BASIC INFORMATION & USAGE RULES

This page provides information about who can use Google Workspace at Tohoku University, available services, storage capacity, how long you can use your account, and university usage rules.

Faculty and Staff (TUMail)

In addition to faculty and staff, dispatched staff, researchers, and others who meet the university's eligibility requirements may also use Google Workspace.

For details about eligibility and email addresses, please refer to the following page:

About TU Mail (English)

Students (DCMail)

All students of Tohoku University are eligible to use Google Workspace.

• You can continue using Google Workspace while you are enrolled at or employed by Tohoku University.

• If you lose your eligibility due to graduation, retirement, or other reasons, you can continue sending and receiving emails for up to 30 days after losing your eligibility.

• If you set up email forwarding after account deactivation while your Tohoku University ID is still valid, you can have emails forwarded for two years after your email service ends.

• If you are eligible for Alumni Mail, your email service will be switched to Alumni Mail.
  For details, please refer to the following website:
  Tohoku University Alumni Mail

Google Workspace provides the following services:

• Gmail: Send, receive, and manage emails.

• Google Drive: Store and share files.

• Google Calendar: Manage and share schedules.

• Google Docs, Sheets, and Slides: Create and collaborate on documents, spreadsheets, and presentations.

• Google Forms: Create surveys and application forms.

• Google Meet: Hold online meetings.

• Google Chat: Communicate through chat.

• Google Classroom: Manage course materials and assignments.

Note: Available services and features may differ between faculty, staff, and students. Some services may not be available to certain users.

How to Use Google Workspace Services

You can access Google Workspace services through the Google apps launcher (the nine-dot icon) in the upper-right corner of Gmail.

For instructions on using each service, please refer to Google's official guides:

Google Workspace Learning Center (English)

To address Google's storage capacity restrictions, Tohoku University has established its own rules for using Google Workspace storage.

(1) Personal Storage

Storage usage is calculated based on the combined amount of data stored in Gmail, Google Drive (including My Drive), and other applicable services.

At Tohoku University, the general storage usage guideline is 25 GB per user.

The 25 GB guideline is not a strict storage limit. Exceeding 25 GB does not immediately prevent you from using Google Workspace.

However, if you exceed the storage limit assigned to your account type, certain operations, such as saving new files, may be restricted.

Please regularly delete unnecessary emails and files to help reduce storage usage.

(2) Shared Drives

Shared drives allow members of laboratories, departments, projects, and other groups to manage files collaboratively.

The creation and use of shared drives are subject to university requirements and usage rules.

(3) Storage Usage Rules

For details about storage usage guidelines, storage limits, and requirements for using shared drives, please refer to the following page:

Google Workspace Storage Usage Rules (Internal Access Only)

When using Google Workspace, you must comply with Tohoku University's information security policies and the usage rules for each service.

In particular, please pay attention to:

• Proper management of your university-provided account.

• Appropriate handling of personal and confidential information.

• Secure file sharing using Google Drive and other services.

• Appropriate use of storage capacity.

Rules and Guidelines for Faculty and Staff

For university rules and guidelines regarding TUMail, email aliases, mailing lists, and related services, please refer to:

TU Mail Rules and Guidelines (English)
See the "Guidelines" section.

Note: Access to the linked documents is restricted to the university network.

Storage Usage Rules

For Google Workspace storage usage requirements, please refer to:

Google Workspace Storage Usage Rules (Internal Access Only)