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Google Apps - FAQ
General Information
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.
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No, but there are ways to work within multiple accounts.
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
5 GB
An early step in the migration to Google Apps is giving all users on campus Google Accounts that offer access to Google collaborative 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.
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.
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
The core set of Google services includes:
- Gmail
- Google Calendar
- Contacts
- Google Talk
- Google Groups for Business
- Google Drive
- Google Sites
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.
The Gmail service, as it is configured for CU Boulder, is not yet in compliance with legal requirements for state employees. OIT is working closely with the campus legal department to add the additional back-end services required for records retention laws and e-discovery requirements.
Yes, e-mail and folders of students, alumni and retirees on CULink will be migrated to Gmail. The migration process cannot migrate e-mail from any other e-mail 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.
Students with accounts on CULink will be able to use an automatic migration tool to migrate e-mail and folders to Gmail when they choose. Instructions will be sent to all migration-eligible accounts once the migration process is in place.
Alumni and retirees with accounts on CULink will be notified and their accounts administratively moved to Gmail.
Your e-mail address will continue to be:
Yes, although we strongly encourage account owners to consider disabling forwards and using the university-provided Gmail account.
At the end of the opt-in phase owners of all remaining CULink accounts will be notified and their accounts administratively moved to Gmail.
5 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, 5 GB. http://www.engadget.com/2012/11/27/gmail-drive-integration/
Yes. You are encouraged to use the campus-provided Gmail service, but if you prefer to use a different e-mail service, you should change your e-mail delivery location using CU-Boulder Identity Manager. This will forward your e-mail messages to the account you designate, completely bypassing the campus-provided Gmail service.
Conflicting Accounts
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.
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
Google/Gmail allows you to associate “secondary” e-mail addresses with your Google Account, for use with Google Drive/Calendar and account verification. This message indicates that your user@colorado.edu e-mail address is no longer associated with your personal Gmail account. Going forward, to view Google Documents shared with your @colorado.edu e-mail address, you should sign in with your @colorado.edu Google Apps Account.