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NDSU Email Migration Tips

NDSU Information Technology Services (ITS) has created a collection of Web resources for dealing with issues arising from the July 18 migration of NDSU employee email accounts to the NDSU student email system.

Many of the email migration issues affect a relatively small number of accounts, but there are a few resources on the NDSU Email Migration - Employees Web page that most everyone will want to check out.

Address Book - After the migration, names in the Global Address List are organized by Firstname Lastname rather than by Lastname, Firstname as they used to be. As a result, you may not get any search results at all if you search for someone by last name only.

Searching the address book may be further complicated because, after the migration, your Microsoft Outlook client may be set to search the "Offline Global Address List." ITS recommends setting your default address book to "Global Address List" and switching your address book from "Name only" view to "More columns." Instructions for both tasks are on the NDSU Email Migration - Employees Web page under "Address Book."

Calendar - The privacy settings of your Outlook Calendar were not part of the migration. As part of the migration, all calendar privacy settings were set to "Free/Busy" by default. That means anyone in the NDSU email system can view your calendar and see when you are free and when you have an appointment scheduled. They cannot see the details of any of your appointments.

If you want certain individuals to be able to see the details of your appointments, you need to give them that level of access to your calendar. If you want to hide your calendar completely from everyone in the NDSU email system, you need to change your calendar permissions and visibility. Instructions for both tasks are on the NDSU Email Migration - Employees Web page under "Delegate access for calendar."

Incorrect email addresses on older messages - Some of the email messages you received from NDSU employees prior the email migration might have incorrect email addresses associated with them now. If you reply to a message from before the migration, your reply may go to an email address ending in instead of the correct email address ending in In the next 30 days or so, messages sent to addresses will be forwarded to the correct email address, but after forwarding is discontinued, replying to a message with address will result in a lost message.

When replying to messages received before the email migration, take a look at the sender's name. If it is formatted Lastname, Firstname it is probably from an address. If it is, you should delete that address from the "To:" field of your reply and replace it with the person's correct email address.

Missing older email - If you use Outlook 2013, you may have noticed that your older email messages seem to have disappeared. This is due to the offline mail setting in Outlook 2013. By default, when a new account is setup in Outlook 2013, it will automatically only pull in the last year of email. To get all the mail back, change this setting to tell Outlook you want all of your email.

Re-creating old contact lists - If your local contact lists did not move across and the Help Desk is unable to assist, you will need to re-create them from old email messages. If you have a message remaining in your sent items folder to a contact list you no longer have, use that message to re-create the list

Profile photo - Profile photos were lost in the migration, so you can personalize Microsoft Office (including Outlook and Lync) by adding a photo to your Microsoft Office 365 account.

If you are having any trouble resulting from the email migration, please check out the NDSU Email Migration - Employees Web page or the Ag Communication Computer Services email migration Web page. If you need additional assistance, contact the NDSU ITS Help Desk at (701) 231-7875.

Bob Bertsch, Web Technology Specialist, (701) 231-7381; Jerry Ranum, Desktop Support Specialist; NDSU ITS Help Desk; (701) 231-7875

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Personalize Microsoft Office with a Profile Picture

You can personalize Microsoft Office (including Lync) by adding a photo to your Microsoft Office 365 account.

1. Go to the Microsoft Office 365 portal and sign in. If you forgot your password, contact the ITS Help Desk.

2. In the upper right on your desktop screen, click on the silhouette icon:

office 265 silhouette

3. Then click on "change" under the icon:
change photo in office 365


4. Click the "Browse" button to find the photo on your computer. After selecting the photo, click save at the bottom of this screen:
change photo in office 365


5. Now you'll see that the photo has been added to Microsoft 365:
add ap hoto to office 365


6. That means your photo will display in emails and in Lync
lync with photo

and in email:

picture in outlook email

If you need any help adding a photo to your Microsoft Office 365 profile, please contact me or Bob Bertsch

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

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Create a Custom Google Map

Maps make it easy to digest information, vs. having a bunch of links. Plus, they can be used in GPS on smartphones. Check out Google map examples on the County Extension Offices page and the REC homepage. All you need is a gmail address (you cannot use your NDSU Google Apps account) and a spreadsheet. Check out this video:

If you need help with Google Custom Maps, please contact me or Web Technology Specialist  Bob Bertsch at (701) 231-7381.

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

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Facebook Pages Get New Design

In June, Facebook rolled out a new design for all Facebook Pages. The new design has been around since March, but was only available to select Pages and those who opted-in. Now all Facebook Pages have been switched to the new look.

The most noticeable and disruptive change in the new design is the relocation of the Page name from below the cover photo to the right of the profile picture laid over the cover photo. Facebook also has added the Page category to display below the Page title. Finally, they have overlaid the "Like," "Follow" and "Share" buttons in the lower-right corner of the cover photo. If your cover photo has text or a light colored area where the Page title, category or buttons now appear, you'll want to change your cover photo (see below).

Facebook Design Change

Dave Haasser in Ag Comm graphics has been adjusting the custom Facebook cover photos he designed for some counties to comply with the changes. If you need a new cover photo, email Dave Haasser or call him at (701) 231-8620.

If you want to design your own cover photo, here's an infographic showing the dimensions of the new Facebook Page design.

Bob Bertsch, Web Technology Specialist, (701) 231-7381

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Online Scams - Red Flags to Look For

Online fraud is alive and well. Check out my blog post Job Scams - What to Look for in Online Postings. My friend almost fell for it.

online scams


Image credit: Don Hankins on Flickr "Online Fraud"

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

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Send a YouTube Video by Text Message

Someone asked me the other day how to share a YouTube video via text messaging on a smartphone. This is a handy tip for those who work with youth, who frequently view YouTube videos and use text messaging.

First, download the YouTube app through the Google Play Store or App Store- both are free.

Find the video you want on YouTube. Tap the “share” icon in the upper right.













You should get options to share the video through (text) “Messaging” on Android or "Message" on iPhone. Other apps you have downloaded will also be included as sharing options.

send video through test














Sharing options on my son's iPhone:

share from iphone













Android: just add the text recipients name/number and a link to the video will be sent via text.
text on Android














Same with iPhone, just enter the text recipient's name
send text on iphone














The recipient(s) will get the text with the link to the video and be able to view it.

If you need help sharing videos from your phone, please contact me or Web Technology Specialist Bob Bertsch.

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

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Disability Accommodation Statement is Required

Remember to add a disability accommodation statement to your event materials and publications. This is required by federal law and NDSU Policy. NDSU events and publications must reasonably accommodate those who have diminished access.  

Look on the back of NDSU Extension publications and you should see:
This publication will be made available in alternative formats for people with disabilities upon request, (701) 231-7881.

For example, to comply with this alternative format accommodation, Ag Comm once made a publication in larger print so the requester with diminished vision could view it. Another time, a meeting attendee with diminished hearing requested a sign-language interpreter, which was provided.

When promoting your event, include a phrase like this in your print and online materials:
Individuals with disabilities are invited to request reasonable ac­commodations to participate in NDSU-sponsored programs and events. To request an accommodation(s), please contact (office) at (xxx) by (deadline) to make arrangements.

If you have a sign-up form (online or hard copy) for events, include a space for attendees to request accommodation.

If you receive a request for accommodation, you may work with NDSU Disability Services to ensure reasonable accommodations are met.

For more information about accommodating people with disabilities, refer to Ag Comm's Required Statements on Printed Materials.

Image credit:

Sonja Fuchs, Web Technology Specialist, (701) 231- 6403

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How To Watch a Video Without an Internet Connection

no internet connectionWant to use video in your presentation but won't have internet access at your location? You can download videos from YouTube and Vimeo right to your computer to play later, using Keepvid to download. See the 1:53 video how to Download Online Video

Not All YouTube Videos Can Be Used in Presentations Due to Copyright Restrictions

Here's the kind of YouTube videos you can use in your presentation:

- videos that are not copyrighted all rights reserved (like NDSU Extension videos)
- videos that fall under the classroom use exception to copyright- when the performance of the video/audio is for a non-profit educational use and held in a face-to-face setting in a classroom (a place devoted to instruction), you can use a copyrighted work.

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

Image from Ben Dalton on Flickr

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Getty Images Allows Free Embedding

Getty Images, the world's largest photo service, is allowing embedding of some of their images (more than 12 million as of this writing) on websites, blogs and social media for free, as long as you do not use them for commercial purposes.

The embedded images, like the one below, link back to the Getty Images website and include a footer crediting Getty Images.

I had trouble finding images I could embed until I went to which included a link to all embeddable images.

Using the embed code for the images can be a little tricky in Ag CMS, as you will have to navigate the HTML view of the content item you are editing. Resizing the embedded image is a manual process as well. You will need to change the "width" and "height" settings in the HTML code, making sure you maintain the image's aspect ratio.

There are many free and some right reserved images that you can use more easily and flexibly than Getty's embeddable images, but if you are looking for an image of a specific person, place or event they are a great option.

Bob Bertsch, Web Technology Specialist, (701) 231-7381

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Copy and paste when you have long lists in Google Forms

Long list imageWhen you ask a question on a Google Form that has many response options, you don't need to enter each one manually.

For instance, if you ask the question "Which ND county do you live in?" you don't have to type in each of the county names for the response options. You can just copy and paste from a list online or in a document right into your form.

See YouTube video (3:48) about long lists in Google Forms.

Sonja Fuchs, Web Technology Specialist, (701) 231-6403

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