Gmail

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Provides up to 30GB of quota shared between Gmail and Google Drive, mail search tools, and integrated chat using your nd.edu email address

Configuring Gmail

Generic IMAP instructions
Outlook 2010
Outlook 2013
Google Apps Sync for Microsoft Outlook
Mac Mail

As of June 17, 2014 all ND accounts will use Google for email and calendar.  We recommend you access these services using your web browser (Chrome, Firefox, Safari or IE) and logging in at:

gmail.nd.edu -- email
gcalendar.nd.edu -- calendar

Using a web browser provides the optimal functionality for these services.

If you need to use a desktop email client, the instructions for configuring Outlook 2010 & 2013 (Windows) as well as Mac Mail and iCal are provided below.  With the transition to Google, we no longer provide support for other email clients, such as Thunderbird or Windows Mail.  If you choose to use one of these programs, please reference the instructions provided by Google to configure them.

Generic instructions for any IMAP email program

If you choose to use IMAP/POP to access your email, make sure to use your netid@nd.edu account instead of the username@gmail.com account referenced in Google's instructions.

  1. Enable POP/IMAP access for your Notre Dame Gmail account.
    • Sign in to Notre Dame Gmail.
    • Click Settings at the top of any Gmail page.
    • Click Forwarding and POP/IMAP.
    • Select Enable IMAP.
  2. Set up your email client using the instructions that Google has provided for your client.
    • Your username is always in the form of netid@nd.edu (the @nd.edu is important)
    • The IMAP server is: imap.gmail.com
    • The SMTP server is: smtp.gmail.com

If you have questions, please contact the OIT Help Desk at oithelp@nd.edu or (574) 631-8111.

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Outlook 2010

To set up your Outlook 2010 client to work with Gmail:

  1. Enable IMAP in Gmail
  2. Open Outlook 2010
  3. Go to File > Add Account
  4. Select the 'Manually configure server settings or additional server types' radio button.
  5. Select Internet E-mail.
  6. Settings: name, full email address (yournetid@nd.edu)
    • In the Account Type dropdown menu, select IMAP
    • Incoming mail server: imap.gmail.com
    • Outgoing mail server (SMTP): smtp.gmail.com
    • In the 'User Name' field, enter your full email address (yournetid@nd.edu)
    • In the 'Password' field, enter your account password
    • Check the box next to Require logon using Secure Password Authentication (SPA)
  7. Click More Settings, then the Advanced tab.
  8. Incoming server must be 993, and must use SSL encryption.
  9. Outgoing server can use 587, TLS encryption.
  10. Click the Outgoing Server tab. Make sure that 'My outgoing server (SMTP) requires authentication' is selected. The radio button 'Use same settings as my incoming mail server' should also be selected.
  11. Click OK to exit this area
  12. Click 'Test Connection' to test IMAP configuration.
  13. Click Next, then Close.
  14. Check Google's recommended client settings, and adjust your client's settings as needed.

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Outlook 2013

To set up your Outlook 2013 client to work with Gmail:

  1. Enable IMAP in Gmail
  2. Open Outlook 2010
  3. Go to File > Add Account
  4. Select the 'Manually configure server settings or additional server types' radio button.
  5. Select POP or IMAP.
  6. Settings: name, full email address (yournetid@nd.edu)
    • In the Account Type dropdown menu, select IMAP
    • Incoming mail server: imap.gmail.com
    • Outgoing mail server (SMTP): smtp.gmail.com
    • In the 'User Name' field, enter your full email address (yournetid@nd.edu)
    • In the 'Password' field, enter your account password
    • Check the box next to Require logon using Secure Password Authentication (SPA)
  7. Click More Settings, then the Advanced tab.
  8. Incoming server must be 993, and must use SSL encryption.
  9. Outgoing server can use 587, TLS encryption.
  10. Click the Outgoing Server tab. Make sure that 'My outgoing server (SMTP) requires authentication' is selected. The radio button 'Use same settings as my incoming mail server' should also be selected.
  11. Click OK to exit this area
  12. Click 'Test Connection' to test IMAP configuration.
  13. Click Next, then Close.
  14. Check Google's recommended client settings, and adjust your client's settings as needed.

Google Apps Sync for Microsoft Outlook

Google Apps Sync for Microsoft Outlook allows you to use Microsoft Outlook for Windows with Google Apps.  It is only available for use with Google Apps for Education or Business accounts. 

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Mac Mail

Mac Mail 7+

To configure for IMAP, please follow these steps:

  1. Enable POP/IMAP access for your Notre Dame Gmail account.
    • Sign in to Notre Dame Gmail.
    • Click Settings at the top of any Gmail page.
    • Click Forwarding and POP/IMAP.
    • Select Enable IMAP.
  2. Click Mail > Preferences....
  3. On the Accounts tab, click the + button to add a new account.
  4. Choose Add Other Mail Account...
  5. Fill in the new window with the following information:
    • Full Name: [your name]
    • Email Address: your NetID@nd.edu address
    • Password: your Notre Dame password
    • Click Create
  6. The page will state that the Account must be manually configured. Click Next
  7. On the Incoming Mail Server Info screen enter the following information
    • Account Type: Select IMAP
    • Mail Server: imap.gmail.com
    • User Name: your NetID@nd.edu address (Note: your netid should already be entered, but you will need to add @nd.edu)
    • Password: your Notre Dame password
    • Click Next
  8. On the Outgoing Mail Server Info screen enter the following information:
    • SMTP Server: smtp.gmail.com
    • User Name: your NetID@nd.edu address
    • Password: your Notre Dame password
    • Click Create
  9. Check Google's recommended client settings, and adjust your client's settings as needed.

Follow these instructions to configure sync with iCal.

Older version of Mac Mail

To configure for IMAP, please follow these steps:

  1. Enable POP/IMAP access for your Notre Dame Gmail account.
    • Sign in to Notre Dame Gmail.
    • Click Settings at the top of any Gmail page.
    • Click Forwarding and POP/IMAP.
    • Select Enable IMAP.
  2. Click Mail > Preferences....
  3. On the Accounts tab, click the + button to add a new account.
  4. Fill in the new window with the following information:
    • Full Name: [your name]
    • Email Address: your full email address [yournetid@nd.edu]
    • Password: your Notre Dame password
    • Important: deselect the box next to 'Automatically set up account'
  5. Click Create.
  6. Fill in the following Incoming Mail Server information:
    • Account Type: Select IMAP
    • Incoming Mail Server: Change this to: imap.gmail.com
    • User Name: your full email address [yournetid@nd.edu]
    • Password: your Notre Dame password
  7. Click Continue.
  8. Enter the following Outgoing Mail Server information:
    • Outgoing Mail Server: smtp.gmail.com
    • Use Authentication: selected
    • User Name: your full email address [yournetid@nd.edu]
    • Password: your Notre Dame password
  9. Click Continue.
  10. Review your Account Summary, and click Create.
  11. Check Google's recommended client settings, and adjust your client's settings as needed.

Follow these instructions to configure sync with iCal.

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Mail Merge

Creating the Data File
Creating the Email Message
Send the Messages
Sending Limits
Additional Mail Merge Tips

 

Mail merge is a way of sending an email to multiple recipients where certain components of the email can be personalized for each recipient.  To do this using Gmail, you will also use a Google spreadsheet to enter your variable data.  

Creating the Data File

The first step is to make a copy of the ND Mail Merge Template for Gmail by following these steps:

  1. Click the  ND Mail Merge Template for Gmail link.
    • If prompted for a login, you MUST login with your ND netid to access the file.  The template will not work with personal Google accounts.
  2. While viewing the spreadsheet, select File/Make a Copy
    • Enter the desired filename, or leave the default that it assigns.
  3. Enter the data for all of the individuals you wish to receive the email.  You can change the fieldnames, and add additional columns if needed.
    • Note:  One of the columns must contain the email address for the individuals who will receive the message.

You can re-use this same file every time you need to send a message via mail merge.  Simply replace or update the variable data, and delete the Merge Status column that is automatically added when a merge is completed.

Creating the Email Message

Open Gmail and Compose the message you want to send.

  1. Leave the To: field empty.
  2. Enter the desired Subject
  3. Enter the desired content of your email.
  4. Wherever you want to insert data from one of your columns follow this syntax for the “keys” in your template: $%column header%

    screen shot of a sample merge email message in gmail

    • For instance, if you have a column called First Name with a list of names, your email should contain the key: $%First Name% where you want to personalize the first name of the recipients.
  5. To ensure Google has saved the final message in your drafts folder, close the window and then open the draft again.   

Send the Messages

  1. When you are ready, select Mail Merge from the menu at the top of the screen and select the Standard Merge option.

    NOTE: The first time you use this file, you will need to Authorize the app to run, and then re-do the Mail Merge/Standard Merge selection.
     
  2. Respond to the prompts on the screen, being careful to select the desired message in your Drafts.

    google merge message selection

     

This will send your message and provide a new column called Merge Status with the word "Done" and a timestamp on the entire list for you.

You can add additional records to this file, and repeat the mail merge.  It will only send messages to those that do not have the word Done in the merge status column.

Sending Limits

To keep systems healthy and your accounts safe, Google Apps limits the amount of mail an account can send in a rolling 24-hour period.  Please review the sending limits, and plan accordingly.  

Additional Mail Merge Tips

  • Create the original email within Google.  If you import from another program (e.g. Word, Outlook, etc.) it may add hidden codes that will cause the merge to fail.
  • All data in the Google Sheet needs to be formatted as text (select all cells, Format > Number > Plain text), or the merge may fail.
  • Make sure your variable fields in the letter exactly match the column heading in your Google Sheet.

 

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Moving Content from a Personal Google Account to a Notre Dame Google Account

  1. Transfer a Personal Gmail Account (Contacts and Email) to Your ND Google Account

    Note: Student Google accounts are removed after graduation, so students may not want to move personal content into a Notre Dame account without planning to move it to another account when leaving Notre Dame. Only student Notre Dame Google Apps accounts are eligible for Gmail. Exchange will remain the official email and calendaring service for faculty and staff.

    • Enabling POP for Your Personal Gmail Account
    1. Click on Settings and go to Forwarding and POP/IMAP.
    2. Choose the option to “Enable POP for all mail (even mail that's already been downloaded)”.
    3. From the “When messages are accessed with POP’ drop-down, choose “archive Gmail’s copy”.

      Archive

    4. Click the Save Changes button.
       
    • Exporting Contacts From Your Personal Gmail Account
    1. Login to your personal Gmail account at http://mail.google.com.
    2. Click on “Gmail”, then “Contacts”.

      Contacts

    3. Click “More…” then “Export”.

      Export

    4. Under "Who do you want to export?" choose Everyone (All Contacts).  Under "Which export format?" choose Google CSV format (for importing into a Google account).

      All contacts

    5. Click “Export”.
    6. When prompted to open or save the contacts.csv file, choose Save.  (Make sure to make a note of where you save the file to.)
       
    • Retrieving Your Personal Gmail Email Using Your Notre Dame Google Account
    1. Click on Settings and go to Accounts.
    2. Click “Add a POP3 mail account you own” in the “Check mail from other accounts (using POP3)” section.
    3. Enter your personal Gmail address and click Next Step.
    4. Enter your data as follows:
      • Username: Enter your personal Gmail address.
      • Password: Your Gmail password.
      • POP Server: Choose Other from the drop-down and type: pop.gmail.com
      • All other settings should be left in their default configuration.
    5. Click Add Account. Your Notre Dame Google account will immediately begin checking and retrieving email from your personal Gmail account. This will be done in bursts, so depending on the amount of email stored in your personal Gmail inbox, it may take a considerable time to move all mail to your Notre Dame Google Mail inbox.
       
    • Importing Contacts To Your Notre Dame Google Account
    1. Login to your ND Google Apps account at http://google.nd.edu.  Click on “Mail” at the top of the page.
    2. Click on “Gmail”, then “Contacts”.
    3. Click “More”, then “Import…”.

      Import

    4. Click the Browse button and locate the contacts.csv file that you exported.
    5. Click “Import”.
       
  2. Transfer Personal Notre Dame Google Docs to Your Notre Dame Google Account:

    1. Download Your Personal Google Documents & Spreadsheets
    2. Upload Your Personal Google Documents & Spreadsheets to Your Notre Dame Google Account
      • Log in to your Notre Dame Google Apps account at http://google.nd.edu.
      • Follow Google's instructions to upload files.
      • If you were sharing or collaborating on files, you will need to create those settings again.
         
  3. Transfer Your Personal Google Calendar to Your Notre Dame Google Account

    1. Download Your Personal Google Calendar(s)
    2. Import Your Personal Google Calendar to Your Notre Dame Google Account
  4. Transfer Your Personal Google Sites to Your Notre Dame Google Account

If you set up a Google Site on a personal Google Apps account, you will need to manually copy and paste the information to a new site on your Notre Dame Google account or to another format that works for you, such as hosting your site in NetFile.

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Open Email Links using Gmail

 

chrome

Google Chrome

Gmail should automatically prompt you to configure mailto: links in Chrome. Click on the overlapping diamond icons in the address bar:

chrome_handler

To enable email links in Google Chrome to be opened with Gmail, follow Google's instructions here:

https://support.google.com/chrome/answer/1382847?hl=en

firefox logo

Firefox

To enable email links in Firefox to be opened with Gmail, follow Mozilla's instructions here:

https://support.mozilla.org/en-US/kb/change-program-used-open-email-links

safari logo

Safari

To enable email links in Safari, you will need to go to http://extensions.apple.com/

From there, you can either download Gmail This or mailto - either will allow you to send from Gmail by default.

ie logo

Internet Explorer

To enable email links in Internet Explorer to be opened with Gmail, you will first need to install Google Toolbar:

https://support.google.com/toolbar/answer/9230?hl=en&ref_topic=3338424

After the toolbar is installed, you can follow these instructions:

https://support.google.com/toolbar/answer/34800?hl=en

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