Technology Policy! Tools, Tips, Apps

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1 Technology Policy! Tools, Tips, Apps & How To Use Them in Extension Sonja Jo Serna ACES Information Technology

2 Technology Policy Overview What is YOUR responsibility? Copyright Compliance Incidental Personal Use of Electronic Resources Access to user s account and work-related files When an employee separates from the University, all work related files remain the property of the University.

3 NMSU Office Software Standards Microsoft Office All documents that are distributed for editing, collaboration or communication between employees shall use these file format.

4 NMSU Password Maintenance Policy: Passwords used to access University systems shall: 1. Be selected in such a way that the password cannot be guessed or reverse engineered. 2. Not be any word found in an English language dictionary, names of people, etc. 3. Be selected using accepted industry standard techniques. 4. Be a mixture of characters and numbers and at least 6 characters in length. 5. Be changed every 120 days and not reused.

5 Acquiring a Mobile Device and Your Responsibility University Owned vs Employee Owned

6 Software and Applications Installation and Use Software can be installed on University owned equipment but it should be done in an effort to fulfill the University mission. Do not install software that you are not 100% sure of the source and do not install software unless you are legally licensed What you are licensed for as an employee ( Microsoft license agreement allows employees to use all windows desktop and office products at no additional charge (the college pays the license fees) on any computer the university owns. Adobe license agreement allows employees to buy Adobe products at a very reduced rate. This license is tied to the employee and can only be used on machines that the employee uses. This includes home/personal machines if the employee is using the product for work purposes.

7 Software and Applications Work at home license through Microsoft An employee can buy a work at home license and media of Microsoft Windows and Microsoft Office for $9 through ICT. The Windows license is an upgrade (you have to have have a previous version of Windows on your home computer) and Office is a full version.

8 ACES Technology Help Desk aces.nmsu.edu/help (575) I ve got questions I need help Where do I start?

9 Where to go for help... QUICK! Submit an online help request Call the ACES Technology Help Desk Send an to We ll take care of the rest!

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11 Where does it go from here? Help desk staff gathers and evaluates your info. They may be able to help you over the phone or they may call for additional information. A task is created and assigned to your computer specialist or another member of our team depending on the category.

12 Much more than just a Technology HELP Desk! Kind of like the eharmony of ACES! MATCH your needs with the services and products we offer! Unlike eharmony, we probably won t reject you!

13 Much more than just a Technology HELP Desk! Webconferencing Services (CENTRA)

14 Much more than just a Technology HELP Desk! Videoconference Services Room and desktop (PVX) units

15 Much more than just a Technology HELP Desk! Partner on grants and projects

16 Learn to work with what you ve got!

17 PowerPoint 2007 My PowerPoint is too large to . There are several images, how can I compress it? Microsoft Picture Manager

18 Compress Images within your Powerpoint Presentation

19 Outlook versus Exchange POP or IMAP POP is downloaded to the computer with the option of leaving on server. Problems associated with this are: Re-establishing an account on a new or different system. Manually having to clean up on the server. IMAP is a synchronization between the server and the client. What happens on the client happens on the server. Problems associated with IMAP include: Outlook (the standard client) handles IMAP clumsily.

20 Outlook versus Exchange EXCHANGE: Requires Microsoft Outlook. It also requires the computer to be on an NMSU network unless a VPN connection to campus is established. Exchange is MUCH MORE than and features include: Calendar sharing Project collaboration Ability to synchronize mobile devices with Exchange account

21 Favorite Outlook Tips Use Folders to organize Click and drag a message to the calendar to instantly create an event Calendar Sharing and Public Folders (must be on Exchange)

22 Deleted Items... It is not a storage folder, empty it!

23 LISTSRVS and ACES Address Books Refer to LISTSRVS handout (nested vs non-nested)

24 Improving your County Website Amber Lea Clark Northern Computer Specialist

25 Things to think about... What is the purpose of your website? Who are you trying to reach? How often does your website need to be updated to be successful? How will your organize the information? Who will maintain the website?

26 Ideas to help you get started Put your county calendar of events on the website Promote events like county fair on your website by posting important must know information and registration forms online. Post details of the services your county offers and programs people can get involved in

27 Getting started, or picking up, where someone else left off You do not need to know anything about websites to get started College of Ag has its very own CMS/Website builder that is very easy to use Send an to to have a user account created and schedule a training

28 So many applications, what tools can help me?

29 Google Docs The Basics Storage: 5000 docs and 5000 images free Files: 500k docs/ 10MB presentations Install: No Account needed to view: Yes Account needed to share: Yes

30 Google Docs Features Create documents from scratch Chat in real time while editing Roll back to any version of your document Files can become larger upon upload and exceed limits

31 Office Live Workspace Storage: 5GB free Files: 25MB Install: ActiveX for some features Account needed to view: Yes Account needed to share: Yes The Basics

32 Office Live Workspace Features Chat in real time while editing Roll back to any version of your document Office programs connect to workspace No.exe files Sharing limited to 100 people

33 Dropbox The Basics Storage: 2GB free Files: Any type and size Install: Yes Account needed to view: No Account needed to share: Yes Windows, Mac and Linux compatible

34 Dropbox Automatically syncs your computers See others changes instantly Automatically creates photo galleries Mobile accessibility Recent Events feed 30 days of history restore Features

35 Just a few more to push you over the edge... Surveys and Polls

36 facebook

37 What is it? Social networking website Users create profile and friend others Create fan pages, groups and events Join networks by city, workplace, school, interests Several privacy options available

38 Features Status update Post and share images and photo albums Instant messaging (chat) and Create events and invite others Post links (websites) Post to another user s wall

39 Privacy and Permissions Profile and Contact Information Everyone Friends and Networks Friends of Friends Only Friends Customize groups or user (Allow or Hide)

40 Pages Fan Page or Group? ideal for Extension offices, organizations, clubs intended to help promote, advertise and communicate Groups can be created by any user ideal for officers, committees, boards used as a space for members to share opinions and interest in a subject can be kept closed

41 Who is using it? Look to your left, look to your right! Several ACES folks have personal Facebook pages. Fan Pages include NMSU, NM 4-H, National 4-H, RAIPAP, Food Safety Education, Socorro County Extension Groups include extension, agriculture, food safety, horticulture, and several interest groups

42 Getting Started Techie Talk, Training & Support Contact the ACES Technology Help Desk or visit with your Computer Specialist Contact me for suggestions and support

43 Resources Friend the NMSU ACES-IT page for resources and tips Mashable

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