.
   
   Video: See how to share your calendar with a person or group

When PG employees join meetings you will have to “allow” them to join the meeting room because they are considered outside of the KNA organization.

Emails: When you exchange an email with someone from PG, an “external” label will appear at the top of the email. Additionally, emails sent from a Kaplan employee to other Kaplan employees that also include PG recipients in the email will also have an “external” label applied to the top to call out that the email contains at least one external recipient

When working with someone from PG you may see them listed with both an @purdueglobal.edu AND @purdueglobal.org domain. Be sure ONLY to use the @purdueglobal.edu and DO NOT use the @purdueglobal.org. The .org option is temporary and will go away at the end of August - until then, please do not edit the information in the user's Google contact card.

PG employees, their contact information, and the detailed view will no longer be available in the KNA Google Chat list. To use the Google Chat feature, KNA employees will need to type in the PG user email address and they will appear as “external”.

When working with someone from PG you may see them listed with both an @purdueglobal.edu AND @purdueglobal.org domain. Be sure ONLY to use the @purdueglobal.edu and DO NOT use the @purdueglobal.org. The .org option is temporary and will go away at the end of August - until then, please do not edit the information in the user's Google contact card.

Initiating Chats: If you do not have a PG contact saved in your contact list with their @purdueglobal.edu domain you will need the contact to initiate the Chat with you first. The @purdueglobal.org domain should not be used and will be the default if the contact was not saved originally with the @purdueglobal.edu domain.

Group Chats: Google does not allow for group chats outside of your organization. If you need to engage in a group chat you will need to use Google Spaces.

Note: For privacy and abuse protection, when you add an external user to a message or space, they'll be invited instead of directly added. Invited users get an email invitation and their Chat roster and "Browse spaces" screen show they were invited. To add a PG user to a space, the space must have been created with the ability to allow users outside of the organization. If this was not done, then PG users will not be able to be added.

Create a Space in Gmail

1. Next to "Spaces", click add .

2. Click Create space.

3. Enter a space name.

4. To add a person or group to the space, enter the name and/or email. Be sure ONLY to use the @purdueglobal.edu and DO NOT use the @purdueglobal.org.

5. Allow threaded replies by selecting Use threaded replies.

6. Check Allow people outside of your organization to join.

7. Repeat for each invitee.

8. Click Create.

When PG employees migrate to the new instance any shared drives or documents they own will move with them. If they previously shared a drive or document with you, you will no longer have access and the PG employee will need to re-share it with you. Similarly, if you have a drive or document that you shared with a PG employee, you will need to re-share it. Also, the URL (link) assigned to a drive or document owned by a PG employee will change. If you have a document with links to PG documents embedded, those links will need to be updated.

Note: After migration weekend you will still have access to an “old” version of any Google Drives/Documents you were previously given access to by PG - it will be the “old” version of the site and will only reside for a few weeks until it is removed.

Google Sites will not migrate over; PG will be recreating their sites and providing new site addresses. You may have to ask for permissions when first accessing the new site domain. Current links will point to the old sites; site URLs will change to the new domain.

Note: after migration weekend you will still have access to an “old” version of any Google site you were previously given access to by PG - it will be the “old” version of the site and will only reside for a few weeks until it is removed.

KNA employees may need to request access to certain forms