To log in to Google Apps:
Note: You can access Google Calendar and the other Google Apps modules from the links in the upper left of the mail application or you can go to them directly at:
I forward my Brown mail to another address. How do I access items that have been shared with me in GoogleApps@Brown?
Even if you are reading your Brown mail at another address, you do have a GoogleApps@Brown account. If you do not know your password, you can reset it by going to http://www.brown.edu/myaccount and clicking "Change Password for GoogleApps@Brown Username".http://gmail.com.
Please see the Connecting Clients page for more information on setting up an email client to connect to your GoogleApps@Brown account.
Firefox and Chrome open in new tabs by default, but some other browsers may not do so by default, and older browsers may not support tabbed browers. Firefox and Chrome are the recommended browsers for GoogleApps@Brown. If you are using another browser, check the browser's settings / options to change this behavior.
No, you can access your email and calendar and other services from any computer connected to the internet, whether you are on or off campus, using a web browser.
Google Apps supports the following browsers. The latest versions of Chrome and Firefox are the recommended browsers for GoogleApps@Brown.
No. Because Google Apps runs in a web browser, you just need to use a supported browser.
The interface for both Google Apps Email and Google Calendar are available in over 50 languages. For a list of the available languages and instructions on how to set a different language, refer to the Gmail Help Center.
Please also see the memorandum on Google Apps, Grades, Security, and Sensitive Information.
The Brown Information Security Group has reviewed and approved of the data security position at Google. Their favorable review and decisions were based upon:
It should be noted that there is a contractual statement by Google in the Terms and Conditions which states that Google will not guarantee that University data will be housed in servers based in the United States. This is of importance to any faculty member who will be working with data sponsored by government grants, as such grants many specify for the data to remain in the United States.
Google may be compelled to disclose Brown's confidential Information when required by law but only after it, if legally permissible: (a) uses commercially reasonable efforts to notify the owner; and (b) gives the owner the chance to challenge the disclosure. This is at least as much protection as is afforded by existing Brown policy.
One should remember that no email system is completely secure, and privacy in email cannot be assumed. With this in mind however, Google utilizes best of breed hardware, software, and security architecture to maintain confidentially and privacy. If something needs to be totally private, email is perhaps not the best method for storage.
Servers are housed in Google's data centers - Google does not disclose the exact locations of their servers for security reasons. The content of each email or document is spread around to several different physical data center locations so that in the unlikely event that one of Google's data centers is compromised, Brown's data will still be protected. This is actually much more rigorous than the security of our existing service.
Here are some ways to integrate two Google accounts - depending on your needs, you may find that you don’t need (or want) to do all of these.
Labs are experimental features in Google that are opt-in. You can view available labs and enable labs by clicking on the gear on the top right of the Google App you are in, and choosing Labs.
Labs are not guaranteed to work perfectly (though many of us use them without experiencing any problems), so if you do plan to enable labs, note the following link, which lets you log into Gmail with your labs temporarily disabled. If you are unable to access your mail due to a problem with a lab, log in using this link and then go to your Labs page to disable any labs which you recently enabled.
An example of a popular lab on the Brown campus is Canned Responses, which lets you save snippets of text to reuse in emails.
Please see http://learn.googleapps.com/gmail
Yes, to help prevent viruses, Google Mail won't accept file attachments that are executable files (such as those with an .exe extension). Messages with an executable attachment will bounce back to the sender. For details, see the Google Help Center. If you need to share an executable file, you can do so using a shared networked drive or a service like CCV's Digital Dropbox: https://dropbox.brown.edu/
There is a 25 MB size limitation for attachments.
Gmail organizes mail into Conversations, or groups of messages, based on the subject line and content of the email. Conversations give you the context of the email by displaying previous related messages. For more information, see
A Conversation may contain messages between a large group of people, as well as private conversations between a smaller group than the original message. When you Reply All to a message within a conversation, the people in that specific message will be the ones who receive your reply. You can determine who will receive your response by looking at the To: and CC: box on top of the email you are composing.
When you reply to any message within a conversation, nobody will see any text they have not seen before! Only if you add additional people to the To, CC, or BCC box will new content be introduced to those recipients.
In order to prevent spam, Google will temporarily disable accounts which send a lot of email in a short time. It's important to be aware of these limits when doing a mail merge. Here are the limits, from Google's help pages:
According to the Google help center, you can only send a message to up to 100 people at a time if you use POP or IMAP.
Though Google does have a "Check Spelling" feature, we recommend the built-in spell check in the Chrome and Firefox browsers. Spell check is enabled by default in these browsers, and misspelled words are automatically underlined in red. The advantage of this built-in spell check is that you can add words to the dictionary, and it is checked automatically as you are typing.
You can set up an email signature in your Mail Settings. However, you may want more control over your signature, so here are two alternatives:
Can I send file attachments in Google Mail using the "Send To > Mail Recipient" feature in the Windows "right-click" menu?
No, this feature works only with a client email program installed on your computer.
No - but Google Labs has a "message undo" feature that lets you recall a message within 5 or 10 seconds after you send it. To enable the feature, click the gear on the top right of your mail and choose Labs. Then, enable the Undo Send lab. In your settings, you can control how long you have the ability to undo a message. When you send a message, you will now see an Undo link at the top of the message which you can click to recall the message.
Only delete messages when you are certain you will NEVER need to refer to them again. Do not use your Trash to store messages you will need to refer to. If you are not sure, do not delete.
If you delete a message, it's placed in the Trash and then permanently removed from your Google Apps account automatically after 30 days. If you need to permanently delete a message before the 30 days is over, you can go to your trash and delete the email forever. Messages deleted from the trash, whether manually or automatically after 30 days, can NOT be recovered!
On the other hand, if you archive a message, it's moved to All Mail (your archive), where you can easily find it in the future using Google's powerful search feature. Note that this is different from Outlook's use of the word "Archive". In Google, archived mail is not downloaded to your computer, just taken out of your Inbox.
A third possibility is to create a label for mail that you wish to remove from your Inbox. For example, you may call it "Completed". You can Move mail to this label and out of your Inbox, yet you can easily find it again in the future by looking in your Completed label.
If you have received spam, you should use the Report Spam feature instead of deleting or archiving the message.
Some reasons to delete a message: It contains confidential information you should not have been sent, it has a large attachment you no longer need, or you are certain you will never need it again.
Reasons to archive a message: You may want to refer to the message in the future, but do not want it to appear in your Inbox.
No! There's no need to delete or archive messages in the Sent folder. Deleting messages in the Sent folder will delete the associated conversations, so it is not recommended.
To search for messages, type a word that the messages contain. Note, however, that Search matches "whole words" only --- that is, it doesn't recognize partial or similar matches. For example, if you search for benefits, Search won't find benefit or benef. Also, Search doesn't recognize special search characters, such as square brackets, parentheses, currency symbols, the ampersand, the pound sign, and asterisks.
By default, Search doesn't look in your Trash or Spam folders. To search those folders also, click Show search options next to the Search field, and then, in the Search drop-down list, select Mail & Spam & Trash.
You can find more information about using Search at https://support.google.com/mail/bin/answer.py?hl=en&answer=6593
To make sure that any messages you receive from a specific person outside our domain pass through the spam filter, create an email filter using the Never send it to Spam option:
The following websites have information about innovative ways to control the flow of your email and manage your Inbox:
Yes, email delegation is supported for the EDU edition of Google Mail at Brown University. In your settings, you can give someone else delegate access to all of your email. Alternatively, you can easily set up an email filter (rule) to forward specific types of messages to another employee.
Yes, Google Mail includes a full set of keyboard shortcuts. First, you must enable keyboard shortcuts:
Then, to see the shortcuts, press SHIFT+? while viewing your list of messages in the main Mail window.
Yes, if your browser is set to display pop-ups in a new window, you can click do the following:
Please see http://learn.googleapps.com/calendar
When I receive an email invitation, why are there two sets of links to RSVP "Yes / Maybe / No"? Which should I use?
Both work, but you should use the "Yes/Maybe/No" on the top to RSVP for the event because it is more convenient. The top set is the built-in Google functionality. The set on the bottom has to do with the .ics attachment that is part of every calendar invitation, including Google invites. In other words, if you received an invitation from someone using another calendaring system, you would only see the options on the bottom.
When you click one of the options on the top, you will remain in your email and the RSVP will occur automatically. If you use the bottom set, you will be taken out of your mail and into the calendar event, so it is more disruptive to your email management.
Why do some of the invitations I receive give me the option to RSVP "Yes / Maybe / No", while others just have an "Add to Calendar" link?
You will see the "Add to Calendar" link for reasons including:
If you receive an event with an "Add to Calendar" link, be aware that: