Google Apps - FAQ

Account Access

Q: How do I access the service?

Account Conflicts

Q: Google says I have a conflicting account. What does this mean?

Q: Why wasn’t I notified of the account conflict in advance?

Q: When signing into my personal Gmail account, I received the message, “Your Account Has Changed...”. What does this mean?

Q: I had a conflicting account, and now I can’t access my Google Calendar. What do I need to do?

Additional Service Information

Q: I have a Google Account, but no Gmail. I’m a student, what’s going on?

Q: What apps are included for students?

Q: Will students have access to other Google Services?

Q: How much quota do students get with Drive and Gmail?

Q: How do I move my email from CULink to Gmail?

Q: Is email being migrated from CULink to Gmail?

Q: What apps are included for faculty and staff?

Q: Why can’t Faculty and Staff use Gmail?

Q: What happens if a student does not opt-in?

Q: Will forwarding to an alternate address, set up through CULink, remain active?

Q: Can students merge their campus Google Apps account with an existing Google account or Gmail inbox?

Q: is the backup / restore ability for email and docs?

Q: How much storage space does google drive offer?

Q. What is the attachment size limit for email?

Account Access

Q: How do I access the service?

A: To access Google Apps for Education you must use a combination of your campus username and identikey password. Although Google asks for your “Email”, the system cannot support the use of your first.last@colorado.edu as a username. Instead, you must use username@colorado.edu you log into the service. Once you are in the system you can use your preferred email address (usually first.last@colorado.edu) to share resources.

On certain login pages you may instead see this:

Account Conflicts

Q: Google says I have a conflicting account. What does this mean?

A: Previously you had a personal Google account with which you used your @colorado.edu as your username. You must now associate that account with a new username-usually a new @gmail.com email address. You may need to manually migrate (share) Google Documents or Calendars with your new University Google Account. Learn more about account conflict resolution here:

http://www.colorado.edu/oit/node/10581

Q: Why wasn’t I notified of the account conflict in advance?

A: Google considers any account NOT created by an organization (such as CU) a personal account, and Google does not share information about your personal accounts. Therefore, even though some campus members previously used @colorado.edu email addresses with Google, there was no way for CU to know whether your account existed, nor whether an account conflict would be created. Additionally, Google’s system does not support automatic data migrations between personal and organizational accounts. With no way to target our communications to affected users and no technical actions we could take to mitigate this impact, we were forced to support this issue only after you discovered your account conflict. We sincerely apologize for this inconvenience and intend to support our users to the best of our ability.

Q: When signing into my personal Gmail account, I received the message, “Your Account Has Changed...”. What does this mean?

A: Google/Gmail allows you to associate “secondary” email addresses with your Google Account, for use with Google Drive/Calendar and account verification. This message indicates that your user@colorado.edu email address is no longer associated with your  personal Gmail account. Going forward, to view Google Documents shared with your @colorado.edu email address, you should sign in with your @colorado.edu Google Apps Account.

Q: I had a conflicting account, and now I can’t access my Google Calendar. What do I need to do?

The Google Calendar issue is really just another Account Conflict Issue

Users who want to continue using their Google Calendars will need to share the calendars between their old, transitioned account and there new University Google Apps account.

If you aren't familiar with Google Calendar and how to share calendar, This Google-produced video is a great overview of the various sharing options in Calendar: http://www.youtube.com/watch?v=DmU02MRdXtk. If you’d like specific directions on how to share one calendar from your old, transitioned account to your new Google Apps account, please see these instructions: http://support.google.com/calendar/bin/answer.py?hl=en&answer=37082

Additional Service Information

Q: I have a Google Account, but no Gmail. I’m a student, what’s going on?

A: An early step in the migration to Google Apps is giving all users on campus Google Accounts that offer access to Google Services including Google Drive/Docs, Calendar, Sites, and many more. The migration from CULink to Google is on track, and you should hear more specific dates as the spring term progresses!

Q: What apps are included for students?

A: The core set of Google services includes:

Q: Will students have access to other Google Services?

A: Yes! Students will also have limited access to other Google Applications including Google+, Blogger, Google Reader, and many others. Security and legal are still working to determine which additional services will be enabled. Right now there is no comprehensive list, as availability is changing as the project progresses. You can check whether a service is available by attempting to sign in with your University account.

Q: How much quota do students get with Drive and Gmail?

A: Google Apps offers 5GB of storage on Drive and 25GB of storage for Gmail per user, powerful spam filtering and a 99.9% uptime SLA. All hosted by Google - there’s no cost, and no ads for students, faculty or staff

 

Q: How do I move my email from CULink to Gmail?

A: Instructions will be sent to all students once the mail service launch begins.              

Q: Is email being migrated from CULink to Gmail?

A: Yes, email and folders of students, alumni and retirees on CULink will be migrated to Gmail. The automated process cannot migrate email from any other email services, including personal Gmail, Yahoo, or MSN accounts; however, the IT Service Center is able to help students migrate messages on their own from off-campus providers.

Q: What apps are included for faculty and staff?

A: The core set of Google services includes:

Q: Why can’t Faculty and Staff use Gmail?

A: The Gmail service, as it is configured for CU Boulder, is not yet in compliance with legal and security policies required for state employees. OIT is working closely with the campus security office and legal department to add the additional back-end services required for records retention laws and e-discovery requirements.

Q: What happens if a student does not opt-in?

A: At the end of the opt-in phase owners of all remaining CULink accounts will be notified and their accounts administratively moved to Gmail.

Q: Will forwarding to an alternate address, set up through CULink, remain active?

A: Yes - although we strongly encourage account owners to consider disabling forwards and using the university-provided Gmail account.

Q: Can students merge their campus Google Apps account with an existing Google account or Gmail inbox?

A: NO - but there are ways to work within multiple accounts.

Q: is the backup / restore ability for email and docs?

A: CU-Boulder will not provide backup/restore services for Google Accounts. However, if you are concerned about archiving your data on your own systems, Google offers two services that can help you create back ups and migrate data between services. www.dataliberation.org (manged by Google) will help you extract data from most Google services, including Gmail and Docs, as well as the newly developed Google Takeout service. www.google.com/takout

Q: How much storage space does google drive offer?

A: 5 gb

Q. What is the attachment size limit for email?

A:5 gb. You can send attachments within Gmail up to 25mb, but if you integrate with Google Drive, the limit is the full capacity of your Drive, 5GB. http://www.engadget.com/2012/11/27/gmail-drive-integration/