Google App FAQ

Questions

  Gmail

1) How do I send Faculty/Staff and/or Student Announcements?

2) Will I be able to keep my existing e-mail address when we move to Google (GMail)?

3) Will I see advertisements in my e-mail like I do with my personal GMail account?

4) Can I create a customized signature?

5) How do I create a rule to forward emails?

6) How do I create a rule to automatically delete e-mails?

7) How do I create a vacation rule?

8) How does Gmail handle Spam? Is it different than what we are used to in Groupwise?

9) When email is migrated from GroupWise, what will happen to the mail that is currently stored in folders and sub-folders? Will they be included or will only items in the Inbox, Sent, Trash, etc be brought over?

10) How can I become so good at Gmail that I impress my office mates and help them with their issues?

11) How do I create personal groups?

12) How do I file my e-mail into folders so it's not all sitting in my inbox?

13) How do I make Gmail my default mail client that automatically pops up when I click on web e-mail links?

14) How can I send a high-priority e-mail or delay the delivery of an e-mail?

15) How can I change the default download location for attachments in Gmail?

16) How can I add new or edit existing contacts?

17) I'm a student, and I want to keep my some of my email, is there a way to migrate myself?

18) When I try to send a document as an email from within Microsoft Office applications, it opens GroupWise

19) BannerWeb opens GroupWise when I click on it

20) I want to get desktop notification when I receive an new email

21) How do I retract or resend an e-mail? Does it work the same as Groupwise?

22) How do I print just one e-mail in a thread or conversation?

23) How can I remove the top banner that appears above my message box?

24) How does the Google Spell Check work?

25) How do I sort mail in Google Gmail?

26) How can I get a return receipt or know that a recipient has read an e-mail in Google Gmail?

27) Can I attach documents to calendar item?

28) How do I set up my out of office rule in Gmail?

  Google Calendar

1) How do I create a shared Calendar or e-mail account for my department?

2) Will I be able to migrate my Groupwise calendar into Google?

3) How can I turn an e-mail into a calendar event?

  Google Docs

1) Will other Google tools be available to me like Google Docs?

  Misc

1) I am a graduating senior, will I be able to retain my css e-mail address?

2) Will my tasks migrate

1) How do I send Faculty/Staff and/or Student Announcements?

2) Will I be able to keep my existing e-mail address when we move to Google (GMail)?

Yes!  Your e-mail address will remain the same and will not change when we move to Google.  Your address will continue to be your first initial/last name @ css.edu

3) Will I see advertisements in my e-mail like I do with my personal GMail account?

No.  Google does not display advertisements in the education version of GMail.  You will not see Ads when accessing your e-mail.

4) Can I create a customized signature?

Yes!  By going to Settings >> General >> Signature, you can enter a basic html signature.  

5) How do I create a rule to forward emails?

Google has really good help.  Check out:  http://mail.google.com/support/bin/answer.py?answer=6579

  Gmail's filters allow you to manage the flow of incoming messages. Using filters, you can automatically label, archive, delete, star, or forward your mail, even keep it out of Spam -- all based on a combination of keywords, sender, recipients, and more.

To create a filter:

• Click Create a filter (next to the Search the Web button at the top of any Gmail page).
• Enter your filter criteria in the appropriate field(s).
• Click Test Search to see which messages currently in Gmail match your filter terms. You can update your criteria and run another test search, or click Next Step.
• Select one or more actions from the list. These actions will be applied to messages matching your filter criteria in the order in which the actions are listed -- for example, you could choose to Forward matching messages to a specific email address, then Delete the messages. Note that if you choose to forward messages to another address, you'll need to first verify that you own any new forwarding addresses.
• If you'd like to apply this filter to messages already in Gmail, select the Also apply filter to x conversations below checkbox.
• Click Create Filter.

To create a filter from within a message:

• Click the drop-down menu next to Reply.
• Select Filter messages like this.
• Enter your filter criteria in the appropriate field(s).   

6) How do I create a rule to automatically delete e-mails?

Gmail's filters allow you to manage the flow of incoming messages. Using filters, you can automatically label, archive, delete, star, or forward your mail, even keep it out of Spam -- all based on a combination of keywords, sender, recipients, and more.

To create a filter:

• Click Create a filter (next to the Search the Web button at the top of any Gmail page).
• Enter your filter criteria in the appropriate field(s).
• Click Test Search to see which messages currently in Gmail match your filter terms. You can update your criteria and run another test search, or click Next Step.
• Select one or more actions from the list. These actions will be applied to messages matching your filter criteria in the order in which the actions are listed -- for example, you could choose to Forward matching messages to a specific email address, then Delete the messages. Note that if you choose to forward messages to another address, you'll need to first verify that you own any new forwarding addresses.
• If you'd like to apply this filter to messages already in Gmail, select the Also apply filter to x conversations below checkbox.
• Click Create Filter.

To create a filter from within a message:

• Click the drop-down menu next to Reply.
• Select Filter messages like this.
• Enter your filter criteria in the appropriate field(s).

Check out Google help at:  http://mail.google.com/support/bin/answer.py?answer=6579

7) How do I create a vacation rule?

You can set up a vacation response in your Gmail settings that will automatically reply to anyone who emails you. While the vacation responder is enabled, Gmail will send a response to anyone who contacts you.* If that person contacts you again after four days and your vacation responder is still enabled, Gmail will send another vacation response to remind the person that you're away from your email.

Here's how to let people know you can't respond right away:

• Sign in to Gmail.
• Click Settings along the top of any Gmail page.
• From the General tab, select Vacation responder on in the Vacation responder: section.
• Enter the subject and body of your message in the Subject: and Message: fields.
• If you've enabled a personalized signature in your settings, Gmail will automatically append it to the bottom of your vacation response.
• Check the box next to Only send a response to people in my Contacts if you don't want everyone who emails you to know that you're away from your mail.
• Click Save Changes.

While the vacation responder is enabled, you'll see a banner across the top of any Gmail page, displaying the subject of your vacation response. To stop Gmail from automatically sending the response, click end now within the banner. Or, if you'd like to edit the response, click vacation settings.

Keep in mind that your vacation response will start over each time you edit it -- if someone receives your initial vacation response, and then emails you again after you've edited the subject or body of the message, he or she will receive the edited response, too.

* Messages classified as spam and messages addressed to a mailing list you subscribe to will not receive a vacation response.

Check out Google help for more information:  http://mail.google.com/support/bin/answer.py?hl=en&answer=25922

8) How does Gmail handle Spam? Is it different than what we are used to in Groupwise?

Gmail handles Spam a bit differently than our current Barracuda Spam filter. It works well but you will not receive a daily e-mail containing all the messages the Barracuda stopped. E-mail that Gmail thinks is Spam will be place in the Spam filter.  Please read the information below on how to work with your Spam messages in Gmail.

 

Removing spam

 

To remove spam from your inbox:

1. Select the unwanted messages.
2. Click Report Spam.

To remove spam forever:

1. Click Spam along the left side of any Gmail page. (If you don't see Spam along the left side of your Gmail page, click more above Contacts on the left side of the page.)
2. Select the messages you'd like to delete and click Delete forever.
3. Or delete everything by clicking Delete all spam messages now.

The more spam you mark, the better our system will get at weeding out those annoying messages. If you or we should happen to goof and mark a good message as spam, click Not Spam at the top of the message. If you marked it as spam, you can also click Undo immediately after to recover the message.

Legitimate mail is marked as spam

If you find a message wrongly classified as spam, you can unmark the message. Just select the message, and click the Not Spam button that appears at the top and bottom of your current view. Unmarking a message will automatically move it to your inbox.

If you find that some senders' messages are consistently being mislabeled as spam, you can prevent this by:

• Adding their email addresses to your Contacts list. Gmail will deliver messages from members of your Contacts list to your inbox, unless they meet these criteria.
• Creating a filter so the messages are never sent to Spam.

If you're sending to Gmail users and are seeing your messages marked as spam, please review our Bulk Senders guide.

9) When email is migrated from GroupWise, what will happen to the mail that is currently stored in folders and sub-folders? Will they be included or will only items in the Inbox, Sent, Trash, etc be brought over?

Yes! Folders in Gmail are called labels. They are more versatile than folders. An email can belong to more than one label at a time.

Help with Labels ---> http://mail.google.com/support/bin/answer.py?hl=en&answer=118708

When we migrate from GroupWise, the tool we use puts a forward slash, "/", in between folder names. Your new "all mail" label in Gmail will contain all mail that is not in your inbox (i.e. in folders inside your cabinet). All email that was organized into folders and sub folders will be labled with a name that represents the folder structure from which it came in Groupwise (e.g. "css/daily announcements" or "css/pcard/reports").

Upon migration each of those will appear as it's own unique label. Now comes some customization on your part. In Gmail, under "settings" (which is located in the upper right portion of the browser window) you will see tab called "labs". These are features which are available for users to toggle on and off. Scrolling down the list you will see "nested labels". Select the "enabled" radio button and save your changes. When you return to the email screen, you should see that labeled email with forward slashes have been sub-labeled into a more familiar hierarchical structure.
 

10) How can I become so good at Gmail that I impress my office mates and help them with their issues?

The I.T. department wants that too! So does Google. So they've created a website to assist you in becoming a gmail ninja. Be careful and always use your new powers for the cause of good.

http://www.google.com/mail/help/tips.html

11) How do I create personal groups?

In Gmail groups are called Contact Groups. They are easy to create and use. 

 

Creating contact groups

To create a contact group:

1. Click Contacts along the side of any page.
2. Click the New Group button located in top portion of the Contact Manager.
3. Enter the name of the group.
4. Click OK.

To add contacts to a contact group:

1. Select the Contacts in the All Contacts list.
2. Open the Groups drop-down menu.
3. Under Add toÂ…, select the group you'd like to add the contact to, or select New group to create a new group.

To remove contacts from a contact group:

1. Select the contact in the Contacts list.
2. Open the Groups drop-down menu.
3. Under Remove fromÂ…, select the group you'd like to remove the contact from.

To send e-mail from within contact groups

1. Click on the Group you want to send e-mail to.
2. Click Select All then click e-mail.
3. A new e-mail window with all the Contacts from the group auto-filled in will pop up.
 

Managing contact groups

To edit the contact group name:

1. Click Contacts on the side of any page.
2. Select the group you'd like to edit.
3. Click Edit at the top of the page.
4. Make your desired changes.
5. Click Save at the top of the page.

12) How do I file my e-mail into folders so it's not all sitting in my inbox?

Gmail uses "label" to organize and file e-mail.  What's cool about labels, that unlike Groupwise's folder, you can place more than one label on an e-mail message.  Both Gmail and Atomic Learning have great tutorials that explain how to create, edit, and delete labels.  These tutorials also illustrate how to "archive" or organize your e-mail using labels. 

What are labels:  http://mail.google.com/support/bin/answer.py?answer=118708&hl=en&utm_source=wel-eml&utm_medium=eml&utm_campaign=en

Or go to Atomic Learning's Gmail section:  http://www.atomiclearning.com/highed/en/gmail and open up the "Organizing Your Messages" section by clicking on the plus sign on the blue bar.  Here you will find a number of tutorials on the use of labels

13) How do I make Gmail my default mail client that automatically pops up when I click on web e-mail links?

We're currently developing a response to this need. There are several options and we will announce our process as soon as we have finalized on the method.  Until that time, you will need to right click on mailto links , copy the email address and paste it into a new email. Also please save documents and attach them instead of trying to send them in an email through Word. We apologize for the inconvenience.

For mailto links on a webpage, if you are using firefox, you can follow the instructions on this page.

http://lifehacker.com/392287/set-firefox-3-to-launch-gmail-for-mailto-links

Use the second option as you are a Google Apps user. REMEMBER to change the "yourdomain.com" to "css.edu" in the code you copy and paste. If this option is a bit confusing, and you'd like help, please feel free to contact the helpdesk@css.edu for assistance.

14) How can I send a high-priority e-mail or delay the delivery of an e-mail?

In Groupwise, we were able to go to "Send Options" while composing an e-mail and make that message high priority, delay delivery for a specific period of time, or request a reply.  Google Gmail does not currently have this functionality.  You can include the words High Priority in your subject line, but it will not be a different color. 

15) How can I change the default download location for attachments in Gmail?

The setting is different depending on which browser you are using.

In Chrome:  Click on the wrench tool in the upper right-hand corner, select "Options" and the "Under the Hood" tab.  Scroll down to Downloads and either browse to your preferred location or click on the prompt option.

In Firefox:  Go to the Tools menu, select "Options", select "General", and select your default location or "Always ask me..."

In Internet Explorer:  You have to make a registry change which requires more advanced knowledge of your operating system.  Contact the computer support help desk.  I recommend that you use Firefox or Chrome as your browser of choice for Gmail. 

16) How can I add new or edit existing contacts?

First, click on the Contacts link on the left menu bar.  To add a new contact, click on the icon with the +head symbol.  Fill in the fields you wish to complete

To edit a contact, search for the person you want to edit, click on their name in the middle column, then click the "edit" icon.  Make your changes and click "save".

Check out this website for more information:  http://mail.google.com/support/bin/answer.py?hl=en&answer=14001

17) I'm a student, and I want to keep my some of my email, is there a way to migrate myself?

Yes, you'll need to use a free email program like Mozilla Thunderbird.

 

Follow these steps to migrate your emails and folders from your GroupWise to your Gmail account.

1.     Log on your Google account. Go to the top right top side of the page and click on settings. On the top bar go click Forwarding and POP/IMAP. Go to the third section (IMAP Access) and click on Enable IMAP. Click on Save Changes

2.     Go to Google search bar and type “thunderbird” chose the first link. There’s an icon with the word “free download” click on it and download thunderbird. (http://www.mozillamessaging.com/en-US/thunderbird/)

3.     Install Thunderbird. 

4.     The program will launch automatically asking you to put your name, email address and you password.

5.     Type your name, then your email (your username@css.edu), and then your password. Click on continue.

6.     Make sure that you have two green lights for Incoming and Outgoing.

7.     Click on Create Account, and then it will load all your emails from your Google account.

8.     Click once on your name on your name on the top left side. Then click on Create a new account.

9.     A window will show up, the same window that showed up before. Put the same information that you used before, you name and email: your username@css.edu, and your password. Click on continue.

10.  Go and click on Edit, go to SMTP and change the number from 465 to 25, and put 993 for IMAP. Click on Re-test Configuration. Make sure you have the Incoming and the Outgoing are green. Click on Create Account. You will get your Group Wise account underneath the Gmail one.

11.  If you want to foreword emails from your inbox: high light the emails and go Messages, and then to Move to, the first one is your Gmail and the second is your Group Wise, so you want to choose the first one and also you can choose in which folder you want them.

12.  For folders: you can use “Drag and Drop way” Click on the folder you want to move and keep clicking and drag it to the up folders on the Gmail account and drop it there.

13.  Check your Gmail account to make sure you have everything.

 

18) When I try to send a document as an email from within Microsoft Office applications, it opens GroupWise

Until we remove the GroupWise program from computers, it is the default email client. It will launch when a program such as Word or Firefox requests that an email be generated. We have several solutions to this issue and are evaluating them currently. When we have developed a response, we'll publicize it and work to enable the functionality as needed.

19) BannerWeb opens GroupWise when I click on it

Until we remove the GroupWise program from computers, it will always open as your default email client. In the short term, we are developing a process for you to set up your classes as contact groups in Gmail by outputting a list from BannerWeb and importing it as a contact group into Gmail contacts. In January, all classes will automatically have Blackboard 9.1 shells created. It will be the default mechanism for online management of courses, including integrated email communication. Course Adds and Drops will occur automatically.  It will be up to the individual instructor to determine to what level they wish to take advantage of the other features provided by the LMS.

20) I want to get desktop notification when I receive an new email

 

For desktop notifications, and expanded chat functionality, please use Google Talk. You can find it here and install it. You'll need to install it with "Authorize" permissions. 

http://www.google.com/talk/

Once you have it installed, you can use the "options" link to set your preferences, including notification of incoming email.

21) How do I retract or resend an e-mail? Does it work the same as Groupwise?

You can not retract or resend e-mail in Google Gmail like we could in Groupwise.  However, you can turn on the "Undo Send" feature in the Labs (Little green lab bottle at the top right of your mailbox).  This gives you about 20 seconds to undo the send.  Once you leave the page you have lost your chance.

22) How do I print just one e-mail in a thread or conversation?

In the upper right hand corner of each e-mail in a thread or conversation is a button which says "reply" with a downward facing arrow.  Click on that and you can select to print just that e-mail.

23) How can I remove the top banner that appears above my message box?

This banner is called a web clip.  To remove it, go to "settings".  Then click on the "Web Clips" tab.  Lastly, uncheck the "Show my web clips above the inbox" box.

24) How does the Google Spell Check work?

Google has a great spell check.  Check out this web site for information on how to use it:  http://mail.google.com/support/bin/answer.py?hl=en&answer=7987 

25) How do I sort mail in Google Gmail?

Many folks have asked how to sort their Gmail from oldest to newest or by sender or by subject like we could do in Groupwise.  Gmail does not have a sort functionality.  This is where Google’s tremendous search capability comes in.   Instead of sorting, use the search tool to find what you’re looking for.

26) How can I get a return receipt or know that a recipient has read an e-mail in Google Gmail?

Google Gmail does not have “return receipt” functionality.  Google’s philosophy is that read receipts are unreliable and may be considered a violation of privacy.  Want more information?  Check out this web site:  http://knol.google.com/k/read-receipts-in-gmail#.

27) Can I attach documents to calendar item?

Attaching documents to a new calendar event is very complicated.  I recommend that if you want to associate a document or file with a calendar event, that you send both through Gmail.  To do this, Compose a Mail.  Address it just like you would any e-mail message.  Add your attachment as usual.  Now, select “Insert Invitation”.  Find your desired day and time, and complete the calendar item.  Click on “Insert Invitation”.  The calendar item will appear in the body of your e-mail.  Add any other text you wish and click on “Send”. 

28) How do I set up my out of office rule in Gmail?

Setting up a vacation rule in Gmail is very easy.  Simply go to “Settings”, scroll down to “Vacation responder”, and fill in the boxes.  Scroll to the bottom of the screen and click on “Save Changes”.  Once activated, you will see new information on your Gmail screen allowing you to edit your vacation rule  or end it. 

 

Note:  This feature will not become active until August 16^th.  It does not work in our beta environment. 

1) How do I create a shared Calendar or e-mail account for my department?

The process for creating shared calendar for various groups is similar to GroupWise.

 

Here is the process:

 

1.       Request a new shared Google Apps account be made and specify who will be the manager of the account – for managing calendar membership, etc from Tom Supinski.

 

2.      IT will create an appropriately named “dummy” Google account and supply the manager with username and password for the shared account.

 

3.      The manager of the account can then log into the account and share the calendar by:

a.       In the Calendar, click on Calendar Settings

b.      In Calendar Settings Click on Calendars

c.       Under Sharing click on Shared: Edit settings

d.      Under Share with people add the email address of people that you would like to have access to this particular calendar.

e.       Choose what permission settings each individual who has access to the calendar will receive. Choices are: See all event details, Make Changes and Manage Sharing, Make changes to events, See only free/busy (hide details).

f.       Click on Save, new members will be invited to add the new calendar to their list.

 

4.       If the shared account is also to be used for sending/receiving email, the username/password should be supplied to the members that will need to log in to check/send email.  Here are some tips for this:

 

a.       There is not currently a way to Proxy into another email account and send mail like there was with GroupWise.

b.      To have your regular Google account and Shared Google account open simultaneously, you will need to log into each account with separate browsers.

For instance, if you use Mozilla Firefox as your default browser for Gmail click on Internet Explorer and go to the CSS Gmail login page.

2) Will I be able to migrate my Groupwise calendar into Google?

Yes.  The IT Department is currently testing a migration tool that will move calendar items from Groupwise to Google. 

3) How can I turn an e-mail into a calendar event?

This response came directly from one of our users:  

"It is really easy to make events that stem from emails. For example, a webinar opportunity came across my desk this afternoon. To make it an event, I simply went to "more actions," selected make event, and filled in the time. Really cool."
 

1) Will other Google tools be available to me like Google Docs?

Yes, you will have access to Google Docs and a variety of Google apps.

1) I am a graduating senior, will I be able to retain my css e-mail address?

Yes, all student accounts that currently exist will be moved to Google.  Starting now, students will have the opportunity to keep their css.edu e-mail address for life!

2) Will my tasks migrate

Not as Tasks,

Go into Groupwise, select all your tasks ( or the ones you wish to migrate ) Go to Edit >> Change to >>Appointment.  Convert them to appointments. Make them "All day" and "Free" and ensure that they are timed/dated correctly, send them to yourself and when you migrate, they'll be on your calendar. If you have already been migrated, please email tsupinks@css.edu and request a re-migration of your calendar items. Then, in Google calendar, you can create a new personal calendar called "Tasks" or "Todo" or "Tickle File" and assign them to that. You can then color code them as needed. In the future, create re-occurring tasks for yourself as all day and available appointments on that calendar.