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ASA: Information Services

Category: Knowledgebase

Knowledgebase article

Google Drive Migration

Due to changes in UW’s agreement with Google, major changes are coming for UW Google Accounts, primarily users of Google Drive.

Impact to Users

  1. All users will have a 100GB limit. Any account in violation of Google Drive limits will be deleted. The 100GB limit for personal UW NetID Google Drive accounts will be in effect June 11, 2024.
  2. All UW Google accounts for Shared UW NetIDs will become view only (i.e. no new files can be added) beginning in March and will be deleted in August.

Google Drive with Personal UW NetID

Users using Google Drive with their personal UW NetID.

  • Users with less than 100GB of data: Do not need to take any action.
  • Users with more than 100GB of data: We recommend transferring your Google Drive data to a UW OneDrive for Business account. (Review “How to Migrate Data“)

Google Drive with Shared UW NetID

Account owners of a Shared UW NetID that use Google Drive.

  • The account owner MUST move their data from Google Drive before August 29, 2023.
  • The account owner can move the data to a Microsoft Collaboration Service (Review “Google Drive Alternatives“)
  • Account owners who are sharing a substantial amount of data via Google Drive with a large number of users should consider purchasing server space. Please email asahelp@uw.edu for server options and pricing.

How to Migrate Data

Personal UW NetIDs

  • Personal UW NetID Google Drive users who exceed their 100GB limit can transfer their data to a OneDrive for Business account (which allow 5TB of cloud storage) using various migration tools such as Mover.io and ShareGate.
  • For more information on migration tools, please visit the Migration Tools on the IT Connect website.

Shared UW NetIDs

Google Drive Alternatives

Microsoft Teams

Similar to using direct messaging apps such as Slack or Zoom for collaboration, Teams is a great alternative.

  • FERPA and HIPAA compatible.
  • External sharing capable for collaborating with groups outside the UW.
  • IT Connect provides more information on Microsoft Teams, including how to create one using a Shared UW NetID.

Microsoft SharePoint

SharePoint Online is the best choice for web-based collaboration.

  • FERPA and HIPAA compatible.
  • 25TB site storage limit.
  • IT Connect provides more information on creating a SharePoint Online Site.

ASA-IS File Services

  • Recommended option for large numbers of documents being accessed by multiple people.
  • File server updated and maintained by our highly trained ASA-IS server team.
  • For more information, please review the ASA-IS service catalog.

For additional options, please visit the University Libraries specific data storage comparison.

Additional Questions

Please feel free to email ASA-IS at asahelp@uw.edu for additional guidance.

Adjust Microphone Levels

When a microphone is either too loud or too quiet, try adjusting the sound levels.

  1. Right-click the sound icon in the Windows system tray

    2. Sound Icon Taskbar

  2. Click Sounds
  3. Click on the Recording tab
  4. Right-click your microphone
  5. Click Properties

    6. Setup Sound Properties

  6. Click the Levels tab
  7. Adjust the slider to the desired output volume

    8. Sound Mic Levels

  8. Click OK, then OK again, to close out the Sound menu

Work from Home Guides

Employee and Department needs and authorization may vary. Not all guides shown below may be relevant for your work-from-home setup.

UW VPN Setup

The first and most important step to working from your home computer is to download and install Husky OnNet (aka BIG-IP Edge Client).  This software creates a secure connection to the UW servers which many applications, intranet sites, and department shared drives require:

UW IT Connect: Download Husky OnNet VPN

Once you have navigated to IT Connect: Download and use Husky OnNet:

  • click on the link for: Download Husky OnNet
  • click: Terms and Conditions
  • click: I Agree

Important: Some departments require specialized VPN configurations in addition to installing the VPN client. If you belong to one of the following departments, please click the appropriate link for instructions or contact info to complete these additional steps:

Hall Health Center (HHC)

Please email Hall Health IT at hhnhelp@uw.edu

WFH Option 1 – Connect directly to your office computer

You can use your home computer to set up a remote connection to your office computer. This may be the easiest option for most employees since it only takes a few steps and does not require additional software since you will still be working off of your regular office PC.

Step 1: Before you can establish a remote connection to your work PC, you will either need the name of your PC or your IP address:

Step 2: From your home computer after connecting to the VPN you the remote connection software to start a remote session with your office computer:

Note: It is important that you do not put your office computer to Sleep or Shut Down as this will make it inaccessible until someone physically goes to the computer to turn it back on.

WFH Option 2 – Configuring your home computer for work

Guides for installation and configuration of frequently used software and network resources you may need when working directly off of your home computer.

Accessing your UW Email

You can connect to your UW Email either through a web browser using the Outlook Web Application (OWA) or you can use you NetID to download and install a fully licensed copy of Microsoft Office 360 Pro Plus.

Adding your Department Drives

While the VPN is connected, you will be able to connect to your department’s drives. Follow these directions to get your mapped drives setup:

Installing Zoom

You may need to install Zoom in order to attend UW meetings or for receiving help from ASA-IS. The University of Washington has a license for Zoom that will allow you to install an upgraded version of the program for free:

Zoom for HIPAA and FERPA Related Tasks

If your meetings will contain content that falls under HIPAA or FERPA guidelines, it would be best to use the special version of Zoom that fulfills the state requirements for those subjects. You can find that information here:

Additional Resources

Equipment Catalog

Submit an Equipment Order request to initiate a purchase.
Submit an IT Onboarding request if this equipment order is for a new employee.

All prices are current as of December 2022 and subject to change.

Dell Latitude 7330 Laptop
Dell Latitude 7330 Laptop

Processor: 12th Gen Intel Core i7-1255U
Memory: 16GB
Storage: 512GB Solid State Drive
Screen: 13.3″ FHD | 1920×1080 resolution | Built-in camera
Warranty: 3 years
Dimensions: Heigh: 0.67″ | Width: 12.07″ | Depth: 7.87″
Weight: 2.5-2.67 lbs
Cost: $1765.72

Peripherals:
Included: Docking station WD19S 90w | Power Delivery 130w AC

Dell OptiPlex 7000 Micro Desktop
Dell OptiPlex 7000 Micro Desktop

Processor: 12th Gen Intel Core i7-12700T
Memory: 16GB
Storage: 256GB Solid State Drive
Warranty: 3 years
Cost: $1503.50

Peripherals:
Included: Dell Premier Multi-device Wireless Keyboard and Mouse
Monitor: Dell 24″ Monitor P2422H

Lenovo ThinkPad P15s Laptop
Lenovo ThinkPad P15s Laptop

Processor: 11th Gen Intel Core i7-1165G7
Memory: 16GB
Storage: 512GB Solid State Drive
Screen: 15.6″ IPS | 1920×1080 resolution | Built-in camera
Warranty: 3 years
Dimensions: Height: 0.67″ | Width: 12.07″ | Depth: 7.87″
Weight: 2.50-2.67 lbs
Cost: $1612.65

Lenovo ThinkPad X1 Carbon Laptop
Lenovo ThinkPad X1 Carbon Laptop

Processor: 11th Gen Intel Core i7-1185G7
Memory: 16GB
Storage: 512GB Solid State Drive
Screen: 14″ IPS | 3840×2400 resolution | Built-in camera
Warranty: 3 years
Dimensions: Height: 0.60″ | Width: 12.4″ | Depth: 8.7″
Weight: 2.5 lbs
Cost: $2484.11

MS Surface Pro 8 Tablet
MS Surface Pro 8 Tablet

CDW Part: #6715416
Processor: 11th Gen Intel Core i7-1185G7
Memory: 16GB DDR4
Storage: 256GB Solid State Drive
Screen: 13″ Touchscreen | 2880×1920 resolution
Warranty: 1 year
Dimensions: Height: 0.37″ | Width: 11.3″ | Depth: 8.2″
Weight: 1.96 lbs
Cost: $1547.12

Peripherals:
Microsoft Surface Pro Signature Keyboard | CDW #6715444
Microsoft Surface Dock 2 | CDW #6080326
Surface Pen | CDW #4641237
Microsoft Surface Arc Mouse | CDW #4610965

MS Surface Laptop 5
MS Surface Laptop 5

CDW Part: #7193188
Processor: 12th Gen Intel Core i7-1265U
Memory: 16GB
Storage: 256GB Solid State Drive
Screen: 15″ FHD | 2496×1664 resolution | Built-in camera
Warranty: 1 year
Dimensions: Height: 0.60″ | Width: 13.4″ | Depth: 9.6″
Weight: 3.44 lbs
Cost: $1603.38

Peripherals:
Microsoft Surface Pro Signature Keyboard | CDW #6715444
Microsoft Surface Dock 2 | CDW #6080326
Surface Pen | CDW #4641237
Microsoft Surface Arc Mouse | CDW #4610965

OneDrive: External Sharing Options

External Sharing Disabled
Per UW IT’s website:
“External Sharing is disabled on UW OneDrive for Business accounts, which means you will not be able to share files outside of the UW, i.e. with individuals with a non-UW email address.”

Resources for External Sharing

Other resources can be created that allow teams, rather than individual accounts, share documents outside of the UW. UW IT provides Collaboration Services, but the following is a quick overview:

SharePoint Online

  • Create a customizable website
  • Automate processes and workflow
  • Store and collaborate on files
  • The default SharePoint Online site storage limit is now 25TB

Learn more about SharePoint Online.

SharePoint Online Modern Communication

  • Publishing site
  • Mobile support
  • Deliver content to a wide audience

Learn more about SharePoint Online Modern Communication.

Microsoft Teams

  • Chat and video conference with your team
  • Share and work on files collaboratively, accessible through the chat interface
  • Customizable – can add web sites and apps such as Planner.

Learn more about Microsoft Teams.

Office 365 Groups

  • Shared Outlook inbox, shared calendar
  • Can be integrated with a Microsoft Team

Learn more about Office 365 Groups.

Click here to request one of these resources from UW IT – ensure you put “Allow external users who accept sharing invitations and sign-in as authenticated users” or “Allow sharing with all external users by using anonymous access links” in the Notes field.

Example of Sharepoint Online document libray

All four of the options will come with a document library. The document library’s interface is the same as an individual OneDrive account’s interface but will be integrated into the four resources in different ways.

SharePoint Doc Library

You can share files with external users, who will receive an email with a link to the document. You can also give membership to UW employees – for them, clicking Sync from the library will sync files to their local OneDrive.

ASA-IS OneDrive Resources

OneDrive: Collaboration

OneDrive allows multiple people to work on Office files at the same time. There are multiple ways to collaborate, using the web portal, the desktop application, or both.

OneDrive Collaboration

OneDrive on the Web

Working on documents through the web portal is seamless, showing where other cursors are in real-time and updating edits with minimal lag time. Simply open up the document in your browser through the web portal – when another person opens the same file, you will be collaborating.

Chat

If multiple people open a file in their browser through the web, they will have the option to chat. Simply click on the red-colored “C” icon in the main menu next to the Share and Comments buttons. [ Screenshot ]

Go to location will indicate where they are working in the document or click Join group chat to send a message. When you send a message, the recipient will receive a notification: [ Screenshot ]

They can then click respond to begin chatting. [ Screenshot ]

Desktop Application – depends which version

Two people who have a file synced to their local OneDrive application can open the document locally and still be editing the document in real-time together. The functionality that is available depends on which version of Office you have installed.

Office 365

If you have Office 365 Pro Plus installed on your computer, you have access to chat with other collaborators on the desktop application. The functionality is very similar to the online version of Office used through the web portal.

Office 2016 and earlier

Chat is not available in earlier versions of Office.

When collaborating with the desktop application, the program will lock sections for editing, save the changes, then sync the saved changes with the cloud, which then updates for everyone else. There can be some lag time in seeing updates. [ Screenshot ]

Office 2016 will indicate who else is working on the document, share the document, and set permissions by clicking the Share button in the upper right-hand corner of the screen: [ Screenshot ]

Web and Desktop Application

Two or more people can open up the same document through the web portal and through their local Office applications at the same time.

Chat only works for online Office apps or local Office 365 applications.
Comments work in all versions.

[ Screenshot ]

[ Screenshot ]

ASA-IS OneDrive Resources

OneDrive: File Status & Sync Settings

File Status

OneDrive files are stored either in the cloud and on your computer or solely on the cloud and downloaded on an as-needed basis (refer to Files on Demand)

The following figures indicate the status of the documents in your local OneDrive:
[ Screenshot ]

[ Screenshot ]

OneDrive Sync iconSyncing – This icon indicates that the file or folder is syncing or sync is pending.

Consult Microsoft’s documentation for a complete list of potential OneDrive status icons.

Change Sync Settings

Individual files

Change to Always keep on this device to always be a local copy of a file stored.
[ Screenshot ]

Manage Folders

You can also choose which folders are synced to your local OneDrive. Click the cloud icon and then Settings. [ Screenshot ]

Next to the account you’d like to manage the synced folders for, click Choose folders.

You can then uncheck the boxes next to folders you do not want to sync, then click OK to apply.

Files On-Demand

Files On-Demand will show you all the files available to you through OneDrive but only download files on demand, or when you go to open them. This saves disk space but may be slower and does not keep a local copy of all of your files.

If you would like to manage Files On-Demand:

  1. Click the cloud icon in your system tray
  2. Click More
  3. Click Settings
  4. Click the Settings tab
  5. Check (enable) or uncheck (disable) the box next to Save space and download files as you use them

ASA-IS OneDrive Resources

OneDrive Overview
Sign-in and Setup
Share and Sync Files
Collaboration
External Sharing Options

OneDrive: Share & Sync Files

There are two ways to share files with others: from your computer or from the web portal.

Share from Your Computer

  1. Right-click the folder or file you’d like to share
  2. Click Share [ Screenshot ]
  3. Enter the UW email of the person you’d like to share with [ Screenshot ]
  4. Click Send

Share from the Web

  1. Log in to OneDrive on the Web
  2. Select the file or folder you’d like to share [ Screenshot ]
  3. Click the Share button in the main menu
  4. Enter the UW email address of the person you’d like to share with [ Screenshot ]
  5. Click Send

Sync Files

In order to sync files to your computer:

  1. Log in to OneDrive on the Web
  2. Click on Shared in the sidebar menu [ Screenshot ]
  3. Open the folder that contains the files you’d like to sync to your local computer
  4. Click the Sync button in the main menu
  5. Depending on your browser, you’ll receive one of the following messages. Click to Open
    [ Screenshot ] [ Screenshot ]
  6. When you go to This PC the synced folder will be available in the UW in the sidebar [ Screenshot ]

ASA-IS OneDrive Resources

OneDrive Overview
Sign-in and Setup
File Status and Sync Settings
Collaboration
External Sharing Options

Equipment Order

To request new equipment please fill out and submit the form. An ASA analyst will contact you to provide a quote and confirm your order.

Please review the Equipment Catalog for device and peripheral details.

Purchases that do not fall under these standard devices will require departmental approval, please contact us directly