E-mail & Calendaring

Microsoft Office 365

Overview

Microsoft Office 365 is a cloud-based suite of solutions that includes Exchange Online as the email and calendaring environment, as well as collaborative office applications such as Office Web Apps, SharePoint, and Lync Online.

Microsoft Office 365 Project

Benefits

Benefits

  • Mobility: Work from virtually anywhere using trusted Office applications across your favorite devices--PCs, Macs, and mobile devices--and seamlessly move and work with your Office documents locally on your device or in the online environment.
  • Collaboration: Collaborate with teammates, partners, and customers with documents that are always up to date and accessible from almost anywhere.
  • Communication: Microsoft Lync serves as your communication and presence hub making it easy to see when someone is available, connect via instant message, audio or video calls and host online meetings.
  • Content Management: SharePoint Online makes it easy to set up and manage online communities, wikis and blogs, make customized forms and create and manage content and documents.
  • Exchange Online: Access email and calendars on the go and keep everyone in sync with enterprise-grade email and shared calendars. And, move up to 50 GB quotas; that's 50 times more quota than the current campus Exchange service!

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Google Apps - Gmail

Log into CU-Boulder Gmail through a Browser

Log into your CU-Boulder Gmail account at the following location:

URL:

https://mail.google.com

Sign in with:

Your CU Login Name in combination with @colorado.edu and your Identikey password.

For example:

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Google Apps - Help

Google Apps - FAQ

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General Information

How do I access the service?

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.

 

 

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

No, but there are ways to work within multiple accounts.

How much quota do students get with Drive and Gmail?

Google Apps offers 30GB of storage 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

How much storage space does google drive offer?

30 GB

Is the backup / restore ability available for Gmail and Docs?

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. The Data Liberation Front (managed by Google) will help you extract data from most Google services, including Gmail and Docs, as well as the newly developed Google Takeout service.

What apps are included for faculty and staff?

The core set of Google services includes:

  • Faculty will NOT have access to Gmail in the initial phase of this deployment
  • Google Calendar
  • Contacts
  • Google Talk
  • Google Groups for Business
  • Google Drive
  • Google Sites
What apps are included for students?

The core set of Google services includes:

  • Gmail
  • Google Calendar
  • Contacts
  • Google Talk
  • Google Groups for Business
  • Google Drive
  • Google Sites
Will students have access to other Google Services?

Students will also have limited access to many other Google Applications (other than core applications), although security and legal are still working to determine if students will have access to applications including Google+, Google Books, Google Groups, and many other Google Services.

Will I retain access to my Google account when I graduate?

Yes. CU-Boulder graduates will be able to keep their Google Apps accounts and CU-Boulder email address.

Email

What will my e-mail address be?

Your email address will continue to be:

What is the attachment size limit for email?

30 GB. You can send attachments within Gmail up to 25 MB, but if you integrate with Google Drive, the limit is the full capacity of your Drive, 30 GB. http://www.engadget.com/2012/11/27/gmail-drive-integration/

After I move to Gmail, will I be able to forward my e-mail to another account if I so choose?

Yes. You are encouraged to use the campus-provided Gmail service, but if you prefer to use a different email service, you should change your email delivery location using CU-Boulder Identity Manager. This will forward your email messages to the account you designate, completely bypassing the campus-provided Gmail service.

Conflicting Accounts

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

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 how to address this issue at the Resolve Conflicting Accounts page.

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

 

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

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

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

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.

Calendar

Is it possible to sync a Google calendar with an Exchange calendar?

Unfortunately there isn’t much standardization between calendars. And although you might find there are a number of applications that purport to sync an Exchange calendar with a Google calendar, OIT is not aware of any that are trusty enough to recommend one. Over time these sync applications tend to be inconsistent and lead to corrupt data. However, OIT will continue to monitor Google and Exchange calendar sync options and make a recommendation if a particular solution proves to be reliable.

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Exchange - Outlook 2013

Connect to Exchange

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Google - Groups

Overview

Google provides distribution list capability through the Groups app.

Features

Features

  • Google Groups can be used for security permissions for Google resources, including Google Drive, Docs, Calendars, and Sites.
  • Can be used as a mailing list for all users within a group.
  • Google Groups can be used to invite groups to calendar events.
  • Group manager can subscribe or unsubscribe users.
  • Group members can subscribe or unsubscribe from groups (optional).
  • Groups access is controlled by the group manager.
  • Manage Google folders, documents, and resource permissions with groups.

The table below compares Google Groups, ListProc and Exchange Distribution Lists features.

Feature Google Groups ListProc Distribution Lists
Mailing List Yes Yes Yes
Active Directory Access Control No No Yes
Owner/manager can subscribe or unsubscribe users Yes Yes Yes
User can subscribe/unsubscribe Optional Yes No
Moderated Optional Optional No
Daily digest capability Yes Optional No
Restricted to users with IdentiKeys No No Yes

Google Groups Help Documentation

Cost

Cost

Google Groups is included in the set of core applications for CU-Boulder's Google Apps service, which means there is no direct cost to owners or members of groups.

Who can get it

Who can get it

Faculty, staff, and students provisioned with Google accounts.

How to get it

How to get it

Send a message to help@colorado.edu with the following information.

  • The name and CU Login Name of a group owner (person to accept or decline invitations, if necessary). The owner of the group can add and remove members to the group.
  • A descriptive name for the list. The format will be based on this format: [CampusDepartmentCode] - GG - [Display Name]. For example: dept-gg-mylist@colorado.edu.

An OIT specialist will create the account and get in touch with you once it's created.

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Google Apps - Known Issues

Conflicting Accounts

  • Issue: Due to the University of Colorado's aggreement with Google, it has gained the right to institutionalize all @colorado.edu accounts. Google had a small window when users could sign up for a personal google account using an @colorado.edu address. Conflicting accounts occur if a user has priorly associated their @colorado.edu email address with Gmail and other Google services.

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Google Apps

Overview

CU-Boulder has partnered with Google in order to offer Google-powered communication and collaboration tools to the campus. All students, alumni and some others are provisioned with a Gmail account, with access to many other core applications. Initially, faculty and staff will not be able to choose Gmail as their primary university email account, as there are remaining technical and legal issues to be addressed; however, will still have access to the core applications. Review the information below to learn more.

How do I log into my Google Apps account?

To access Google Apps you must use a combination of your CU Login Name and IdentiKey password at https://accounts.google.com/ or any core Google Apps login page.

Benefits

Benefits

  • Quota: Google Apps come with a generous storage capacity--30 gigabytes.
  • Collaboration: Apps like Groups, Chat, Drive and Sites might actually make online collaboration more effective than face-to-face. Hey, there’s a master’s thesis for you sociology types.
  • Integration: Google Apps fit with the campus online learning environment, Desire2Learn, like a well-worn pair of leather pants.
  • Everyone on our campus will have a Google Apps account tied to their IdentiKey account; no more guessing if the person on the other end has compatible programs to view, comment and edit your document.
Cost

Cost

There is no direct cost for Google Apps.

Who can get it

Who can get it

  • Students
  • Faculty and Staff
  • Retirees
  • Alumni
How to get it

How to get it

  • All affiliates are provisioned with Google Apps accounts
    • Note: The core applications that you receive depends on your affiliation (see table above)

Instructions / Tutorials

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E-mail & Calendaring Direction

Overview

Beginning in late 2011 and ending in the summer of 2012, a number of campus constituent groups set out to assess the current state of email, calendaring, and collaboration services provided to students, faculty and staff; survey the current landscape of service offerings available; and determine a new direction for these services. This page overviews the messaging and calendaring services chosen as a result of this effort, and tracks the progress toward their implementation.

Phase 1: Google Apps for Education

In the spring of 2012, the undergraduate and graduate student governments surveyed their peers about their preferences for an email and calendaring service to replace CULink. A strong preference for Google Apps for Education emerged and a project was undertaken to make Google Apps for Education available for students and alumni during the 2012-13 academic year.

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Listproc - Known Issues

Overview

Listed below are known issues related to Listproc functions as well as possible workarounds and/or progress toward resolution of the issues. If the suggested workarounds do not help you, or if you are having any issue at all, contact the IT Service Center (303-735-4357, 5-HELP from on-campus, or help@colorado.edu).

Responding to Listproc Messages

  • Impact: If an Exchange user sends an email to a list and includes other addresses on the same To: or CC: lines, the emails will be delivered to the recipients fine. However, those recieving the email will notice in their email headers that extraneous text of "hooch.colorado.edu" gets appended to the last email address (be it another list, or an individual's email address). Thus, if the recipient replies to the email, the address with the appended text will bounce back as undeliverable.

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Exchange - Delegate Best Practices and Recommendations

Overview

Follow the guidelines below when working with delegates within Exchange.

  • In order to avoid any inconsistencies, it is best for only the organizer of a meeting to make updates to a meeting.
  • It is best for owners and delegates to use the same version of Outlook, with the same software patches and hot fixes, to avoid complications.  This is especially important for manager/delegate relationships.
  • Two users should never modify the same item at the same time. This will generate meeting conflicts, If the time is changed, the modified item may seem to disappear from the calendar.

Audience

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ListProc - Tips and Tricks

Format for Sending Commands

Managers of lists must be sure to send commands in plain text email format, rather than HTML format. Look below to see how to switch this setting using different email clients.

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Exchange - Requesting an Exception

Overview

CU employees have legal obligations to maintain and/or make available electronic information in the event of litigation, subpoena, court order, open records request, or other legal requests. If faculty or staff members determine that use of the CU-Boulder email service interferes with their ability to pursue their academic or research activities then they will need to certify, through the CU-Boulder IT Security Office, that e-discovery requirements are met. This document outlines that process.

Some organizations' domains, such as national labs, institutes or other campuses, have been approved to serve as one's email delivery location. If you wish to forward your email to a domain that is not on the approved list of domains, you should follow these steps to request that your email be forwarded to a third-party provider:

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CULink is Retired

As of September 20th, CULink has been officially completely retired, meaning all associated CULink infrastructure has been powered off. The service can no longer be accessed by any campus affiliate, including the IT Service Center staff.

Depending on affiliation, CULink users have been transitioned to either CU-Boulder's Google Apps (students) or Microsoft Exchange (faculty and staff).

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Unix Account Policy

Affiliated faculty, staff, and students receive email service via Google or Exchange, which uses the IdentiKey system.

Other accounts on particular OIT Unix machines may be requested by CU-Boulder faculty, staff, and students for any bona fide purpose related to their work or studies at CU-Boulder. Accounts will not be granted for commercial purposes. The requester will be required to state the purpose for which the account is to be used.

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