Access your Drive files with Google File Stream

With Google Drive File Stream, you can access all all of your Google My Drive and Team Drive files directly from your computer without having to open a browser. You can also select files to make available for offline use for when you don’t have an internet connection.

When you install Drive File Stream on your computer, it creates a drive in Windows Explorer named Google Drive File Stream. All of your My Drive and Team Drive files will appear there. You can transfer files between your computer and Drive or browse and organize your Drive files right in Windows Explorer.

The File Stream app also allows you to open files directly within applications like Microsoft Word. When you click File > Open, just browse to the Google File Stream Drive to locate your file.

If you used the old Google Drive Desktop App, you may have received a notification that it would no longer work after May 12, 2018. Google File Stream is a recommended replacement for the Google Drive Desktop App. Another option …

5 Tips I've Learned About WebEx Meeting Center

It’s all about WebEx these days, at least for me. Between the impromptu meetings to help people get started and the 1-Hour WebEx Orientation workshops, I’ve been WebEx-ing a lot. Thought I’d share a few useful tips about WebEx Meeting Center. I have more tips but this blog post would be way too long if I shared them all in such detail. No worries, I will share more soon.

1. Using your meeting room URL more than once (aka recurring meetings).  

For those of us who used UMConnect, it was regular practice to use the same meeting room again and again. The advantage was that all your content stayed there for the next meeting. In WebEx, meeting room content goes away when the meeting ends. Period. But not only your content goes away, the default is that your meeting room\URL will delete automatically when your meeting ends. It makes sense because who needs to have a bunch of old empty meeting rooms laying around. 

So why use the same room more than once? When you want to use the same URL for several meetings. You can set your meeting up as a recurring meeting which is great for meetings that are on a regular schedule (e.g. daily, weekly, monthly). You can change individual meeting times as needed. Use the Advanced Scheduler to set up recurring meetings.

  1. Log into Click Meeting Center > Schedule a meeting
  2. Click to use the Advanced Scheduler
  3. Recurring meetings is in step 2 (date and time)
2. Set your meetings to NOT delete. 
If you want to use the same meeting room\URL again and again and your meetings do not follow a regular schedule, the recurring meetings option may not work well for you. For example, my 1-Hour WebEx Orientation webinars are recurring but not on a regular schedule. I set my meeting room to NOT delete which allows me to use the same meeting URL - I just update the date & time. Here's how:
  1. Log into Click Meeting Center > Schedule a meeting
  2. Click to use the Advanced Scheduler
  3. Click to un-check the Delete from My Meetings when completed option

One last note about this. You can change your default setting so none of your meetings are deleted automatically. If you choose this option, you should delete them yourself when you no longer need them. The default setting can be changed under My WebEx > Preferences > Scheduling Options.

3. Recording a meeting? 
A quick observation from the University's Video Support team - when starting a WebEx recording they have seen a 1-3 minute delay for WebEx service to actually start recording.  Tip: start your recording 3-5 minutes before a meeting to guarantee you captured the entire event.  You can trim\edit your recording when the recording is completed to remove “dead air” time. Here are a few how-to’s on WebEx Trimming – 
Find your recordings: WebEx recordings can be found by logging into Click Meeting Center > My Recorded Meetings 

4. Want to see who attended your meeting? 
After your meeting, you can view or save a report about your participants. The report will provide names, email addresses, when they joined\left the meeting, etc. Reports are available after your meeting – be patient, it takes some time for the report to be available. You will notice different types of reports for Event Center and Training Center also. Find reports here:
  1. Log into
  2. Under My WebEx click My Reports
  3. Under All Services, select Usage Reports
  4. Enter the date or date range of your meeting
  5. Click on your meeting for the details. Options: choose Printer friendly format or export your report data.

5. Need an alternate host? 
Every meeting must have a host present at all times. If the host leaves the meeting, the meeting will end for everyone. What if you set up a meeting and for whatever reason can no longer attend or are going to be late? You can add an alternate host for your meeting:
  1. In the quick meeting or advanced scheduler under the Attendees box, click Use Address Book

  2. Search for the UMN person (by name or email), select their name and click Alternate Host to add them. 

Last minute host change during a meeting: If a meeting host has to leave a meeting early, they can pass the host code to another person in the meeting. The host code is provided when a meeting is created and it will be listed under the Meeting Info tab in the meeting (only the host sees it).

To pass the code, the person taking the host role can click Reclaim Host Role from the Participant menu and enter the host code.

So there are your 5 WebEx Meeting Center tips for today. We love when people share their tips. Do you have any to share?

Happy WebEx-ing!