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 of by phone at 212.229.5300 x2828 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 university 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.
To star or un-star a message in your message list, click the star icon

You can also choose to use multiple types of stars to indicate different types of messages. For example, use a green star for messages where you need a reply, or the exclamation mark for messages that you need to follow up on. To access different star options, follow these steps along with our Organize Priority Email video:
  1. Click the gear icon
  2. Click Settings.
  3. On the General tab, find the Stars section. There, you can select the number of stars you'd like in your rotation.
  4. Click Save Changes.
You can search for particular stars using "has:" with the star's name (you can find these names on the General tab of the Settings; just hover your mouse over each star icon). For example, you can search for "has:blue-star", "has:red-bang." See the full list of advanced search operators for stars.

Familiarize yourself with Google Docs storage space

Google Apps does not permit email messages to exceed 25MB of storage. This not not commonly an issue for most messages, however, messages with large attachments may exceed this limit.

As such, any messages in your GroupWise account larger than 25MB did not fully migrate to your Google Apps account. If you want to have these files handy, one option is to retrieve these files from your GroupWise account and upload them to Google Docs.

Users can upload any type of file to Google Docs and convert certain types of files to a Google Docs format -- a Google Doc, Spreadsheet, or Presentation. Information about the feature and instructions are available in the Google Docs Help Center.
Storage and limits
Each user has 1 GB of storage for Google Docs, and to upload larger files. Usage information is shown to users when they upload a document. All other size limits apply.
File upload
To manually select files from your computer to upload to Google Docs, follow these steps along with our Upload Files to Google Docs video:
  1. In your Documents List, click the Upload button and select Files... from the drop-down menu.
    • If you'd like to upload a file directly to a collection, click the collection name in your Documents List before clicking the Upload button. Note: you must have the latest version of Flash installed if you're working in Internet Explorer.
  2. Select the file you'd like to upload to Google Docs. To select multiple files, press Shift or Ctrl and click all the files to upload.
  3. Your file will appear in your Documents List.

Mobile Users:

Set up POP/IMAP to receive your email on a mobile device

POP and IMAP is what allows you to download messages from Gmail's servers onto your mobile device. If you had your mobile device set to access your New School email voa POP or IMAP, you will have to reconfigure your device for New School Google Apps. Before you set up your mobile device's email client, please make sure you have enabled IMAP in your main Google Apps Mail settings.

To enable IMAP in New School Google Apps:
  1. Sign in to your account.
  2. Click the gear icon Mail Settings.
  3. Click Forwarding and POP/IMAP.
  4. Select Enable IMAP.
  5. Click Save Changes.
Once you have enable IMAP access you will configure your mobile device. See Mobile Users for instructions on how to set up your specific mobile device.

Next Steps: Get Comfortable

Once you have completed the first steps, you will want to clean up your inbox, get comfortable with the interface and configure your mobile device.

Decide if you want to disable “web clips

Web Clips show you news headlines, blog posts, right at the top of your inbox. Many people find this to be distracting and prefer to disable this feature.

To remove Web Clips, follow the instructions below along with our Disable Web Clips video.
  1. Click the gear icon
  2. Visit the Web Clips tab.
  3. Uncheck the box next to Show my web clips above the Inbox.

Find and merge duplicate contacts

If you have duplicate contacts, you can have the system find and merge contacts automatically, as well as duplicate data within contacts.
To find and fix all of your duplicate data at once, use the following instructions along with our Find and Merge Duplicate Contacts video:
  1. Open the Contact Manager.
  2. Click the More actions drop-down menu, select Find and merge duplicates.
  3. The names of the contacts with duplicate data will be displayed. If an entry has only one contact, then the contact itself has duplicate data (repeated phone numbers, emails, etc.) If an entry has two or more contacts, be sure to check whether these are duplicate contacts; many people have similar names. You can expand them by clicking details next to each one and un-checking any that you don't want to fix.
  4. When you're ready, click Merge at the top of the list.

Archive excess mail in your inbox

Archiving lets you tidy up by removing messages from your inbox. With Google’s 25GB of storage space you don't have to delete anything. Archiving instead is like moving something into a filing cabinet for safekeeping, rather than putting it in the trash can.

Any message you've archived can be found by clicking the "All Mail" label on the left side of your Gmail page. You can also find a message you've archived by clicking on any other labels you've applied to it, or by searching for it.

When someone responds to a message you've archived, the conversation containing that message will reappear in your inbox. To archive mail, follow the instruction below along with our Archive Excess Email video.

To archive messages:
  1. In your inbox, select the message by checking the box next to the sender's name.
  2. Click the Archive button in the toolbar above your message list.
  3. (If you have a message open, you can also archive it by clicking the Archive button above the message.
To move an archived message back to your inbox, follow these steps:
  1. Click All Mail. (If you don't see All Mail along the left side of your Gmail page, click the More drop-down menu at the bottom of your labels list.)
  2. Check the box next to the sender's name.
  3. Click the Move to Inbox button.

Get to know “conversation view”

In GroupWise, responses appear as separate messages in your inbox, forcing you to wade through all your mail to follow the conversation. In Gmail, replies to emails (and replies to those replies) are displayed in one place, in order, making it easier to understand the context of a message -- or to follow the conversation or thread.

When you open one message in a conversation, all of your related messages will be stacked neatly on top of each other. Google calls this Conversation View. In Conversation View, each new message is stacked on top of the ones that arrived before it, so that the newest message is always the one you see first.

To see all the messages in a conversation, just click the "Expand all" button

One of the advantages to conversation view is that you don't have to keep everything in your inbox. You can archive a message (perhaps after applying labels to it) to get it out of your inbox, but if somebody replies later, the whole conversation thread will reappear in your inbox.

If you'd like, you can change this setting so that replies aren't threaded into conversations, but appear as individual messages in your inbox. To do so, go to the General tab of your Gmail Settings, and select the radio button next to 'Conversation view off'.

Final Steps: Explore

Lastly, you’ll want to take some time to learn about some of the additional features that Google Apps has to offer. The below checklist is only a starting point, but will help you to get started customizing your account.

Select a Theme

Themes allow you to customize the look and feel of your Gmail account. To choose a theme, click a thumbnail on the Themes tab of your Settings page. Review our Select a Theme video for a demonstration.

You can also customize by location. Some themes change during the day, and we use the location information you provide to correctly time these changes with your local sunrise, sunset, and/or weather. If you select one of these themes, you'll see a Country/Region drop-down menu appear. Select the country you want, and then enter a city in the field provided. If you don't enter a city, or enter an invalid one, we'll set your location to the capital city of the country you selected. When you're done, click Save.

When choosing a theme, you can tell whether it changes by looking at the lower right hand corner of the theme's thumbnail image. Small icons indicate if the theme changes with the weather, time of day, or day of the week. Also, if you see a white corner it means that that the message list background in the theme is light; if it's black, that means it's dark.

Enable Labs

Gmail Labs allows you to try out experimental new features in Gmail. Want to get started with Labs? You can do this in a few quick clicks. To enable lab, follow the instructions below along with our Enable Labs video.
Sign in to New School email and Click the gear icon  Mail settings in the top right of your Gmail page. Select the 'Labs' tab and identify the labs you want to enable. Click the 'Enable' radio button to turn on a lab and click 'Save Changes' at the bottom of the page. Your page may refresh but after the refresh, the lab you just turned on will be available in New School Google Apps.

Join Us for a Training Session

Learn all about some of the more advanced features available to you in Google Apps or just brush up on the basics with our Just in Time Training sessions, available on-site and online around the time of our migration in January. Learn new techniques for managing your mail and bridge the gaps between the old ways of doing things with new and improved approaches offered by New School Google Apps.

“Good to Know” Items

There are a few additional items you should know about the migration. Please review so that you are aware of this “Good to Know” information.

Some Calendar events may not reflect your event response status

You are likely to find that many of you Calendar Events appear in Google Apps with a “?” This means the Google Apps could not determine if you had accepted the event invitation.

To confirm your attendance, you may indicate “Yes” where it asks if you would like to attend. If you have too many appointments to do this, rest assured that these events will continue to appear under busy/free searches and parties will continue to identify these events on your calendar when scheduling events in the future.

Recurring GroupWise events will appear as multiple, individual events

Your recurring events that migrated from GroupWise will appear as individual events and may not be modified as a group of events. This is a limitation of the migration tool.

If you need to manage a recurring event as a series group, you may have to reissue the appointments.
Repeat an event
To create a repeating event, just follow these steps:
  1. Click the Create event button.
  2. On the event details page, click the Repeat... checkbox.
  3. In the pop-up window that appears, choose your desired settings. Review the Summary field to make sure your settings are correct and click Done.
  4. Fill in the event's other details.
  5. Click Save.

To make an existing event repeat, follow these steps:
  1. Click on the event and in the bubble that appears, select Edit event details. Alternatively, click the event's title to open the event.
  2. On the event details page, click the Repeat... checkbox.
  3. In the pop-up window that appears, choose your desired settings. Review the Summary field to make sure your settings are correct and click Done.
  4. Fill in the event's other details.
  5. Click Save.

If you don't see your preferred interval, select the closest appropriate interval. Additional customization options will then appear.

“Shared Contacts” are no longer shared

If anyone has shared contacts with you, know that these contacts were migrated as personal contacts. As such they are not dynamically updated based on changes made by the original contact group owner. 

Remove Contacts from Group

To remove contacts from a contact group:
  1. Click Mail at the top-left corner of your Gmail page, then choose Contacts.
  2. Select the contact in the Contacts list.
  3. Click the Groups button
  4. Deselect the checkbox of any groups you'd like to remove these contacts from.

Delete Contact Group

To delete a contact group:
  1. Click Mail at the top-left corner of your Gmail page, then choose Contacts.
  2. Select the contact group from the groups list.
  3. Select Delete group from the More drop-down menu at the top of the page.
  4. Click OK.
This will delete the group but not the actual contacts themselves. Those will remain in your Contacts list.

Check privacy on social media accounts

Some third party add-ons for Google Apps can pull information from your personal social media accounts such as Facebook or Linked. For example, a user at the university who has installed a contacts manager add-on may display your Facebook profile picture as your New School profile picture. While The New School does not provide these add-ons, individuals are liable to install these add-ons on there own. Check the privacy settings on your personal accounts and adjust as you like.

Look out for proprietary GroupWise email addresses

We have found instances where some email is addressed with a proprietary GroupWise format and will not be delivered. Examples of
such address formats are as illustrated below:

In some cases, this extra text was automatically added by GroupWise, but Gmail won't recognize these email addresses.

Please make a point of reviewing the recipients when replying to email. If you see such a GroupWise address, remove the internal addressing. The email address should look like this:

It is always a good idea to carefully select your email recipients to ensure correct delivery of your message.