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.
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
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.
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 email@example.com 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.
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:
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.
Your GroupWise signature was not migrated along with your account. Please follow the email signature instructions provided by Communications and External Affairs.
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.
You can control which labels appear in your list on the left.
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).
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.
To share your calendar with specific users, follow the steps below.
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:
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.
Each user @newschool.edu 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.
To manually select files from your computer to upload to Google Docs, follow these steps along with our Upload Files to Google Docs video:
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:
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.
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.
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:
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.
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'.
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.
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.
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.
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.
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.
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.
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.
To create a repeating event, just follow these steps:
To make an existing event repeat, follow these steps:
If you don't see your preferred interval, select the closest appropriate interval. Additional customization options will then appear.
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:
Delete Contact Group
To delete a contact group:
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.
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: firstname.lastname@example.org
It is always a good idea to carefully select your email recipients to ensure correct delivery of your message.