Email at Virginia Tech will be handled by VT Google Apps servers. In the transition to these new email servers, users will gain a suite of tools aside from email. For more information about this email system and who has access to it, see the VT Google Apps Mail page.
The goal of our decision to transition to Google Apps for Education is to provide a powerful, web-based environment that will support the university’s community in teaching, learning, and discovery; improve collaboration among faculty, students, and staff (and colleagues around the world); and reduce operational costs.
The core tools introduced will initially include Google Apps Mail, Calendar, Drive/Docs, Sites, Contacts, and Talk.
Go to the following web site: http://start.google.vt.edu and click on the word Mail, then login with your PID and your new VT Google Apps email password.
No, not automatically. Once your VT Google Apps Mail account is created, if there is old email you want to transfer to your new VT Google Apps Mail account, you will need to follow the Moving Email from VT Mail to VT Google Apps Mail article to have Google move your old email for you. You have 30 days from the time your account is created to move your old e-mail.
Refer to the Migration Instructions page for a procedure that will help you make the transition as easily as possible. You should also review the Announcements page on this site for additional notices.
Exchange is a completely separate system. The only way you will be affected is that you will need to regularly check spam through your VT Google Apps Mail account.
You can create a Calendar-Only Exchange account so that you have a VT Google Apps Mail account but can still use your Exchange calendar. If you create a Calendar-Only Exchange account, realize that everyone you correspond with by email will have to clear their cache (which is a storage of your previous e-mail address in their email client) and send you mail using your PID@vt.edu email address instead of your PID@exchange.vt.edu email address. If you decide to create a Calendar-Only Exchange account, you are advised to give people that you frequently contact these instructions: Clearing an Exchange User's Cached Email Address.
In the process of provisioning your account, you will be asked to create a VT Google Apps password. This will create a VT Google Apps account and change your WebMail password to your VT Google Apps password. New mail will arrive at your VT Google Apps Mail account, but you will no longer receive new mail in WebMail. If you want to keep email from your previous VT Mail account, you'll need to migrate it by following the instructions for Moving Email from VT Mail to VT Google Apps Mail.
Yes. If you choose to migrate your old email, only your email messages will be moved. Any notes or contacts contained in WebMail or your email client (e.g. Outlook, Mac Mail, Thunderbird, etc.) will not be transferred. For instructions on transferring your WebMail address book, see Exporting a WebMail Address Book to VT Google Apps Mail. For more information on migrating address books from other clients, see Google's Importing CSV files web page.
If you provision your account during the open enrollment period and do not move your old email after 30 days following the provisioning, then your previous VT Mail account and its contents will be deleted. If you choose not to provision at this time, then later this fall (date to be announced) we will provision an account for you; in this case, you will need to visit My VT to set a password to be able to access your new VT Google Apps Mail account.
If you have been using an email client (e.g. Outlook, Mac Mail, Thunderbird, etc.) to view your email, and if your client is not set to leave a copy of messages on the server, then this email will not be moved to your new account (since it is stored on your computer's hard drive). However, it should still be available for viewing through your mail client as long as you do not delete your previous VT Mail account from your client.
Yes, any alias you have defined will still work after the transition.
No, the JMM will be disabled when you transition. VT Google Apps Mail has a built-in spam filter and spam will be placed in a Spam "folder."
You need to follow the steps for "What can I do to re-enable my Google Account" on the Frequently Asked Questions about Google Account and Age Requirements page.
This is the password you create in My VT when you first provision your Google Apps account. Note that this password is not the same as your PID and is used to both create and check your VT Google Apps Mail account.
To set up forwarding, see Enabling or Disabling Forwarding from Your VT Google Apps Mail Account.
VT Google Apps Mail has 25GB of storage. For more information, see Mail Storage and Retention.
VT Google Apps Mail has many features that differ from Outlook, such as using labels instead of folders, providing 25 GB of storage space, and applying a different organizational scheme for email. To learn more, see Google's Get help switching from Microsoft Outlook page.
Yes, this is necessary to prevent compromised accounts from overloading servers as a result of sending out mass emails. For specifications of the limit of email you can send out, auto-forward, etc., see Google's Sending limits page.
Advertisements or commercial links will not be displayed.
Yes, Google has a lot of documentation. Please see the Google Apps Learning Center website.
Yes, You can have mail appear to come from any alias you already have defined here at Virginia Tech. To define an alias, please see: Adding or Removing E-mail Aliases. Then, see the following Google documentation:
After the web page displays, click on the PLUS SIGN next to "I'm a Google Apps for Business user sending from a domain alias or nickname." and follow the instructions that appear.
Then when you send messages you will see a FROM box(with a pull-down arrow) and you can select the alias address in the FROM box to send from. Or go back to the "Settings" and the "Account" menu and pick the new alias address with "make default" button on the right-hand side of the screen.
Web clips are not advertisements, but headlines drawn from a variety of sources. They appear at the top of your VT Google Apps Mail Inbox page. You can turn them off by doing the following:
Google limits duplicate email, so when emailing a listserv, you will not receive the message sent to the listserv because it already exists under your Sent Mail label. Also, if someone sends the same message to multiple listservs that you are subscribed to, then you’ll only see the message once. For more information, see An incoming message hasn’t arrived.
Why, if I have two devices connecting to VT Google Apps via POP, does only one client or device get the message and the other does not?
It is not recommended to use POP to retrieve your mail, but if this is the case, then the problem is that Google only allows the first client to access email. To configure VT Google Apps Mail so that multiple clients can access your email using POP protocol, see the article Using POP on multiple clients or mobile devices to set 'up recent mode'.
If you are an instructor, please note that you are legally prohibited from requiring use of non-accessible services. This can include some VT Google Apps other than VT Google Apps Mail. When deciding on technologies for your course, you are obligated by law and the university's mission to consider the accessibility barriers of the tools you will use and what types of disabilities may be affected by their use. Do not allow any of your students to be left out by commission or by omission. If you decide to use VT Google Apps, make sure that your audience has available use of alternative, accessible software. Consider a change in pedagogy to include small group participation, eliminating the need for a person with a disability to interact directly with a Google App.
If you need assistance creating an accessible class, contact Dr. Susan Angle, the director of Services for Students with Disabilities, at (540) 231-0858.
See Google's Using Google products: How to use accessibility features page for details on how to use accessibility features for VT Google Apps Mail, Calendar, Docs, and Sites as well as Additional Services or other Google products.
If you need assistance using VT Google Apps accessibly, please contact VT Assistive Technologies.
No. Your PID password and email password are synced, but separate. When you provision a VT Google Apps account, you will create a VT Google Apps password that will only overwrite your email password. This VT Google Apps password will be used by Google to transfer your email. At no point during this process does Google have access to your PID password.
No. Google specifically disavows any ownership of end-user intellectual property. You grant Google the right to process the data as needed to show it to individuals based on the permissions that you set. Should the agreement with Google ever be terminated, Google is obligated to delete and/or return any end-user data to Virginia Tech.
Will Google mine our data for their own purposes? Is Virginia Tech going to sell our data to Google?
No. Per the terms of our agreement, Google may only process or otherwise use Virginia Tech account data as required for the purpose of providing services and performing its obligations under the agreement. This includes processes for preventing spam and ensuring the technical functioning of Google's network (including detecting, preventing or otherwise addressing fraud, security, or technical issues). Note that our agreement with Google specifically prohibits advertising within the Virginia Tech Google Apps for Education domain. The university is neither selling data nor profiting from this arrangement.
Google will store data on its secure servers, which could be located outside the U.S. or within the U.S. accessible to foreign nationals. For this reason, Virginia Tech already has policies in place that users working with regulated export-controlled data must not store such data in their email or house this data outside the U.S. to be managed by non-U.S. citizens. Their use of other Google Apps must be in accordance with the Proper Use Policy and the Export Controls Laws and Regulations policy. If you have questions about Export Controls and how they apply to you or your data, refer to the Office of Export and Secure Research Compliance web page.
Google complies with FERPA standards. Compliance with HIPAA data is your responsibility. Google services are not ITAR compliant. For more information on ITAR compliance, refer to the Office of Export and Secure Research Compliance web page.
Where can I find more information about Virginia Tech's policies and recommendations with regard to security and using cloud or web-based services?
Refer to the Information Technology Security Office website.
Only in situations where you use Additional Services, such as Picasa or Google+, that are not covered in the Core Services (Mail, Calendar, Drives/Docs, Sites, Contacts, and Talk). In those cases, Google's Google Terms of Service will apply.
Are the collaboration services offered within VT Google Apps (e.g., Google Docs) allowed to act as a store for university off-campus data storage?
Yes. In negotiating a contract with Google, Virginia Tech ensured that VT Google Apps would be acceptable for storage of university files. You may keep such files on VT Google Apps and have privacy, confidentiality, and ownership of the document protected.
When Virginia Tech signed their agreement with Google to use Google Apps for Education, it gained the right to institutionalize all @vt.edu Google accounts in current use and all those created in the future. If you used your @vt.edu address to access certain Google services under personal or Team Edition Google accounts, you may experience a conflicting account situation as a result of this change. Your @vt.edu account ID is a unique identifier and can no longer represent a non-organizational account outside of Virginia Tech. Here's a short video that explains what happens: Video Intro (2:09) (Transcript of Video Intro).
It occurs when an account is created for you in the new organizational vt.edu domain. If you have a conflicting account, then when you log into Google using your @vt.edu account: “An update to your account is required” followed by an account resolution procedure to help you transition accounts.
If you receive this message, see Resolve Conflicting Accounts for details on how to update your account and share or move data to the new @vt.edu account, if necessary.
I have been using my vt.edu address as a secondary address on my personal Google account...will this cause a conflict?
No. If your @vt.edu address was previously a secondary address (or "nicknames") on your personal Google account, it will automatically be removed and no conflict should occur. All of the content that was previously shared with your @vt.edu address will continue to be accessible through your personal Google account.
No, you are just renaming your current Google account so that it no longer conflicts with your organizational account name. You retain ownership of content you created under your personal or team account. Although you cannot transfer ownership across domains, you can share content with your new account. For example, if you make copies of your documents while logged into the new account, the documents are then owned by the new account.
Not in all situations. If you have content in the conflicted account for Google services that is not currently turned on in the Virginia Tech Google Apps for Education edition, you will not be able to migrate any of your data directly to the new @vt.edu account. With most of the services now turned on, the apps that can't migrate should (hopefully) be minimized. Google requires that transfers of account data be “all or nothing.” The conflicting accounts message from Google will let you compare the two accounts. For more information, see Resolve Conflicting Accounts.
All conflicting Google accounts must be resolved. If you do not complete the resolution process yourself within a certain time period, Google will automatically rename your conflicting account with the temporary name firstname.lastname@example.org with the same password you currently use. Your personal Google account data will remain safe and accessible at all times.
The resolution wizard says I’ve used Google services that I don’t recall signing up for. How did that happen?
If you used some common Google services, such as Picasa to view someone’s photo album or YouTube to watch a video, you may have “signed up” for a service without realizing it, even if you only used it once.
I’ve gone through most of the process of resolving the conflict by trying to move my data to the new @vt.edu account. At the end, the button I need to click to accept the changes and continue is grayed out. Why won’t it let me continue?
If you’ve used Google services under your @vt.edu account that are not turned on for the VT Google Apps domain, you will not be able to automatically move your personal data to your new organizational account. Not all Apps data is transferable between personal and organizational domains. If there isn’t a one-to-one relationship between the services you use personally in Google and those that the university will use, you may not be able to move data.
You can log in to your renamed personal Google account and share documents with your new @vt.edu account.
No, Google does not allow you to assign a new owner from another domain. You must share the document and then copy it from within the new account.
You should receive an e-mail telling you that it is possible to create your VT Google Apps Mail account. Remember, the university will never ask you for your password or login information. Also, pay attention to the URLs that you go to. For instance, "www.vt.edu" is the correct Virginia Tech website address as is "https://my.vt.edu" for My VT, whereas "www.vt.virginiatech.edu" would be a domain unrelated to the university and most likely a phishing scam as would "http://my.vt.vatech.edu" or an IPv4 address, such as "http://22.214.171.124".
Initially, full support will be available for VT Google Apps Mail and Calendar. Full support for the other Core Services will be phased in over the next few months.
See the Contact Us page for information on contacting support.
This site will post details about the information sessions to be held as they become available. For training resources, see the Training page.