FAQs

These Google Apps FAQs are organized into the following sections:

Contents

  1. 1 GENERAL
    1. 1.1 How long until I'm up to speed with Google Apps?
    2. 1.2 Can I open my email or calendar in a new tab (not a new window)?
    3. 1.3 Can I access Google Apps offline?
    4. 1.4 Do I need to use my company's VPN to access Google Apps when I'm offsite?
    5. 1.5 What do I need to use Google Apps?
  2. 2 ACCOUNT AND EMAIL ADDRESS
    1. 2.1 Where do I find the Google Apps Request form and instructions?
    2. 2.2 Who can have a UCAR email or UCAR Google Apps account?
    3. 2.3 How are UCAR Google Apps accounts paid for?
    4. 2.4 Can a V1 Visitor (visitor on payroll) have a UCAR email or UCAR Google Apps Account?
    5. 2.5 Can a V2 Visitor (financially supported visitor) or a V3 Visitor (non- financially supported visitor) have a UCAR email or UCAR Google Apps Account?
    6. 2.6 How and when are employee Google Apps Accounts created?
    7. 2.7 Can I request that a new employee’s Google Apps Account be created before their start date so we start inviting them events in Google Calendar, scheduling their training, emailing them important emails and sharing documents with them ahead of time so that this is all ready to go on their first day?
    8. 2.8 How do I request a Google Apps Account a non-employee individual or a special purpose account?
    9. 2.9 How and when are employee or other Google Apps accounts terminated/shut down/deleted?
    10. 2.10 What happens to the contents of a Google Apps Account that has been suspended?
    11. 2.11 What happens to the contents of a Google Apps Account that has been deleted?
    12. 2.12 Can a deleted account and its contents be recovered?
    13. 2.13 In the case of an urgent problem situation, is it possible for a supervisor or manager to request that a an account be suspended before the employment or account end date?
    14. 2.14 Is it possible to request an extension to the 60 day account suspension period in the account termination process?
    15. 2.15 If a Google Apps account is suspended can I access the contents or have it all moved to another account?
    16. 2.16 What happens to the contents of a retired employee’s account if they are returning as casual employee or temporary contract employee or appointed as an Emeritus/Emerita or NCAR Distinguished Scholar?
  3. 3 GOOGLE'S FAQS
    1. 3.1 Gmail FAQs at bottom of this link
    2. 3.2 Calendar FAQs at bottom of this link
    3. 3.3 Drive FAQs at bottom of this link
    4. 3.4 Hangouts FAQs at bottom of this link

GENERAL

How long until I'm 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 a new tab (not a new window)?

If you use the Chrome browser, links will open in new tabs by default. If you're using another browser, you can change the browser settings to open new tabs instead of new windows.  In Internet Explorer, for example, go to Tools >Internet Options>Tabs>Settings, and click Let Internet Explorer choose how to open pop-ups.

Can I access Google Apps offline?

Yes, you can set up Gmail for offline access to your most recent email messages.  To enable this feature, click Settings in the upper-right corner of your Mail window, click the Offline tab, and then click Enable Offline Mail for this computer.

Do I need to use my company's VPN to access Google Apps when I'm offsite?

No.  You can just go to you Google Apps URL web address to access your email and calendar, from work, home, or on travel.  However, this might not be true if the country you are in blocks access to Google Apps.  You will then need to use VPN.

What do I need to use Google Apps?

Any Linux, Mac, or Windows computer with a current version of any of the leading web browsers: Chrome, Firefox, Internet Explorer, Safari.  You may also access Google Apps via modern Android and Apple iOS mobile devices.

ACCOUNT AND EMAIL ADDRESS

Where do I find the Google Apps Request form and instructions?

Instructions at this link and click on Google Account Request form

Who can have a UCAR email or UCAR Google Apps account?

The basic answer is that UCAR email accounts are for employees and a small group of people who qualify as an exception.  These email (@ucar.edu) and UCAR Google Apps Accounts should be used solely for the research, business, and professional operations of UCAR and are subject to UCAR Policy 3-6 - Access to and Use of Computer and Information Systems and related policies, procedures and guidelines. 

Effective March 14, 2015, email and Google Apps Accounts ending in @ucar.edu used by individuals to publicly send or receive email, whether Google-hosted or not, are reserved exclusively for:

  • UCAR employees, 
  • special appointments, 
  • interns,
  • temporary contract staff, and 
  • special purpose accounts as defined in the Google Apps procedures

Some UCAR systems create @ucar.edu alias/forwards for internal security and business purposes for auto-forwarding to other addresses. These @ucar.edu alias/forwards should not be used by individuals for email purposes.  Refer to the Google Apps Account Management web page for the procedures and more information. 

How are UCAR Google Apps accounts paid for?

UCAR Google Apps are paid for by the Communications Pool as part of the Indirect Rate.

Can a V1 Visitor (visitor on payroll) have a UCAR email or UCAR Google Apps Account?

Yes, because they are employees.  V1 Visitors are by definition visitors whose salaries are paid in full or in part by UCAR through UCAR's payroll system.  Refer to the Visitor Procedures for more information about visitors.

Can a V2 Visitor (financially supported visitor) or a V3 Visitor (non- financially supported visitor) have a UCAR email or UCAR Google Apps Account?

No, V2 and V3 visitors are not eligible for UCAR email or UCAR Google Apps Accounts because they are not employees and are not authorized to conduct research, business, and professional operations on behalf of UCAR.  Refer to the Visitor Procedures for more information about visitors.  Visitors can collaborate using Google tools with a free gmail account available at Free Google Account Sign Up.

How and when are employee Google Apps Accounts created?

Accounts for employees are automatically created and suspended on employment begin and end dates by the GADS program based on PeopleDB data. To request the early creation of an employee account prior to the employment begin date complete and submit a Google Account Request Form.

Can I request that a new employee’s Google Apps Account be created before their start date so we start inviting them events in Google Calendar, scheduling their training, emailing them important emails and sharing documents with them ahead of time so that this is all ready to go on their first day?

Yes. To request the early creation of an employee account prior to the employment begin date complete and submit a Google Account Request Form.

How do I request a Google Apps Account a non-employee individual or a special purpose account?

That's easy, all you have do is submit a Google Account Request Form to request a Google Apps Account for:

 and allow 2 business days.

How and when are employee or other Google Apps accounts terminated/shut down/deleted?

Terminating a Google Apps Account involves suspending an account for 60 days and then permanently deleting the account and its contents.  Programs/Labs may request an extension to the suspension period and/or reassignment of or access to account contents before the account is permanently deleted by submitting a  Google Account Request Form.    

Employee Google Apps Accounts are suspended on the employee’s last day of employment and deleted 60 days after if no extension is requested.  

Other Google Apps Accounts are suspended on the account End Date and deleted 60 days after if no extension is requested.

What happens to the contents of a Google Apps Account that has been suspended?

A suspended account is basically inactive and inaccessible by user log in for a period of 60 days. This time period allows time for the transition of account content if a request is made by completing a Google Account Request Form.  After 60 days, suspended accounts and all of the account contents will be deleted. Programs/Labs may request an extension to the suspension period and/or reassignment of or access to account contents before the account is permanently deleted by submitting a  Google Account Request Form.  Contact your local system administrator to request support to migrate email content to another user.  

Employee Google Apps Accounts are suspended on the employee’s last day of employment and deleted 60 days after if no extension is requested.  

Other Google Apps Accounts are suspended on the account End Date and deleted 60 days after if no extension is requested.  Terminating an account is a two step process of suspending and then deleting the account and its contents.  Once an account and its contents are deleted, they are deleted permanently. 

What happens to the contents of a Google Apps Account that has been deleted?

Terminating an account is a two step process of suspending and then deleting the account and its contents.  Once an account and its contents are deleted, they are deleted permanently.    

Can a deleted account and its contents be recovered?

No. Terminating a Google Apps Account involves suspending an account for 60 days and then permanently deleting the account and its contents. There is no restore or backup function for restoring a deleted account or its contents.

In the case of an urgent problem situation, is it possible for a supervisor or manager to request that a an account be suspended before the employment or account end date?

Yes, call the CISL Help Desk at ext. 2400.

Is it possible to request an extension to the 60 day account suspension period in the account termination process?

Yes. You can request up to a 30 day extension.  Submit a Google Account Request Form and refer to the Google Apps Account Procedures on the Google Apps Support Site.  

If a Google Apps account is suspended can I access the contents or have it all moved to another account?

Yes, but takes it a few steps. You can request access to a suspended account’s content or a request a change in ownership of Drive and/or Sites (but not email) content to another user by submitting  a Google Account Request Form.  It is not possible to transfer ownership or automatically migrate email content to another user at this time but you can request support to use other tools to migrate email content to another user by submitting  a Google Account Request Form.

What happens to the contents of a retired employee’s account if they are returning as casual employee or temporary contract employee or appointed as an Emeritus/Emerita or NCAR Distinguished Scholar?

All departing employee accounts, including retirees, are suspended for 60 days on the last day of employment and are no longer accessible by the former employee.  On day 61, the account and all the contents are deleted unless an extension is requested.  In the case of a returning retiree, the program/lab may request reactivation of an account or an account extension to avoid a gap in account access.    Submit a Google Account Request Form and refer to the Google Apps Account Procedures on the Google Apps Support Site.  

GOOGLE'S FAQS

Gmail FAQs at bottom of this link

Calendar FAQs at bottom of this link

Drive FAQs at bottom of this link

Hangouts FAQs at bottom of this link