Top FAQs

Contents

  1. 1 General Maricopa Google Apps FAQ's
    1. 1.1 What electronic communication features will be included in the Google implementation?
    2. 1.2 Will the employee G-Mail accounts be similar to the student G-Mail accounts?
    3. 1.3 Will the e-mail naming convention change to the MEID or remain the same?
    4. 1.4 What are the new college domain names?
    5. 1.5 Why does my e-mail account use my MEID; I thought that was private information?
    6. 1.6 If an employee is also a student, will that individual have two Maricopa email addresses?
    7. 1.7 Will it be necessary to train employees to forward their student account to the employee account?
    8. 1.8 Will all Google features be implemented in phases?
    9. 1.9 Will end-users continue to have the choice to manage (create, reply, forward, view, delete, etc.) their mail from Microsoft Outlook, SeaMonkey, Entourage, Thunderbird, etc.?
    10. 1.10 What type of standard settings will be established for G-Mail?
    11. 1.11 What will be the storage limit for emails?
    12. 1.12 What type of archiving process will be in place?
    13. 1.13 Will email be accessed from within a portal?
    14. 1.14 How will the Maricopa Directory (LDAP) work with the new email system?
    15. 1.15 Will the Maricopa Directory need to be set up in the settings?
    16. 1.16 Will distribution lists continue to be available to end-users?
    17. 1.17 If I send an attachment, such as a Word Doc or Excel Spreadsheet, will the recipients see it with the same formatting and functionality as when I created it?
    18. 1.18 How will district-wide and personal distribution lists be managed with g-mail?
    19. 1.19 Will the PAT Tool continue to be used for tracking email storage, changing passwords, updating directory information, etc.?
    20. 1.20 How will G-Mail interface with the Maricopa Administrative Systems such as HRMS, SIS, CFS, BlackBoard, etc.?
    21. 1.21 Will Maricopa Faculty be allowed to create groups and use the discussion boards in Google?
    22. 1.22 Will employees (i.e. faculty) be allowed to create Maricopa-related web sites within their G-Mail account?
    23. 1.23 How will district-wide distribution lists be managed in G-Mail?
    24. 1.24 How will the new email system affect or be affected by the Administrative Regulations?
    25. 1.25 Will Maricopa support configuring G-Mail settings to access mail from home, cell phones, cox.net, etc.?
    26. 1.26 Will email messages be stored on a Maricopa server or a Google server?
    27. 1.27 Will any data migration be required on the part of the end-users?
    28. 1.28 Will technical support be provided for e-mail on Windows and Macintosh computers?
    29. 1.29 Will end-users be able to send a text message to an email or chat?
    30. 1.30 Will Google Plus features be included in the upgrade (i.e. video chat, etc.)?
  2. 2 Accessing Google Apps
    1. 2.1 How do I log in to Google Apps?
    2. 2.2 Can I access my Google Apps account from another email program?
    3. 2.3 How long will it take me to get up to speed with Google Apps?
    4. 2.4 Can I access Google Apps before my Memo, Outlook/Exchange, Zimbra account is migrated?
    5. 2.5 Can I access Google Apps offline?
    6. 2.6 Do I need to use the VPN to access Google Apps when I'm offsite?
    7. 2.7 How often does Google upgrade their system to add new features?
  3. 3 Requirements and Language Support
    1. 3.1 Which web browsers can I use with Google Apps?
    2. 3.2 Are there any other system requirements?
    3. 3.3 What languages does Google Apps support?
  4. 4 Accessing Memo, Outlook/Exchange, Zimbra
    1. 4.1 Can I still access my Memo, Outlook/Exchange, Zimbra email and calendar after the migration?
    2. 4.2 When will you remove my access to Memo, Outlook/Exchange, Zimbra?
    3. 4.3 Can I still email my colleagues who have not yet migrated?
  5. 5 Other General Questions
    1. 5.1 Will my email address change?
    2. 5.2 Why are there so many email addresses for me in the Google directory?
    3. 5.3 Will we have access to Google Labs?
    4. 5.4 What happens in Google when I change my familiar name in PAT?

General Maricopa Google Apps FAQ's

What electronic communication features will be included in the Google implementation?

The primary focus for the initial implementation is on Google Email and Google Calendar.
Other Google features (i.e. Google Docs, Google Sites, Google Plus) will be addressed after the initial implementation.  Although employees may see and have access to these additional applications, these apps are not being set up, configured, tested, or supported at this time

Will the employee G-Mail accounts be similar to the student G-Mail accounts?

Yes.

Will the e-mail naming convention change to the MEID or remain the same?

The naming convention will remain the same. However, your actual account in Google will be MEID@<your location>. Also, your college domain name may change.

What are the new college domain names?

The new college domains are:
phoenixcollege.edu
mesacc.edu
cgc.edu
scottsdalecc.edu
paradisevalley.edu
southmountaincc.edu
gccaz.edu
gatewaycc.edu
estrellamountain.edu
riosalado.edu

Why does my e-mail account use my MEID; I thought that was private information?

Actually, MEID is not intended to be private; it gives automated services a way to recognize you uniquely without using your private information.

If an employee is also a student, will that individual have two Maricopa email addresses?

Yes, they’ll have an Employee email address and a Student one.

Will it be necessary to train employees to forward their student account to the employee account?

It’s best to keep the Student and Employee accounts separate for the two separate purposes. If you are a Student at one of our colleges, conduct your Student correspondence from your Student account. If you are an Employee of one our colleges, conduct your Employee correspondence from your employee account.
Sounds simple enough. Well . . . .

This lends itself to an interesting situation. For Faculty, and other Employees, who teach at one of our colleges, Students may choose to use their instructor's Student Gmail account instead of their Employee Gmail alias which can be found in the student Gmail directory. It is vital that instructors receive students' class questions and information in their Employee Gmail account since those messages are considered “business.” In order for Employees to respond from their Employee accounts, Employees must therefore forward their Student mail to their Employee account.

So, it is best practice to create filters in your Student Google account to forward mail from your students into your Employee Google account so you can conduct your Employee correspondence from your Employee account.

Will all Google features be implemented in phases?

Yes.

Will end-users continue to have the choice to manage (create, reply, forward, view, delete, etc.) their mail from Microsoft Outlook, SeaMonkey, Entourage, Thunderbird, etc.?

No. Employees are to use Google Mail with its web interface. However, each college may decide to support other mail clients.

What type of standard settings will be established for G-Mail?

Settings will automatically be set with the implementation.

What will be the storage limit for emails?

Google gives each account 25 GB for e-mail alone. Other features are given additional storage.

What type of archiving process will be in place?

ITS is currently working on an archive process.

Will email be accessed from within a portal?

That’s a college decision.

How will the Maricopa Directory (LDAP) work with the new email system?

The same.

Will the Maricopa Directory need to be set up in the settings?

No, it will be automatic.

Will distribution lists continue to be available to end-users?

Yes.

If I send an attachment, such as a Word Doc or Excel Spreadsheet, will the recipients see it with the same formatting and functionality as when I created it?

The recipients will see two choices when opening an email: View and Download.  If they choose View, the file will open in Google Docs, which works for basic tasks, but formatting can be lost and depending on the types of pictures, imagaes may be changed or lost.  Excel Spreadsheets can be of more concern, since pivot tables and many formulas don't function in Google Docs.  If you wish to ensure that formatting and functionality works as intended, please ask the recipient to click Download instead and then open the file using the proper program.

How will district-wide and personal distribution lists be managed with g-mail?

Current system distribution lists need some maintenance before moving over. Owners of these lists have been notified of the required process (aaa.keep).
These system lists will be moved over and can be used as regular distribution lists (called groups) in Google. Owners will be able to edit their own lists.
Personal lists will need to be re-created by each user within their account Contacts area.

Will the PAT Tool continue to be used for tracking email storage, changing passwords, updating directory information, etc.?

For email storage: No.
For changing passwords:Yes.
For updating directory information:Yes.

How will G-Mail interface with the Maricopa Administrative Systems such as HRMS, SIS, CFS, BlackBoard, etc.?

The same way our current email works.

Will Maricopa Faculty be allowed to create groups and use the discussion boards in Google?

This topic is outside of the scope of the initial implementation of Google Mail and Calendar.

Will employees (i.e. faculty) be allowed to create Maricopa-related web sites within their G-Mail account?

This topic is outside of the scope of the initial implementation of Google Mail and Calendar.

How will district-wide distribution lists be managed in G-Mail?

The list owner will be taught how to manage her/his lists as groups in Google.

How will the new email system affect or be affected by the Administrative Regulations?

The same as current email system.

Will Maricopa support configuring G-Mail settings to access mail from home, cell phones, cox.net, etc.?

Yes.

Will email messages be stored on a Maricopa server or a Google server?

Google Server.

Will any data migration be required on the part of the end-users?

All users have to complete the items on the “Checklist” before moving over. (You may have to refresh this page when you get there.)
Here is more Migration Information.

Will technical support be provided for e-mail on Windows and Macintosh computers?

Yes.

Will end-users be able to send a text message to an email or chat?

Yes, Google is “regular” email.

Will Google Plus features be included in the upgrade (i.e. video chat, etc.)?

The primary focus for the initial implementation is on Google Email and Google Calendar.
Other Google features (i.e. Google Docs, Google Sites, Google Plus) will be addressed after the initial implementation. Although employees may see and have access to these additional applicationss, these apps are not being set up, configured, tested, or supported at this time.

Accessing Google Apps

How do I log in to Google Apps?

You probably already have a Google Apps account in Maricopa's Student Email domain. While your employee Gmail account is not available yet, you can try Google Apps now. Your account in the Maricopa Student Email system is for your use as a current or former student. Please do not use this account for any official communication related to your employment with Maricopa.
  1. Click to access Google Apps for Students. The link to Google Apps for employees will be posted when available.
  2. Log in with your MEID and password.
  3. The first time you log in, you will be asked to take a moment to set up your account.

Can I access my Google Apps account from another email program?

Maricopa recommends using the Web interface for Google Apps.  Some features of the Google email and calendaring platform will work best for those who use the Google web interface.  Rio Salado, Gateway, and Estrella Mountain IT staff are reviewing the use of MS Outlook with Google Apps and may support continued use of MS Outlook for their colleges, but you should watch for announcements from your college IT and support teams to be sure you know their strategy.  For access from home or other locations off campus, it is likely that the Google Apps web interface will be the only supported option for all colleges.  College IT and helpdesks may not support programs like Thunderbird or Sea Monkey for use with Google Apps as part of a strategy to simplify support requirements and reduce costs.

How long will it take me to get up to speed with Google Apps?

You should be able to begin sending and receiving mail, scheduling calendar events, and managing contacts right away, without any trouble. Becoming accustomed to Gmail's unique mail management features such a conversations and labels can take a bit longer. Within a week, however, many people find they are not only comfortable with Google Apps, but they appreciate the benefits and no longer miss their old application. 

Can I open my email or calendar in new tab (not a new window)?

Yes, if you set up your browser to open links in a new window or tab.

Tip: If you want to open Google Mail or Calendar in a new tab instead of a new window, change your settings in Internet Explorer 8. Go to Tools > Internet Options > General tab > Tabs > Settings, and click Let Internet Explorer decide how pop-ups should open.

Can I access Google Apps before my Memo, Outlook/Exchange, Zimbra account is migrated?

No, you can't access Google Apps for Maricopa Employees until we migrate your account to Google Apps.

Can I access Google Apps offline?

Using the Google Chrome web browser, Google has a new tool that provides offline access to your most recent email messages. To enable the feature in Google Chrome, click the Gear menu in the upper-right corner of your Mail window and choose Mail settings . Then, under Offline, click Install Gmail Offline and follow the prompts.

Do I need to use the VPN to access Google Apps when I'm offsite?

No, you can just go to you Google Apps URL to access your email and calendar.

How often does Google upgrade their system to add new features?

Improvements to the features of the email, calendar, and other Apps tools appear gradually, usually several times each month, rather than waiting for big upgrades every few years.  There is a features release calendar that allows Apps users to see when new features are scheduled for release, in the near term.  Sometimes features are added as "Labs" which users can activate for themselves individually, but which may be promoted to permanent parts of the software once they prove popular and useful.  Occasionally a larger set of changes is made, and will be offered to users to try out as a new "style" over several months, during which any fine tuning is done before the new interface style becomes the default for all users.

Requirements and Language Support

Which web browsers can I use with Google Apps?

Google Apps supports these browsers. See more about supported browsers using GMail.

Please note: Google supports the current and previous major releases of Chrome, Firefox, Internet Explorer, and Safari on a rolling basis. Each time a new version is released, they begin supporting that version and stop supporting the third-oldest version.

    Are there any other system requirements?

    No. Because Google Apps runs in a web browser, you just need to use a supported browser.

    What languages does Google Apps support?

    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.

    Accessing Memo, Outlook/Exchange, Zimbra

    Can I still access my Memo, Outlook/Exchange, Zimbra email and calendar after the migration?

    The current plan is to leave legacy systems available for several months after cut-over to allow users to verify that their content has been fully migrated. However, the migration plan may vary with each college; contact your College Help Desk.with questions.

    When will you remove my access to Memo, Outlook/Exchange, Zimbra?

    The current plan is to leave legacy systems available for several months after cut-over to allow users to verify that their content has been fully migrated. However, the migration plan may vary with each college.

    Can I still email my colleagues who have not yet migrated?

    Yes, you can continue to send and receive email with your colleagues who have not yet been migrated.

    Other General Questions

    Will my email address change?

    If you work at a college, your e-mail address will change from the old memo format of first.last@<site>mail.maricopa.edu to the format of first.last@newcollegedomain, If you work at the district office, your e-mail address will not change.

    Why are there so many email addresses for me in the Google directory?

    When you start typing a person's name to address them in an e-mail, you may see multiple e-mail addresses for the person. Each person's unique Google account is MEID@newcollegedomain. This account should not be used to address an individual or on business cards. This is simply a unique account name so that automated systems can recognize you without your private information.

    The e-mail address you should use to address your colleagues and on your business cards is in the format of first.last@newcollegedomain,

    Other addresses that may display can be in the format of first.last@oldcollegedomain (e.g. pvmail.maricopa.edu), first.last@<site>dual.maricopa.edu, or other formats depending on whether the college used a mail server other than MEMO prior to migrating to Google. These other addresses are aliases or nicknames designed to preserve delivery to old addresses during the transition phase required to migrate all colleges into Google. Eventually, these aliases will be removed from the Google directory.

    Will we have access to Google Labs?

    Yes, you access Google Mail Labs by clicking the Gear menu > Mail settings in the upper-right corner of your Mail window. Then, click the Labs tab. Note that Google Labs are a collection of new ideas for Google features that you can try. Please be aware that these features are not officially "released" and can change, become unstable, or disappear at any time.

    What happens in Google when I change my familiar name in PAT?

    Currently, this will only change your profile name in Google, not your alias.

    Contact Support
    College Help Desks
    Feedback
    Community
    Blogs
    Google At Work
    Google Apps Updates
    Email alerts
    Important Tip:
    When an email is sent to a Google Account, no matter what system you send it from, the recipient will recieve two options: View or Download. It is important to express to your recipient that they should click Download if they wish for a document created in Word to keep the formatting you intended, otherwise, some changes could be apparent.









    Comments