Outlook is here!

Microsoft Outlook has been installed on everyone’s desktop on campus – this is an alternate way for you to access your email, and is completely optional.  You may continue to use the web to access your email if that is your choice, and you can switch back and forth with no problem if desired.

If you are intrigued by Outlook but you aren’t sure it will fit your needs, feel free to try it. Every email sent and received, as well as every calendar entry, will be available in Gmail and Outlook at the same time. No need for conversions or to make a definite decision on which one you want to use. You can change your mind at any time without any messages being lost.

Why would you want to switch?  There are a few things that you will gain:

  • you can click on email addresses in Colleague or other applications and Outlook will pop up a compose window.
  • You can use the Send Email functions in Office and other applications, and Outlook will open a compose window with the document attached.
  • Sorting email by columns is supported.
  • A ‘replied’ indicator is shown when you reply to an email from Outlook.

Here are several different ways to get started depending on what works best for you.

  • You can read ” How To Setup Outlook ” and follow the step-by-step instructions there. After you have completed the steps, you can start using Outlook normally. IMPORTANT! Why can’t we set up Outlook for you? Because the configuration of Outlook requires your password. We follow the strictest guidelines on password security, so no one has access to your password, including IT.
  • You can watch the training videos created specifically for this project showing you how to set up Outlook and learn how it works.
  • You can ask us for individual help. Here is how you may get in contact with us:
    Ask IT (chat support session) – https://support.cfcc.edu/
    HelpDesk tickets – http://khelp/
    Phone – 362-HELP

Securing Unattended Workstations

IT Services has applied a password-protected screen saver to all Active Directory workstations. The inactivity period has been set to the maximum allowed time set by state policy of 30 minutes.

Please be sure to log out of the workstations when you leave, especially in public labs and areas where workstations are typically shared.  This may prove challenging in student computer labs; be sure to remind students to log out before they leave.  If you don’t log out, the next person who uses the computer could have access to your files and email.

IT Services may have to decrease the inactivity period before the password-protected screen saver activates if we get reports of unattended workstations.  Keeping our computing environment safe is everyone’s responsibility.

Below is an excerpt of the North Carolina Statewide Information Security Manual.   For those who would like to read it, here’s the link to the full document:

Statewide Information Security Manual (April 20 2012)


020103 Securing Unattended Work Stations
Purpose: To prevent unauthorized system access.
Workstations shall be safeguarded from unauthorized access — especially when left unattended. Each agency shall be responsible for configuring all workstations to require a password-protected screen saver after a maximum of thirty (30) minutes of inactivity. Users shall not disable the password-protected configuration specifications established by their agency. Users shall lock their workstations when leaving them unattended.

Forwarding College Email to a Personal Account

Any email sent or received in connection with College business is subject to public records law.  If that email was sent from or to your personal account and the institution receives a public records request then your personal account will be included according to the way NC law is written.  That is one of the reasons why the college provides email accounts to its employees.

If an email is made or received in connection with the transaction of public business, it is a public record regardless of whether it is created or stored on a public or a private computer or email system. So an email that relates to public business is a public record even if it is sent from a home computer, or made on a personal email account from any computer. This is true whether the email is sent or received by any public employee, or any elected or appointed public official.

Email as Public Record: Five Things You Should Know Wednesday, January 27, 2010

So while you have the option to forward the email from your college-provided account to another email account, please be aware of the legal ramifications of that choice.

New Gmail training!

Posted on behalf of Bethanne Tobey:

Take advantage over the summer to learn more of the organizational features of Gmail. These workshops will be offered to all CFCC employees this summer only.

Register today!

Organize Your Email
Time: 1 hour
This training session will provide faculty and staff a hands-on opportunity to learn, practice and use organizational features of Gmail such as:

  • labels
  • search email
  • sectioning inbox items (stars, unread, read…)
  • “move to”
  • color coding
  • turn on/off email threads

Gmail Tips and Tricks
Time: 1 hour
Discover the hidden “gems” of Gmail with the click of a button. This hands-on session is open to faculty and staff and will cover items like:

  • requesting a “Read receipt” for sent email
  • retract an email
  • create a “canned response”
  • display settings
  • “send as” aliases
  • and more!

Google Apps Training Sessions

The following training sessions are available now (more to be scheduled later) and are open for any employee to register. (Please do register since if no one is registered for a session, that session will be canceled.)

If you have any questions or need some individual help, you can also drop by the TTC (L-210 in the LRC) anytime 9am – 11am, and 1pm – 4pm on Fridays through the end of the semester.

If these times are inconvenient, you can view online help materials here: CFCC’s Google Apps Learning Center

Click one of the calendar events to register, or choose from the list of sessions below (same sessions, just presented in a calendar and a list)

Please click the “Register” link below to select a session.

No events available...

More sessions will be announced soon – we plan to have weekly sessions through the end of the semester.

Google Apps Migration Schedule

Google Apps migration and training!  

Migration is ahead of our original schedule.  If we continue at our current rate, we should be finished by mid April rather than the orignal June date.

Our plan is to contact each department the week before their move.

We will offer training for two days in the TTC or in NA-311 each week. We also plan on holding open house at the TTC for several hours on Fridays (this could change depending on demand) for anyone with questions about Google Apps.  Online help materials are available, too.

See the Training Schedule to sign up for a training session and to see the Friday walk-in hours.

The following is a TENTATIVE schedule, and may shift as we go along.

December: President’s Office – complete
January: IT Services – complete
Feb 4-6:Foundation – complete
Feb Feb 4-8: Marine Technology – complete
Feb 11-15: Science – complete
Feb 18-22: Vocational – complete
Feb 22-24: Social and Behavioral Sciences – complete
Feb 22-24: Health Sciences –  complete
Feb 22-24 : Instructional Operations  – complete
Feb 24-26: Math and PE – complete
Feb 24-27: English –  complete
Mar 1-3: Humanities and Fine Arts –  complete
Mar 3-8: Engineering Technology  –  complete
Mar 7-8: Public Services –  complete
Mar 8-10: Business Technologies  –  complete
Mar 11-15: Institutional Effectiveness and Human Resources  – complete
Mar 11-24: Student Development -  complete
Mar 15-20: Business and  Institutional Services  –  complete
Mar 18-22: Learning Lab and LRC  –  complete
Mar 20-26: Continuing Education – complete
Mar 29: Auditing

Hello GMail, Goodbye GroupWise FAQ

(email sent on Feb 1 2013)

For some of us, it’s tough… we’ve spent over 20 years on GroupWise and now it is going away?  Yes, Gmail is now the official email platform of Cape Fear Community College.  GroupWise will not exist after June.

The period between February and June will be the transition from the old to the new.  IT Services is going to do as much as possible to make that transition a smooth one.  However, this transition will require us all to learn new things and do a few things differently.

I’ve received many responses since my last email.  Thanks!  Here are answers to a few of the questions you sent me:


Where/What is this Gmail account and how do I get one?

You already have it.  My apologies.  I have used the term “Gmail” as shorthand for the email system provided by our college web-portal ” myCFCC. ”

  • The myCFCC Portal actually includes Google Apps for Education, a full suite of services geared for education.
  • This suite contains a word processor, a presentation application, calendar, file storage and…. Gmail (and more!).
  • So, it really is Gmail, just without the ads or banners and with an increased email capacity limit (25GB!).

 Will I be able to keep my old GroupWise email address?


  • Everyone who currently has a GroupWise address (mine isdchappell@cfcc.edu) will be able to receive email under their GroupWise account address.
  • This will be accomplished initially via a Forward from GroupWise to your Gmail account.
  • This also answers several already Frequently Asked Questions such as:
    • Do I have to get new Business cards?  No
    • Do I have to locate every instance of my old email address (like on websites) and change it?  No
    • Do I need to alert everyone I have sent an email to that my address has changed?  No

What about sending email?  Which email address will appear to the recipient of my email address, GroupWise or Gmail?


  • You will be able to select either your GroupWise or your Gmail address to be displayed.
  • This is a setting that you control.  Stay tuned for easy instructions on how to set it to your preference.
  • Email sent to you using both/either address(es) will be received in your Gmail account.

 What do I need to know as we transition to Gmail?

– No new GroupWise email accounts will be created.

  • All existing employees already have a myCFCC Gmail account.
  • All new employees automatically receive a myCFCC Gmail account when the hiring process is complete.
    • In the transition period, new employees will not have a GroupWise-like email account name (i.e., dchappell@cfcc.edu).
    • However, after the conversion process is complete in June, a GroupWise-like account name may be created for them.

– If you send a “Capefear_All” from GroupWise, you will miss those new hires that only have Gmail addresses during the transition.

Therefore, during this transition (only), follow these simple steps to send an email that will reach everyone:

1.    Go to Gmail (in myCFCC, click the  “Email” icon
2.    Select “Compose”
3.    In the “To” field type: “capefear_all@cfcc.edu” (with an underscore) and this will send email to all GroupWise accounts.  **Then**, in the same field, type: “capefearall@mail.cfcc.edu” (with no underscore) and this will send email to all the Gmail accounts.
4.    Fill in the “Subject” Field
5.    Type your message
6.    Hit “Send”

OK, it sounds confusing, but doing it is actually easier than it reads…  Be careful that the correct addresses are selected as “auto complete” may not give you what you intended.  Remember: “capefear_all” and “capefearall” … but it’s only for a short while.  As soon as everyone is on Gmail, there will be only one capefearall.

What do I need to do now to prepare?

– Clean out your GroupWise mailbox and Archives.

  • Delete unwanted GroupWise email and empty the Trash.
  • Go through your Archives and keep only things that might have future value to you.
    • Hint: sort the Archives by different categories to cast a wide net for unwanted email.

– Disable all forwards to GroupWise.

  • If you have any email accounts forwarding to GroupWise, especially from myCFCC Gmail, Remove Those Forwards Now!
  • Forwarding from any other email system (especially Gmail) will create an endless email loop once we put into place a Forward from GroupWise to Gmail.

-Sign up for a Gmail class.

  • These will be announced in the coming weeks.

 Anything else I need to know?

-The Auto-archive feature in GroupWise has been disabled.

  • This has been done in preparation for your move.
  • This means that older email will simply stay in your inbox.

Do not manually archive messages.

  • We are trying to reduce the amount of Archived email that will be migrated to your Gmail account.

-Items in the GroupWise Trash will empty immediately on request.

  • This wasn’t the case before    … Even after Deleting, your email stayed in the Trash Folder until our system had a chance to back it up.  This gave folks a chance to change their mind… 😉
  • Now, when you “Delete and Empty,” it’s *gone* instantly.


Stay tuned for more FAQs and in the meantime, keep your questions coming!