After the switch details

First Steps: Set up your Mail and Calendar

The below instructions will help you to get your account up and running using the Google Web interface by first recreating features/functions in Google Apps that did not migrate from your GroupWise account or were converted to an alternate Google Apps feature.

A full demonstration of setup for each of these checklist items is provided in the What Didn’t Migrate video.

Set up your rules as Google filters

Gmail's filters will replace GroupWise mail handling “Rules.” Filters allow you to manage the flow of incoming messages. Using filters, you can automatically label, archive, delete, star, or forward your mail, even keep it out of Spam. Use the instructions below along with our Create Filters video to help you set up your mail handling in Google.

To create a filter

1. Click the down arrow in your search box. A window that allows you to specify your search criteria will appear.

2. Enter your search criteria. If you want to check that your search worked correctly, click the search button.

3. Click Create filter with this search at the bottom of the search window.

4. Choose the action(s) you want the filter to take

   1. Check the box indicating “Also apply filter to matching conversations.”

5. Click the Create filter button.

Please note: In Google Apps you do not need to create a Filter for vacation responses. See Google’s instructions on how to set up an automatic vacation response.

Set up email delegation

Email delegation is Google's version of proxy access. While email delegation does not work exactly the same way as GroupWise proxy, there are definite similarities.

In Google Apps you can delegate access to Mail to up to 25 people so they can read, send, and delete messages on behalf of the delegated account. The delegate can also access the account's contacts by clicking the Contacts link. Clicking the To, Cc, or Bcc links in the mail compose window will also bring up the account’s contacts.

You won't be able to give anyone permission to change the account password or settings, or chat.

Note: to set up email delegation you will have to log in directly to the account. If you do not know the account password any longer, contact the HelpDesk at helpdesk@caspercollege.edu of by phone at 307-268-3648 to reset your password. You MUST be the account owner in order to request a password reset.

To set up email delegation

Log in to the account to which you wish to have email delegate access and follow the steps below along with our Email Delegation Setup video:

1. Click the gear icon Mail settings, and select the Accounts and Import tab.

2. Under 'Grant access to your account,' click the Add another account link.

3. Enter the email address of the person you'd like to access the account and click Next Step.

4. A confirmation message will appear. Click Send email to grant access.

5. The delegate will receive a verification email explaining that access has been granted.

   1. After the delegate confirms this request, it may take up to 30 minutes for the verification process to be completed.

Any messages sent from the account will have the delegate’s name listed in addition to the account name, so they'll show the sender as: Account Name (sent by Delegate).

If someone has granted access to their account to you, you can access it by clicking the down-arrow next to your email address in the upper-right corner. Click Switch account and choose your delegate's email address.

Set up your Signature

Your GroupWise signature was not migrated along with your account. Please follow the email signature instructions provided by Communications and External Affairs.

Familiarize yourself with Google labels

When your GroupWise Folders and Categories migrated to Google Apps, they were converted to Labels. Labels do all the work folders and categories do, but with one added bonus: you can add more than one label to a conversation.

When your migration is complete you may find that you want to reorganize your labels. To manage your labels refer to the instructions below along with our Manage Labels video.

To organize and delete labels

You can control which labels appear in your list on the left.

1. Click the gear icon Settings, then Labels

2. In the 'Show in label list' column, click the 'show' or 'hide' link next to each label to choose whether it's listed. You can also set labels to appear only when they contain unread messages; otherwise, they'll be hidden. Hidden" labels don't disappear entirely, it just means they're under the "More>" link in the label list instead of showing up on a line of their own.

3. If you see a label you don't need anymore, you can always click remove in the 'Remove label' column. (You'll have to confirm that you'd like to remove the label by clicking Delete.

In the 'Show in message list' column, you can choose whether you'll see each label title displayed on the messages it contains; click hide if you don't want to see that label name when you look at the messages it contains.

You can also create a hierarchy of labels, to add a sub-label to a more general one. For example, if you have a label for “Student emails,” and want to create another specifically for “Spring 2012,” you can nest the “Spring 2012” label inside your “Student emails” label. Just add a slash to your label name to have it live inside another label: in this case, you'd name the “Spring 2012,” label "Student emails/Spring 2012".

Note: If you have more than 100 labels, either because you created them or they appeared after migrating from another email system, you may find that your Gmail experience is slower. We suggest removing the labels that you might not be using anymore (this action won't delete the messages that were assigned those labels).

Set up your calendar(s) sharing

While all of your GroupWise calendars migrated to Google Apps, any sharing permissions you may have grated to others did not migrate. Take a moment to grant calendar access to others as per your need.

By default, everyone at the college will be able to see your availability (event details will not be disclosed). You can change your settings to keep your calendar private or share details and management permissions. The below instructions and Calendar Sharing video will allow you to share a calendar with a specific user and adjust settings.

Calendar Sharing

To share your calendar with specific users, follow the steps below.

1. In the calendar list on the left side of the page, click the down-arrow button next to a calendar, then select Share this calendar. (Alternatively, click the Settings link at the bottom of the calendar list, then select a calendar and click the Share this calendar link.)

2. Enter the email address of the person you want to share your calendar with.

3. From the drop-down menu, select a level of permission, then click Add. (Once you click Add, the person you selected to share the calendar with will receive an email invitation to view your calendar.)

Additional information about calendar sharing is available on Google’s Help site.

Organize your priority email

If you used Priority levels in GroupWise, you will notice that high priority email designations were converted to Stars in Google Apps. Assign stars to special conversations or messages, or use them as a visual reminder that you need to follow-up on a message or conversation later.