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Smith FAQs

We've put a lot of time and effort into giving you the information and tools you need to use this new service and we'd be delighted if you could take advantage of them. We also recognize that there might be useful things we've overlooked, so if you can think of any tips or tricks or guides you would find useful (or a better way of organizing this information) please send an email to 
smooglerecommendations@rhsmith.umd.edu and let us know. We will work hard to make this easy for you!

Click here to read the less commonly asked questions which have a lot more information (or as we call them, the iFAQs)

When does/did Smoogle launch?
Smoogle launched in May 2012. Existing Graduate Students will have their Lotus-based Smith accounts migrated in the Fall 2012 semester, however you can have your account migrated now (and many students have already done this) by following this link and creating your Smoogle account. See here for an explanation of what happens to the data in your old Lotus-based Smith account. Incoming students for the Fall 2012 semester will be automatically given Smoogle accounts, and we expect to begin creating those accounts and informing the incoming class starting at the end of May 2012.

What will my email address be?
Your email address provided to you in your Smoogle account will remain the same as your current Smith email address. For incoming students this is usually firstname.last@rhsmith.umd.edu, however if that name is already taken we will create a variant for you. Staff and faculty email addresses follow the format of the first letter of your givenname plus your lastname plus @rhsmith.umd.edu. 

How do I create my account?
For all new students, the account will automatically be created for you. All you will need to do will be to login using your campus Directory ID and password and you're ready to go! For existing students, you will be contacted by the Smoogle Team to schedule the migration time. However for existing students (MBA, MS and PhD candidates), if you would like to migrate ahead of schedule you can visit this page and create your account and we'll then go ahead and migrate your data.

For faculty and staff who would like to be migrated to Smoogle, please visit this page for more information on the process and how to register for migration. There are special considerations for faculty and generally the amount of data that needs to be moved is much larger than that of students and therefore requires more careful planning and preparation.

How do I login to Smoogle?
You can access your Smoogle account from mail.rhsmith.umd.edu or from any Google page with a sign-in button in the top right corner. Starting from May 28th 2014 you access your Smoogle account using your full Smith email address and Google password that you set using the information described here

Note that if you just setup your new Directory ID and change it from the default one it can take up to six hours for the change to be registered in all systems so if you're unsuccessful, please wait six hours and try again.

How do I setup my mobile device to work with Smoogle?
Please Note: You will need to create a password in your Smoogle account to access your email via a mobile device. See this page for more information. You can take a look at this page to see how to configure your iPhone/iPad to work with your Smoogle device.

Google services are very easy to access on a smartphone or mobile device. See this webpage on the Google Apps Learning Center for instructions on setting up your smartphone or mobile device. If you already had a Smith Mail account we recommend that you delete the existing Smith Mail setup on your smartphone or mobile device, then add your Smoogle account as a new account.

How is spam handled in Google Apps?
Google maintains a sophisticated anti-spam solution for all of their Gmail accounts. This system is maintained by Google and cannot be altered by Smith staff. Any email coming from a Smoogle address to a Smoogle account is automatically trusted to ensure that you can effectively communicate with fellow students or colleagues. Please take a look at this page for more information on how to work with your Spam folder, mark messages as not spam, whitelist senders and so on.

How do I setup my email client to work with Smoogle?
If you're using Microsoft Outlook then Google recommends you use the Google Apps Sync for Outlook as it can sync your mail, calendar and contacts between your Smoogle account and your Outlook client. (Note if you already have an existing profile in your Outlook client the Sync tool will create a new one and will leave the old one unchanged. It's possible to have your Outlook configured to only display one profile, so if you cannot see your old data after setting up the sync tool, see this information on how to display the older profile).

If you're using a different email client such as Thunderbird, Apple Mail, Windows Mail etc then you can use IMAP or POP to retrieve your message. Look at this page to see how to configure different email clients to work with Google using POP or IMAP.

How do I forward my Smoogle email to a different email account that I own?
We generally do not recommend that faculty or staff forward their accounts as explained here. If you continue to do so then you personally assume the risks for doing so. To forward your Smoogle messages to another account:

  1. Log into Smoogle using your username and password.
  2. Click on Settings (the Gear icon) in the upper right corner.
  3. Click on Forwarding and POP/IMAP.
  4. Select "Forward a copy of incoming mail to..." and fill in the appropriate information.

Note that you will have to confirm your ownership of the address you want to forward your Smoogle account to. For more information see this more extensive article we have on forwarding here

Can Faculty/Staff export or forward their emails to another account?
The Office of Smith IT does not condone the export and transfer of School data from work accounts to personal accounts. If a member of staff or faculty wishes to do so, they must accept the risks involved, which can range from (either accidental or malicious) release of data from the new unsanctioned data store (with the potential of FERPA related data being exposed for example), to having to comply with any discovery requests made in the course of legal proceedings. 

As such, Smith IT will not actively configure your account or system to transfer data, but we can point you at the resources that would allow you to do make the changes yourself. If you then wish to move forward and copy the data, you will have assumed full responsibility for the safety of that data and will comply with all State and Federal requirements to secure it and use only for legal appropriate purposes.

Does my email address change when I get migrated to Smoogle?
Your email address provided to you in your Smoogle account will remain the same as your current Smith email address. For incoming students this is usually firstname.last@rhsmith.umd.edu, however if that name is already taken we will create a variant for you. For incoming students we will email you a welcome letter and your account name to the personal/work email address you provided when you applied to the business school (as well as sending a copy to your Smoogle account for future reference). If you lose that email (or it gets blocked by your Spam filters etc) you can always find out your address by resetting your Smoogle password, as the password change page will list your Smith email address. See this page on how to set/reset your Smoogle password for more information. Note if your application to the Smith School has only recently been approved then your Smoogle account may not yet be ready.

How long can I keep my Smoogle account for?
For as long as you're a student at the Robert H Smith School of Business, the account is yours. For MBA and MS students, once you've graduated you can continue to use the account (although you'll have to use your Smith email address and Google password to access the account). If you leave the School before you graduate then you will lose your account.

For faculty and staff you have access to your Smoogle account only for as long as you are employed by the Business School. At the close of business on your last day you will lose access to your account so you will need to ensure that you retrieve any personal data you wish to keep prior to that time.

PhD candidates keep their Smoogle account while they are at the business school and for approximately 6 months afterwards. For example, if you complete your program during the summer, you can expect to lose access around January 31st the following year. The PhD office will communicate the exact data to you.

Note that we can only guarantee the accounts being hosted on Google while we maintain a contract with them. We are unable to participate future business decisions of Google, or that their offerings will continue to fit our business needs. If at some point we need to move our mail platform from Google we would hope to offer a similar set of services at a different provider. Failing that, we would wish to always offer a minimum of mail forwarding of your @rhsmith.umd.edu email address to your personal address, if not a fully featured collaboration platform.

What happens when I graduate?
Once you graduate (MBA and MS students), you keep your account, it's as simple as that! You can keep using the account or forward your email to a personal or work address (see the answer above on how to forward your email to another account). If you want to export your data out, go to http://dataliberation.org and see how the Google engineers recommend saving your data.

PhD candidates please see this FAQ entry for what happens to your account.

Note that we can only guarantee the accounts being hosted on Google while we maintain a contract with them. We are unable to participate future business decisions of Google, or that their offerings will continue to fit our business needs. If at some point we need to move our mail platform from Google we would hope to offer a similar set of services at a different provider. Failing that, we would wish to always offer a minimum of mail forwarding of your @rhsmith.umd.edu email address to your personal address, if not a fully featured collaboration platform.

What happens to the old messages, calendar events and contacts in my old Smith Lotus-based account?
Don't worry about your old messages in your Smith Lotus-based account. All of your messages in your Smith mail account will be migrated to your new account. This includes sent mail, items in your inbox, messages filed in folders, and archived messages (assuming you have an archive, most students do not). Messages with attachments will also migrate as long as they are under the 25MB message size limit as set by Google. Please note that if you have been forwarding your Smith mail account to your personal account then we will not be able to migrate your email to your Smoogle account as it resides in your personal account.

Your contacts stored in your Smith Mail account will be automatically migrated. If you're using a different email client and have an address book in that, you'll be able to import them yourself once your Smoogle account has been migrated. 
Additionally your entire calendar from your Lotus-based Smith email account will be copied over to your Smoogle account.

Note that all the migrated messages will appear as read in your Smoogle account. Additionally any flags you had set in your old Smith Lotus-based account will be converted to 'starred' messages in your Smoogle account. 

You can also view this page from the Faculty/Staff migration information that explains in more detail as to what information we can migrate and what information you may need to migrate yourself (for example if you were not using the Smith provided mail system and client).

How do I share my mail or calendar with others?
You can easily share your mail or calendar with others by following the steps on this page. Note that if your email or calendar was migrated from the Lotus-based mail system and you were previously sharing your mail or calendar, those sharing settings did not migrate over and you will need to re-share your data. If you'd like to access a calendar that's been shared with you, see this page.

What if I have a shared mailbox on Lotus, can that be migrated?
Yes, we can migrate shared mailboxes, such as departmental, team or project mailboxes to Smoogle just like we can do your own Smith mailbox. Note that with a shared mailbox other people are also accessing it, and not everyone may choose to migrate to Smoogle so you will need to work closely with your co-workers to determine if moving the mailbox is a good idea. See this page for more details on migrating a shared mailbox and how to access it after it's been migrated.

Can I still use the Sametime client after migration?
No, the Sametime service was retired in 2012. Please use the new Google Hangouts and Chat feature in the mail service.

Why do I have a different number of messages in my mail after migration?
You might notice if you compare your Smoogle account to your old Lotus-based Smith account after migration that you appear to have fewer messages in your Smoogle account than you did previously. Nothing is wrong, it's just the different way that Google displays messages. By default, Gmail groups a message and it's replies in a conversation that's listed as single Inbox entry, whereas in Notes each message in that 'thread' is displayed individually. So if it's really busy conversation with say 20 replies, in your Gmail Inbox it is shown only once, in Notes it would display 21 times (the original email plus the 20 replies).

If you don't like the messages being grouped into conversations you can turn that off by clicking Settings in the upper-right corner of your Gmail window and, on the General tab, scroll down to Conversation View.
  • If Conversation View is off, new messages won't be grouped into conversations, and any existing conversations are ungrouped into separate messages.
  • If Conversation View is on, you can't separate the messages in a conversation. However, if you want to send a reply but don't want it to be added to the conversation, you can simply change the subject line in your reply.

Where can I find out more about using Google Apps?
You're already in the right place. Bookmark http://smoogle.rhsmith.umd.edu not only as the launch point for logging in, but also for learning more about Google Apps. See the menu links on the left under Training for lots of very useful information. You can also look at any of the Google Help pages as we've tried to keep our implementation as vanilla as the regular consumer version of Google wherever possible.

Can alumni request Smoogle accounts?
For our initial rollout in 2012 we do not plan on offering Smoogle accounts to previous Alumni (including the graduating class of May 2012). Our currently enrolled students can login using their University Directory ID and password, whereas at this those services are not extended to Alumni. As we move through the year we will be examining methods that Alumni can authenticate and access their Smoogle account. We fully anticipate that starting with the students that graduate in December 2012 and May 2013 we will be able to offer accounts to our Alumni.

Do PhD Students get a Smoogle account?
All PhD Students have been moved to Smoogle account. Those that previously had an account on the old Lotus mail platform were moved to Smoogle in 2012. Note that students in the PhD program do not get an email address/forwarding for life and therefore only have the account while they are at the Robert H Smith School of Business. Approximately 6 months after graduation you will lose access to your account, so please ensure you have retrieved/backed up any information from your Smoogle account that you wish to keep. See the website http://dataliberation.org run by Google Engineers for more information on how to retrieve your data from Google applications.

Am I required to use my Smoogle account?
Your @rhsmith.umd.edu email address is an official communication mechanism for the Business School. Google provides the option of directing mail from your Smith-supplied email address to other addresses, but cannot guarantee delivery. Those who choose to forward their Smith addressed email do so at their own risk. Students are welcome to take advantage of all the Google Apps for group projects or other needs but the Smith School does not require or recommend the usage of Google Apps for students and instead suggests that students use the tools that work best for them. 

What accessibility issues are involved with Google Apps?
Please see the pages we have put together on working with Google Apps and possible accessibility issues that can arise from using them. Due to potential issues Faculty should not mandate or require the usage of any materials accessed or delivered through Google Apps to the student community.

Do I need to use the University's VPN to access Google Apps when I'm offsite?
No. In most cases, you can just go to you Google Apps URL to access your email and calendar, from any location. However, if you are connected to the internet at a location that restricts access to certain websites (such as a private company location or a country that may control internet access such as China) you may need to use the University VPN client to connect to Google Apps. To learn more about downloading and installing the University VPN Client visit the ITSC Knowledgebase at https://www.itsc.umd.edu/ and search for the term VPN.

Alternatively you can use login to the SmithApps store and run Smoogle from there.