Software

Help Desk Contact Help Desk Support

District Support

Cuyamaca Support

Grossmont Support

Resources

Software Resources


Below are examples of different way to lay out access to content so it is not overwhelming to the user when they initially land on the page.

If there is software currently provided to the district and there is no help on our website, please contact the help desk. The request will be reviewed, and if approved, content will be added.

Click on a tab to see more information below.

What is 25Live Pro?

25Live Pro is the Grossmont Cuyamaca web-based scheduling and space information system. The software provides course information, event scheduling, and facility information for the departments.

25Live Pro allows you to view the availability of a room and details of the room before deciding if that location is good for your event. 25Live Pro provides information about an event whether it’s a class or an event.

The 25Live Pro system also allows campus security to see what events are occurring on campus if doors need to be unlocked.

Download Overview

Who can access 25Live Pro?

Anyone can view 25Live Pro without signing into the system to view availability of a room.

What browser is recommended for 25Live Pro?

Mozilla Firefox and Chrome are the suggested browsers to use.

Open 25Live Pro

When you first open 25Live Pro to view you will only have a couple of tabs available to you.

Please use the following URL: https://25live.collegenet.com/pro/gcccd#!/home/dash

(You may need to copy and paste URL into your browser)

What's new for Windows 10:

MS Office 2016:

Change the default setting and save files to your computer hard drive or network drive:

  1. Open any one of the Microsoft Office 2016 programs
  2. Click on the File menu item
  3. Click on Options
  4. The dialog box “Word Options” will open. Click on Save on the left-side menu.
  5. On the right-hand side you will see a checkbox labeled “Save to computer by default”, check it and then click OK.

Now when you save a document it will default to your PC or network drive.

Office 365 Training and Outlook on the Web

Moving Personal / Archive Emails to Office 365

Email in Office 365 is in the cloud and can be accessed from any device that Office 365 runs on. Personal / Archive folders (pst files) can only be accessed from the desktop computer on which they reside.

Moving your email is likely to take some time. Please plan accordingly. If the folders are large, you may get a message to restart Outlook.

There are two methods to move your Personal / Archive folders (pst files) into Office 365 email:

Option 1: Move individual folders (or emails)

Drag and Drop individual folders (or emails) one at a time from your Personal / Archive folders (pst files) to your desktop Outlook Inbox OR you can right-click on a folder, select ‘Move Folder’, select the target folder, then click OK.

These new Outlook folders will then show in your Office 365 email:

  • If moved to the Inbox, and there is no folder with the same name, it will create a new folder.
  • If moved to the Inbox, and there is a folder with the same name already, it will create a second folder named subfolder (2).
  • If moved to a subfolder with the same name, it will create an additional subfolder under it with the same name.

Option 2: Import the entire Personal / Archive folder (.pst file):

  • Will import the entire Personal / Archive folder to Office 365.
  • Will merge the emails into a folder with the same name OR will create a new folder if no folder with the same name exists.

Step 1. Make sure the Personal / Archive folder (pst file) is not in use

The Personal / Archive folder (pst file) cannot be in use during this process. If it is (you can see it on the left side of your Desktop Outlook), follow these steps to remove it from use:

How to find the name and location of your .pst file:
- Right click on your Personal Folder or Archive folder, select Data File Properties, Advanced button.

- Look at the file location - that will contain the location and the actual filename.

    1. In Outlook (on your computer), click the File tab, select Account Settings, Account Settings.
    2. Select the Data Files tab.
    3. Select the .pst file that you want to move, and click the Remove button, then Yes to confirm.
    4. Close Outlook and reopen it. The Personal / Archive folder (pst file) should no longer show on the left side.

Step 2: Move the Personal / Archive folder (pst file)

In Outlook (on your computer), click the File tab

    1. Click Open, then click Import.
    2. In the Import and Export Wizard, click Import from another program or file, and then click Next.
    3. Click Outlook Data File (.pst) you want to move, and then click Next.
    4. Click Browse, and then choose the .pst file to import.
    5. Choose a duplicate option (if unsure, select ‘Allow duplicates to be created’) .

- Replace duplicates with items imported - Existing online email will be overwritten with any duplicates from your Personal / Archive folder.

- Allow duplicates to be created - Existing online email will not be overwritten, and any duplicates from your Personal / Archive folder will be added.

- Do not import duplicate items - Existing online email will be kept, and any duplicates in your Personal / Archive folder will not be imported.

6. Click Next.

Note: If you protected your Personal / Archive folder (pst file) with a password, you will be prompted for it.

If you get the message ‘This outlook data file is already in use’, go back to Step 1 to remove the Personal / Archive folder (pst file) from use.

7. Select Import options and Click Finish.

- The top folder (usually Personal Folders, Outlook Data File, or your email address) is selected automatically.

- Checking 'Include subfolders' means all folders under the folder selected will be imported.

- Select 'Import items into the same folder in'. This is the option that matches the folders from your Personal / Archive folder (pst file) with the folders in your target folder. If a folder doesn't exist in your target folder, it will be created.

Complete instructions for importing a Personal / Archive folder

Links for Office 365 Training

Training Resources for Office 365, and Office Online

OneDrive for Business and Office Online

Office Online is a free web browser version of Microsoft Office that you can use from any device that supports Office 365. General OneDrive help can be found on the Microsoft 365 Support site.

OneDrive for Business is a storage area in the cloud for your work documents.

Note: GCCCD allows for One Drive for Business sharing with @gcccd.edu accounts only.

Document Recovery in OneDrive:

Though using OneDrive sync is not advised, and there is limited ability to support this feature, there are some OneDrive Sync troubleshooting  links for those who choose to use it.

The District currently has three online forms options available for employees to use.  

NextGen Dynamic Forms

  • This application can be used for forms that require an authenticated signature. For those types of forms, users will be required to create a user name and password to access and complete the form.  Forms not requiring a signature do not require an account.
  • NextGen forms cannot be embedded in a webpage but can be accessed through a webpage link. 
  • NextGen is set up with Single Sign On for all employees and active students. If you want to build forms, find the Nextgen application in your O365 account and log in. Then, email isops@gcccd.edu to request to be made a form builder.
  • View video tutorial.

Cognito

  • This application can be used for the majority of forms.  It provides the ability to have ‘selection criteria’ as well as a routing function; while these features need to be set up when the form is being created, it is user friendly. 
  • Cognito is licensed by user. We have a limited number of licenses available. Contact the isops@gcccd.edu to request a license.
  • There are video trainings and tutorials available.

MS Forms

  • MS Forms is a basic form builder that is ideal for simple surveys, quizzes and forms.
  • You can route a form to multiple people with the use of something called MS Power Automate, which can be challenging to configure.
  • It is included in every employee’s O365 license and there are manuals and training resources available online.

Getting Started

  1. Sign into Microsoft Forms
  2. Create a form
  3. Share a form
  4. View form results

Tips

  • Create simple forms that are easily understood.
  • Be succinct as much as possible in your line of questioning.
  • Try to limit the amount of questions in surveys for better conversion (amount of completed surveys/forms).
  • It is recommended to store sensitive data that you download in a secure location i.e. external hard drive that is password protected.

Cautions

  • Do not share Personally Identifiable Information (PII).
  • Avoid complicating forms with excessive branching logic.
  • Do not share sensitive or private form result data with anyone other than those intended to view it.

What Is Personally Identifiable Information (PII)?

According to the Department of Homeland Security, PII is defined as follows:

"Personally identifiable information or PII is any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual, regardless of whether the individual is a U.S. citizen, lawful permanent resident, visitor to the U.S., or employee or contractor."

How-to Videos

Have technical issues? Contact Microsoft Forms Support

Additional Resources

Support

  • If you have questions about which forms application to use or need assistance or training on creating a form please reach out to the District IT Help Desk.

Software Overview

Zoom is a video-conferencing software used in a wide variety of instances across GCCCD and is integrated in two major systems, Canvas and SARS. Students, faculty, and staff use Zoom to conduct day-to-day business and online learning. Zoom licenses are limited to faculty and staff. Students enjoy the free basic accounts, which allow for 40min meetings. Licensed users can have unlimited meetings and are able to store their Zoom data (whiteboards, recordings etc.) in the Zoom cloud. 

Requesting a Licensed Account

District IT is working on a solution to auto-generate new accounts when new employees are onboarded into the district, however for the time being we are accepting direct requests at helpdesk@gcccd.edu. Please reach out for any issues related to setting up your account. For additional resources and support please refer to the support links below. If you have general questions regarding Zoom please reach out to the District IT Help Desk. For more specific issues with your account please open a ticket with Zoom support.

Resources