Google Apps FAQs

General FAQs
Gmail FAQs
Security and Privacy
Technical
Other Collaboration Services/Google Calendar/Mobile Access FAQs

General

How do I activate my Google Apps for Notre Dame account?

Incoming students, faculty and staff can go to the ND Account Activation Page and follow the directions there to obtain your NetID and password which will allow you to log in to all ND services and Google Apps for Notre Dame.

How do I log in to my Google Apps for Notre Dame account?

Go to the google.nd.edu  main page to access your account and login with your NetID and Password.

Can I stay logged in so that I don’t have to enter my password every time I close and reopen my browser?

If you log in with a personal Google account, then log in using Google’s multiple sign-in feature, your Google Apps for Notre Dame account will stay logged in as long as your personal account is logged in. For more information on multiple sign in, see http://support.google.com/accounts/bin/answer.py?hl=en&answer=1721977

I'm graduating, can I use Google Apps?

Please visit the Alumni Association web site for more information on using Google after you graduate.

What services are included with my Google Apps for Notre Dame account?

Your Google Apps for Notre Dame account includes e-mail (students only), IM/Google Talk, Google+, calendaring, and document, spreadsheet, and presentation applications. Other services may be added in the future as they are available and appropriate.

Are there limitations on file sizes within the Google Apps for Notre Dame services?

Yes, depending on the type of file:

  • Documents: The maximum permitted size is 500 Kb plus up to 2 MB per embedded image. Additionally, your account has a limit of 5000 documents and 5000 images.
  • Presentations: The maximum permitted size is 10 MB with a limit of 5000 documents and 5000 images.
  • Spreadsheets: Each spreadsheet can be up to 10,000 rows, or up to 256 columns, or up to 50,000 cells, or up to 20 sheets -- whichever limit is reached first. Imported spreadsheets cannot exceed 1 MB. Your account is limited to 200 spreadsheets.

What are the limitations on file sizes for my Google email account?

You can find Google's information on attachments here: https://support.google.com/mail/answer/6584?hl=en

What if I already have a personal Google/Gmail account?

Your Notre Dame Google Apps account is totally separate from your personal Google/Gmail account, so nothing will change about your personal Google account. You will not be able to integrate these two accounts at this time.

Do I have to log out of my Google Apps for Notre Dame account to use my personal Google Account?

You can use Google’s multiple sign-in feature to switch back and forth between Google accounts without having to log out and log back in. This works best when you log in with your personal account first. For more information on multiple sign in, see http://support.google.com/accounts/bin/answer.py?hl=en&answer=1721977

Can I log on to other Google-sponsored services with my Google Apps for Notre Dame username and password (e.g., gmail.com, blogger.com, etc.)?

Your Google Apps for Notre Dame username (your NetID) and password will only work with the services that have been deployed within the Notre Dame domain. To access other Google services, you will need to apply for a “non University” account through Google.

When will Google add new features to Google Apps? Why didn't anyone tell me Google was going to change something?

Google updates their applications on a regular basis and does so without notification, so OIT is not able to let you know beforehand. All applications should be considered Google's property and any feature requests should be directed to Google and not to the OIT.

Why are the Google Apps for Notre Dame services for enrolled students slightly different from similar services that are publicly provided by Google?

Google Apps for Notre Dame accounts have been customized for optimal educational collaboration. As an enrolled student, you will not see advertisements and Notre Dame branding will appear at the top of most Google Apps for Notre Dame pages. In addition, The University of Notre Dame has taken steps to ensure that your student data is protected above and beyond a publicly available account.

Am I required to use my @nd.edu account?

Using your @nd.edu account guarantees that users will receive notices and messages from the University. It is up to the individual user to decide whether or not they would like to use the @nd.edu  account or forward mail sent to the @nd.edu account to an outside account at their own risk.The student handbook states that ND email is an official communication mechanism, and all students are required to use their ND mail per the Student Handbook.

Are Google Apps for Notre Dame accounts accessible for students with disabilities?

The e-mail service, Gmail, is available using HTML. The best way for students with disabilities to access Google Apps for Education tools (e.g., POP/SMTP, XMPP, iCal, and APIs) is to use feature-rich applications, such as MS Outlook, since most of the Google Apps for Notre Dame services are not natively accessible.

Where will the email servers be located?

Currently, the existing Notre Dame email servers are housed on campus. Servers for Google Apps at Notre Dame are housed in Google's data centers.

Is this the right service to use for my project?

Visit the Shared File Space page on the OIT website to see a comparison of services that will help you decide which storage solution best fits your needs.

Why can’t I use Google authentication via my NetID for third party applications that say ‘Log in with Google’?

Notre Dame has opted to review 3rd party applications before allowing them to use Notre Dame credentials and data. Requests to enable additional 3rd-party applications or add-ons will be reviewed in the order in which they are received.

To submit a request to enable a 3rd party application, please see this page.

Gmail

What is Gmail?

Gmail is the Notre Dame Google-powered email service for all nd.edu accounts. The service provides unlimited storage quota for each account.

How can I reflect a formal name change within my Google Apps for Notre Dame account?

You need to formally change your name through the Registrar's Office at (574) 631-7043. Once the Notre Dame Directory has your new name, it will be reflected within 2 business days in your Google Apps for Notre Dame account.

How do I change the "Sent From" name on my account?

Follow these steps to change the “Sent From” name on your account.

Can I send and receive e-mail from other accounts within my Google Apps for Notre Dame account?

Yes. Follow these steps to add other email accounts to send and receive mail within your Google Apps for Notre Dame account.

Can I forward mail from my Hotmail/Gmail/Yahoo, etc. account to my Google Apps for Notre Dame account?

To transfer information from one account to another, users can forward messages to Google Apps for Notre Dame accounts. Please refer to the documentation provided by your email provider for instructions on how to forward their email.

Can I import contacts I already have into my Google Apps for Notre Dame account?

Yes. See contact import help for details.

How do I find other ND e-mail addresses?

Use the Notre Dame Online Directory to find other Notre Dame addresses. As you send messages from your Google Apps for Notre Dame account, addresses are automatically added to your address book.

How do I set up vacation messages/auto-forwarding for my Google Apps for Notre Dame account?

You can create a vacation response in your Google Apps for Notre Dame account that will automatically reply to anyone who emails you. Forwarding capabilities are also available within your account settings.

NOTE: Google Apps for Notre Dame users no longer need to use the EDS to perform this function.

How do I report junk email?

Use the Report Spam button to let Google know if you received junk email or a spoofed message. Use the Report Phishing link to let Google know if you have received a phishing message. You will see a red warning message at the top of any emails that are suspected of referencing a phishing site. For additional information visit the Phishing Scams page. 

How do I display full headers of an email message?

Email message headers contain tracking information for an individual email, detailing the path a message took as it crossed mail servers. Please review the Displaying Full Message Headers in Email support page for instructions for your mail client.

How can I access my email and calendar from a Web browser?

Email is available at gmail.nd.edu and calendar is available at gcalendar.nd.edu

How can I recover missing or deleted messages?

If you inadvertently delete an item, it will be under the Trash label in gmail for up to 30 days.  It is not possible to recover a deleted message after that.

Can I share my calendar with others at Notre Dame?

Yes, you can. Google provides extensive options for sharing your calendar.

Can I view someone else's calendar at Notre Dame?

Yes, you can. By default, you will be able to see their free/busy time.  They can choose to share additional information with you.

What can I do to stop getting so much SPAM email?

Beside using the delete button, please review our SPAM Email at Notre Dame support page for additional recommendations for dealing with SPAM email.

Why are legitimate emails being returned (bounced) back to sender?

The University receives millions of SPAM messages each month. To help block a larger quantity of spam and to reduce the load on ND servers, we subscribed to the Spamhaus database. Please review the SPAM Blocking support page for additional details on how to resolve messages that are being blocked incorrectly.

I keep getting email messages returned to me, but I never sent such a message. Does this mean I have a virus?

No. Many email spam messages are the result of a virus infection on a computer which forges the return address field of the infected messages they send, using an email address found on the infected computer. You are receiving the bounce messages because on an infected computer the virus found and used your email address to forge the return address. You will likely continue to receive such messages until the person with the infected computer removes the virus. It is always a good time to make sure that you have up-to-date antivirus protection on your computer and to scan your system for known viruses. 

What do I do if I receive harassing emails?

Email harassment is different than just receiving SPAM messages. SPAM is a message that you did not request but is not directed to you personally. If you are receiving harassing email messages, please review our Email Harassment support page for steps you can take to stop them.

How do I prevent listserv or other nd.edu messages from going to spam?

If you see any legitimate messages from a ListServ list or @nd.edu email address delivered to your Spam folder in Gmail, you can create a filter to ensure that no nd.edu is sent to your Spam folder.

  1. Click the gear in the upper right and click Settings
  2. Select the Filters settings from the sections that appear across the top
  3. Click Create a new filter at the bottom of the page
  4. Enter “nd.edu” in From and click Create filter with this search
  5. Check the box to Never send it to Spam
  6. Check the box to Also apply filter to matching conversations
  7. Click Create filter

You should see a message appear that says “Your filter was created.”

Note: Illegitimate email messages will still be filtered by Notre Dame email filters, so you should not see an increase in unsolicited email delivered to your Inbox.

Security and Privacy

Are Gmail and Google Calendar secure and private?

See Google's FAQ page regarding Security and Privacy for details about security and privacy information.

Is my information secure in Google?

Notre Dame OIT Information Security reviewed the information available about security in Google. Google is a top tier vendor with a full set of strong existing security and administrative practices that protects your information. As always, never send highly sensitive information via email. Google recently implemented measures to encrypt email sent between servers and their data centers in response to allegations that the NSA had been intercepting email. These steps should ensure that Notre Dame's data remains safe from unauthorized access. However, Google may be compelled to share data through National Security Letters or other legal means, as would be the same case with data stored at Notre Dame.

Will Google scan my email and show me ads?

Google performs a number of automated scans and analyses to deliver critical services such as spam filtering, virus and malware scanning, and search. These scans are necessary to delivering any modern email service. At Notre Dame's request, Google does not show advertising within the core Google services (Gmail, Google Calendar, Google Drive, Google Groups, Google Talk, Google Sites, and Google Contacts).

Will Google strip any kinds of file types as attachments?

Yes. As a security measure to prevent potential viruses, Gmail does not allow you to send or receive executable files.  Here is the article on what file types that Google does not allow.

Is there an increased risk when we switch to Google for our passwords to be hacked or compromised?

Notre Dame's Google Mail will use Notre Dame's Central Authentication Service (CAS). CAS authentication takes place on Notre Dame's network and does not send your password to Google. For those Google services that do require your password, passwords are stored in a hashed format, which is industry standard practice and is safe as long as it's implemented correctly. Your password is at far greater risk of exposure from being stored on your own computer through all the different applications that offer to store it for you, e.g. Firefox.

How will we conduct future Identity Finder scans against email data?

We are currently working on a means to scan Google data and email for highly sensitive information. There are several solutions available and we are evaluating are best suited the University's needs.

Technical

Can Google Calendar and SharePoint calendars integrate?

There is no out-of -the-box solution for sync'ing Sharepoint and Google Calendars.  The Microsoft TechNet forum has several links to third party tools and an API for developing your own tools. Google Calendar can be embedded into any website, including a SharePoint site.

Can groups be used to manage access to Google Drive materials?

Yes!

Can I access Gmail and Google Calendar even when I'm not in the United States?

Yes. You can access Google services from around the world.  On rare occasions, some countries may block access to a variety of Internet services. In most cases, connecting to the campus VPN will allow you to connect.

Can I get more quota if needed?

Faculty and staff can purchase additional quota, if needed, following these instructions.  Because Google docs, sheets and slides do NOT count against storage quota, using these tools can reduce the amount of storage you need.

Can I recall a message I sent too quickly in Gmail?

No, unless you set up Undo Sending prior to sending your message.

Can you move an email attachment from Google to Box?

Yes.  The easiest way would be to download it to a Box Sync folder. 

I've heard Box and Google can integrate together. Will Notre Dame have this?

Possibly. We are investigating how this integration works and how to implement it at Notre Dame

Is there a session time-out feature?

The default session time-out has not been identified at this time, but appears to be quite long.  CAS also affects this, so to end a session, you should quit the browser.

To support offline options, some may purchase Chromebooks. Are we ready for this?

Some mobile devices have limitations which will need to be evaluated by the purchaser.  Chromebooks do NOT currently have a way to connect to the ND VPN, thus preventing access to some ND services when used from remote locations.

What about Google service outages?

Google has an excellent history of providing reliable services.  An outage in January was one of the most significant that they've had, and for those that were affected, the problem was resolved in less than an hour.  Google provides a dashboard to provide information on service problems, and the OIT will communicate issues as we do for other services.

What are some of the limitations I'll experience if I continue to use Outlook for email and calendar?

Using Outlook calendar for Windows will require Outlook Google Sync tool; setting permissions can only be done via web; Calendar attachments are only supported via web; synchronization across platforms and mobile devices may lag.

What are the plans for future integration with other services?

Google has a great API to enable integration.  Several vendors have indicated that integration with Google is on their roadmap for the future.

What browser is recommended?

Chrome is the preferred browser for Google services, and has the most functionality, including offline access.  However, Google supports the 2 current versions of the browsers in wide use on campus (Firefox, Safari, IE).  Older versions may also work, but could prompt to use a more current version.

What happens if/when we lose Internet access? What can be done to minimize the impact to business?

We are working to mitigate the impact of network outages, by providing authentication options in the cloud when we migrate to Google.  Individuals can also enable offline access of Google services via the Chrome browser to provide functionality when the network is unavailable.

What other Google services can I use besides Gmail and Calendar?

Notre Dame has enabled nearly all Google services, including Drive/Docs, Sites, and Google+ so you can use the services you want.

When students leave, can they keep their email address?

Alumni offers Google accounts to graduates, to enable students to migrate their data.  Google Take-out is one option to assist with that process.  Email for life is out of scope of this project.

Will attachments utilize my Google quota?

If they are stored in Google, they could affect quota. However, Google Docs, Sheets and Slides do not impact your quota. In addition, files can be shared via Box. Using both Google and Box will enable us to reduce or eliminate the need for files to be attached to an email message or calendar event.

Does Notre Dame still control spam filtering?

Yes. In addition, Google provides additional spam filtering, as described in this summary.

 

Other Collaboration Services/Google Calendar/Mobile Access

Can I upload and download PDF files using Docs and Spreadsheets?

Yes. To upload, open the PDF file with Adobe Acrobat and create a new version of the file using Save As with the HTML option (Adobe Reader does not offer this option). The Upload function in Docs and Spreadsheets will allow you to upload the HTML version of your file.

After the HTML file has been uploaded to Docs and Spreadsheets, any user is then able to download the file and convert it back to the original PDF format. To download, open the file and select the Export as PDF option under "File" on the menu at the top of the page.

Which mobile devices support access to Google Apps for Notre Dame?

You can access your Google Apps for Notre Dame services using the following handheld mobile devices:

Why can't I log into Google Apps for Notre Dame on my mobile device?

Google Apps for Notre Dame requires that cookies be allowed on your mobile device. To ensure that cookies are allowed, follow these steps:

iPhone/iOS

  • Tap Settings
  • Tap Safari
  • Ensure that Accept Cookies is set to either From Visited or Always

    Settings iOS


 

Android

  • Open your browser
  • Tap on the menu list in the upper right corner of your screen
  • Tap Settings
  • Tap Privacy and Security
  • Ensure that there is a checkmark in the box beside Accept Cookies

    Android Settings


     

What addresses do I use on a mobile device to access Google Apps for Notre Dame services?

To read and reply to e-mail messages, view calendar appointments and browse your documents from a handheld mobile device, use the following addresses (URLs). Bookmark these addresses so that you can easily navigate between Google Apps for Notre Dame services with a single login:

SERVICE ADDRESS
E-mail: gmail.nd.edu/m
Calendar gcalendar.nd.edu/m
Documents gdocs.nd.edu/m

Where can I find additional help and information?

The Google Help Center is a great resource for all questions and is updated often.
 

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