Google Apps FAQs

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Contents

  1. 1 What is Google Apps for Education?
  2. 2 How do I upload my own directory photo?
  3. 3 What will I see in my Google account on the Go live date?
  4. 4 What should I do with my Notes and Tasks in Outlook?
  5. 5 What is my default browser?
  6. 6 How to Restore Access to your Google Calendar Using a Workaround
  7. 7 How do I prevent Hangouts notifications from popping up?
  8. 8 Can you migrate my mail again?
  9. 9 How long can I access my email, calendar, and other data in Exchange after migration?
  10. 10 How can I interact with people who are still on Exchange?
  11. 11 What happened to all of my rules?
  12. 12 Can I upload my local mail folders to Google Apps?
  13. 13 What types of data should not be put into Google Apps?
  14. 14 Can I use Outlook to access my UMD Google Account?
  15. 15 Did my email address change?
  16. 16 I think my account is compromised or locked, what do I do?
  17. 17 Are there any limits to the number of messages or amount of data I can send in Gmail?
  18. 18 Can I use Google Sites?
  19. 19 What are Google Groups?
  20. 20 What is going to happen to Room Resources?
  21. 21 What happens to my Exchange Distribution Lists?
  22. 22 What happens to my service accounts and accounts that need IMAP access?
  23. 23 What is going to happen to shared email accounts?
  24. 24 What is going to happen to Reflectors?
  25. 25 What is going to happen to Listserv Lists?
  26. 26 Why does my Google Calendar not have the same events as my Exchange Calendar?
  27. 27 Do I have to use Chrome?
  28. 28 How do I switch between my personal Gmail account, my UMD Google Apps account in the same browser?
  29. 29 Can I use Chrome profiles?
  30. 30 Is my mail backed up? What happens if I accidentally delete something?
  31. 31 Can I use two-factor authentication?
  32. 32 How do I add an image to my signature file?
  33. 33 How do I activate a Google Apps account?
  34. 34 What are the complexity requirements for passwords?
  35. 35 Can I access Google Apps through another email client or browser?
  36. 36 What devices are compatible with Google Apps?
  37. 37 How does a new employee in a department that has moved to Google get an account?
  38. 38 Who can I contact for technical assistance with Google Apps?
  39. 39 Does Google Apps for Education provide accessibility resources?

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What is Google Apps for Education?


Google Apps for Education is a suite of productivity tools for collaboration. Send Email or Chat. Create,share, and edit files in real time. Use on any device. A UMD Google Apps account grants access to these core services of Google Apps: Gmail, Drive, Calendar, Contacts, Docs, Sheets, Slides, Hangouts, Groups, Blogger, Photos, Google+, YouTube. Enter your full @umd.edu address to log in.

How do I upload my own directory photo?

Click the link for instructions on How to upload your photo.

What will I see in my Google account on the Go live date?

Welcome to Google! All emails, email folders, calendar invitations, and contacts will migrate over to Google. What you see on Friday will be there Monday after the migration. See the Getting Started page for steps you should take after migration completes. https://sites.google.com/a/umd.edu/umd-google-apps-support/getting-started

What should I do with my Notes and Tasks in Outlook?

Notes and Tasks DO NOT MIGRATE. However, there is similar functionality available in Google. For details on how to add Notes and Task in Google, see Google Learning Center.

What is my default browser?

Your Default Browser is the program your computer automatically chooses to open internet links and content.

How to Restore Access to your Google Calendar Using a Workaround

You will need to use a new username and your old password to access your data. Visit the Google Account Conflict page for more info.

How do I prevent Hangouts notifications from popping up?

Turn off all notification sounds temporarily:

Open Hangouts at hangouts.google.com or in Gmail.
Open settings: ...
Click "Mute notifications for..."


How do I sign into Google Apps?


You will sign in using your Directory ID and password. You can sign in by going to https://mail.google.com/a/umd.edu. You can access apps by clicking on the Grid icon (top right) and choosing the App icon of your choice. Sign-in instructions are also available in the How to Sign into UMD Google Apps for Education article.

Can you migrate my mail again?


Mailboxes were migrated at the highest fidelity possible. In cases where a large number of messages did not migrate, mailboxes have been investigated for causes and migrated again when necessary.

How long can I access my email, calendar, and other data in Exchange after migration?


After migration, you will continue to have access to your Microsoft Exchange account via email.umd.edu for reference purposes. After 30 days, all of your data on the Exchange server will be deleted -- including email, calendar events, contacts, notes, and tasks. If you need a local reference copy, see this Knowledge Base article for instructions.


How can I interact with people who are still on Exchange?


Visit the Coexistence with Exchange webpage for how-tos and info.

What happened to all of my rules?


Rules from Microsoft Exchange were not copied over to Google Apps. You will need to recreate your Rules as Filters in Google Mail. You can create these by going to Settings > Filters > Create New Filter, or you can open a message or message type that you want to filter, click the Actions dropdown box, and choosing Filter Messages Like These. More information is available in the Using Filters article.

Can I upload my local mail folders to Google Apps?


After Phase One Migrations are complete, the project team will provide instructions for people who have large offline email data files and would like to put them on Google.

What types of data should not be put into Google Apps?


A formal list of data and restrictions is in development. However, mail should never be considered a “secure” method of transport and the following types of data should not be placed into Google Apps:
  • Federal Tax Information
  • Student Loan Application Information (GLBA)
  • Social Security Numbers
  • Protected Health Information (HIPAA) Data
  • Personal Identifiable Information (PII)
  • Federal Information Security Management Act (FISMA) Data
  • Credit Card or Payment Card Industry (PCI) Information Data
  • US Export Controlled Data
The Division of Research recommends Box as an appropriate way to store and transmit controlled data. They provide these instructions.

Can I use Outlook to access my UMD Google Account?


Microsoft Outlook connections (and other desktop mail client connections) are not supported by the Division of IT and we cannot provide guidance on usage. IMAP Clients will lose many of the features and benefits of a switch to Google Apps. We have enabled IMAP access, however. See this link for instructions. For some clients, including Outlook, you will need to enable two-factor authentication and generate and Application Password.



How can I access my UMD Google Account on my phone/tablet?


Mobile setup instructions for iOS are in the Using GAFE (Google Apps For Education) with your iOS Device's Native iOS Mail Application article. For Android devices view the Use GAFE (Google Apps for Education) with your Android Device's Native Mail Application article. Some devices/operating systems do not support Single Sign On (the method we are using for authentication), and you will need to access your account via Web browser on your mobile device.

Did my email address change?


Your email address is the same, YourDirectoryID@umd.edu. This is the address you should give out and the address your messages will be sent as. Mail sent to legacy addresses (i.e., @exch.mail.umd.edu and @mail.umd.edu) will also be delivered to your Google account, but these addresses should not be distributed or relied upon for correspondence.

I think my account is compromised or locked, what do I do?


Because Google Apps is authenticated using CAS, Directory Blocks placed by NEThics or the Security Team will still apply. Compromised accounts may also have their passwords reset, preventing authentication into any Directory ID authenticated services. The Service Desk can reset passwords and refer locked or blocked users to the appropriate authority for resolution. If accounts are Suspended by Google, the IT Service Desk will get started the process to un-suspend the account.

Are there any limits to the number of messages or amount of data I can send in Gmail?

Can I use Google Sites?


There are no plans to activate sites at this time. Consider Wordpress as an alternative.

What are Google Groups?


Google Groups are used for group communication and provide a high level of customization depending on individual needs. There are four basic types of Group: email lists, Web forums, Q&A forums, and collaborative inboxes. Visit the Google Groups webpage for an overview of Groups. Groups may be requested through the service catalog.

What is going to happen to Room Resources?


Room Resources will not be migrated into Google until everyone is moved off of Exchange. Until then, Google Apps users should use the Find A Time feature to view room availability and book for meetings.

What happens to my Exchange Distribution Lists?


Google Groups based on HR Unit Codes/Department names will be provisioned just as they are currently in the Division of IT Active Directory and Microsoft Exchange System. We have plans to create a method of syncing custom, dynamic groups and will release information when it becomes available during a later phase of the project.

What happens to my service accounts and accounts that need IMAP access?


Google Service Accounts will be managed in the Special Identity Management System (SIMS), for which the owner can specify admins. Owners and admins can see and reset the password for these accounts if needed. Service Accounts are for application use only and available only to IT partners on campus.

What is going to happen to shared email accounts?


Shared email accounts will be migrated as real accounts with calendars and access will be granted to delegates (similar to delegating your own mail account). Management of access will be done in SIMS, where owners can specify delegates. No passwords are distributed as the account delegation process allows delegates to manage through their own Google Account via CAS.

What is going to happen to Reflectors?


Reflectors and Listservs have been listed as Google Shared Contacts. This allows you to see them in the "people picker" as you start typing in the TO, CC, etc. fields. We are hoping to replace Reflectors with Google Groups in the future.

What is going to happen to Listserv Lists?


Reflectors and Listservs have been listed as Google Shared Contacts. This allows you to see them in the "people picker" as you start typing in the TO, CC, etc. fields. Listserv Lists will continue to function as part of the Listserv system and management/creation will be done using SIMS (sims.umd.edu). 

Why does my Google Calendar not have the same events as my Exchange Calendar?


Google Calendar data back to Jan 2015 and 1 year forward will be migrated. Any calendar invites that are not accepted or marked Tentative in Exchange will not migrate. If an event does not migrate or migrates with errors, its best to recreate the event. If access to older calendar entries is needed, they can be saved locally (see How to Export Folders from Exchange Mail or Terpmail using Outlook 2013 in the ITSC KnowledgeBase) and accessed through Outlook. 

Do I have to use Chrome?


Chrome is the recommended way to access your Google Apps account. It will provide the best user experience and is the supported method. However, you may use other browsers with the caveat that your experience may be inconsistent or less reliable.

How do I switch between my personal Gmail account, my UMD Google Apps account in the same browser?

Can I use Chrome profiles?


Chrome profiles are a way of managing settings, bookmarks, and extensions in Google Chrome. It is also a convenient way to switch between multiple Google Accounts. View the Use Chrome Profiles to manage multiple Google Apps Accounts article for instructions on setting up profiles.

Is my mail backed up? What happens if I accidentally delete something?


Spanning Backup is a Google app that allows recover of mail from an online backup. For further information, see the ITSC KnowledgeBase article on the tool.

Can I use two-factor authentication?


Two-factor authentication will be available in a later phase of the project and will leverage the Duo Security multi-factor authentication solution already distributed on campus.


How do I add an image to my signature file?


Images that you wish to add to your Signature File must first be uploaded into Google Drive. Once the image is installed there, go to Settings, the General tab, then Signature field. Move your cursor to the place you want the graphic, then click the Insert Image icon.

How do I activate a Google Apps account?

After Migrations are complete, Google Apps accounts are automatically provisioned - all you need to do is log in. For new employees, after a migration date  is set and initial communications go out, accounts are automatically provisioned. Do not use the new employee activation page to create an Exchange account. All users should verify that their Email Address in ARES (ares.umd.edu) is set to directoryid@g.umd.edu so that new email will flow to the Google mail account. Additional specifics on requesting Google Apps accounts are available in this Service Catalog item.


What are the complexity requirements for passwords?


Your password will be your Directory Password and will continue to have the same requirements as always.

Can I access Google Apps through another email client or browser?


Chrome is the best way to access your Google Apps account. We have enable IMAP connections so you can connect your desktop mail client, but we will not provide support or additional guidance on these connections. See https://support.google.com/mail/troubleshooter/1668960#ts=1665018 for instructions. You will need to enable two-factor authentication and generate an Application Password for some clients.


What devices are compatible with Google Apps?


Almost all devices will work with Google Apps accounts. Chrome is the best way to access your Google Apps account. We have enable IMAP connections so you can connect your desktop mail client, but we will not provide support or additional guidance on these connections. See https://support.google.com/mail/troubleshooter/1668960#ts=1665018 for instructions. You will need to enable two-factor authentication and generate an Application Password for some clients.

How does a new employee in a department that has moved to Google get an account?


After we lock the lists for the upcoming migration (usually 4-6 weeks ahead of time), we alter the identity management rules for the migrating departments to grant new staff from that point forward UMD Google accounts and prevent activation of Exchange. New staff (or HR Coordinators if the new staff is an affiliate) will need to update their email forwarding in ARES to DirectoryID@g.umd.edu for new email to flow into the Google account. 


Who can I contact for technical assistance with Google Apps?


We have developed a support model that provides many sources of help with Google. See the Google Apps Support page for more info. 


Does Google Apps for Education provide accessibility resources?